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Veeva Partners: Technology Partner Certified Integrations

/hc/en-us/articles/7101909382683-Veeva-Partners-Technology-Partner-Certified-Integrations

2023-04-03 22:38:04 UTC
Veeva CRM Certified Integration Requirements::

An important aspect of both the Silver and Gold Certified partnership levels is a technical review and certification of the integrated solution(s). This review and certification process is required for acceptance as a Silver or Gold level partner.

Veeva Certified Integration Requirement

The review and certification process will take place in the form of a meeting or series of meetings between the partner’s integration team and Veeva Partner Product Management.

Partners will be expected to conduct an end-to-end demonstration of their solution.

Prerequisites to Certified Integration

The following requirements must be met as part of the integration certification process:
- Two employees trained on Veeva product(s) partner are integrating
- End-to-end demo of the solution
- Technical Review
- Support
- Documentation
- Two Customer References
How to Add Additive Review in Vault CDMS?

/hc/en-us/articles/5704104244251-How-to-Add-Additive-Review-in-Vault-CDMS-

2023-07-06 07:17:56 UTC
Question:

How to Add Additive Review in Vault CDMS?

Answer:

The Additive Review function allows CRAs and Data Managers to perform SDV or DMR on event dates and items that are not required in the review plan.

To enable the Additive Review feature:
1. Navigate to the Casebook that needs to be performed review.
2. Click the Additive Review toggle to turn on Additive Review mode.
3. Select an Additive Reason.
4. Click Save.
Note: In order to turn on Additive Review mode, the general study settings for Enable Additive Review must be Yes.

Related Documentation:

CDMS Help Documentation: Performing SDV
How to Access Vault Data Workbench CDB in Vault CDMS?

/hc/en-us/articles/5139736049307-How-to-Access-Vault-Data-Workbench-CDB-in-Vault-CDMS-

2023-10-26 00:49:54 UTC
Question:

How to access Vault Data Workbench CDB in Vault CDMS?

Answer:

Vault Data Workbench or CDB (Clinical DataBase) is the Vault CDMS data cleaning and reporting solution where Data Managers and Lead Data Managers can create data listings and query execution data.

In order to access CDB, follow the steps below:
1. Log into Vault CDMS.
2. Click the Workbench tab.
3. The user is redirected to the Data Workbench application.
4. Data Workbench opens the Studies page automatically.
To access CDB, users need:
- Access to Workbench Tab
- Access to EDC Tools
- Permission to Manage Jobs
Related Documentation:

Vault Help Documentation: Navigating Vault CDB
How to Reset a Password in Veeva Learning Portal for CDMS?

/hc/en-us/articles/1260801353310-How-to-Reset-a-Password-in-Veeva-Learning-Portal-for-CDMS-

2023-10-25 07:55:48 UTC
Question:

How to Reset a Password in Veeva Learning Portal for CDMS?

Answer:

A user can follow the below steps to reset the password of their Veeva Learning Account:
1. Go to learning.veeva.com.
2. Click on Forgot Password?
3. Insert the Username or Email address and click on Reset Password.
4. An Email from team@learn.veeva.com is sent to the registered email address, with a link to reset the password and the username. Click on the link.
5. Type a new password in the New Password field.
6. Re-type the same password in the Confirm Password.
7. Click Reset Password.
If the Reset Password email is not in the inbox folder:
1. Check the spam/junk folder.
2. Contact the GSC at CDMS_support@veeva.com.
This is a general article, configuration may vary. For any questions please contact Veeva support at cdms_support@veeva.com

Related Documentation:
How to Export the Training Completion Certificate in Veeva Learning Portal (LMS) for CDMS?

/hc/en-us/articles/1260800460870-How-to-Export-the-Training-Completion-Certificate-in-Veeva-Learning-Portal-LMS-for-CDMS-

2023-10-26 00:58:45 UTC
Question:

How to export the training completion certificate in Veeva Learning portal (LMS) for CDMS?

Answer:

When a user completes the training, the below steps can be followed to export the training completion certificate:
1. Access the Learning portal (learning.veeva.com).
2. Click Transcript under Menu. Or, Select Transcript from the Dashboard/Home page.
3. Select the certificates and click Download.
4. The user can export the certificate.
This is a general article, configuration may vary. For any questions please contact Veeva support at cdms_support@veeva.com

Related Documentation:

Vault Help Documentation: N/A
How to Freeze a Form in Vault CDMS?

/hc/en-us/articles/360012771473-How-to-Freeze-a-Form-in-Vault-CDMS-

2023-10-25 07:52:23 UTC
Question:

How to freeze a form in Vault CDMS?

