# Configuring External Collaboration Checklists with Follow-Ups & Additional Respondents (QMS) Veeva QMS provides External Collaboration Checklists that let your organization gather information about a supplier's business, capabilities, compliance, and risk profile. Using [External Collaboration](/en/lr/65819/) and [checklist](/en/lr/47738/) functionality, you can grant an external collaborator access to a checklist in your Vault, and revoke that access when they are finished providing their responses. You can configure External Collaboration Checklists to allow for a review process that includes the ability for reviewers and other internal stakeholders to ask follow-up questions that external collaborators must answer. You can also allow external collaborators to invite additional respondents, who can access the checklist and provide responses via an externally accessible link. This is useful in situations where an external collaborator needs input from Subject Matter Expert colleagues. If your organization does not require a review and follow-up process for External Collaboration Checklists, you can instead follow the steps in [Configuring External Collaboration for Checklists](/en/lr/749909/). ## Supported Objects {#supported-objects} The following objects and their respective checklists are supported for External Collaboration Checklists with Follow-Ups and Additional Respondents: * _Audit_ * _Organization_ * _Qualification_ ## Configuration Overview Depending on your organization's business needs, the process to configure External Collaboration Checklists with Follow-Ups and Additional Respondents includes the following steps: 1. Navigate to **Admin > Settings > General Settings** and under _Checklist_, select the **Allow Other Participants in Checklist Workflows** checkbox. This setting is required for the configurations described in this article. Once enabled, this setting cannot be disabled. See [Configuring Checklist Workflows](/en/lr/66930/#configuring-the-start-step) for more information. 2. [Activate object types][1] on the _Checklist Design_ object and configure a layout for each object type. 3. 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. 4. Optional: Update your _Quality Teams_ configuration for the target object to add a Checklist Reviewer role, and configure [Related Object Security](/en/lr/54508/#securing-related-objects) for the relevant checklist object. 5. [Create a Quality External User Template](/en/lr/64944/) for the external collaborator who will complete checklists. Select **Application Role** as the _Security Model_ and select the **External Collaborator - Checklists** application role. 6. Activate the _Collaborate Externally?_ (`collaborate_externally__v`) and [_External Collaborator_](/en/lr/65819/#ec-field) (`external_collaborator__v`) fields on the target object and [assign](/en/lr/32857/#assign) them to the relevant object types. 7. [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 layout for relevant object types. 8. [Add roles][2] to the target object lifecycle and target checklist object lifecycle and grant the roles appropriate lifecycle permissions. 9. Configure the [_QMS: Activate Ext. Collaborator_](/en/lr/65819/#activate-ext-collaborators-entry-action), [_Start checklist_](/en/lr/47738/#initiate_checklists), and [_QMS: Inactivate Ext. Collaborator_](/en/lr/65819/#inactivate-entry-action) actions on the target object lifecycle. Ensure the _QMS: Activate Ext. Collaborator_ action is configured to run before the _Start checklist_ action. You can also optionally configure the [_Reassign External Collaborator_](/en/lr/749909/#reassign) action. 10. Configure the appropriate [workflow][3] for the target checklist object. 11. Configure [user permissions][4]. 12. Create a _Checklist Design_ record and [design](/en/lr/537448/) your checklist. Ensure you select the **Allow Additional Respondents (PAL)** and **Allow Follow-ups** checkboxes on the _Checklist Design_ record. 13. Create a _Person_ record for the external collaborator and specify their _Organization_. If you are using the [extended organization data model](/en/lr/65819/#person-object), you may be able to specify a different type of organization on the _Person_ record. ## Configuring the Checklist Design Object {#checklist-design-objects} On the checklist design object, activate the following object types, as needed:
Checklist Design Object Type Corresponding Object and Object Type
AQ Checklist Design Qualification: Asset Qualification
EO Checklist Design Organization: External Organization
External Audit Checklist Design Audit: External Audit
External Site Checklist Design Organization: External Site
IO Checklist Design Organization: Internal Organization
Inspection Checklist Design Audit: Inspection
MQ Checklist Design Qualification: Material Qualification
PQ Checklist Design Qualification: Product Qualification
Part Qualification Checklist Design Qualification: Part Qualification
SQ Checklist Design Qualification: Service Qualification
Supplier Checklist Design Organization: Supplier
Supplier Site Checklist Design Organization: Supplier Site
Once the relevant checklist design object types are active, create a layout for all relevant object types and add the following fields: * _Allow Additional Respondents (PAL)_: Selecting this field on a _Checklist Design_ allows an external collaborator to send the checklist to additional external parties to provide responses. * _Allow Follow-ups_: Selecting this field on a _Checklist Design_ allows users to initiate a review and follow-up process for a checklist once an external collaborator has provided their initial responses. Add values for all checklists you plan to use to the _Checklist Type_ picklist. This makes the checklist type available for selection when configuring the _Start checklist_ user or entry action. ## Configuring Object Lifecycles {#lifecycles} Add the following roles to the target object and target object checklist lifecycles (for instance, the _Organization Lifecycle_ and _Organization Checklist Lifecycle_): * _Checklist Reviewer_ * _External Collaborator_ Ensure each role has the necessary permissions in the relevant states of the target object and target object checklist lifecycles. The following table outlines the minimum permissions required in relevant lifecycle states to complete a follow-up process involving an external collaborator and additional respondents.
