# Configuring External Collaboration for Checklists (QMS)
The QMS External Collaboration feature allows you to assign tasks to external contacts to complete audit checklists. These checklists can capture pertinent information needed in an audit process, such as onboarding new supplier and supplier risk management personnel. You must be familiar with [checklists](/en/lr/52824/) before proceeding with setup and use.
If your organization requires a review and follow-up process for checklists, see [Configuring External Collaboration Checklists with Follow-Ups & Additional Respondents](/en/lr/981282/).
## Configuration Overview
Each checklist task shared with external contacts may differ at the workflow or lifecycle level. However, the configuration approach to enable external collaboration on a checklist is as follows:
* Create a custom application role and permission set labeled _External Collaborator - Checklists_ and assign it to the External Collaborator user. You can change this label to a name that fits your business processes.
* Create a [_Quality External User Template_](/en/lr/64944/) for external collaboration on checklists.
* Create a [ _Person_ record](/en/lr/46534/) for the external contact.
* Update the [notification template](/en/lr/57968802/#external-collab-notification-template) to include information on your company and the external collaboration checklist.
* Add the _External Collaborator_ role to the _Audit Checklist Lifecycle_ and _Audit Lifecycle_, and grant the role _Read_ and _Edit_ access to the lifecycles.
* Configure the [_Audit Pending Acceptance Workflow_](/en/lr/66930/#pending-acceptance) with a task assigned to the External Collaborator user.
* Add the _Collaborate Externally?_ (`collaborate_externally__v`) and _External Collaborator_ (`external_collaborator__v`) fields to the _External Audit_ object type on the applicable _Audit_ object.
* [Add](/en/lr/26387/#how-to-add-object-fields) the _Collaborate Externally?_ field and the [_External Collaborator Object Control_](/en/lr/65819/#ec-control) to the applicable object layout.
* Add the _External Collaborator_ role to the _Start Checklist_ entry action on the _Audit_ lifecycle.
* Select an **External Collaborator** when creating an _External Audit_ to send the checklist task to an external contact.
## Supported Objects
When creating the custom _External Collaborator - Checklists_ permission set, consider adding access to the following objects. This configuration is dependent on the configuration of the _Checklist Design_ record:
- _Audit: External Audit_
- _Audit Checklist: External Audit Checklist_
- _Audit Dependency_
- _Audit Response_
- _Audit Response-Doc_
- _Audit Response-Ref-Doc_
- _Audit Section_
- _Audit Signature_
- _Audit Sub-Checklist_
- _Audit-Department_
- _Audit-Organization_
- _Audit-Quality Event_
- _Available Answer_
- _Available Answer Design_
- _External Audit Checklist Design_
- _Dependency_
- _Dependency Design_
- _Base Person_
- _Related Audit_
- _Section_
- _Section Design_
- _Sub-Checklist Design_
## External Collaboration Checklist Access Control
Vault uses a custom _Application Role_ and permission set (_External Collaborator - Checklists_) to grant [role-based Vault access](/en/lr/69197/) to a recognized contact outside your organization to complete a checklist. You can customize the permission set to include access to various objects, such as _Audit: External Audit_, _Audit Checklist: External Audit Checklist_, and _Audit Dependency_. Object configuration is dependent on the type of checklist you need to create. Ensure the custom permission set includes access to the following applications and tabs:
* _Workflow: eSignature_
* _Workflow: Participate_
* _User: View User Information_
* _User: View User Profile_
* _Tabs: Home_
Note: The level of access to each permission is up to your discretion.
## Configuring Workflows for External Collaboration Checklists
You must configure an [_Audit Pending Acceptance Workflow_](/en/lr/66930/#pending-acceptance) with a checklist task assigned to the External Collaborator. When configuring the _Task_ step on the workflow, assign it to the _External Collaborator_ role and select **Make available to users in participant group**. Also, select **Complete task assignment without viewing** under the **Task Requirements** section. These settings ensure any user assigned the [_External Collaborator_ role][1] receives the checklist task when the workflow reaches the configured _Task_ step.
## Configuring the Audit Object Field
Ensure the _External Audit_ object type contains an _External Collaborator_ object field that references the external contact's _Person_ record. These settings ensure the external contact receives a _Welcome Collaborator_ email with the task to complete a checklist.
## Configuring Object Lifecycles for External Collaboration Checklists
You must configure the related object lifecycles to enable respondents to view and complete external collaboration checklists.
### Configuring the Activate External Collaborators and Start Checklist Entry Actions
Add the [_Activate External Collaborators_](/en/lr/57968802/#activate-ext-collab-action) and _Start Checklist_ entry actions to the applicable object lifecycle states on the _Audit_ object. The inclusion of both entry actions ensures the external contact referenced in the _External Collaborator_ object field receives the task to complete a checklist as soon as their user account is activated.
Select your [_Quality External User Template_](/en/lr/64944/) as the **User Template** on the _Activate External Collaborator_ entry action. Under the _Start Checklist_ entry action, select your desired checklist from the **Checklist Type** drop-down and select the **External Collaborator** role from the **Assign as Available Respondents** drop-down.
Note: When configuring the entry actions, ensure Activate External Collaborators is configured first before Start Checklist.
### Configuring the Reassign External Collaborator User Action {#reassign}
Add the _Reassign External Collaborator_ user action to any object lifecycle that utilizes External Collaboration, such as the _In Audit Preparation_ state of the _Audit Lifecycle_. Be sure to select a _User Template_, which will set up the _User_ record if the _Person_ does not have an existing _User_ record in Vault. Select the **Include Checklist Reassignment** checkbox to reassign any associated checklists when the external collaborator on an object record is replaced. Vault does not reassign completed checklists.
If you configured the [_External Collaborator Object Control_](/en/lr/65819/#ec-control) to filter available external collaborators by organization object and _Person_ object type, you must select those same **Organization Objects** and **Person Object Types** when configuring the _Reassign External Collaborator_ action.
Whenever an external collaborator is removed or changed via the _Reassign External Collaborator_ user action, Vault evaluates whether the associated user account should be deactivated, following the same logic as the _QMS: Inactivate Ext. Collaborator_ entry action, with the following added function: The associated user account will be removed from the _External Collaborator_ application role.
### Configuring the Object Lifecycle Role for External Collaborators {#lifecycle-role}
In the **Roles** section of the _Audit Lifecycle_ and _Audit Checklist Lifecycle_, add the _External Collaborator_ application role and grant it _Read_ and _Edit_ access to the lifecycles.
[1]: #lifecycle-role