Answer:

Users with Clinical Research Associate or Data Manager roles can freeze a form by following the steps below:
1. Navigate to the appropriate form.
2. From the Actions menu, select Freeze Form. This option is only available if the form is not frozen or locked.
3. In the Freeze Form dialog box, select Freeze.
4. To unfreeze the form, select Unfreeze Form from the Actions menu.
This is a general article, configuration may vary. For any questions please contact Veeva support at cdms_support@veeva.com

Related Documentation:

CDMS Help Documentation: Freezing Forms
End-User Guide: Start Working with Vault PromoMats & Vault Medical

/hc/en-us/articles/6154978322715-End-User-Guide-Start-Working-with-Vault-PromoMats-Vault-Medical

2023-10-13 15:07:29 UTC
Introduction:

The following article provides a grouping of related articles pertaining to a topic. The topic sections are collapsable/expandable by clicking the arrow to the left of the topic name.
Support Portal Login (Expand to see related articles)

The following information is related to Support Portal login queries.
PromoMats Login (Expand to see related articles)

The following information is related to PromoMats Login:
Delegate Access (Expand to see related articles)

The following articles cover the Delegate Access topic.
User Profiles (Expand to see related articles)

User Profile links:
Possible PromoMats Errors (Expand to see related articles)

The following information provides a list of known errors in PromoMats:
- Veeva Vault PromoMats Error Reference Guide - Work with your local administrator to troubleshoot and resolve the error.
Frequently Accessed Articles (Expand to see related articles)

The following information lists commonly used articles:
- Vault PromoMats Most Frequently Accessed Articles
- Vault PromoMats Most Reported Issues or Questions
View and Filters (Expand to see related articles)

The following list of articles provides with an overview of the filtering and searching features.
Tools and applications (Expand to see related articles)

The following information provides a list of tools, applications and browser.
Related Documentation:
- Vault Help for PromoMats
End-User Guide: Working with Documents in Vault PromoMats and Vault Medical

/hc/en-us/articles/6196309666971-End-User-Guide-Working-with-Documents-in-Vault-PromoMats-and-Vault-Medical

2023-03-23 18:37:19 UTC
Introduction:

The following article provides a grouping of related articles pertaining to a topic. The topic sections are collapsible/expandable by clicking the arrow to the left of the topic name.
Managing Document Versions (Expand to see related articles)

The following articles are related to the Document Versioning topic.
Working with Documents (Expand to see related articles)

The following information is related to Support Portal login queries.
Workflows and Tasks (Expand to see related articles)

The following information contains a list of articles about workflows and tasks.
Working with Renditions and Download Options (Expand to see related articles)

The following information is to the Renditions and Download Options(source document, signature pages etc.)
Working with Annotations(Expand to see related articles)

The following information is related to Link Document, Annotations, and topics related to this topic.
Working with Binders (Expand to see related articles)

The following information is related to Binders.
Working with Reports (Expand to see related articles)

The following information is related to Reports.
Related Documentation:

Vault Help Documentation: Vault Help for PromoMats

What are the Supported Languages in Vault?

/hc/en-us/articles/5295614972443-What-are-the-Supported-Languages-in-Vault-

2023-10-26 17:22:36 UTC

Question:

What are the supported languages in Vault?

Answer:

The Veeva Global Service Center provides Vault PromoMats and Medical, CDMS, and SiteVault support in the following languages:

Languages supported by the Global Service Center
Chinese (Mandarin) - Asia team	Korean - Asia team
English - North America, Europe, Asia team	Portuguese (Portugal) - Europe team
French - North American and Europe team	Portuguese (Brazil) - North America and Europe team
German - Europe team	Russian - Europe team
Italian - North American and Europe Team	Spanish - Europe team
Japanese - Europe and Asia team

Vault’s UI translations provide localized strings for all non-configurable or static text that appears in the UI and allows Admins to provide translations for configurable text. Veeva also provides translations for default or standard application configurations. Veeva provides full UI translations for the following languages:

Languages supported by the UI translation
Chinese (Simplified)	Japanese
Chinese (Traditional)	Polish
Dutch	Portuguese (Brazil)
English	Portuguese - Portugal
French	Russian
German	Spanish
Hungarian	Swedish
Italian	Thai
Korean	Turkish

Related Documentation:

Vault Help: About Supported Languages

How to Reset Password for an SSO Login User in Vault?

/hc/en-us/articles/360011776774-How-to-Reset-Password-for-an-SSO-Login-User-in-Vault-

2023-04-12 03:13:25 UTC
Question:

How to reset the password for an SSO login user in Vault？

Answer:

SSO login users need to contact the customer's identity providers to reset passwords.

Related Documentation:
- Vault Help Documentation: Vault Help
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-

2023-10-09 09:39:51 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
How to Clear Safari Browser History in iOS to Resolve a Problem in Vault PromoMats and Medical?

/hc/en-us/articles/360010138894-How-to-Clear-Safari-Browser-History-in-iOS-to-Resolve-a-Problem-in-Vault-PromoMats-and-Medical-

2023-06-30 11:14:32 UTC
Question:

How to delete cookies and web browser history in Safari in iOS to resolve a problem in Vault PromoMats and Medical?

Answer:

To clear the history, cookies, and browsing data from Safari on iPad or iPhone:
1. Open Settings app and select Safari.
2. Click Clear History and Website Data. If the user is using iOS 7 or earlier, the menu option is slightly different: Clear History --> Clear Cookies and Data.
3. Click Clear History and Data to confirm.
Related Documentation:

Vault Help Documentation: N/A
How to Clear Google Chrome Browser History to Resolve a Problem in Vault?

