Supplier Initiated COA Email Processor

Built from the Vault Email Processor feature, Admins can define how Vault automatically creates COA Inspection records from emails sent to an Inbound Email Address in the Vault Admin UI by using a QualityOne-provisioned Email Processor: the Supplier Initiated COA Email Processor.

In QualityOne QMS Vaults, the Supplier Initiated COA Email Processor allows your organization to send emails, containing your external parties COA file attachments, to Vault for document upload and record creation using an SDK entry point implementation. After creating a migration package from the implementation, Admins can import and validate the migration package to Vault, which enables the implementation under QualityOne COA Email Intake Handlers. You can customize the logic in the implementation to process information extracted from incoming emails and define COA Inspection records with the extracted information.

Learn more about setting up Automated COA Email Intake in Vault Help.

Understanding the SDK Entry Point Implementation

The QualityOne COA Email Intake Handlers implementation uses interfaces and annotation from the coaemailintake package available only for QualityOne QMS Vaults. The coaemailintake package includes the following:

QualityOneCoaEmailIntakeHandlerInfo annotation:
- Indicates the QualityOneCoaEmailIntakeHandler class.
- Specifies the inbound email address component name configured for the Supplier Initiated COA Email Processor.
QualityOneCoaEmailIntakeHandler interface:
- Invoked in the Supplier Initiated COA Email Processor to process an incoming email that the Vault Email Service receives.
- Executes custom logic to build the COA Inspection record.
- Expects setting both QualityOneCoaEmailIntakeHandlerResponse and QualityOneIntakeInspection to process COA email intake.
- Referencing QualityOneIntakeInspection to create COA Inspection object records.
QualityOneCoaEmailIntakeHandlerContext interface:
- Provides access to contextual information exposed in the QualityOneCoaEmailIntakeHandler.
- Retrieves the sender's email address, the email's subject line, the list of QualityOneEmailAttachment objects, and the email body text.
- Creates an instance of QualityOneIntakeInspection.Builder and QualityOneCoaEmailIntakeHandlerResponse.Builder.
QualityOneEmailAttachment interface:
- Represents a file attached to an email.
- Retrieves the attachment's file name, extension, and size (measured in bytes).
QualityOneIntakeInspection interface:
- Represents a COA Inspection record.
- Provides methods to build a QualityOneIntakeInspection object.
QualityOneIntakeInspection.Builder interface:
- Sets the value for a field on the COA Inspection record.
- Builds a QualityOneIntakeInspection object.
QualityOneCoaEmailIntakeHandlerResponse interface:
- Represents a response from executing the QualityOneCoaEmailIntakeHandler.
- Provides methods to build a QualityOneCoaEmailIntakeHandlerResponse object.
QualityOneCoaEmailIntakeHandlerResponse.Builder interface:
- Builds the individual QualityOneCoaEmailIntakeHandlerResponse object used to create a COA Inspection record during the COA email intake process.
- Builds a QualityOneCoaEmailIntakeHandlerResponse object.

Learn more about the coaemailintake package and see code examples in the Javadocs.

POM File Dependencies

The artifacts (.jars) for the QualityOne SDK are distributed by a Maven Repository Manager. This allows you to easily download the QualityOne SDK and all its dependent libraries by setting up a Maven project pointing to the Maven Repo Manager in the pom.xml file. Learn more in POM Setup.

When setting up your POM file, you will need to add the QualityOne SDK to the <dependencies> section of your pom.xml file to download the QualityOne QMS Java SDK and its dependent libraries from the repository.

Add the following QualityOne SDK dependency to your pom.xml file:

<dependency>
        <groupId>com.veeva.vault.app.qualityone.publicapi</groupId>
        <artifactId>qualityone-publicapi</artifactId>
        <version>${vault.sdk.version}</version>
    </dependency>

For example, your updated <dependencies> section would look like this:

<dependencies>
	<!-- Vault Java SDK -->
    <dependency>
        <groupId>com.veeva.vault.sdk</groupId>
        <artifactId>vault-sdk</artifactId>
        <version>${vault.sdk.version}</version>
    </dependency>
	<!-- Debugger -->
    <dependency>
        <groupId>com.veeva.vault.sdk.debugger</groupId>
        <artifactId>vault-sdk-debugger</artifactId>
        <version>${vault.sdk.version}</version>
    </dependency>
	<!-- QualityOne SDK -->
    <dependency>
        <groupId>com.veeva.vault.app.qualityone.publicapi</groupId>
        <artifactId>qualityone-publicapi</artifactId>
        <version>${vault.sdk.version}</version>
    </dependency>
</dependencies>

The value of the ${vault.sdk.version} property for importing the qualityone-publicapi library cannot be lower than 25R1.2.