Role Target Object Lifecycle Target Object Checklist Lifecycle
External Collaborator Read permission in appropriate task state Read and Edit permissions in the In Progress and In Follow-Up states
Checklist Respondent Not required Read and Edit permissions in the In Progress and In Follow-Up states
Checklist Reviewer Read and Edit permissions in lifecycle states, as required Read and Edit permissions in the In Review state
Supplier Questionnaire Respondent Not required Read and Edit permissions in the In Progress and In Follow-Up states
## Configuring Object Workflows {#workflows} You must configure the [_Accepted_ or _Pending Acceptance_ workflows](/en/lr/66930/) for the relevant target checklist object to allow follow-ups and additional respondents. For instance, if the target object is _Organization_, configure the _Organization Accepted_ or _Organization Pending Acceptance_ workflows. Configure an _Accepted_ workflow if users will initiate the _Start checklist_ action via a user action, and configure a _Pending Acceptance_ workflow if the _Start checklist_ entry action will be initiated automatically via a lifecycle state change. We recommend the following workflow configuration for this feature: 1. **Start Step**: 1. Create a _Participants_ control, _Checklist Respondents,_ and select **Use roles as participants**. Add the _Checklist Respondent_ and _External Collaborator_ roles. 2. Create another _Participants_ control, _Checklist Reviewers,_ and select **Use roles as participants**. Add the _Checklist Reviewer_ role. 2. **Add Supplier Questionnaire Respondent**: Create a system action step and select the **Set Supplier Questionnaire Respondent** system action. 3. **Add Checklist Reviewer**: Create a system action step and select the **Set Checklist Reviewers** system action. 4. **Add External Collaborators**: For the _Accepted_ workflow only, create a system action step and select the **Set External Collaborators** system action. 5. **Change state to In Progress**: Configure an action step to set the lifecycle state to _In Progress_. 6. **Accept and Complete Checklist**: Create a required task step assigned to the _Checklist Respondent_ participant group to accept and complete the checklist, and select **Make available to users in participant group** and **Complete task assignment without viewing** under the _Task Requirements_ section. 7. **Validate Checklist**: Configure a system action step and select the **Validate Checklist is Complete** system action. 8. **Change state to In Review**: Configure an action step to set the lifecycle state to _In Review_. 9. **Review Checklist**: Configure a required task step assigned to the _Checklist Reviewer_ participant group and select **Assign to all users in participant group** and **Prompt for Verdicts**. Add two verdicts: Follow-up Required and Checklist Complete. 10. **Follow-up Required?**: Create a decision step with the following conditions: 1. **If** Task Review Checklist all labels equal Follow-up Required **then** _Checklist follow-ups are unanswered_. Continue configuring this workflow branch [below][5]. 2. Else **then** _Validate and Finalize Checklist_. Continue configuring this workflow branch [below][6]. Checklist Follow-Ups Required: 11. **Checklist follow-ups are unanswered**: Configure a system action step and add the **Validate Follow-up response is pending** system action. This system action ensures that follow-up questions exist. 12. **In Follow-Up**: Configure an action step to change the state of the checklist to _In Follow-Up_. 13. **Supplier Follow-Up**: Create a task step assigned to the _Checklist Respondent_ participant group and select **Assign to all users in participant group**. 14. **Checklist Follow-Up answered**: Create a system action step and select the **Validate all Follow-ups are answered** system action. This system action ensures that all follow-up questions have been responded to. Set the next step to _Change State to In Review_. Validate and Finalize Checklist: 1. **Validate and Finalize Checklist**: Create a system action step and select the **Validate checklist is Complete** system action. 2. **Validate Follow-Ups**: Create a system action step and select the **Validate all Follow-ups are answered** system action. This system action ensures that all follow-up questions have been responded to, or, if no follow up is required, ensures that follow-up questions have not been created. 3. **Set Respondent Field**: Create a system action step and select the **Set Respondent Field** system action. 4. **Inactivate PAL**: Create a system action step and select the **Inactivate Supplier Questionnaire PAL** system action. 5. **Set Checklist to Completed**: Create an action step to change the lifecycle state of the checklist to _Completed_ or the equivalent state. ## Configuring User Permissions {#user-permissions} External Collaborators and Reviewers must have the following permissions to complete or review checklists: * For the _Checklist Follow-up Question_ object: External collaborators must have _Read_ permission, and reviewers must have _Read_ and _Edit_ permissions * For the _Checklist Follow-up Response_ object: External Collaborators must have _Read_ and _Edit_ permissions, and reviewers must have _Read_ permission * All required [permissions](/en/lr/47738/#related-permissions) to complete checklists * External collaborators must have _Read_ permission on the target object * Under **Permission Sets > [permission set] > Application**: _Participate_ and _E-Signature_ permissions for _Workflow_, and _View User Information_ and _View User Profile_ permissions for _User_ * Under **Permission Sets > [permission set] > Tabs**: _View_ access for the _Home_ tab * Under **Permission Sets > [permission set] > Objects > [Collaborating Object]**: _View_ permission for the _External Collaborator Object Control_ ## Related Permissions 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](/en/lr/22824/):
Type Permission Controls
Security Profile Admin: Configuration: Objects: Edit Ability to modify Vault objects.
Security Profile Admin: Configuration: Object Lifecycles: Edit Ability to modify object lifecycles.
Security Profile Admin: Configuration: Object Workflows: Edit Ability to modify object workflows.
Security Profile Admin: Security: Permission Sets: Edit Ability to modify permission sets for users.
Security Profile Objects: User Role Setup: Create, Edit, Delete Ability to create and modify User Role Setup records.
[1]: #checklist-design-objects [2]: #lifecycles [3]: #workflows [4]: #user-permissions [5]: #follow-ups-required [6]: #validate-and-finalize