/hc/en-us/articles/360010138734-How-to-Clear-Google-Chrome-Browser-History-to-Resolve-a-Problem-in-Vault-

2023-08-04 16:02:48 UTC
Question:

How to clear the Google Chrome browser history to resolve a problem in Vault?

Answer:

To clear the Chrome browser history:
1. Open Chrome.
2. At the top right, click on the three-dot menu from the toolbar.
3. Click on History --> History.
4. On the left, click on Clear browsing data.
5. A box appears, where the following can be selected:
- Time range. Select a time range from the time range drop-down menu. To clear everything, select All time.
- Types of data to be clear. It is recommended that the Browsing history, Cookies and other site data and Cached images and files boxes are checked.
  
  Browsing history removes the URLs of sites the user has visited. Cookies and other site data deletes information saved by the browser on the user's device to remember their preferences. Cache images and files deletes copies of pages, images, and other media content downloaded to the user's device to load content faster the next time the user visits those sites.
1. Click on Clear data.
Related Documentation:

Vault Help: Supported Browsers & Settings
How to Check the Email Notification Status in Vault PromoMats and Vault Medical?

/hc/en-us/articles/11383316144667-How-to-Check-the-Email-Notification-Status-in-Vault-PromoMats-and-Vault-Medical-

2023-04-03 22:36:23 UTC

Question:

How to check the Email Notification Status in Vault PromoMats and Vault Medical?

Answer:

Admin users with Email Notification Status permission set can view the delivery status of Vault emails by navigating to Admin Console --> Operations --> Email Notification Status.

The email notification list can be filtered by date, email address, and status and it can be exported to CSV.

This page contains email notifications that are up to two years old. To view older email notifications, the admin user must export the full history.

Related Documentation:

Vault Help Documentation: About the Email Notification Status Page

Knowledge Base: What is the Meaning of the Statuses in the Email Notification Status Section in Vault PromoMats?
How to Configure the Glossary Feature in PromoMats?

/hc/en-us/articles/11140416333723-How-to-Configure-the-Glossary-Feature-in-PromoMats-

2023-11-05 23:34:16 UTC
Question:

How to configure the Glossary feature in PromoMats?

Answer:

Vault allows admin users to create a library of Glossary Definitions and set up approved external search engines.

To enable the glossary, navigate to Admin --> Settings --> General. Under the Documents section, select Enable Glossary Lookup, and click Save.

After enabling the glossary, it is possible to configure an external search engine, and add definitions to the glossary.

To set up an external search engine, navigate to Admin --> Settings --> General and, under Enable Glossary Lookup, enter a valid External Search URL, and External Search Label.
Important: Valid external URLs must contain the {{searchTerm}} token in the position where the search engine expects the search term. See some examples of valid URLs below:
- https://platform.veevavault.help/en/gr/search.html#stq={{searchTerm}}
- https://pubmed.ncbi.nlm.nih.gov/?term={{searchTerm}}
- https://www.google.com/search?q={{searchTerm}}
To add definitions to the glossary:
1. Navigate to Business Admin --> Glossary Definitions.
2. Click Create.
3. Enter a word or a phrase as a Glossary Term.
4. Enter the Definition Text. This box can contain text and a full path URL (the URL is rendered as a navigable hyperlink in the Glossary panel).
5. Select a Language.
1. Optional: Select a Related English Definition.
2. Click Save.
Only approved glossary definitions are displayed in Vault.

Related Documentation:

Vault Help Documentation: Configuring the Glossary & Definitions

Knowledge Base:
- What is the Glossary Feature in PromoMats?
- How to Use the Glossary Feature in PromoMats?
How to Remove eSignatures with an Action Step in Vault PromoMats and Medical?

/hc/en-us/articles/6172530571163-How-to-Remove-eSignatures-with-an-Action-Step-in-Vault-PromoMats-and-Medical-

2023-07-03 10:42:56 UTC
Question:

How can Admin users configure a workflow to remove eSignatures with an action step in Vault PromoMats and Medical?

Answer:

This action can be performed by an Admin user only.

Administrators can configure this action only for document workflows as this feature does not apply for object workflows.

To adjust the configuration for object workflows, use a Workflow Cancellation Action.

To remove eSignatures using an Action Step, follow the steps below:
1. From the Admin tab, navigate to Configuration --> Business Logic --> Workflows.
2. Select the workflow affected. The workflow must be configured with a Task step allowing users to provide a verdict.
3. Once the Task step is configured, a Conditional Action Step is set to change the state of the document based on the verdict provided.
4. Select the Conditional Action Step and Scroll to the Rules section. All the verdicts are displayed in this section.
5. Click Edit.
6. From the affected Rule, click Add Action and select Remove eSignatures from Documents from the drop-down menu.
7. Select the Task and Verdict and click Save.
8. Once the changes are made, click on Make configuration active.
Related Documentation:

Vault Help Documentation:
How to Remove eSignatures with a Workflow Cancellation Action in Vault PromoMats and Medical?

/hc/en-us/articles/6172417150747-How-to-Remove-eSignatures-with-a-Workflow-Cancellation-Action-in-Vault-PromoMats-and-Medical-

2023-07-03 09:44:40 UTC
Question:

How can Administrator users configure a workflow to remove eSignatures with a workflow cancellation action in Vault PromoMats and Medical?

