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‭How to Locate the Vault Record ID, Direct URL of a Record or a Component in Veeva Vault?

/hc/en-us/articles/35487083294747--How-to-Locate-the-Vault-Record-ID-Direct-URL-of-a-Record-or-a-Component-in-Veeva-Vault

2025-04-09 12:14:21 UTC
Question:

‭How to Locate the Vault Record ID of a Record or a Component in Veeva Vault?

Answer:

The Record ID is a unique identifier of each object record, object and component in Vault.

The Record ID of specific objects and entities in Vault are special and different compared to most objects. This is applied to every Vault Application.

Providing these Record IDs and whole URLs to Veeva Product Support or reusing them internally can be very useful as they make navigation much easier and smoother. In general, the URLs are reusable and can be shared if they have been retrieved from the Business Admin page.

There are some object record or Vault component use cases whose URLs need to be acquired from the Vault UI, one of the examples is Reporting.

Vault Owners and Vault System Administrators typically have access to Business Admin, end users do not, meaning that these methods are generally. applied to Vault Owners and Vault System Administrators.

In case of Objects and Object Records, the following example demonstrates it with a custom object, however this is applied to every out of the box object following the same pattern (convention).

Having these URLs on hand makes troubleshooting and navigation easier.

Small Table of Contents to jump to the Vault Entities listed in this article:
1. Custom Object & Object Record Example (Applies to Out of the box objects as well)

In case of Objects and Object Records, the following example demonstrates it with a custom object, however this is applied to every out of the box object following the same pattern.

Here in this case, this URL leads straight to the record in the event a user logs into this Vault, and has access to the record itself.

V7O000000001001 is the Record ID.

V7O points to all of the records for the tab view of the object.

In this case, this URL leads straight to the record in the event a user logs into this Vault, and has access to the record itself.

https://supportvaults-platform-gr-vv1-1077-community.veevavault.com/ui/#v/V7O/V7O000000001001

While this URL points to the tab of the object where all records can be seen:

https://supportvaults-platform-gr-vv1-1077-community.veevavault.com/ui/#v/V7O/

2. User Object Record Example

The User object uses special IDs, called User IDs.

In this case the User ID is: 15873889

The URL leading straight to this record:

https://supportvaults-platform-gr-vv1-1077-community.veevavault.com/ui/#admin/users_group/vault_users/V0A/15873889

The Object Tab URL is special and as follows:

https://supportvaults-platform-gr-vv1-1077-community.veevavault.com/ui/#admin/users_group/vault_users?ivp=1

3. Document Example

Documents are a special entity in Vault, in this case the URL looks as follows:

Document ID: 10512

Major Version: 0

Minor Version: 1

The URL is in this case:

https://supportvaults-platform-gr-vv1-1077-community.veevavault.com/ui/#doc_info/10512/0/1

4. Workflow Component Example (Applies to Steps and so on)

Components also have their direct URL. Here is a Workflow example:

The URL is in this case:

https://supportvaults-platform-gr-vv1-1077-community.veevavault.com/ui/#admin/content_setup/one_workflows/multidoc_workflows=&wf=collab_authoring_test_2__c

5. Lifecycle Component Example (Applies to States and so on)

The URL is in this case:

https://supportvaults-platform-gr-vv1-1077-community.veevavault.com/ui/#admin/content_setup/object_lifecycles=&lc=test_lifecycle__c

6. Report Example

The URL is in this case:

https://supportvaults-platform-gr-vv1-1077-community.veevavault.com/ui/#reporting/viewer/0RP00000001Z001

The Report ID is: 0RP00000001Z001

7. Dashboard Example

The URL in this case:

https://supportvaults-platform-gr-vv1-1077-community.veevavault.com/ui/#dashboards/viewer/0DB000000001006

The Report ID is: 0RP00000001Z001

8. Checklist Example

The URL is in this case:

https://supportvaults-quality-suite-lr-vv1-1084-community.veevavault.com/ui/#sys/page/visualchecklistdesigner/quality-event-checklisttype/V0Q000000001001?sid=V0S000000001001

Here in this case the ID is going to be V0S000000001001, however reusing, so copying and pasting the whole URL is needed, as these special Object Record URLs can contain multiple IDs.

9. Operations - Job Status - Job ID Example

In case of Platform related jobs:

https://supportvaults-platform-gr-vv1-1077-community.veevavault.com/ui/#admin/operations/job_status leads to the Job Status page.

In Job History, past jobs can be seen.

Their URL looks like this:

https://supportvaults-platform-gr-vv1-1077-community.veevavault.com/ui/#admin/operations/job_status=&d=269764&isHistory=true

The Job ID is 259764

Replacing the Job ID number in this URL can lead to any Jobs which have not expired yet (30 days).

On the Job Status page, downloading the job log is possible by hovering over the 3 dots located next to the job.

The format of these files looks as follows:

vaultid-jobid.txt

For any other special objects, components or entities where there are several IDs due to the tabs and layout sections, the easiest way to get to the Direct URLs for reuse is to copy the whole URL.

Related Documentation:

Vault Help Documentation:
- Viewing Object Records
- About the Doc Info Page
Knowledge Base:
- How to Open a Ticket with Veeva Product Support?
Error: End User Receives a Server having problems - After Certain Steps in Veeva Vault - Click Information Icon to Provide Details

/hc/en-us/articles/32082925542811-Error-End-User-Receives-a-Server-having-problems-After-Certain-Steps-in-Veeva-Vault-Click-Information-Icon-to-Provide-Details

2025-03-25 19:32:39 UTC
Question:

After performing certain tasks in Veeva Vault, the following error appears in the following variations, unexpectedly on the top of the Vault User Interface (UI):

These errors have their own underlying causes. The Timezone of the Date Times is in GMT.

Veeva Product Support can investigate the underlying causes of these errors.

This Knowledge Article aims to help determine what information is necessary for Veeva Product Support.

Answer:

Note: If there is a click anywhere in the Vault UI, the Server having problems window disappears.

In the event, there is an Information (I) icon next to the Server having problems error:
1. Be sure to click on it, and provide its content to Veeva Product Support, as this content is needed for further troubleshooting. In the event the error is reproducible and the content of the window is on hand be sure to provide the content into the Product Support Ticket.
  In the event the content is provided in a text format as well as as image that is the most helpful to help the investigation efficiently.
  
  An example of how the content of the server having problems may appear:
  
  Raw format:
```
500
Error Console

Internal Error
Sorry, we encountered an internal error.
36d2c66b-e2be-42be-a750-ca931106cef5
```
  The content can differ for each Server having problems Error Window.
2. Be sure to provide a screenshot of the Server having problems red window, as the timestamp as to when the issue occurred are typically displayed there.
3. In the event the User Name or the User ID of the end user getting the Server having problems error is known, provide this information as well to the Support Ticket.
In the event there is no Information (I) icon next to the Server having problems error:
1. Be sure to provide a screenshot of the Server having problems red window, as the timestamp as to when the issue occurred displayed there.
2. In the event, the User Name or the User ID of the end user getting the Server having problems error is known, provide this information as well to the Support Ticket.
Related Documentation:

Knowledge Base:
- How to Open a Ticket with Veeva Product Support?

Object Record and Document Deletion Guidelines in Veeva Vault

/hc/en-us/articles/15464286974107-Object-Record-and-Document-Deletion-Guidelines-in-Veeva-Vault

2025-04-07 07:43:41 UTC

Overview:

Notes:

Disaster Recovery scenarios are not within the scope of this Knowledge Article. For details on Disaster Recovery, please refer to the Veeva Compliance Docs Vault. If access is required to this Vault, navigate to How to Obtain Access To Veeva Compliance Docs? to gain access.
File Transfer Protocol (FTP) File Retention is covered in the following Vault Help page Accessing Your Vault's File Staging Server and Knowledge Article What is the File Retention Period for Files on the FTP Server in Vault?
Job Log History Retention is covered in the following Knowledge Article: What is the Retention Period for Job Logs in the Vault Job History?
The Vault Help Page About Vault Loader covers Vault Loader Success and Failure Log Retention.

The objectives of this Knowledge Article are as follows:

Provide summary information regarding Document and Object Record retention in Veeva Vault
Share limitations, guidelines, and best practices related to Document and Object Record deletion in Veeva Vault

The focus is on cases where a user performs a deletion action in a Veeva Vault Production or Sandbox environment. This also includes deletions using (Legacy) Document or Object Workflows.

Table of Contents:

Logging of Document Deletions
Logging of Object Record Deletions
Report and Dashboard Deletion Limitations
Object Record Deletion Limitations
Document and Binder Deletion Limitations
Object Record Retrieval
Document Retrieval
Prevention of Unplanned Deletion
Related Documentation

Logging of Document Deletions

Document deletions may be reviewed by navigating to the Admin --> Logs --> Document Audit History tab. The tab displays the date and time of the deletion, the username that performed the deletion, the Document Number, the Document version, and the event of the deletion.

The same steps are applied to Document Placeholders.

The Audit Trail on Documents is enabled by default and cannot be disabled. It is required to have the necessary permissions to be able to access the Document Audit History and the Audit Trail of Documents.

The following screenshots show the Delete action, which is the equivalent of deleting an entire Document, including its versions. Each event is tied to one Document. Filters may be applied to narrow down the results further.

Document

Logging of Object Record Deletions

Object Record deletions may be reviewed by navigating to the Admin --> Logs --> Object Record Audit History tab. The tab displays the date and time of the deletion, the username that performed the deletion, the record, and the event of the deletion. Filters may be applied to narrow down the results.

In the event the Audit Trail (Audit data changes in this object) is not turned on in the Options section of the Vault Object, the Delete event will not appear in the Object Record Audit History, as the Audit Events are not captured on the object.

It is also required to have the necessary permissions to be able to access the Object Record Audit History and the Audit Trail of Object Records.

The following screenshots show the Delete action, which is equivalent to permanently deleting an Object Record. When a user deletes an Object Record, the Object Record Audit History captures information about deleted records, such as their Object Type and Field values. Filters may be applied to narrow down the results further.

Object

Report and Dashboard Deletion Limitations

Reports and Dashboards cannot be recovered in Veeva Vault. In the event a Report or Dashboard is deleted in a Vault instance, it becomes inaccessible.

Object Record Deletion Limitations

Object, Object Record, Object Relationship, and Object Field restoration are not possible in Veeva Vault. In the event any of these Vault elements are deleted, they become inaccessible. This also applies to the Object Record related references such as Object Record related Attachments.

The IDs of the deleted Object Records can be retrieved for 30 days using the Retrieve Deleted Object Record ID Endpoint of the Vault REST API. This endpoint only retrieves the IDs, not the Object Records themselves.

Access the Table of Contents here.

Document and Binder Deletion Limitations

Deleting a Document will result in the following outcomes on the Vault User Interface (UI):

All Versions of the Document are removed
Any related Notifications, outgoing relationships, and outgoing reference links are deleted
Any Annotations associated with the Renditions of the Document are deleted
Any Document-level Comments are deleted
The Document from all views of the users is removed. This also includes the Favorites view
The Audit Trail of the deleted Document is preserved in the Document Audit History for Vault System Administrators

The following table provides an overview of the recoverability of related features and items in the event Document deletion occurs. More information on specific Items or Features can be accessed underneath the table.