Processing Email Information for COA Email Intake

The following example presents how the implementation handles incoming emails received by the Vault Email Service to the inbound email address and processes the information extracted. The QualityOneCoaEmailIntakeHandlerInfo annotation defines accepted emails when the "To" field matches the Admin-specified inbound email address named cholecap_coa_supplier_inbound__c.

@QualityOneCoaEmailIntakeHandlerInfo(inboundEmailAddress = "cholecap_coa_supplier_inbound__c")

After executing the QualityOneCoaEmailIntakeHandler, there's a response to retrieve the list of email attachments and to create an empty list for excluded email attachments. The logic then excludes any attachments that are less than 1 megabyte in file size.

@QualityOneCoaEmailIntakeHandlerInfo(inboundEmailAddress = "cholecap_coa_supplier_inbound__c")
public class EmailIntakeHandler implements QualityOneCoaEmailIntakeHandler {

  @Override
  public QualityOneCoaEmailIntakeHandlerResponse execute(QualityOneCoaEmailIntakeHandlerContext context) {
    List<QualityOneEmailAttachment> emailAttachments = context.getEmailAttachments();
    List<QualityOneEmailAttachment> excludedAttachments = VaultCollections.newList();

    for (QualityOneEmailAttachment emailAttachment : emailAttachments) {
      if (emailAttachment.getFileSize() < (long) 1024 * 1024) {
        excludedAttachments.add(emailAttachment);
      }
    }
  }
}

Then the implementation extracts the Inspection Plan's ID value from the email subject line and builds a QualityOneIntakeInspection object containing the Inspection Plan value and the included email attachments.

String inspectionPlan = context.getEmailSubject();

QualityOneIntakeInspection intakeInspection = context.newIntakeInspectionBuilder()
  .withValue("inspection_plan__v", inspectionPlan)
  .build();

return context.newCoaEmailIntakeProcessorResponseBuilder()
  .withIntakeInspection(intakeInspection)
  .withExcludedAttachments(excludedAttachments)
  .build();

Once the information has been processed, the implementation sends the QualityOneIntakeInspection object to Vault, triggering the Supplier Initiated COA Email Intake email processor to create new COA Inspection records and upload the email attachments as documents based on the information extracted from the QualityOneIntakeInspection object.

@QualityOneCoaEmailIntakeHandlerInfo(inboundEmailAddress = "cholecap_coa_supplier_inbound__c")
public class EmailIntakeHandler implements QualityOneCoaEmailIntakeHandler {

  @Override
  public QualityOneCoaEmailIntakeHandlerResponse execute(QualityOneCoaEmailIntakeHandlerContext context) {
    List<QualityOneEmailAttachment> emailAttachments = context.getEmailAttachments();
    List<QualityOneEmailAttachment> excludedAttachments = VaultCollections.newList();

    for (QualityOneEmailAttachment emailAttachment : emailAttachments) {
      if (emailAttachment.getFileSize() < (long) 1024 * 1024) {
        excludedAttachments.add(emailAttachment);
      }
    }

    String inspectionPlan = context.getEmailSubject();

    QualityOneIntakeInspection intakeInspection = context.newIntakeInspectionBuilder()
      .withValue("inspection_plan__v", inspectionPlan)
      .build();

    return context.newCoaEmailIntakeProcessorResponseBuilder()
      .withIntakeInspection(intakeInspection)
      .withExcludedAttachments(excludedAttachments)
      .build();
  }
}

Customizing Implementation Logic

When customizing the logic for your Supplier Initiated COA Email Processor, ensure you include the logic to extract either the Inspection Plan, Purchase Order, Purchase Order Line Item, or Material value from the subject line. Extracting either of these values helps to relate the Inspection Plan to the newly-created COA Inspection record when the Supplier Initiated COA Email Intake email processor triggers. You can customize the logic to not exclude any files from an incoming email or to exclude specific files based on your organization's criteria. You can customize the logic in the QualityOneCoaEmailIntakeHandler interface for specific ways to handle errors. For example, you may want to set a specific COA Ingestion Status and COA Ingestion Error Type value when the interface fails to identify the subject line value or when errors occur when running the QualityOneIntakeInspection interface.