Answer:

This action can be performed by an Admin user only.

Administrators can configure this action for both Document and Object workflow.

To remove eSignatures using a Workflow Cancellation Action, follow the steps below:
1. From the Admin tab, navigate to Configuration --> Business Logic.
2. Select Workflows. From the workflow affected, scroll down to Cancellation Actions.
3. Click on Edit.
4. Click on the + Create Rule button.
5. From the Perform Actions drop-down menu, select Remove eSignature from Documents.
  Note that for Object workflows this action is displayed as Remove eSignature from Record.
6. Click Save. After the changes are made, click on Make configuration active.
Related Documentation:

Vault Help Documentation: Cancellation Actions
Troubleshooting Collaborative Authoring Issues Using Project Vault

/hc/en-us/articles/5510933186971-Troubleshooting-Collaborative-Authoring-Issues-Using-Project-Vault

2023-12-08 20:29:33 UTC
Introduction:

Collaborative Authoring in Project Vault

Project Vault is a stand-alone application provided by Veeva to customers engaged with active services work.

With Collaborative Authoring enabled, users who are in Project Vault are also added to the Veeva Office 365 tenant as guest users, able to take advantage of the collaborative authoring capabilities within Project Vault. The same Veeva security of Office 365 is applied to this specific tenant by the Veeva Technical Operations team.

With the 21R2 feature, users no longer require an invitation to the Collaborative Authoring tenant to begin using Collaborative Authoring - this now happens behind the scenes automatically. See Automate Guest Invites to Azure AD from Vault for more details.

Veeva End Users

Collaborative Authoring in Project Vault will recognize that a Veeva End User already has a license to Office 365. The Veeva End User is still created as a Guest in the new Office 365 tenant using the Veeva End User's @veeva.com email address. This email address is already Licensed to use Office 365; the invite is to use the additional Office 365 tenant specifically for Project Vault.

Customer End Users

Collaborative Authoring in Project Vault will use a Customer End User's email address when being created as a Guest in the new Office 365 tenant. This email address must be licensed to use Office 365; the invite is to use the additional Office 365 tenant specifically for Project Vault.

If a Customer End User's organization does not have an Office 365 tenant with SharePoint and/or the Customer End Users do not have Office 365 Business licenses that include Office client applications (at least Office 365 Business or Office 365 ProPlus), they will not be able to use Collaborative Authoring.

Microsoft Support and Recovery Assistant

The usual fix for instances where the Desktop Microsoft Collaborative Authoring doesn’t work as expected is to purge credentials/ fix the registry. Microsoft has a Support and Recovery Assistant (SaRA) specifically for a scenario like this.

Read more about this Microsoft tool here: About the Microsoft Support and Recovery Assistant.

Troubleshooting Tips:

This article gives troubleshooting tips for Collaborative Authoring using Project Vault.

Video:

Due to the shared collaborative nature of the system, authentication into Project Vault’s own tenant for Office 365 is necessary before collaborative authoring can be used. This means an organization may authenticate into Project Vault’s Office 365 in addition to any other Collaborative Authoring tenants currently in place.

Here are some common things to try if you are having trouble with Collaborative Authoring in Project Vault.

Stuck in a Sign-in Loop?:
1. Initiate an Edit in Microsoft Office action in Vault.
2. Close the popup dialog.
3. Click the ? icon in the blue Collaborative Authoring Banner.
4. Click Continue to open the document in the browser.
5. If an error is received, sign out and sign back in with the email associated with your Vault user profile.
6. Accept the invitation to join Veeva Systems.
7. Follow the steps to set up 2FA.
8. Return to Vault.
9. Initiate an Edit in Microsoft Office action in Vault.
10. Select Edit in Desktop Application.
CA is working in Browser but not in Desktop App:
- If you have permission to download applications on your computer, do the following:
  1. Navigate to https://aka.ms/SaRA-OfficeSignInScenario.
  2. Download and install the Microsoft Support and Recovery Assistance (SaRA) for Office Sign-in Scenarios.
  3. Follow the steps.
  4. Select No when prompted if Sign In was successful even if able to sign in when in the tool.
    - This forces the tool to purge your stored credentials.
  5. Once the tool completes, restart your machine.
  6. Initiate an Edit in Microsoft Office action in Vault.
  7. Select Edit in Desktop Application, if applicable.
- If you have limited permissions on your computer, contact your IT Department for further assistance.
How to Enable Google Drive™ Integration in Vault PromoMats and Medical?

/hc/en-us/articles/4420175613083-How-to-Enable-Google-Drive-Integration-in-Vault-PromoMats-and-Medical-

2023-09-29 14:52:58 UTC
Question:

How to enable Google Drive™ Integration in Vault PromoMats and Medical?

Answer:

The steps below can be completed by a user with Admin rights.

To enable Google Drive™ integration:
1. Navigate to the Admin section in Veeva Vault.
2. Click on the Settings tab.
3. Select Checkout Settings from the left-hand menu.
4. Click Edit.
5. In the Google Drive™ option select the Enable Google Drive™ Integration box.
6. Click Save.
Related Documentation:

Vault Help Documentation: About the Google Drive Integration
How to Create a New Rendition Profile in Vault?