Item or Feature	Recoverable?	Notes and Actions
Source File	Yes	See below for information and recovery steps
Document Placeholder	Yes	See below for information and recovery steps
Renditions	Partially Yes	See below for more information
Document Audit Trail	Partially Yes	See below for more information
Document Versions	Partially Yes	See below for more information
Document Attachments	No	Manual reupload is necessary
Document-level Comments	No	Manual recreation is necessary
Document to Document Relationships	No	Manual recreation is necessary Listed in the Audit Trail of the restored Document
Document to Object Relationships	No	Manual recreation is necessary
Checkout State	No	Manual recreation is necessary
Binder & Binder Template	No	Manual recreation is necessary See below for workarounds
Binder References	No	Manual recreation is necessary The Document is not affected if its Binder is deleted
Universal Legal Holds	No	Manual recreation is necessary
Reference Anchors	No	Manual recreation is necessary
Distributions from Content Distribution Network	No	Manual recreation is necessary
Document Notifications	No	Manual recreation is necessary
Crosslink Relationships	No	Manual recreation is necessary
Presence in Cart	No	Manual recreation is necessary
Presence in User Recents and Favorites	No	Manual recreation is necessary

The Document and its recoverable items are not fully purged from the system at the time of deletion. The infrastructure stores deleted Documents for approximately 30 days. After 30 days, recovery of deleted Documents is not guaranteed. This is also applied to Document Placeholders.

All Document Versions can be restored in case they were deleted at the same time as a result of an entire Document deletion. If a specific version was already not present at the time of deletion, it cannot be restored. If specific Document Versions are deleted from an existing Document, these versions cannot be restored.
The same situation is also applied to Viewable (Manual) Renditions across document versions. If a Rendition is deleted of an existing Document, it cannot be restored, however, restoring an entirely deleted Document restores its Rendition as well.

It is also not possible to:

Restore Document Relationships (Document to Document) in Veeva Vault. In the event a Document is restored, its previously accessible Document Relationships will be listed in the Audit Trail. Manual recreation of the Document Relationship is necessary.
Restore only the Audit Trail of the Document itself in the event when the Document has been already deleted. The entire Document needs to be recovered which includes the restoration of its Audit Trail as well.
Restore Document Attachments. When a Document Attachment is deleted from a Document, the Attachment cannot be recovered. The user is required to manually reupload the deleted Attachment file.
Restore applied Universal Legal Holds. Any desired Legal Holds are required to be added to the restored documents manually.

Binders and Binder Templates cannot be restored in Veeva Vault. Documents that were in Binders are not affected unless they were individually deleted. Users have two options to rebuild the Binder after it is deleted:

Option 1: The creation and editing of the Binder structure are logged in the Document Audit History Log. Reconstruct the Binder by exporting the Document Audit History Log and filtering for that Document (Binder). This gives the user a log of the elements added to the Binder which persists after deletion.
Option 2: If using existing Binder Templates, a user can create a new Binder from the template to make recreation easier. This action does not restore the exact Binder but makes it easier than starting over completely if the Binder is similar to a template.

It is not possible to recover Folders that were deleted from Binders. Manual recreation is required.

Note:

There are particular scenarios that can prevent a Document from being deleted.

The Document is in an active Workflow
The Document has Inbound Relationships or Reference Links
The Document is in a Binder
The user attempting the deletion does not have the necessary permissions

Access the Table of Contents here.

Object Record Retrieval

It is not possible to retrieve deleted Object Records and their related references. Object Record related Attachments cannot be restored.

Document Retrieval

Veeva Product Support is able to restore Documents and their existing versions that are not beyond the 30-day period. In the event, the document was deleted more than 30 days ago, success is not guaranteed. This is also applied to Document Placeholders.

It is required to provide the following information for Veeva Product Support:

The affected Vault ID
The Document Number or the Document ID of the deleted Documents

In the event Document retrieval is necessary, contact Veeva Product Support by raising a Vault Product Support Ticket on the Veeva Product Support Portal. It is required to provide the affected Vault ID and the Document Number in the Support Ticket.

Retrieving the Document Number of a deleted Document

In order to locate the Document Number of a deleted Document, follow the steps below.

Navigate to: Admin -> Logs, at the top of the page of the Document Audit History page.

To filter Document Audit History:

In the picklist to the right of Timeframe, select a date range.
Click on the blue Add filter button to additionally filter the audit log by Event. The operator: In and a second picklist appears. Select the Delete All Document Versions event from the second picklist.
Optional: Click on the blue Add filter button to additionally filter the Audit Log by User. The operator: Equals and a second picklist appear. Select the desired user(s) from the second picklist.
Click Apply.
Find the Document Number in the Item column.

Document

Retrieving the Document ID of an existing Document

In order to locate the Document ID of existing Documents, navigate to the following Knowledge Article: How to Retrieve the Document-Related IDs in Veeva Vault?

It is not possible to retrieve the Document ID of deleted Documents in Vault. However, in case the Document ID of the deleted Document is known from another source it can be provided to Veeva Product Support alternatively.

Access the Table of Contents here.

Prevention of Unplanned Deletion

Due to the limitations, it is recommended to consider preventing unintentional deletions. There are several ways the risk of accidental Object Record, Document loss can be significantly minimized.

These configurations or processes are as follows:

Assess the Access Control and Authorization by revising Security Profiles, Roles
Control deletion capabilities by restricting Delete permission from users on Documents and Object Records based on the risk and business requirements
It is recommended to ensure that the Power Delete Permission is only applied to the relevant Security Profiles as this permission allows users to bypass the Document deletion controls present for all other users
Configure Document Workflows or Object Workflows to secure and manage the deletion process

Notes:

Disaster Recovery scenarios are not within the scope of this Knowledge Article. For details on Disaster Recovery, please refer to the Veeva Compliance Docs Vault. If access is required to this Vault, navigate to How to Obtain Access To Veeva Compliance Docs? to gain access.
File Transfer Protocol (FTP) File Retention is covered in the following Vault Help page Accessing Your Vault's File Staging Server and Knowledge Article What is the File Retention Period for Files on the FTP Server in Vault?
Job Log History Retention is covered in the following Knowledge Article: What is the Retention Period for Job Logs in the Vault Job History?
The Vault Help Page About Vault Loader covers Vault Loader Success and Failure Log Retention.
The purpose of Vault Sandboxes is to store configuration
Vault Loader provides the ability to extract Object Records
The information about Object Record deletion applies to all Vault Suites and Applications
In the event an automatic system action occurs the Audit Trail and Admin Logs will display the "System on behalf of [username]" text. Actions executed by Workflows are examples.

Related Documentation:

Vault Help Documentation:

I. Object Records and Documents:

II. Logs and Access Control:

III. Table Items:

Knowledge Base:

Access the Table of Contents here.

How to Revoke Delegated Access in Vault PromoMats and Medical?

/hc/en-us/articles/360011296114-How-to-Revoke-Delegated-Access-in-Vault-PromoMats-and-Medical

2025-04-02 08:01:52 UTC
Question:

How to revoke (disable) delegated access to a colleague in Vault PromoMats and Medical?

Answer:

Delegated access can be disabled at any time from the Delegate Access section.

In order to revoke the delegated access, follow these steps:
1. Click on the User Profile.
2. From the Ellipsis menu, select Revoke Access.
Related Documentation:

Vault Help Documentation: Using Delegated Access
Is it Recommended to use Check in or Save to Vault during a Veeva Vault Collaborative Authoring Session?

/hc/en-us/articles/20007100210331-Is-it-Recommended-to-use-Check-in-or-Save-to-Vault-during-a-Veeva-Vault-Collaborative-Authoring-Session

2025-03-25 19:38:57 UTC
Question:

What is the difference between “Check in” and “Save to Vault” during a Veeva Vault Collaborative Authoring Session? What is the impact of each upon @mentions?

Answer:

When a document is checked out to Collaborative Authoring, the document is copied over to SharePoint from Vault. The person who checked out the document will have access to edit the document in SharePoint. When other users click "Edit in Microsoft Office" in Vault, they are added to the document as authors in SharePoint. Assuming that @mentions and notifications are configured for your Microsoft Office settings, these users can be @mentioned and will receive notifications via Microsoft. They do not need to have the document opened in order to be @mentioned and receive notifications.

Save to Vault saves the existing SharePoint document to Vault. Save to Vault does not change who can be @mentioned within the document.

Check In also saves the existing SharePoint document to Vault. However, it also moves the existing file in SharePoint to the SharePoint Recycle Bin. If a document is checked in, and then subsequently checked out again, then the file that is pushed to SharePoint is technically a new file, and users will need to click "Edit in Microsoft Office" again if they want to be @mentioned in the document.

Related Documentation:

Vault Help Documentation:
- Using Collaborative Authoring with Microsoft Office
Error: Access Denied Sharepoint Error When a Vault User Tries to Use Collaborative Authoring through Delegate Access

/hc/en-us/articles/20005148298779-Error-Access-Denied-Sharepoint-Error-When-a-Vault-User-Tries-to-Use-Collaborative-Authoring-through-Delegate-Access

2025-03-25 19:39:56 UTC
Question:

Supposing we have the following Scenario:

User 1 has delegated access to User 2.
User 2 is the Owner of Document A.
Both users are registered for Single Sign-On in Office 365 and the Vault uses MS Office Collaborative Authoring.
When User 1 logs in as a delegate for User 2 and uses the "Edit in Microsoft Office" action for Document A, MS Office requests user log-in details (which User 1 provides) but then reports an "Access Denied" Sharepoint error.

The question is if the error is expected in this case.

Answer:

The error is expected in this case.

if the user who has been delegated the task has not already accessed the document from their own account (thus getting access on Sharepoint), they will not be allowed to access it through a delegated account.

Related Documentation:

Vault Help Documentation:
- Using Collaborative Authoring with Microsoft Office
What is causing the Collaboration user name does not match the account used to authorize the connection to Microsoft Office Error in Veeva Vault?

/hc/en-us/articles/10929660210843-What-is-causing-the-Collaboration-user-name-does-not-match-the-account-used-to-authorize-the-connection-to-Microsoft-Office-Error-in-Veeva-Vault

2025-03-25 19:53:24 UTC
Question:

What is causing the Collaboration user name does not match the account used to authorize the connection to Microsoft Office Error in Veeva Vault?

Answer:

This error is caused by the user doing the authorization already being logged into Office with a different account, such as their personal account.

The following steps should be done:
- The user should open a private/incognito browser window
- Visit https://portal.office.com and log in, if already logged in, the user must log out
- In Vault, visit Admin > Settings > Checkout Settings, fill in the requested details and authorize the connection
- The user should be prompted to log in, and must log in with the Collaboration User account
Note: In case the user has Single Sign-On configured and it is not possible due to this to log in using a different account, they must speak with their IT Department to determine how to log in to Office with a different account, or ask Veeva Services to authorize the connection from their machine.

Related Documentation:

Vault Help Documentation:
- Connecting Your Vault to Your Office 365 Account
Why Bring Forward Annotations is Not Visible for Video Annotations in Vault PromoMats and Medical?

/hc/en-us/articles/4402585274395-Why-Bring-Forward-Annotations-is-Not-Visible-for-Video-Annotations-in-Vault-PromoMats-and-Medical

2025-01-18 08:47:35 UTC
Question:

Why Bring Forward Annotations is not visible for video annotations in Vault PromoMats and Medical?

Answer:

When bringing forward video annotations (notes and links), Vault uses the same time signature and coordinates whenever possible.

By uploading a new version where the file type is different from the video files supported, Vault is not able to detect the timestamp of the annotations.

Therefore, the Bring Forward Annotation button is not visible even if the user has the permissions needed to do so:

The same situation happens when the new version uploaded is a video file and the previous file format is a different file format from the video.

The Bring Forward Annotation icon is not visible in this scenario neither:

Related Documentation:

Vault Help Documentation: How to Bring Forward Annotations on a Video in Vault PromoMats and Medical?
Knowledge Base:
How to View Annotations on a Video in Vault PromoMats and Medical?

