Configuring Formulation Questionnaires (Compliance Management)

Compliance Management utilizes checklists to provide users with the ability to send questionnaires (checklists) to respondents, such as suppliers, targeted to a specific formulation, industry, and location. Recipients can then securely respond to those questionnaires without logging into a Vault, and without requiring individual Vault licenses for each respondent or the ability to view or access any areas of your Vault. Vault emails respondents public access links (PALs) to questionnaires with questions relevant to a specified formulation, industry, and market, minimizing the amount of time they spend completing questionnaires and standardizing incoming data. Users can then track completeness and review completed questionnaires within your Vault.

Note: To configure Formulation Questionnaires, you must use a single Full User license type that will be shared by all respondents.

After completing the configurations in this article, you must set up checklists to support formulation questionnaires and then configure your Vault to import data from completed formulation questionnaires into Qualitative Assessments.

Note: To use this feature, each raw material in the applicable Formulation can be associated with no more than one (1) supplier.

Formulation Questionnaire Objects

In addition to the objects that support checklists, Compliance Management uses the following core objects and object types to support formulation questionnaires:

Application Managed User (app_managed_user__v): This object represents the user that is assigned all questionnaires. The Application Managed User responds to questionnaires on behalf of the applicable Organization Persons.
Formulation (formulation__v): This object represents a formulation and contains information about version, classification (raw material, formulation, or substance), and supplier.
Formulation Questionnaire (formulation_questionnaire__v): This object represents a Formulation that requires a questionnaire and can target a location and industry, specifying how Vault identifies which Checklist Design record to instantiate for each Formulation record.
FQ Checklist (fq_checklist__sys): This type of checklist targets the Formulation Questionnaire object. Each record is an individual formulation questionnaire and represents an instantiated Checklist Design related to a target Formulation Questionnaire record.
FQ PAL Context (fq_pal_context__v): This object represents a PAL Vault generates and sends to a respondent, and contains information about the recipient, opened date, last accessed date, and status.
Industry (industry__v): This object represents an industry and is used as criteria to determine which Checklist Design record to instantiate for each Formulation record.
Location (country__v): This object represents a location and is used as criteria to determine which Checklist Design record to instantiate for each Formulation record.
Organization (organization__v): This object represents an external organization and contains information about organization type, address, location, and contact details.
Organization Person (organization_person__v): This object joins the Organization and Person objects. Vault sends links to questionnaires (PALs) to these respondents.

Configuration Overview

Configuring your Vault to use formulation questionnaires involves the following steps:

Configure the relevant object fields and layouts
Create the Application Managed User
Create the appropriate Industry and Location records
Populate Formulation and User records
Optional: Create a custom tab so users can easily access questionnaires
Set up checklists to support questionnaires
Optional: Configure attachment import
Optional: Configure formulation questionnaire import

Note: Depending on your Vault’s creation date and which features are currently enabled and configured, some of the steps described in this article may be unavailable or already complete in your Vault.

Configuring Object Fields & Layouts

You must make the following changes to object fields and layouts:

On the Checklist Design object, add the Industry and Location fields as object field types and then add them to the object layout.
On the Formulation object:
- Insert a related object section for the FQ Checklist object so users can easily view and access all instantiated questionnaires sent to respondents. We recommend labeling this section “Questionnaires”.
- Insert a related object section for the Formulation Questionnaire object so users can see the available Checklist Designs. We recommend labeling this section “Questionnaire Types”.
On the Formulation Questionnaire object:
- Add the Industry and Location fields to the object layout. Do not add any custom required fields.
- Insert a related object section for the FQ Checklist object so users can easily view and access all instantiated questionnaires sent to respondents. We recommend labeling this section “Questionnaires”.
On the Organization Person object, add the Checklist Respondent Type field to the object layout.

Creating the Application Managed User

Vault uses the Application Managed User object to restrict supplier Vault access only to questionnaire instances. You must create a single Application Managed User record assigned a single Full User license type, which Vault will associate with all checklist questionnaire instances and used by all respondents. When Vault emails PALs to Organization Persons, the associated questionnaire is assigned to the Application Managed User. The Application Managed User responds to questionnaires on behalf of the applicable Organization Persons (respondents). The Organization Person cannot view or access any areas of your Vault when they access a questionnaire via a PAL, regardless of whether that specific user is assigned any license types in your Vault.

To create the Application Managed User:

Create a questionnaire respondent new user account. You must select the following values, but you can enter generic information for the other required fields, such as “Questionnaire Respondent” for the Name (Vault will not send any emails to the Email address you enter for this user):
- For Security Profile, select PAL FQ Checklist Respondent.
- For the Compliance Management field in the Application Licensing section, select Full User as the license type.
Navigate to Business Admin > Objects > Application Managed Users.
Click Create.
For User, select the respondent user you created.
For Application User Management Type, select PAL FQ Checklist Respondent.
Click Save.

Creating Industry & Location Records

You must create the applicable Industry and Location records so that you can target Checklist Designs to specific industries and locations. These values are available for users to select before sending questionnaires to respondents. For example, to target questionnaires for the chemical industry in regional markets, you could create the following records:

Industry: “Chemical”
Location:
- “APAC”
- “EU”
- “NA”

Populating User & Formulation Records

When a user runs the Send PALs action on a Formulation Questionnaire, the email Vault sends to respondents includes details about the user and the applicable Formulation. You must populate the following fields on all applicable User and Formulation records in order for Vault to successfully send emails to respondents:

Users: Populate the Company field for all Users that will run the Send PALs action.
Formulations: Populate the Title field for all Formulations for which users will generate Formulation Questionnaires. If the applicable User and Formulation records are not populated with the details above, the Send PALs action will fail and Vault will not generate emails to respondents.

Configuring a Custom Tab

You can configure a custom tab for the Formulation Questionnaire object so users can easily access and create Formulation Questionnaire records.

Setting up Checklists

After completing all the steps in this article, you must set up checklists to support formulation questionnaires. See Setting Up Checklists for Formulation Questionnaires for details about how to configure checklists, checklist designs, lifecycles, actions, and workflows.

Configuring Attachment Import

You can configure your Vault to allow users to import documents attached to formulation questionnaires using the Import Attachment action. See Configuring Formulation Questionnaire Attachment Import for more details.

Configuring Formulation Questionnaire Import

You can configure your Vault to allow users to import data from completed formulation questionnaires into Qualitative Assessments. See Configuring Formulation Questionnaire Import for more details.

Limitations

The following limitations apply to formulation questionnaires:

Vault will not send questionnaires if more than five (5) Organization Persons are related to the Supplier defined on the Formulation record. Contact your Veeva Representative to increase this limit.
If you plan to configure your Vault to import formulation questionnaires, do not use a lifecycle on the Qualitative Assessment object.

You can complete all the steps in this article with the standard System Administrator or Vault Owner security profile. If your Vault uses custom security profiles, your profile must grant the following permissions:

Type	Permission	Controls
Security Profile	Admin: Configuration: Objects: Create, Edit	Ability to create and edit Vault objects.
Security Profile	Admin: Security: Users: Create, Edit, Manage User Object	Ability to create and modify User object records.
Security Profile	Admin: Security: Users: Add Cross-Domain Users	Ability to add cross-domain users.
Security Profile	Admin: Security: Permission Sets: Edit	Ability to modify permission sets for users.