/hc/en-us/articles/4420170053403-How-to-Create-a-New-Rendition-Profile-in-Vault-

2023-09-29 10:46:01 UTC
Question:

How to create a new Rendition Profile in Vault?

Answer:

The steps below are addressed to a user with admin rights.

To create a new Rendition Profile:
1. Navigate to the Admin section.
2. Click on the Configuration tab.
3. Click on the Rendition Profiles section in the Document Setup list.
4. Click on Create.
5. Type the new Rendition Profile's name in the Details section.
6. Select the Generate Vault Protected PDF's box in the Protected PDF section.
7. By default, all restrictions are enabled. However, all of them have a picklist with exceptions.
8. Click Save after updates are completed.
Related Documentation:

Vault Help Documentation: Protected PDF Renditions

Knowledge Base Article: What is a Rendition Profile in Vault?
Why Users Cannot Send Multiple Documents at Once in Vault PromoMats and Medical?

/hc/en-us/articles/4416278629147-Why-Users-Cannot-Send-Multiple-Documents-at-Once-in-Vault-PromoMats-and-Medical-

2023-07-03 11:54:28 UTC
Question:

Why Users Cannot Send Multiple Documents at Once in Vault PromoMats and Medical?

Answer:

This article is addressed to users with Admin rights.

In order for a user to send multiple documents at once in a workflow, the feature Use workflow for single document should not be enabled in the relevant workflow. If the feature is enabled, a user can send only one document per time in a workflow.

Also, the workflow cannot be started in bulk action menus such as Library or Cart.

To enable or disable this feature, please follow the steps below:
1. From the Admin page, go to the Configuration tab.
2. Click on Workflows under the Business Logic section.
3. Select the affected workflow.
4. Tick or untick the checkbox next to Use workflow for single document according to the requirements.
5. After the changes are made, please remember to click on Make configuration Active.
Related Documentation:

Vault Help Documentation: Configuring Multi-Document Workflows
Why Do Users Receive the Error: You Do Not Have the Required E-Signature Permission When Completing a Task in Vault PromoMats and Medical?

/hc/en-us/articles/4416068257051-Why-Do-Users-Receive-the-Error-You-Do-Not-Have-the-Required-E-Signature-Permission-When-Completing-a-Task-in-Vault-PromoMats-and-Medical-

2023-12-04 17:34:27 UTC

Question:

The error appears when a user tries to complete a task with Manifest eSignature on document required mostly during the approval process.

The user encounters the following error: You do not have the required e-signature permission to complete the task.

Answer:

This article is addressed to users with Admin rights.

The error prevents the user from completing the Approval task and progressing the document. It occurs when the feature Workflow --> Signature is not enabled in the user's Security Profile.

The workaround to rectify the error involves a configuration change, enabling the eSignature feature in the relevant Security Profile.

This way, all users listed under this Security Profile are granted the ability to apply eSignatures to documents.

Please, note that the workaround advised is client-specific and it depends on business requirements.

Related Documentation:

Vault Help Documentation: About License Types & Security Profiles
How to Delete a Saved Custom View in PromoMats?

/hc/en-us/articles/360013038454-How-to-Delete-a-Saved-Custom-View-in-PromoMats-

2023-07-05 08:37:39 UTC
Question:

How to delete a saved custom view in PromoMats?

Answer:

To delete a saved custom view:
1. Open the custom view from the left sidebar or the view manager pop-out window.
2. In the heading area, select Delete from the drop-down menu.
3. Click Continue to confirm the deletion.
A deleted custom view cannot be recovered, except to recreate it.

Deleting a view that is shared means that users can no longer see it.

Related Documentation:
- Vault Help Documentation: Vault Help
How to Enable Bring Forward Annotations in Vault PromoMats and Medical?

/hc/en-us/articles/360011599554-How-to-Enable-Bring-Forward-Annotations-in-Vault-PromoMats-and-Medical-

2023-09-29 12:36:29 UTC
Question:

How can a Vault administrator enable the Bring Forward Annotations functionality in Vault PromoMats and Medical?

Answer:

A Vault Admin can enable this feature using the following instructions:
1. Navigate to: Admin --> Settings --> General Settings.
2. Select Allow users to bring forward annotations to enable Bring Forward Annotations, and then select the types of annotations that users can bring forward.
3. Select Restore placemarks on brought forward annotations to enable automatically placed note and link annotations.
Related Documentation:

Vault Help Documentation: Bringing Forward Annotations
How to Check if a Document Number Can Change in Vault PromoMats and Medical?

/hc/en-us/articles/360003047814-How-to-Check-if-a-Document-Number-Can-Change-in-Vault-PromoMats-and-Medical-

2023-10-11 08:46:28 UTC
Question:

How to check if a document number can change in Vault PromoMats and Medical?

Answer:

Note: The instructions below apply only to an Admin User:
1. Click Admin.
2. Open Settings tab.
3. In the General Settings, find the Reclassify section:
If this checkbox is not selected, then the system changes the document number after the updates are made.

Related Documentation:

Vault Help Documentation: Reclassifying Documents
How to View Unresolved Annotations in Vault PromoMats and Medical?