/hc/en-us/articles/1260803304549-How-to-View-Annotations-on-a-Video-in-Vault-PromoMats-and-Medical

2025-01-18 07:44:11 UTC
Question:

How to view annotations on a video in Vault PromoMats and Medical?

Answer:

In order to view annotations on a video, follow the steps below:
1. The View Annotation icon will display a number if there are any annotations. Click on Annotate:
2. Vault displays the Annotations mode by default in annotations exist. the annotations and filter, by default, on the right-hand side, click on the arrows to move in between the annotations.
Related Documentation:

Vault Help Documentation: Annotating Videos
Why Bring Forward Annotations is Not Visible in Vault PromoMats and Medical?

/hc/en-us/articles/1260801001690-Why-Bring-Forward-Annotations-is-Not-Visible-in-Vault-PromoMats-and-Medical

2025-04-03 07:51:52 UTC
Question:

Why the Bring Forward Annotations button is not visible in Vault PromoMats and Medical?

Answer:

There are many reasons why the action Bring Forward Annotations is not available in Vault:
- There are no annotations created in the version from where a user is trying to Bring Forward Annotations.
  
  When the number of annotations in the target version is 0, the Bring Forward Annotations action is not visible from the version where the user is trying to act.
- The annotations left in the version from where a user is trying to Bring Forward Annotations are resolved annotations.
  
  The resolved annotations are hidden so they do not show in the annotations when a user tries to bring forward annotations. If a user tries to bring forward annotations from a version where there are only resolved annotations, Bring Forward Annotations does not appear in the current version.
- The user is missing Annotate permission in the state from where is trying to bring forward annotations.
If the user is missing Annotate permission in the state where the user is trying to bring forward annotations, the option is not available for them.

Related Documentation:

Knowledge Base:
- How to Bring Forward Annotations from a Previous Version in Vault PromoMats and Medical?
- How to Check Sharing Settings Permissions in PromoMats?
How to Mention a User in an Annotation in Vault PromoMats and Medical?

/hc/en-us/articles/360012749413-How-to-Mention-a-User-in-an-Annotation-in-Vault-PromoMats-and-Medical

2025-04-04 11:37:21 UTC

Question:
How to mention a user in an annotation in Vault PromoMats and Medical?

Answer:

In order to mention a user in the annotation, add the @ symbol in front of the name of the user.

Related Documentation:

Vault Help Documentation: User Mentions
How to Remove Brought Forward Annotations in Vault PromoMats and Medical?

/hc/en-us/articles/360003744973-How-to-Remove-Brought-Forward-Annotations-in-Vault-PromoMats-and-Medical

2025-04-02 07:54:13 UTC
Question:

How to remove brought forward annotations in Vault PromoMats and Medical?

Answer:

Annotate permission is needed.

Once annotations are brought forward on a given document version, the Remove brought forward annotations button appears in the toolbar. This function is useful when annotations are brought forward in error or have accidentally created duplicates.

The functionality Remove brought forward annotations allows a user to remove any brought forward annotations:
1. Open Annotate mode.
2. Select Remove brought forward annotations.
3. Click Continue.
The Remove action deletes all annotations that are brought forward from a previous version. This action also deletes any subsequent edits or replies to annotations that are brought forward. Once confirmed, the action cannot be undone. This does not remove annotations brought forward by other users.

Note that Admins and users who have the Remove Annotations permission can remove annotations brought forward by any user.

Related Documentation:

Vault Help Documentation: Bringing Forward Annotations
How to Annotate a Video in Vault PromoMats and Medical?

/hc/en-us/articles/360002742354-How-to-Annotate-a-Video-in-Vault-PromoMats-and-Medical

2025-04-09 07:51:56 UTC
Question:

How to annotate a video in Vault PromoMats and Medical?

Answer:

Annotate permission is needed to Comment Annotations.
Annotate and Edit Relationships permissions is needed to create Link Annotations.

Vault includes limited annotation capabilities for video documents. There are different types of Video annotations: Comment Annotations, Link Annotations, and Claim Links (if applicable).

All annotations must be saved before resuming playback.
- To create a Comment Annotation, please use the instructions below:
1. From the Annotation toolbar, click Select Tool and select Comment.
2. Play the video and pause it at the frame where the annotation must be placed.
3. Click and drag on top of the video to select an area to comment.
4. A Comment box appears. Enter the comment in the dialog box.
  
  Optional: Add tags, notify a user, or change the color of the Comment (if configured by the company.)
5. Click Save.
6. Click the Play icon in the video player to resume playback.
- To create a Link annotation, please use the instructions below:
1. From the Annotation toolbar, click Select Tool and select Link.
2. Play the video and pause it at the frame where the annotation must be placed.
3. Click Select Link Type and select Document.
4. Click and drag on the video to select an area to link.
5. Find the document by using the Search box, Filters, or scrolling through the list.
6. The options below are available to add a linked document:
  
  a) To create a new anchor, click Select or create new anchor in this document. Clicking this link opens the document in a new window and allows you to select the area to be linked.
  
  b) To link to a whole document, click the plus (+) icon next to the document state.
  
  c) To use existing anchors, find them in the dialog and click the plus (+) icon. You can also click Select or create new anchor in this document to open a mini-browser and select an existing anchor by clicking the plus (+) icon on the anchor’s info card.
7. Once completed, click Close on the Select Anchors window.
- To create a Claim Link, please use the instructions below:
1. From the Annotation toolbar, click Select Tool and select Link.
2. Play the video and pause it at the frame where the annotation must be placed.
3. Click Select Link Type and select Claim.
4. Click and drag on the video to select an area to link
5. Find the Claim by using the Search box, Filters, or scrolling through the list.
6. Click the box next to the Claim and select Create.
Related Documentation:

Vault Help Documentation: Annotating Videos
What is the Page Level Annotation Option in Vault PromoMats and Medical?

/hc/en-us/articles/360002750333-What-is-the-Page-Level-Annotation-Option-in-Vault-PromoMats-and-Medical

2025-01-18 08:23:16 UTC

Question:

What is the Page Level Annotation option in Vault PromoMats and Medical?

Answer:

Page Level Annotation is a reference not linked to the content.

Example: an Annotation is brought forward from a previous version and not linked to the text.

Related Documentation:

Vault Help Documentation: Viewing Annotations
How to Add a Placeholder to a Binder in Vault PromoMats?

/hc/en-us/articles/360013358093-How-to-Add-a-Placeholder-to-a-Binder-in-Vault-PromoMats

2025-04-09 07:41:51 UTC
Question:

How to add a placeholder to the binder in Vault PromoMats?

Answer:

Once the Binder is created, the user has the ability to add a Placeholder:
1. Click the Edit Binder button on the right side of the screen.
2. Click Add and select Placeholder from the drop-down menu.
3. Add the necessary metadata for the placeholder.
4. Select Done Editing on the right side of the screen when finished adding the placeholder.
Related Documentation:

Vault Help: Editing Binders
How to Select Documents from Binders for Bulk Actions in Vault?

/hc/en-us/articles/360012681533-How-to-Select-Documents-from-Binders-for-Bulk-Actions-in-Vault

2025-04-09 07:43:11 UTC
Question:

How to select documents from binders for bulk actions in Vault?

Answer:

To select binder documents for a bulk action:
1. Open a binder.
2. Navigate to the section containing the documents to edit.
3. Be sure the binder layout is set to List View.
4. From the section’s Actions menu, above the list of documents, choose which set of documents to select. Only the documents visible on the current page, or all documents (up to 1000) can be chosen.
5. From the Refine Selection page, review the list of selected documents and deselect documents that should not be included.
6. Click Next and select the appropriate bulk action to take.
Related Documentation:
- Vault Help Documentation: Select Documents from Binders
- Support Portal Documentation: How to Perform Bulk Actions on Documents in PromoMats?
How to Search for Match Text Variation for Claims in Vault PromoMats and Medical?

/hc/en-us/articles/4405798503579-How-to-Search-for-Match-Text-Variation-for-Claims-in-Vault-PromoMats-and-Medical

2025-04-02 08:12:26 UTC
Question:

How to search for match text variation for claims in Vault PromoMats and Medical?

Answer:

To search for a specific Match Text Variation:
1. Click on the Claims tab or select Claims from the dropdown menu by the search bar.
2. Click on the search bar and type the keywords that appear in the matched text needed.
3. Press the Enter button on the keyboard.
4. The system shows the matching results:
Related Documentation:

Vault Help Documentation: Working with Claims Management (Veeva Claims)
Why Suggest Links is Not Available in Vault PromoMats and Medical?

/hc/en-us/articles/4403919014555-Why-Suggest-Links-is-Not-Available-in-Vault-PromoMats-and-Medical

2025-01-18 09:02:39 UTC
Question:

Why Suggest Links is not available in Vault PromoMats and Medical?

Answer:

When all criteria are met, the Suggest Links option is available on the document.

There are several possible reasons Suggest Links is not available:
- Suggest Links is not enabled in the Document Type.
- The user is missing Annotate and/or Edit Relationships permission.
- There is no matching Claim.
- The Claim Match Text is not an exact match. This includes punctuation.
Related Documentation:

Knowledge Base: What is the Suggest Links function in Vault PromoMats and Medical?

Vault Help Documentation: Configuring Auto Claims Linking (PromoMats)
What is the Suggest Links Function in Vault PromoMats and Medical?

/hc/en-us/articles/4403164098843-What-is-the-Suggest-Links-Function-in-Vault-PromoMats-and-Medical

2025-01-18 09:03:17 UTC

Question:

What is the Suggest Links function in Vault PromoMats and Medical?

Answer:

PromoMats uses Match Text in Claims to automatically suggest and create a Link Annotation to the Claim using the Suggest Links action.

The Suggested Links feature needs to be enabled in the document type by an Admin user.

The user needs Annotate and Edit Relationships permission.

When enabled and when matching Claims exist, the feature is visible at the top of the document.

When it is run, a banner displays over the search bar:

The user receives a notification once the Suggested Links action is completed:

Within the filters section, it can be observed if there are any Suggested Links found:

Related Documentation:

Knowledge Base: Why Suggest Links is not available in Vault PromoMats and Medical?
Vault Help Documentation: Using Auto Claims Linking (PromoMats)

Send us your feedback: We are always looking for feedback to help improve our Knowledge Base! Please let us know if this article is helpful or provide feedback on how we can improve your experience by clicking here.
The Output of Veeva Vault Object Record Notification Template tokens Blank in the Received Notification Email

/hc/en-us/articles/19999328139419-The-Output-of-Veeva-Vault-Object-Record-Notification-Template-tokens-Blank-in-the-Received-Notification-Email

2025-03-25 19:40:45 UTC
Question:

Why is the output of Veeva Vault Object Record Notification Template tokens Blank in the Received Notification Email?

Answer:

The cause of the issue is that the user does not have access to the particular Object, Object Records, or Object Types. The solution is to provide these permissions.

For example, in the event, that the end user does not have access to the Manufacturing Site Registration Object Type (Registration), any tokens - present in the Notification Template - referencing these types of Registration records will have a blank value in the notification email.

Related Documentation:

Vault Help Documentation:
What is the Impact of Turning Off the Email Suppression List Feature in Veeva Vault?

/hc/en-us/articles/16455315321243-What-is-the-Impact-of-Turning-Off-the-Email-Suppression-List-Feature-in-Veeva-Vault

2025-03-25 19:45:27 UTC
Question:

What is the impact of turning off the Email Suppression List feature in Veeva Vault?

Answer:

Turning off the suppression list feature will hide the Email Suppression List page in the Operations tab. It will also stop suppressing emails in Vault.

In the event, the email address produces a Hard Bounce:
- Enabling the suppression list will add this email address to the Suppression List, emails will no longer be sent to that email address as long as it is in the Suppression List.
- Disabling the Suppression List will continue sending the email to that email address. The email delivery status for this email address will always be Failed in the Email Notification Status Page since it will always produce a hard bounce.
It is highly recommended to enable the Email Suppression List feature. This is because the sender reputation of the email domain of an organization depends on the number of emails that bounce. Email domains with low reputations are likely to be marked as spam, which is preferred to avoid emails that are sent from Vault.

Disabling the suppression list will increase the chances of Vault emails being marked as spam. This will then also increase the chances of Vault emails being bounced by receiving mail servers, resulting in more emails having a Failed delivery status.

Related Documentation:

Help Documentation:
What Actions are Blocked When a Document is Archived in Vault PromoMats and Medical?

/hc/en-us/articles/14697362143003-What-Actions-are-Blocked-When-a-Document-is-Archived-in-Vault-PromoMats-and-Medical

2025-01-18 07:47:14 UTC
Question:

What actions are blocked when a document is archived in Vault PromoMats and Medical?

Answer:

When a document is archived, it is not possible to:
- Edit document fields (see note at the end of this article)
- Reclassify a document
- Check out the document
- Re-render the document
- Execute user actions
- See or execute SDK user action
- Start a workflow
- Move a document to a new lifecycle state
- Add or remove:
  - document relationships
  - attachments
  - renditions
- Add, remove, edit, or import annotations
- Add, remove, or edit document-level comments
- Import document links
- Run the Suggest Links action or accept pending links (allows users to reject pending links)s
- Delete:
  - document (allowed with Power Delete permission)
  - document versions (allowed with Power Delete permission)
There are also automatic changes that Vault makes to a document after a user archives it:
- Sets the document’s Merge Fields value to No to prevent changes
- Binds the current version for CrossLink documents to prevent changes
- Populates the Archive Date document field
Note: in certain situations, field values can be modified on archived documents even though users cannot modify them:
- Lookup fields continue to update to display the latest information from the source field.
- Labels for picklist values and object references continue to be dynamic and reflect changes made to those items.
Related Documentation:

Vault Help Documentation: Archiving Documents

Knowledge Base:
- How to Archive or Un-Archive a Document in Vault?
- What Permissions are Needed to Archive a Document?
What is Duplicates Skipped When a User Adds Attachments in Vault PromoMats and Medical?

/hc/en-us/articles/4433032630939-What-is-Duplicates-Skipped-When-a-User-Adds-Attachments-in-Vault-PromoMats-and-Medical

2025-04-03 06:59:28 UTC

Question:

What is Duplicates Skipped when a user add Attachments in Vault PromoMats and Medical?

Answer:

When a user adds an attachment within a document, Vault detects if other previously added files are the same in the targeted document.
If Vault detects a duplicate file, Vault skips the file and the below warning message appears:

The file does not appear in the Attachments section.

The action is not recorded in the Audit Trail of the document affected.

Note: Vault checks only the file name, but not the content of the file added into the Attachments of the same document.

If a user tries to add a duplicate attachment with the same content but renamed it differently, Vault does not prevent the user to add the file.

Related Documentation:

Vault Help Documentation: Working with Attachments

Knowledge Base: How to Add Attachments in Vault PromoMats and Vault Medical?
How to Start a Multi-Document Workflow from the Reports Section in Vault PromoMats and Medical?

/hc/en-us/articles/4408711498651-How-to-Start-a-Multi-Document-Workflow-from-the-Reports-Section-in-Vault-PromoMats-and-Medical

2025-01-18 07:35:41 UTC
Question:

How to start a multi-document workflow from the Reports section in Vault PromoMats and Medical?

Answer:

Multi-Channel Actions and Create Report permission and the State Behavior of the workflow set as Execute is needed.

The user can start a multi-document workflow from the report results following the steps below:
1. From the Reports tab, create the Report and filter as needed. Run the report.
2. Select the affected Report.
3. From the All Actions menu, select Start Document Workflow.
4. Select the workflow from the drop-down menu and click Continue.
5. Select the tasks needed and any other required fields.
6. Click Start.
Related Documentation:

Knowledge Base:
What Version Document Populates the Based On Field in Vault PromoMats and Medical?

/hc/en-us/articles/1260804573849-What-Version-Document-Populates-the-Based-On-Field-in-Vault-PromoMats-and-Medical

2025-01-18 08:24:25 UTC

Question:

What version document populates the Based On field in Vault PromoMats and Medical?

Answer:

The field Based On populates always the version of the document from which the copy is made.

If the document the user made a copy from increases the version number, this is not reflected in the version indicated of the document under the field Based On.

By clicking on the document under the field Based On, Vault redirects the user to the version that the field indicates.

Related Documentation:

Knowledge Base: How Does Make a Copy Work in PromoMats?

Vault Help Documentation: Copying Documents
How to Classify Multiple Documents Using the Document Inbox in Vault PromoMats and Medical?

/hc/en-us/articles/360052221214-How-to-Classify-Multiple-Documents-Using-the-Document-Inbox-in-Vault-PromoMats-and-Medical

2025-04-09 07:49:48 UTC
Question:

How to classify multiple documents using the Document Inbox in Vault PromoMats and Medical?

Answer:

To classify multiple documents in the Document Inbox, please follow the instructions below:
1. Navigate to the Library tab and select Document Inbox.
2. Check the box next to the documents to be classified and click Complete.
3. Select the Document Type and click OK.
4. The document fields can be filled in per document or on multiple documents.
5. Fill in all the required fields for the document(s) and select Apply.
6. Once all of the required fields have been filled in on all of the documents, the Save button appears.
After saving, the documents will then appear in the All Library, Recent Library, and My Library views.

Related Documentation:

Vault Help Documentation: About Unclassified Documents

Knowledge Base articles:
- What is an Unclassified Document in Vault PromoMats?
- How to Classify an Unclassified Document in Vault PromoMats?
How to Remove Users from the Sharing Settings of Documents in Bulk in Vault PromoMats and Medical?

/hc/en-us/articles/360012602193-How-to-Remove-Users-from-the-Sharing-Settings-of-Documents-in-Bulk-in-Vault-PromoMats-and-Medical

2025-04-02 08:00:36 UTC
Question:

How to remove users from the Sharing Settings of documents in Bulk in Vault PromoMats and Medical?

Answer:

In order to bulk remove users from Sharing Settings of documents, follow the steps below:
1. Search for the materials that need updates in the Library. Use the views, search, or filters to narrow down the list of documents.
2. Click on the Ellipsis menu and, from the Perform Bulk Action section, select an option to indicate the set of documents the bulk action applies to:
3. Select Refine Selection and select the documents that need to be updated.
4. Click Next to open the Remove Users from Role.
5. Remove the appropriate users from the appropriate role and click Next.
6. Confirm and select Finish to remove the users.
Related Documentation:

Vault Help Documentation: How to Add Users to Sharing Settings
What is the Difference Between the Workflow Action Menu and Task Action Menu in Vault PromoMats and Medical?

/hc/en-us/articles/360012320654-What-is-the-Difference-Between-the-Workflow-Action-Menu-and-Task-Action-Menu-in-Vault-PromoMats-and-Medical

2025-04-03 07:08:28 UTC
Question:

What is the difference between the Workflow Action menu and Task Action menu in Vault PromoMats and Medical?

Answer:

Two different action menus can be found when a workflow is started and tasks are assigned.

Actions that can be found from the Workflow Action Menu include:
- Add Participants
- Replace Participants
- Email Participants
- Update Workflow Dates
- Cancel Workflow
Actions that can be found from the Task Action Menu include:
- Reassign
- Update Task Due Date
- Cancel
Related Documentation:

Knowledge Articles:
What are the Restricted Actions for CrossLinks in Vault PromoMats and Medical?

/hc/en-us/articles/360010927973-What-are-the-Restricted-Actions-for-CrossLinks-in-Vault-PromoMats-and-Medical

2025-01-18 08:09:27 UTC
Question:

What are the restricted actions for CrossLinks in Vault PromoMats and Medical?

Answer:

When a CrossLink document's content exists in another Vault, the are multiple actions that are now allowed. Users cannot:
- Upload New Version
- Check Out / Check In
- Make a Copy
- Manage Renditions
- Archive.
Related Documentation:

Vault Help Documentation: Restricted Actions for CrossLinks
What Permissions are Required to Create CrossLinks Between Two Documents in Vault PromoMats and Medical?

/hc/en-us/articles/360010836454-What-Permissions-are-Required-to-Create-CrossLinks-Between-Two-Documents-in-Vault-PromoMats-and-Medical

2025-04-03 07:24:42 UTC
Question:

What permissions are required to create CrossLinks between two documents in Vault PromoMats and Medical?

Answer:

The user requires active access to both Vaults in order to create the CrossLink between two documents, for example:
- The user creates a CrossLink in Vault A and chooses the document from Vault B.
The user also requires a View Document and View Content on the document level in Vault B in order to create the CrossLink in Vault A, and Edit Document permission in the document within the Vault B.

Users also require Create CrossLink permission in their security profile and access to at least one other Vault in their domain. CrossLink Documents can not be created by a user with an External User license.

Related Documentation:

Vault Help Documentation: How to Create CrossLinks
What are the Task Status Indicators in Vault PromoMats and Medical?

/hc/en-us/articles/360009684234-What-are-the-Task-Status-Indicators-in-Vault-PromoMats-and-Medical

2025-04-02 09:59:33 UTC

Question:

What are the Task Status Indicators in Vault PromoMats and Medical?

Answer:

The purpose of task indicators is to remind a reviewer to complete a workflow task and warn if the task is already overdue.

Task indicators are triggered by the Due Date selected when starting a workflow.

There are three task indicators:

Related Documentation:

Vault Help Documentation: Workflow and Task Status Indicator
How to Undo the Check Out in Vault PromoMats and Medical?

/hc/en-us/articles/360007936634-How-to-Undo-the-Check-Out-in-Vault-PromoMats-and-Medical

2025-04-02 09:12:31 UTC

Question:

How to undo a document checkout in Vault PromoMats and Medical?

Answer:

Edit Document permission is needed.

To undo the checkout, the user must choose Undo Checkout from the All Actions menu:

Related Documentation:

Knowledge Base: How to Check Out or Check In a Document in Vault PromoMats and Medical?
How to Classify an Unclassified Document in Vault PromoMats and Medical?

/hc/en-us/articles/360004572973-How-to-Classify-an-Unclassified-Document-in-Vault-PromoMats-and-Medical

2025-04-09 07:49:02 UTC
Question:

How to classify an unclassified document in Vault PromoMats and Medical?

Answer:

When a user creates an unclassified document, the asset can be classified from the Document Inbox or the document itself.

To classify the document from the Document Inbox, please follow the instructions below:
1. Navigate to the Library tab and select Document Inbox.
2. Check the box next to the document to be classified and click Complete.
3. Select the Document Type and click OK.
4. Fill in the required document fields and click Save.
To classify the document from the document itself, please follow the instructions below:
1. Navigate to the document.
2. From the Doc Info panel, click Classify.
3. Select the Document Type and click OK.
4. Fill in the required document fields and click Save.
After saving, the document will appear in the All Library, Recent Library, and My Library views.

Related Documentation:

Vault Help Documentation: About Unclassified Documents

Knowledge Base articles:
- What is an Unclassified Document in Vault PromoMats?
- How to Classify Multiple Documents Using the Document Inbox in Vault PromoMats and Medical?
How Can Admins Migrate an Email Template Created Using Bee Editor?