/hc/en-us/articles/6386719736731-How-to-View-Unresolved-Annotations-in-Vault-PromoMats-and-Medical-

2023-09-29 14:38:58 UTC
Question:

How to view Unresolved Annotations in Vault PromoMats and Medical?

Answer:

In order for a user to view and filter unresolved annotations within a document in Vault, follow the steps below:
1. Click on the View Annotations icon.
2. Expand the Filters and select Unresolved under the Notes section.
3. The unresolved annotations appear on the right-hand side of the document as expected.
Note: A user can move from one Unresolved annotation to another with the help of the buttons Next Annotation and Previous Annotation.

Related Documentation:

Vault Help Documentation: Annotating Documents

Knowledge Base: What are the Annotation Filters in Vault PromoMats and Vault Medical?
Can Anchors be Downloaded as a PDF with Annotations in PromoMats?

/hc/en-us/articles/5681054315931-Can-Anchors-be-Downloaded-as-a-PDF-with-Annotations-in-PromoMats-

2023-06-30 11:08:31 UTC

Question:

Can anchors be downloaded as a PDF with Annotations in PromoMats?

Answer:

No. The Download PDF with Annotations feature does not include anchor annotations.

When a document includes different types of annotations, including anchors, users are shown the option to download a PDF with annotations. However, anchors do not appear in the downloaded file.

When all the annotations in a document are anchors, the Download PDF with Annotations option is not available to users despite having the relevant permissions to execute the action.

Related Documentation:

Vault Help Documentation: Annotating Documents

What are the Commonly Accessed Veeva CRM Tabs and Apex URLs?

/hc/en-us/articles/4410086891931-What-are-the-Commonly-Accessed-Veeva-CRM-Tabs-and-Apex-URLs-

2023-04-03 22:41:28 UTC

Question:

The purpose of this article is to provide the Apex URLs of the most frequently accessed Veeva Scheduler tabs and other tabs such as the Engage Meetings Administration tab. What are the URLs?

Answer:

Process / Tab Name	Related Functionality	URL
Veeva Process Scheduler	Process Scheduler	/apex/Scheduler_Administration_vod
Approved Email Processes	Approved Email Overview	/apex/Approved_Email_Admin_Page_vod
Approved Notes Processes	Approved Notes	/apex/VeevaApprovedNotesAdmin
CLM Processes	CLM Overview	/apex/CLM_Admin_vod
CRM Vault Metadata Sync Process	Syncing Metadata Between Vault and CRM	/apex/CRM_Vault_Metadata_Sync_vod
Cvent Sync Process	Configuring the Cvent Integration with Events Management	/apex/Cvent_Administration_vod
Engage Reporting Processes	Engage Attendance Tracking	/apex/Engage_Meeting_Process_Admin_vod
Engage Processes	Engage For Portals/CoBrowse	/apex/Engage_MetaData_Administration_vod
Marketing Cloud Process	Marketing Cloud	/apex/MCD_Admin_vod
Mobile CRM Scheduled Push Notifications	Managing Push Notifications	/apex/Mobile_CRM_App_Administration_vod
Multichannel Cycle Plans Process	Multichannel Cycle Plans Overview	/apex/MCCP_Admin_vod
Network DCR Retry (Outbound) Process	Network Integration	/apex/Network_Admin_Page_vod
Network DCR Update (Inbound) Process	Network Integration	/apex/Network_Admin_Page_vod
Network Subscription Process	Network Integration	/apex/Network_Admin_Page_vod
QR Sign-in Process	QR Code Self Sign-In	/apex/EM_QR_Sign_In_Admin_vod
Engage Meetings Administration	Engage Meeting Overview	/apex/Remote_Meetings_Admin_vod
Engage Content Admin	Engage For Portals / Cobrowse	/apex/Engage_Content_Administration_vod
CLM Online Media Library	Configuring CLM for Online Engage Meetings	/apex/View_Media_Library_Online_vod

Notes:

Knowing these URLs is useful in order to access a tab that is not accessible from the + icon (All Tabs in Veeva CRM). Entering this URL segment after the instance URL directly leads to the Veeva Tab. Permissions must be met to access the page.
Some tabs may be accessed from the Veeva Process Scheduler tab.

Related Documentation:

CRM Help Documentation:

Knowledge Article:

Which Functionality Does Each Process Job Refer to in the Veeva Process Scheduler in Veeva CRM?

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-

2023-08-07 08:23:58 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 Bring Forward Annotations on a Video in Vault PromoMats and Medical?
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-

2023-09-18 09:04:06 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. Click on Annotate:
2. On the right-hand side, click on the arrows to move in between the annotations.
Related Documentation:

Vault Help Documentation: Annotating Videos
How to Sort Annotations By Date in Vault PromoMats and Medical?

/hc/en-us/articles/1260801384629-How-to-Sort-Annotations-By-Date-in-Vault-PromoMats-and-Medical-

2023-07-03 14:47:03 UTC
Question:

How to organize annotations by date in Vault PromoMats and Medical?

Answer:

Annotation permission is needed.

To organize annotations by date in Vault, follow the steps below:
1. Click on View Annotations.
2. Click on View Options --> Notes.
3. Click on Date.
Related Documentation:

Vault Help Documentation: Viewing Annotations in Notes View
How to Annotate Audio Files in Vault PromoMats and Medical?