/hc/en-us/articles/30182463829915-How-Can-Admins-Migrate-an-Email-Template-Created-Using-Bee-Editor

2025-03-31 17:48:29 UTC
Question:

How can admins migrate an email template created using Bee Editor and still be able to edit the template in the target Vault?

Answer:

Creating BEE Content

A Content Admin that would like to migrate BEE content to a different Vault must have
access to a Veeva Vault with BEE embedded.
1. Enable BEE functionality in the source Vault using the configuration steps mentioned here.
2. In the source Vault, from the top-right corner of the screen, click Create -> Placeholder.
3. In the Choose document type field select the Email Template option.
4. Click Next. Complete all of the required fields for the Email Template and click
  Save.
5. In the top-right corner of the screen, click the ellipsis -> Edit Email.
6. The embedded BEE editor is launched.
  1. Edit the email using the right-hand pane to drag and drop elements into the email
    template.
  2. Keep track of any images that were placed within the Email Template. These
    image files must be sent to the target Vault and loaded into the Email
    Template in that Vault instance.
  3. Once editing is completed, click Save in the top right corner of the screen.
7. Click the Document Files icon on the right. Then, click Download on the Source Document in the dropdown menu to download the HTML document of the email template.
8. Next, click the ellipsis next to Email Editor to download the Email Editor rendition (JSON document) of the Email Template.
9. Download the Assets.
  1. In the right-hand pane click Document Information. Next, expand the Assets section by clicking on the Assets header.
  2. Click the download icon to download the images that were used in the email template.
As previously mentioned, the images used in the Email Template must be passed to the
target Vault. The zip that was downloaded from the Assets header contains all
images used within the Email Template.

The HTML document of the Email Template, JSON document of the Email Template, and all
image files that were included in the Email Template must be passed on to the target Vault.

Loading BEE Content Into the Target Vault

To load BEE content into the target Vault, a Content Admin will require the following:
1. The HTML of the Email Template. In Vault, this is referred to as the Source Document (downloaded in step 7 above).
2. The Email Editor rendition (JSON file) of the Email Template (downloaded in step 8 above).
3. Any images that exist in the Email Template (downloaded in step 9 above).
Once a Content Admin has these files, the following steps should be followed to upload BEE
content to the target Vault:
1. In the target Vault, from the top-right corner of the screen, click Create -> Upload.
2. Upload the HTML of the Email Template. In the Choose document type field select the Email Template option.
3. Click Next. Complete all of the required fields for the Email Template and click
  Save.
4. On the right-hand pane click Document Files.
  1. Click the + icon next to the Renditions section.
  2. Choose Email Editor for the rendition type.
  3. Select Choose a File and navigate to the JSON document of the Email Template and
    select it.
  4. Click Upload.
5. Click the ellipsis in the top-right corner of the screen then Edit Email.
6. The following steps must be repeated for every image that exists in the Email Template.
  1. Select the image element in the left-hand pane, choose Change Image.
  2. From the BEE File Manager, click Upload and upload the image that is being
    changed to the BEE image library. Once the image is uploaded, it will be
    available in the BEE File Manager. Select the newly uploaded image and click Insert.
7. Once all images have been updated, click Save.
8. If the document does not re-render, choose the ellipsis and choose Re-render Document.
Note: If the document is being duplicated in the same Vault, disregard step 6 through 8 of the Loading BEE Content Into the Target Vault section.

Related Documentation:

Vault Help Documentation:
- Enabling Edit Email
- Using the BEE Email Template Editor
What Does Control the Visibility of the Legal User Actions Permission Set in Veeva Vault?

/hc/en-us/articles/18339455317019-What-Does-Control-the-Visibility-of-the-Legal-User-Actions-Permission-Set-in-Veeva-Vault

2025-03-25 19:46:59 UTC
Question:

What Does Control the Visibility of the Legal User Actions Permission Set in Veeva Vault?

Answer:

The visibility of the Legal User Actions Permission Set (legal_user_actions__v) permission set and security profile is controlled by the Enable Legal Hold Vault Setting (Feature Flag).

If this setting is on, the Permission Set appears, if it is not enabled, the Permission Set does not appear.

This setting may be enabled by navigating to Admin > Settings > General Settings > Documents and selecting the Enable Legal Hold checkbox.

This setting can only be enabled once and cannot be disabled once it is enabled in a Vault.

Related Documentation:

Vault Help Documentation:
- Legal Hold Administration
What is the Recommended Size for a Carousel Panoramic Thumbnail in Vault Brand Portal?

/hc/en-us/articles/1260803059990-What-is-the-Recommended-Size-for-a-Carousel-Panoramic-Thumbnail-in-Vault-Brand-Portal

2025-04-03 07:17:55 UTC

Question:

What is the recommended size for a Carousel Panoramic Thumbnail in the Brand Portal in Vault?

Answer:

There is no recommendation for pixel density when creating an image to use as a panoramic thumbnail in the Carousel Widget in the Brand Portal.

Despite this, the aspect ratio on the file has to match the recommended ratio of 32:10.

Related Documentation:

Vault Help Documentation: Configuring a Portal (Vault PromoMats and Vault Medical)
How to Show Overprinting in PDF Source Files in Vault PromoMats and Medical?

/hc/en-us/articles/16145162092187-How-to-Show-Overprinting-in-PDF-Source-Files-in-Vault-PromoMats-and-Medical

2025-01-18 07:23:55 UTC
Question:

How to show overprinting in PDF Source Files in Vault PromoMats and Medical?

Answer:

Flattening files before uploading them into Vault can avoid potential issues as flattening removes transparency information and converts images and text to a format that Vault can interpret and render.

At times, when a user attempts to flatten a document, the Print Preview window may not display any images or text, and Vault does not render the PDF Source File properly:

To solve this, users can enable the Simulate Overprinting option as follows:
1. Open the PDF Source File in Acrobat
2. Select File > Print
3. Select Microsoft Print To PDF as the printer
4. Open Advanced options.
5. In the Output section, select Simulate Overprinting, and click OK.
6. Print and save as a PDF copy to replace the Viewable Rendition in Vault.
Related Documentation:

Vault Help Documentation: About PDF Source Files
Why are Document Search Results Different Between the Library Search and the Filter Facet Count For Non-Vault-Owner Profiles?

/hc/en-us/articles/6785468412827-Why-are-Document-Search-Results-Different-Between-the-Library-Search-and-the-Filter-Facet-Count-For-Non-Vault-Owner-Profiles

2025-03-25 19:45:10 UTC

Question:

Why there might be a difference between library search results and the filter facet count for non-Vault-Owner profiles?

Answer:

Vault Owners do not have any security applied to their searches, so no checks are done to determine which documents they have access to, or which version of the documents are the latest visible to them. This means that when a Vault Owner does a search, they are only ever seeing the absolute latest version of a document. If the prior version of a document matches a Vault Owner's search criteria, it will never get returned.

Any user that goes through security/sharing settings, may have a configuration where they have more than one role on a document, and they are assigned to those roles via multiple groups. This can create conflicting results between the latest versions they can see.

Related Documentation:

Vault Help Documentation: N/A
Why Custom Icons Do Not Display in Vault PromoMats When Using BEE Editor?

/hc/en-us/articles/5197275594523-Why-Custom-Icons-Do-Not-Display-in-Vault-PromoMats-When-Using-BEE-Editor

2025-01-18 08:58:24 UTC
Question:

Why custom icons do not display in Vault PromoMats when using BEE Editor?

Answer:

When users add custom icons to an email template, these icons do not appear, appear as a blank square, or as a broken image icon:

When the custom icon is added to the email template as a URL, or if the user uses social icons, this issue does not happen as the HTML source for these icons includes URLs stored on a website.

However, any images uploaded to BEE Editor and used as customs icons are not automatically added to the Assets folder that Vault creates when the user saves an email template in BEE Editor.

To resolve this, the user needs to do the following:
1. Download the Assets folder.
2. Modify the folder manually to include any relevant icons.
3. Upload the folder to Vault again.
Related Documentation:

Vault Help Documentation: Using the BEE Email Template Editor

Send us your feedback: We're always looking for feedback to help improve our Knowledge Base! Please let us know if this article was helpful or provide feedback on how we can improve your experience here.
How to Upload a Composite Source Rendition in Vault PromoMats and Vault Medical?

/hc/en-us/articles/4593222798875-How-to-Upload-a-Composite-Source-Rendition-in-Vault-PromoMats-and-Vault-Medical

2025-04-04 09:57:56 UTC
Question:

How to upload a Composite Source Rendition in Vault PromoMats and Vault Medical?

Answer:

Edit Fields permission is needed.
1. Click the Document Files tab to see All Files.
2. Find the Renditions section, and click on the plus symbol to add a file:
3. From the dropdown, select Composite Source Rendition, and upload the file by clicking Choose a File.
4. Then, click Upload.
Related Documentation:

Vault Help Documentation: Working with renditions
What Audio File Formats Can Be Uploaded to Vault PromoMats and Medical?

/hc/en-us/articles/360004204194-What-Audio-File-Formats-Can-Be-Uploaded-to-Vault-PromoMats-and-Medical

2025-04-03 06:50:07 UTC
Question:

What audio file formats can be uploaded to Vault PromoMats and Medical?

Answer:

A user can upload the following audio file formats to Vault PromoMats and Medical:
- WMA *.wma
- MP3 *.mp3
- AAC *.aac
- WAV *.wav
- Apple Lossless *.m4a
- AIFF *.aiff
- FLAC *.flac
Related Documentation:

Vault Help Documentation: Supported File Formats
What Are the Source Files of Clickable Links in Viewable Renditions in Vault PromoMats and Medical?

/hc/en-us/articles/360004198774-What-Are-the-Source-Files-of-Clickable-Links-in-Viewable-Renditions-in-Vault-PromoMats-and-Medical

2025-04-02 09:58:16 UTC
Question:

What are the source files of clickable links in Viewable Renditions in Vault PromoMats and Medical?

Answer:

A user can upload artwork with clickable links if the source file is one of these listed types:
- PDF or PDF/A-1b
- HTML
- Microsoft Office™ (DOC, DOCX, PPTX, etc.)
- MSG
- EML
Related Documentation:

Vault Help Documentation: Clickable Links in Viewable Renditions
Why a Viewable Rendition is Not Generated for Password-Protected Files in Vault PromoMats and Medical?

/hc/en-us/articles/360004223073-Why-a-Viewable-Rendition-is-Not-Generated-for-Password-Protected-Files-in-Vault-PromoMats-and-Medical

2025-04-03 07:48:15 UTC

Question:

Why a viewable rendition is not generated for password-protected files in Vault PromoMats and Medical?

Answer:

If a Microsoft Office™ file is protected by a password, Vault cannot generate the viewable rendition.

The following message is displayed in the Viewable Rendition:

Using password protection on Microsoft Office™ files that require viewable renditions is possible, as long as the file settings are limited to protecting file editing.

Related Documentation:

Vault Help Documentation: Password-Protected Files
What is the Duplicate Content Report in Vault PromoMats and Vault Medical?

/hc/en-us/articles/6647431835163-What-is-the-Duplicate-Content-Report-in-Vault-PromoMats-and-Vault-Medical

2025-04-03 07:13:48 UTC
Question:

What is the Duplicate Content report in Vault PromoMats and Vault Medical?

Answer:

The Duplicate Content report is a One-Click report that provides information about a document duplicates in a Vault. Vault detects duplicates by performing a checksum on source files and using this as a unique identifier; viewable renditions are not included.

Users access this report from the All Actions menu instead of from the Reports tab.

There are two ways to access the report:
1. The report can be accessed from the document's All Actions menu (ellipsis) in the Doc Info:
2. The report can be accessed from the document's All Actions menu (ellipsis) in the Library:
The report opens in the Reports tab:

Note: An Admin user must enable Duplicate Content Detection in the Vault.

The user must have View Document permissions for the document to view this report.

Related Documentation:

Vault Help Documentation: About the One-Click Duplicate Content Report
How to Run an Existing Report in Vault PromoMats and Medical?

/hc/en-us/articles/4402543465115-How-to-Run-an-Existing-Report-in-Vault-PromoMats-and-Medical

2025-04-02 08:10:12 UTC
Question:

How to run an existing report in Vault PromoMats and Medical?

Answer:

To run an existing report:
1. Go to Reports and find the relevant report.
2. Click on the name of the Report to run.
Related Documentation:

Vault Help Documentation: Viewing Reports
Why Advanced Logic Syntax is Not Working in a Report in Vault PromoMats and Medical?

/hc/en-us/articles/360057906233-Why-Advanced-Logic-Syntax-is-Not-Working-in-a-Report-in-Vault-PromoMats-and-Medical

2025-01-18 08:39:09 UTC
Question:

Why Advanced Logic Syntax is not Valid in a Report in Vault PromoMats and Medical?

Answer:

Advanced Logic is a feature which allows the users to get a wider selection of records within a report. The connectors OR and AND must be used in the proper way.

There are many reasons why the syntax of the connecter is not valid:
- The filters used in the report do not have a corresponding number. These filters include roles, formula fields, and relationship concerns.
  
  The applied filter is not counted and the syntax fails to validate.
- The selected report type does not support the Advanced Logic feature. If the report type is one of the report types listed below, the Advanced Logic feature does not appear in the Filters:
  
  Workflow
  Multi-pass
  Document relationship
  Binder
  Read and Understood
- The connector AND is used in different field objects. By running the report with fields used in different objects, there are no records found in the report.
Related Documentation:

Vault Help Documentation: Advanced Logic

Knowledge Base: How Does Advanced Logic Work in PromoMats Reports?
How to Use Multi-Pass Reporting in Vault PromoMats and Medical?

/hc/en-us/articles/360039459754-How-to-Use-Multi-Pass-Reporting-in-Vault-PromoMats-and-Medical

2025-04-02 09:18:31 UTC
Question:

How to use Multi-Pass Reports in Vault PromoMats and Medical?

Answer:

Multi-Pass reporting allows building reports that collect more data by joining a combination of up to 5 reports together.
1. To create a Multi-Pass Report, go to the Reports tab and select Create.
2. Choose the relevant Report Type:
  
  Multi-Pass Reports are in the Tabular Format as the Matrix Format is not supported.
3. After selecting the Report Type, click Continue.
Rows can be grouped by any field from any object used in the Multi-Pass Report Type.

Note: Multi-Pass Reports do not support Conditional fields.

Related Documentation:

Vault Help Documentation: Multi-Pass Reporting
What is the Glossary Feature in Vault PromoMats and Medical?

/hc/en-us/articles/11140894767899-What-is-the-Glossary-Feature-in-Vault-PromoMats-and-Medical

2025-01-18 08:11:43 UTC
Question:

What is the Glossary feature in Vault PromoMats and Medical?

Answer:

A glossary is a set of terms and their definitions. When this feature is enabled in Vault, users can select words and short phrases, or enter a word or phrase in the search bar, and look for approved Glossary Definitions within Vault, or in approved external search engines.

Related Documentation:

Vault Help Documentation: About the Glossary & Definitions

Knowledge Base:
- How to Configure the Glossary Feature in PromoMats?
- How to Use the Glossary Feature in PromoMats?
How to Use the Glossary Feature in Vault PromoMats and Medical?

/hc/en-us/articles/11140852241435-How-to-Use-the-Glossary-Feature-in-Vault-PromoMats-and-Medical

2025-01-18 07:40:42 UTC
Question:

How to use the Glossary feature in PromoMats and Medical?

Answer:

Users must have View Content permission on the document to search the glossary and copy Glossary Definitions.

The glossary opens to the left of the document by clicking the Glossary () button, or by pressing CTRL+G on Windows™ or CMD+G on Mac.

Users can perform a search by manually entering and editing text in the Search Glossary field, or by holding down the G key and selecting text in View or Annotate mode.

Apart from the approved glossary definitions, Vault also displays search results from an external search engine if one has been configured. By clicking the external search link, users can view the search results in a pop-up window.

Clicking on the Copy Definition () button allows users to copy a Glossary Definition.

To close the glossary, click the Glossary button, or press CTRL+G on Windows™ or CMD+G on Mac.

The glossary is not accessible in the Notes and Thumbnail views, on video documents, and on token-based or public viewers.

Related Documentation:

Vault Help Documentation: Searching the Glossary

Knowledge Base:
- What is the Glossary Feature in PromoMats?
- How to Configure the Glossary Feature in PromoMats?
How to Edit the Library View in Vault PromoMats and Medical?

/hc/en-us/articles/1260803082189-How-to-Edit-the-Library-View-in-Vault-PromoMats-and-Medical

2025-04-16 15:51:41 UTC
Question:

How to edit the Library View in Vault PromoMats and Medical?

Answer:

Users can add or remove customized Views from their Library.

To add or remove a view from the Library, follow the steps below:
1. Open the Library tab.
2. Click on the pencil to edit the view.
3. A pop-up window opens. Click on the red minus symbol to remove a view or on the green plus symbol to add a view.
Related Documentation:

Vault Help Documentation: Using Custom Views

Knowledge Base: How to Create a Custom View in PromoMats?
What are the Library Views in Vault PromoMats and Medical?

/hc/en-us/articles/360009534033-What-are-the-Library-Views-in-Vault-PromoMats-and-Medical

2025-04-02 09:42:44 UTC
Question:

What are the Library views in Vault PromoMats and Medical?

Answer:

There are 4 different layout options in the library tab: Compact, Detail, Grid and Thumbnail.
- Compact View: This is the default option. The documents are organized into rows and displays a small thumbnail.
- The Detail View lists documents in rows. This view shows a thumbnail of the document and document fields.
- Grid View: This view works like a spreadsheet. The columns can be resized and rearranged, custom columns can be added and sorted by column values.
- Thumbnail view: Organises the documents into columns and rows. The document thumbnail and document fields are shown in each tile.
Related Documentation:

Vault Help Documentation: Using Library & Document Tab Layouts
What is the Bulk Update Limit for Document Changes in Vault PromoMats and Medical?

/hc/en-us/articles/360006078393-What-is-the-Bulk-Update-Limit-for-Document-Changes-in-Vault-PromoMats-and-Medical

2025-01-18 08:10:41 UTC

Question:

How many documents can be changed during a single bulk update in Vault PromoMats and Medical?

Answer:

Bulk Update functionality allows users to make changes on up to 1,000 documents at once.

Related Documentation:

Vault Help Documentation: Using Bulk Document Actions
How to Delete Browser History?

/hc/en-us/articles/35256535089819-How-to-Delete-Browser-History

2025-03-26 10:45:59 UTC
Question:

How to delete browser history?

Answer:

Steps for deleting browsing history depend on the browser utilized:
- Google Chrome:
  1. Open Chrome, click the three dots at the top right corner and select "Delete Browsing Data".
  2. Choose the time range and data types to clear, then click "Delete data".
    
    Note: Browsing history can be left unchecked to prevent losing all of the browsing history.
- Mozilla Firefox:
1. Click the three horizontal lines in the top right corner and select “Settings”
2. Click on "Privacy & Security” and “Clear Data”:
3. Choose the time range and data types to clear, then click "Clear".
- Apple Safari:
1. Click on History from the top menu > Clear History:
2. Click "Clear History" to confirm.
- Microsoft Edge:
1. Click the three-dot icon (...) at the top right corner and select "Settings."
2. Select "Privacy, search, and services," then "Clear browsing data now> Choose what to Clear"
3. Choose the time range and data types to clear, then click "Clear now".
Related Documentation:

Vault Help Documentation: N/A
How to Login to the Vault Mobile App on iOS?

/hc/en-us/articles/4430720221083-How-to-Login-to-the-Vault-Mobile-App-on-iOS

2025-04-16 07:37:59 UTC
Question:

How to login to the Vault Mobile App on iOS?

Answer:

Users with a basic Security Profile (username and password) can log in by using username and password.
1. To log in to the Vault Mobile App, users need to enter their username and click Next.
2. Then, users are prompted to enter their password:
3. Optional: for iOS devices that support biometric authentication, touch or face ID can be enabled on the login screen (only available to users of basic security policies).
Users with a Single-Sign On (SSO) Security Profile need to have an OAuth profile on their authorization servers configured by their Vault admins. In that case, users will be automatically redirected to the organisation's identity provider’s login page when they enter their credentials.

Related Documentation:

Vault Help Documentation:
- Veeva Vault Mobile
- Configuring Enterprise Login for Vault Mobile
How to Verify Whether a PDF-A Viewable Rendition was Requested for a Document by a Vault User in Veeva Vault?

/hc/en-us/articles/17452454384027-How-to-Verify-Whether-a-PDF-A-Viewable-Rendition-was-Requested-for-a-Document-by-a-Vault-User-in-Veeva-Vault

2025-03-25 19:35:39 UTC
Question:

How to Verify Whether a PDF-A Viewable Rendition was Requested for a Document by a Vault User in Veeva Vault?

Answer:

PDF-A Viewable Renditions by navigating to the desired Document and clicking All Actions -> Re-Render Document.

From the available options, select the "I want a rendition in PDF/A format." option.

The Renditions section will indicate if the Viewable Rendition is in a PDF/A format. Standard PDF Viewable Renditions do not display "PDF/A".

Currently, there is no Audit recorded for this action in the Audit Trail. The way to verify if a Vault User has rerendered with alternative settings is by checking the rerender menu again.

If the option "It looked better before. Restore the default settings" and the rendition is PDF/A despite the Rendition Profile or Vault Rendition settings not being set to PDF/A, then it is confirmed that a PDF/A Rendition was manually requested by a Vault User.

In the event, a PDF-A Rendition was requested, all subsequent Document versions will continue to have a PDF-A Viewable Rendition. In order to restore the Standard PDF Viewable Rendition, the option "It looked better before. Restore the default settings" is required to be selected.

If these actions are repeated, the "Previously Attempted" text displays next to the "I want a rendition in PDF/A format." option.

Related Documentation:

Vault Help Documentation:
- Working with Renditions
- PDF/A Viewable Renditions
Microsoft Word Markup Color Related to the Track Changes Feature is not Retained on Generated Viewable Renditions in Veeva Vault

/hc/en-us/articles/16116364934811-Microsoft-Word-Markup-Color-Related-to-the-Track-Changes-Feature-is-not-Retained-on-Generated-Viewable-Renditions-in-Veeva-Vault

2025-03-25 19:32:23 UTC
Question:

Why is the Microsoft Word Markup Color related to the Track Changes feature not retained on generated Viewable Renditions in Veeva Vault?

Answer:

The reason why there are different text colors locally compared to the colors in the generated Rendition of Vault is that the Microsoft Word application installed in the Rendition Server has predetermined Track Changes options, as shown below. This is currently the expected behavior.

Insertions, deletions, and formatting are set to "By Author" rather than a single color. This means that, in a document that does not have any tracked changes, the first person that makes tracked changes will have these changes shown as red. The second person that makes tracked changes to the same document will have these changes shown in blue. More unique colors get assigned as more unique authors introduce tracked changes to the document.