/hc/en-us/articles/360051433754-How-to-Annotate-Audio-Files-in-Vault-PromoMats-and-Medical-

2023-09-29 12:13:41 UTC

Question:

How to Annotate Audio Files in Vault PromoMats and Medical?

Answer:

Annotate functionality is not available for Audio Files in PromoMats. Therefore, the View Annotations button is not visible.

A user can annotate an audio file by placing comments in the document-level comment area.

Annotate permission is needed to place document-level comments in an audio file document.

In order to annotate an audio file, a user can play the audio file and place a document-level comment during audio playback. Vault automatically inserts a timestamp in the comment field.

When the audio is paused or not playing, you can enter a timestamp manually using the format @MM:SS (@00:32) or @HH:MM:SS (@01:02:32). These timestamps become links that skip to the specific time in the audio file.

Attached to this KB Article is a step-by-step GIF explaining the process:

Related Documentation:

Vault Help Documentation: About Audio Playback
How to Display Annotations on Top of a Document Rendition in Vault PromoMats and Medical?

/hc/en-us/articles/360012390333-How-to-Display-Annotations-on-Top-of-a-Document-Rendition-in-Vault-PromoMats-and-Medical-

2023-07-03 14:11:35 UTC
Question:

How to display annotations on top of a document rendition in Vault PromoMats and Medical?

Answer:

In order to overlay annotations on top of a document rendition, use the following steps:
1. Click on the View Annotations button.
2. Click on the Change where notes appear in the viewer tab.
3. Select Overlay.
4. The annotations are displayed on top of the rendition.
Related Documentation:

Vault Help Documentation: Overlay Annotations
How to Undo Import Annotations in Vault PromoMats?

/hc/en-us/articles/360009082473-How-to-Undo-Import-Annotations-in-Vault-PromoMats-

2023-08-04 15:05:10 UTC
Question:

How to undo Import Annotations in Vault PromoMats?

Answer:
1. Open the document and select Undo Last Import from the All Actions menu
2. Select OK.
Note: This function is only available if there are additional annotations made during the initial import. It only removes annotations created by the latest import.

Related Documentation:

Vault Help: Using Offline Annotations
Do Annotations Carry Over When a Document is Copied in Vault PromoMats?

/hc/en-us/articles/360006141994-Do-Annotations-Carry-Over-When-a-Document-is-Copied-in-Vault-PromoMats-

2023-08-04 14:42:44 UTC
Question:

Do annotations carry over when making a copy of a document in Vault PromoMats?

Answer:

When selecting Make a Copy from the menu, the option to Copy content needs to be selected in order for annotations to carry over to the new document.

If this option is not selected, then the uploaded file and the annotations are not included in the new document.

Related Documentation:

Vault Help:
- What Permission is Needed to Make a Copy of a Document in PromoMats?
- Copying Documents
References Are Not Linked After Uploading New Version in Vault PromoMats and Medical

/hc/en-us/articles/360003714034-References-Are-Not-Linked-After-Uploading-New-Version-in-Vault-PromoMats-and-Medical

2023-09-29 14:42:18 UTC

Overview:

A user created all the annotations in a previous document version. Once a new version is uploaded (the text where annotations were made did not change) and the user brought all the annotations from the previous version, the annotations are not linked to the content.

Root Cause:

The option Restore placemarks on brought forward annotations is not enabled (checked) in the Vault.

Solution:

An Admin user can enable this feature from the General Settings section.

Related Documentation:

Vault Help Documentation: Bringing Forward Annotations
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-

2023-07-03 09:33:39 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 Form Link in CDMS?

/hc/en-us/articles/4411227117211-How-to-Add-a-Form-Link-in-CDMS-

2023-07-06 07:13:30 UTC
Question:

How to add a form link in CDMS?

Answer:

If the study has form linking configured, site users can add linked forms by following below steps.
1. Navigate to the form that has form linking configured.
2. Click Add Link.
3. Select one or more available forms to add.
4. Click Save.
5. Site users can toggle between linked forms by clicking the hyperlink.
This is a general article, configuration may vary. For any questions please contact Veeva support at cdms_support@veeva.com.

Related Documentation:

CDMS Help Documentation: Form Linking
Vault Reporting & Dashboards Overview

/hc/en-us/articles/4408792970907-Vault-Reporting-Dashboards-Overview

2023-04-03 22:41:44 UTC
Introduction:

Vault Reporting and Dashboards allows you to track, analyze and visualize your global data. This overview will introduce you to the core capabilities of Vault Reporting and Dashboards and will provide links to helpful additional content if you would like to learn more.

This article contains three articles that introduce you to information regarding Vault Reporting & Dashboards:
How to Enter Unknown Date and Month in Vault CDMS?

/hc/en-us/articles/4407190730395-How-to-Enter-Unknown-Date-and-Month-in-Vault-CDMS-

2023-10-25 05:35:22 UTC
Question:

How to Enter Unknown Date and Month in Vault CDMS?