An example, where the individual opening and editing the Word Document is referred to as "User 1":
1. User 1 creates a new document called example.docx
2. User 1 sets the color of insertions to blue, turns Track Changes on, and writes Markup Text
3. example.docx will show insertions as blue locally. That is, when User 1 opens example.docx in Word, the changes will appear in blue. Saving to pdf locally also shows the changes as blue, as expected
4. example.docx is opened in the Microsoft Word Application that is installed on the Vault Rendition server. The changes will now appear as red instead. This is because User 1 was the first author to edit the document with Track Changes on, and Word automatically displays the changes of User 1 changes as red.
In case the Track Changes settings of User 1 are the same as in the picture above, the Track Change colors are expected to be consistent both locally and in the generated rendition in Vault.

For this reason, Markup color cannot be set by customers using Viewable Renditions which are auto-generated. As a workaround, the customer is required to upload a manually generated pdf (Manual Rendition) for each given Word document.

Related Documentation:

Vault Help Documentation:
- Working with Renditions
Are There Tips Available for Re-Rendering a Vault Document?

/hc/en-us/articles/360011896994-Are-There-Tips-Available-for-Re-Rendering-a-Vault-Document

2025-04-09 07:46:50 UTC
Question:

Why is specifying relevant rendering issues important before re-rendering a Vault document?

Answer:

When an end-user chooses Re-render Document in the Actions Menu, the following options appear:

The user can select relevant issues listed in the information pop-up to help Vault better understand the specific rendition problem. Then, it attempts to render a more accurate viewable rendition based on the choice made. Without any choices being made, Vault simply tries to re-render the document using the existing rendition settings.

Related Documentation:
- Vault Help Documentation: Re-Rendering Documents
Who Receives Delegation Notifications in Vault PromoMats and Medical?

/hc/en-us/articles/360010991294-Who-Receives-Delegation-Notifications-in-Vault-PromoMats-and-Medical

2025-01-18 08:34:03 UTC
Question:

Who receives delegation notifications in Vault PromoMats and Medical?

Answer:

While an account is delegated, Vault sends notifications to both users:
- The person who set up the delegation
- The delegated user
These notifications do not include the links to Vault content. The delegated user must sign into the Vault to access the content.

These notifications cannot be turned off.

Related Documentation:

Vault Help Documentation: Delegation Scope

Knowledge Base:
How to Log in with Delegate Access in Vault?

How to Delegate Access in Vault PromoMats and Medical?
What Actions Can be Taken When Delegate Access is Granted in Vault PromoMats and Medical?

/hc/en-us/articles/360010977753-What-Actions-Can-be-Taken-When-Delegate-Access-is-Granted-in-Vault-PromoMats-and-Medical

2025-04-02 09:27:46 UTC
Question:

What actions can be taken when delegate access is granted in Vault PromoMats and Medical?

Answer:

A delegate can perform all actions that the delegated can, except:
- Completing Read & Understood workflow tasks
- Updating user profile
Delegates have access to the delegated administrative privileges.

While an account is delegated, Vault sends notifications to both the account owner and delegates. Notifications sent to delegates do not include links to Vault content. Delegates must sign in to Vault to access the content.

Note that delegated access works only between two profiles.

Example:

If Teresa delegates to Thomas and Thomas delegates to Gladys, Gladys does not have access to Teresa’s account. However, delegates can modify delegate access settings in order to re-delegate the account.

Related Documentation:

Vault Help Documentation: Using Delegated Access
How to Change a Password in PromoMats or Vault?

/hc/en-us/articles/360007940693-How-to-Change-a-Password-in-PromoMats-or-Vault

2025-04-09 07:38:06 UTC
Question:

How to change an existing password in PromoMats or Vault?

Answer:
1. Log into PromoMats or Vault and select User Profile at the upper-right side of the window.
2. Click Edit.
3. Click Change Password.
4. Enter in the current password, the new password, and confirm it, then select Confirm.
5. Once confirmed, select Save on the upper-right side.
Note: This is only applicable for users with a username and password profile.

Related Documentation:

Support Portal Documentation: How to Reset a Password in PromoMats?
What is the Maximum Number of Delegations That a User Can Grant in Vault PromoMats and Medical?

/hc/en-us/articles/360003190514-What-is-the-Maximum-Number-of-Delegations-That-a-User-Can-Grant-in-Vault-PromoMats-and-Medical

2025-04-16 07:56:31 UTC

Question:

What is the maximum number of delegations that a user can grant in Vault PromoMats and Medical?

Answer:

A user can delegate access to 25 colleagues simultaneously:

Related Documentation:

Vault Help Documentation: Delegate Requirements
How to Receive Notifications on New Content Added to Vault PromoMats and Medical?

/hc/en-us/articles/360002812753-How-to-Receive-Notifications-on-New-Content-Added-to-Vault-PromoMats-and-Medical

2025-04-02 07:39:28 UTC
Question:

Can a user receive notifications about new content added to Favorites documents in Vault PromoMats and Medical?

Answer:

A user can receive notifications about new content (version, rendition, attachment, content to placeholder) added to the favorites documents.

In order to turn such notification ON, the user should update the profile as follows:
1. Click User Profile:
2. Click Edit:
3. Find the Notification and Email Preferences section and enable (add a checkmark) the New content (version, rendition, attachment, content to placeholder) option:
4. Click Save:
Related Documentation:

Vault Help Documentation: About Favorite Document Notifications
Why a User Is Not Receiving a Reset Password Email in Vault PromoMats and Medical?

/hc/en-us/articles/360002759273-Why-a-User-Is-Not-Receiving-a-Reset-Password-Email-in-Vault-PromoMats-and-Medical

2025-04-03 07:44:18 UTC
Question:

Why is a user not receiving a Reset Password email in Vault PromoMats and Medical?

Answer:

Automatic emails containing a new password are sent from vault-emails@veeva.com

There are a number of steps to check in order to establish why a user is not receiving a password reset email:
1. Confirm the email address on the profile of the user.
2. Check if the user enters a username or email address on the reset password page.
  NOTE: The user should type a User Name on the forgot your password page only.
3. Check the Junk or Spam folder for the email.
4. The user should be sure that the automatic email address (vault-emails@veeva.com) is saved in the user's inbox.
5. Check if the user has created any rules in their inbox that divert Veeva emails into a specific folder.
6. The user should contact their internal IT department for assistance if these are checked and the email is not found.
Related Documentation:

Vault Help Documentation: Changing Your Profile, Password & Notifications
How to Add Task Comments in Vault PromoMats and Medical?

/hc/en-us/articles/115002925393-How-to-Add-Task-Comments-in-Vault-PromoMats-and-Medical

2025-04-09 07:53:09 UTC

Question:

How do you add task comments in Vault PromoMats and Medical?

Answer:

Task Comments can be added when completing a task. Within the task completion dialog, click Add Comments.

Once the verdict and comments have been entered, select Complete.

Task Comments have a maximum character limit of 500.

The comments appear in the Active Workflows view and are visible to all workflow participants. Once the workflow is complete, the Task Comments can be viewed from the Timeline view.

Related Documentation:

Vault Help: Accepting & Completing Document Workflow Tasks
Is it Possible to Disable Dynamic Access Control (DAC) of a Role of a Document Lifecycle in Veeva Vault?

/hc/en-us/articles/29386669504411-Is-it-Possible-to-Disable-Dynamic-Access-Control-DAC-of-a-Role-of-a-Document-Lifecycle-in-Veeva-Vault

2025-03-25 19:36:11 UTC
Question:

The Dynamic Access Control (DAC) was enabled for a role of a Document Lifecycle, what are the options to disable it?

Answer:

When attempting to enable the DAC feature on a role of a Document Lifecycle, the following warning message appears:

Moreover, the following message can be seen after clicking on the question help icon next to the Enable Dynamic Access Control option:

It is not possible to uncheck this checkbox after it has been checked.

The options to address this use case are as follows:
1. Delete the Role and recreate it
2. In the case of a Sandbox, refreshing the Sandbox itself is another option
Related Documentation:

Vault Help Documentation:
- About Dynamic Access Control for Documents
What is the Logic of the Display of Icons on the Action Bar in the Header Area in Veeva Vault?

/hc/en-us/articles/17483257301659-What-is-the-Logic-of-the-Display-of-Icons-on-the-Action-Bar-in-the-Header-Area-in-Veeva-Vault

2025-03-25 19:45:44 UTC
Question:

What is the Logic of the Display of Icons on the Action Bar in the Header Area in Veeva Vault?

Answer:

As stated by About the Doc Info Page:

When you open a document, the Doc Info page opens. This page includes these panels:
- Header Area: The header area above the document viewer and fields panel allows you to navigate back using the breadcrumb trail and see the current document status (lifecycle state). The icons next to the document name can set the document as a favorite, display related notifications, or show the Active Workflow panel (if a workflow is active). If you are a task owner for an active workflow, you also see a task bar. If the document uses a lifecycle configured with lifecycle stages, the Lifecycle Stages banner displays information on where the document is its lifecycle. In addition, this area shows buttons for the Actions menu, document download options, and the layout selector. If a lock icon displays in the Header Area, a user has checked out the document. If a gavel icon displays, the document is under a legal hold.
- Document Viewer: The document viewer displays viewable renditions without any additional plugins or applications and on any device that supports HTML5 (iPad®, Android™ tablets, etc.). The document viewer is to the left of the Doc Info pane. If a viewable rendition is available, it appears here. From the document viewer, you can review the document, add annotations, and click through embedded links.
- Doc Info Pane: The right panel displays information about the document, including its fields, relationships, files, and sharing settings, in individual tabs.
The article content focuses on the following section which is referred to as the Action Bar It is emphasized in a Red Rectangle in the screenshot below. The Action Bar contains icons related to the actions available for the Vault User in the All Actions 3 dots (....) Menu. These actions are tied to Veeva Vault features. The 3 dots icon is always on the right-hand side.

On the left-hand side, the larger arrow and smaller Arrow icons show all available User Actions which are usually Workflow Start actions. They are not to be confused with the actions in the All Actions menu.

The Action Bar displays the 4 most frequently used actions as icons or buttons for a Vault User. Hovering over the icons displays their names. In the example above, the first icon is the Edit in Microsoft Office icon, the second is the Delete icon, the third is the Re-Render Document icon, and the fourth one is the Audit Trail icon. These icons were frequently used on this Document with this particular Vault User viewing the Document.

For this reason, it is possible that particular Documents will have different Icons displayed in the Action Bar for different Vault Users depending on how often they are used.

If configured, the action will always be present in the All Actions menu even if it is not frequently in use. In the event the related feature is not configured, the icon and action do not display in either location.

Related Documentation:

Vault Help Documentation:
How Does the Audit Trail Display Lookup Relationship Field Value Changes in Veeva Vault?

/hc/en-us/articles/17484558176027-How-Does-the-Audit-Trail-Display-Lookup-Relationship-Field-Value-Changes-in-Veeva-Vault

2025-03-25 19:46:26 UTC
Question:

How Does the Audit Trail Display Lookup Relationship Field Value Changes in Veeva Vault?

Answer:

In order to answer the question, an example scenario is presented with a Vault Quality object.

Supposing a Vault User updates only the Quality Event field of a CAPA Action record.

Why does the Audit Trail display that the Vault User updated Quality Event Type and Finding Type? These fields are Lookup Fields.

Lookup fields update their value at the same time the lookup relationship field is updated, in this case, by the user.
- For example, in the scenario above, these would be:
  - Lookup relationship field: Quality Event
  - Lookup fields: Quality Event Type, Finding Type
The user is able to see this update happen in the UI before they save the record.

If the lookup source field is updated by a user, all lookup fields that point to this field will get updated as well. In this case, our audit log will display "System on behalf of user"
- For example, if the user went to the related Quality Event record and update the Quality Event Type to "Deviation" instead of "Finding", this change would happen to the CAPA Action record's Finding Type field.
  - This update would be logged as "System on behalf of user"
Related Documentation:

Vault Help Documentation:
- Viewing the Audit Trails
Vault Emails Are Not Arriving to My Mailbox

/hc/en-us/articles/228904988-Vault-Emails-Are-Not-Arriving-to-My-Mailbox

2025-03-25 19:35:14 UTC
Overview:

Notification, job completion, password reset, or other emails sent by Vault do not arrive to the email address of one or more Vault users.

Root Cause:

This issue can have multiple root causes including an incorrect email address, spam filter or firewall configuration.

Solution:
Depending on the root cause there are several possible solutions:
- Check and correct the email address of the user in Vault.
- Check the spam folder and email filters.
- Contact the local IT who can look into the spam filter configuration if it is managed centrally.
A good practice is to explicitly allow the sender of the Vault emails which is: vault-emails@veeva.com.
How to Create a HAR file When Reporting Vault Browser Issues?

/hc/en-us/articles/360037564754-How-to-Create-a-HAR-file-When-Reporting-Vault-Browser-Issues

2025-03-25 19:31:34 UTC
Question:

How to create a HAR file for Vault browser issues?

Answer:

When reporting browser issues, it is helpful to record the steps for that issue and submit the information to Veeva Support through a ticket. The following sections list the steps to demonstrate how to do this.

To help keep the file concise and collect data only relevant to Veeva's troubleshooting, it is recommended to quit any unnecessary applications which might be running when creating the HAR file. When using a capture tool, such as Fiddler, instead of a browser's developer mode we recommend working with your IT, Networking, or Security team to ensure you only record traffic relevant to the troubleshooting needs. For example, ensuring only *.veeva.com traffic is captured.

NB.:no private credentials are captured during the below process.

To generate the HAR file for Chrome, do the following:
1. Open Google Chrome and go to the page where the issue is occurring.
2. From the Chrome menu bar, select More Tools --> Developer Tools. (Or press F12 on the keyboard)
3. From the panel opened, select the Network tab.
4. Look for a round Record button
  It appears in the upper left corner of the tab and be sure it is red. If it is grey, click it once to start recording.
5. Check the Preserve log box.
6. Click the Clear button
  This clears any existing logs from the Network tab.
7. Reproduce the issue that occurred while the network requests are being recorded.
8. Once the issue is reproduced, right-click anywhere on the grid of network requests and select Save as HAR with Content. Save the file to the local computer.
9. Upload the HAR file to a Support ticket or attach it to an email so that Veeva Support can analyze it.
To generate the HAR file for Firefox, do the following steps:
1. Open Firefox and go to the page where the issue occurs.
2. Select the Firefox menu (three horizontal parallel lines) at the top-right of the browser window.
3. Select Web Developer>Network.
4. The Developer Network Tools open as a docked panel at the side or bottom of Firefox. Click the Network tab.
5. The recording autostarts when actions initiate in the browser. Reproduce the issue that occurred while the network requests are being recorded.
6. Once the issue is reproduced and all actions are generated in the Developer Network Panel (should just take a few seconds), right-click anywhere under the File column and click on Save all as Har.
7. Save the HAR file on the local machine.
8. Upload the HAR file to a Support ticket or attach it to an email so that Veeva Support can analyze it.
To generate the HAR file for Internet Explorer.
1. Open Internet Explorer and go to the page where the issue is occurring.
2. Press F12 on the keyboard(or, click the gear icon --> F12 Developer Tools)
3. Click the Network tab.
4. Reproduce the issue that occurred while the network requests are being recorded.
5. Once completed, click the Save button.
6. Give the trace a filename and click the Save button. This saves it as a .har file or .xml file.
7. Upload the HAR file to a Support ticket or attach it to an email so that Veeva Support can analyze it.
To generate a HAR for Edge
1. Open Edge.
2. From the menu, select ... -> More tools -> Developer Tools.
3. Select the Network tab.
4. Make sure "Preserve Log" is checked.
5. Select the concentric circle icon (Or use the keyboard shortcut CTRL+ E) to start recording the session. This will turn the button red and replace the filled inner circle with a filled square.
6. Select the same filled square button to stop recording the session.
7. Select the "Export HAR..." button to export the recorded session to a HAR file. The button looks like an arrow pointing downwards to a horizontal line.
8. Provide the HAR file to Veeva Support for further analysis.
To generate the HAR file for Safari

Before generating the HAR file, be sure the Develop menu is available and visible in Safari. If it is not there, follow the instructions on the following page: Use the developer tools in the Develop menu in Safari on Mac.
1. Open the Develop menu and select Show Web Inspector.
2. To save the Web Traffic logs in a Web Archive (.HAR) file, click on the Filter icon and select the Preserve Log option.
3. Click the Network tab and complete the activity that is causing issues.
4. Click the Export option (the arrow pointing down icon) and save the web archive (.HAR) file.
5. Upload the .HAR file to a Support ticket or attach it to an email so that Veeva Support can analyze it.
Related Documentation:

Vault Help Documentation: N/A
Can a User Be Promoted to Domain Admin in Vault?

/hc/en-us/articles/115003457914-Can-a-User-Be-Promoted-to-Domain-Admin-in-Vault

2025-03-25 19:35:46 UTC
Question:

Can a user be added as a Domain Administrator in Vault?

Answer:

In the event there are any active Domain Admins, one of them is capable of making this change. Vault customers should primarily make this change with the existing Domain Admin.

Veeva Product Support is not authorized to promote an existing Vault Owner to a Domain Administrator in customer Vaults. Vault Product Operations is authorized and capable of promotion.

If there is no active Domain Administrator, Open a Vault Product Support ticket to the Vault Product Operations Team to request the promotion of an existing Vault Owner to a Domain Admin.

Related Documentation:

Vault Help Documentation:
- Managing Users Across Vaults
Thank you
Checked out Document Remains in the Preparing Check Out Status in Veeva Vault File Manager

/hc/en-us/articles/20001189902747-Checked-out-Document-Remains-in-the-Preparing-Check-Out-Status-in-Veeva-Vault-File-Manager

2025-03-25 19:40:12 UTC
Question:

Why does a Checked Out Document Remain in the Preparing check out Status in Veeva Vault File Manager?

Answer:

This can happen in the following scenario which are reflected in the VFM Logs as well.

The first particular checkout is cancelled after a particular time and then another checkout is started later. The way Vault File Manager (VFM) handles that it creates jobs for both of these checkouts.

Downloading is a two-stage process. Firstly, Vault has to copy the file to the File Staging Area and then VFM downloads it from the File Staging Area. VFM monitors a job, that tells it when Vault has finished copying the file to the File Staging Area. The jobs will be queued, so depending upon how busy Vault is, the file may not be copied immediately. In this case, VFM will remain in the Preparing Checkout state until the job is completed.

Related Documentation:

Vault Help Documentation:
- Vault File Manager for Windows
Knowledgebase:
- How to Obtain Logs for Vault File Manager?

Support Ticket - Reason for Closing Field Definitions

/hc/en-us/articles/34445626934683-Support-Ticket-Reason-for-Closing-Field-Definitions

2025-03-18 16:52:38 UTC

Overview:

When a Support Ticket is closed, it is marked with a Reason for Closing Field within the ticket. This field can be populated with a number of different values. Because of this, we want to define the values to make it clearer to our customers.

For L2-L3 tickets processed by Product Support:

Product Support - Reason for Closing
Configuration Fixed	Configuration was changed to resolve the issue
Functionality Confirmed	The standard behavior of the product was confirmed or explained
Task Completed	The task requested was completed
Product Issue Fixed	A modification to the product or system was made to correct the issue
RCA/IR Provided	The RCA/IR (Root Cause Analysis / Incident Report) was released
External System Issue	The issue reported was not caused by a Veeva System
Outside of Support Scope - Veeva Connect	The ticket requester was directed to Veeva Connect
Outside of Support Scope - Account Team	The ticket requester was directed to their Account Team
Outside of Support Scope - Services Team	The ticket requester was directed to Managed Services
Resolved by Customer	The ticket requester solved the problem on their own
Duplicate	The ticket was a duplicate and either closed or merged into another ticket

For L1 tickets processed by the GSC (Global Support Center):

GSC - Reason for Closing
Task	This issue was related to a task request
Issue Resolved	The question was answered or the issue resolved by Veeva
Enhancement Request	The enhancement request was documented and shared with Product
Resolved by Customer	The ticket requester solved the problem on their own
Outside of Support Scope	The ticket requester was redirected to another team at Veeva or at the customer site
Duplicate	The ticket was a duplicate of another ticket
No Response	No response was received from the ticket requester

References:

How to Open a Ticket with Veeva Support?

New Search Engine - How to find Knowledge Articles that you need?

/hc/en-us/articles/19977448817051-New-Search-Engine-How-to-find-Knowledge-Articles-that-you-need

2025-03-18 16:52:39 UTC
Overview:

We have implemented a native federated search engine to help our customers find the information they need more easily. In addition, when they search for knowledge articles, it will show them the source of the content:
- Articles - written by Support Agents
- Product Help - broken down by product pages that contain that exact word or phrase
- Community posts
The following example shows a search on Vault id. The search engine tries to find all articles that contain the word Vault or the word Id anywhere within the article. On the right-hand side of the screenshot, the Search Results display brief previews of content matching the search criteria. Based on the Source that is selected on the left, the right side list of results changes.

This search shows that numerous results matched that criteria. Notice that 3209 Articles are returned due to a wide search range.

To refine the search, enter "Vault id" as the search criteria. The double quotes are used in the search criteria to allow the search engine to find any content that contains that phrase. The sources of the resulting content appear on the left side of the search results. Notice that 36 Articles are returned due to a narrow search range based on that exact phrase.
How to Submit a Product Enhancement Request for Veeva Products?

/hc/en-us/articles/17930772893211-How-to-Submit-a-Product-Enhancement-Request-for-Veeva-Products

2024-09-04 18:58:17 UTC
Question:

How do users submit an enhancement or feature request for Veeva products?

Answer:

As of November 5th, 2022, all product suggestions should be made through Veeva Connect.

To submit a Product Enhancement Request:
1. Log in to Veeva Connect.
2. Navigate to the Communities tab.
3. Locate the community dedicated to the product the Enhancement Request is for. (For example, Approved Email, Vault QualityDocs, etc.)
4. Select Add A Post to create a new posting. (Users will need to be subscribed to the community before they are allowed to post.)
5. Fill out the post with all necessary information such as the title, message, any relevant images, etc.
6. Click Post.
Users will receive an email notification when there is a response to the posting.
How to Open a Ticket with Veeva Product Support?

/hc/en-us/articles/360001873433-How-to-Open-a-Ticket-with-Veeva-Product-Support

2025-04-15 13:40:19 UTC
Announcement:

Beginning 11/15/24, the process for submitting tickets to Veeva Support and Services groups will be updated on the Veeva Product Support Portal. The new process will help us better support you.

Submit tickets to Veeva Support and Services using one of these articles:
References:
- Veeva Global Support Policy
- How to Contact Veeva Support (for End-Users)?

Product Support Portal

Veeva Product Support Portal

Search the Knowledge Base

Click here for information on the updated Support and Services ticketing processes.

Click here for information on the updated Support and Services ticketing processes.

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