Answer:

To enter an unknown Date and Month in CDMS, Users can follow the below steps.
1. Place a tick in the check-box of Unknown.
2. Choose Year.
3. If the user does not know the date or month, Vault will show the Date as below.
4. If the user does not know the date, Vault will show the Date as below
Related Documentation:

Vault Help Documentation: N/A
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-

2023-08-04 15:58:00 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 Create a Casebook in Vault CDMS?

/hc/en-us/articles/360012558474-How-to-Create-a-Casebook-in-Vault-CDMS-

2023-10-26 00:54:10 UTC
Question:

How to create a casebook in Vault CDMS?

Answer:

Vault CDMS uses two objects to manage participants in a study: Subject and Casebook. A Subject record represents an individual subject participating in a Study. That subject’s Casebook object contains all other records related to the Subject for that Study.

To create a Casebook:
1. Click on the appropriate Study Number.
2. Click + New Casebook.
3. The Casebook opens and allows end-users to fill out the forms and define dates for Events.
Creating a Casebook creates a new Subject and subsequent Events, Forms, and Items related to the Study that the Casebook was created under. Note that the Subject ID is defined during study design.

This is a general article, configuration may vary. For any questions please contact Veeva support at cdms_support@veeva.com

Related Documentation:

CDMS Help Documentation: Creating a Casebook
How to Version Documents in Binders in Vault PromoMats and Medical?

/hc/en-us/articles/360009538114-How-to-Version-Documents-in-Binders-in-Vault-PromoMats-and-Medical-

2023-10-18 10:39:38 UTC

Question:

How to version documents in binders in Vault PromoMats and Medical?

Answer:

Use the drag-and-drop functionality to quickly version documents by adding new source files. From the binder view or edit mode, drag and drop a single file from a computer onto an existing document in the binder.

Vault sets the file as the new source file for the document and updates the minor version number.

Related Documentation:

Vault Help Documentation: Vault Help
How to Reorder Components in Binders in Vault PromoMats and Medical?

/hc/en-us/articles/360009659793-How-to-Reorder-Components-in-Binders-in-Vault-PromoMats-and-Medical-

2023-10-18 10:26:37 UTC
Question:

How to reorder components in Binders in Vault PromoMats and Medical?

Answer:

To reorder components in a Binder:
1. Open the editing mode and click Edit Binder in the binder header area.
2. From the Compact View, reorder components within the current section by dragging the items to the new location.
  
  An orange line appears in the section to indicate the new location.
3. Move components to a different section by doing the following:
1. 1. Select Move from the Actions menu for the component
  2. Select the new location within the dialogue.
  3. Click Save.
    
    When moving a section, Vault also moves all subsections and linked documents.
  4. From Outline View, move components by dragging them to another location, including moving them into a different section.
To put a component inside a section when that section is not expanded, drag the component over the section so that the section is highlighted and drop it.

An orange line appears when moving components to indicate the new location.

Related Documentation:

Vault Help Documentation: How to Reorder Components
Does Vault Send a Notification When the User's email is Changed in Vault CDMS?

/hc/en-us/articles/5436687997083-Does-Vault-Send-a-Notification-When-the-User-s-email-is-Changed-in-Vault-CDMS-

2023-11-05 23:18:48 UTC

Question:

Does Vault send a notification when the user's email is changed in Vault CDMS?

Answer:

The email address of a user is changed. Vault sends a notification email to the old email address to confirm the update.

Note: The users do not receive a Welcome Email and a Reset Password email for this.

Related Documentation:

Vault Help Documentation: Logging into Vault
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-

2023-08-07 08:23:19 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:

Vault Help Documentation: Configuring Auto Claims Linking (PromoMats)

Object Record and Document Deletion Guidelines in Veeva Vault

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

2023-11-22 11:37:36 UTC

Overview:

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 which performed the deletion, the Document Number, the Document version, and the event of the deletion.

The same steps are applied to Document Placeholders.

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 which performed the deletion, the record, and the event of the deletion. Filters may be applied to narrow down the results.

The following screenshots show the Delete action which is the equivalent of 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.

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	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
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 in the events where the Document was 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

Binders 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 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.

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:

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.

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-

2023-09-29 11:04:21 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?
How to Check-Out and Check-In Documents via Google Drive™ in Vault PromoMats and Vault Medical?

/hc/en-us/articles/13847553031323-How-to-Check-Out-and-Check-In-Documents-via-Google-Drive-in-Vault-PromoMats-and-Vault-Medical-

2023-03-31 15:47:32 UTC
Question:

How to check-out and check-in documents via Google Drive™ in Vault PromoMats and Vault Medical?

Answer:

If enabled, users can check-out documents, edit them on Google Drive™, and check them back in to PromoMats by using the Google Drive™ integration.

To check out a document to Google Drive™:
1. Click on the All Actions menu.
2. Select Check Out to Google Drive.
3. A warning message appears (please, check the yellow box at the end of this article). Click Continue.
  
  The user needs to authenticate their Google™ account the first time they take this action. They may also need to disable pop-up blockers in their browser.
  
  When the document is checked-out, Vault creates a new Google Drive™ folder with the pattern Veeva Vault - {vaultName} ({vaultId}), and names the file according to the pattern V-{filename} [global_version_id].{ext}.
4. The user can now edit the file in Google Drive™.
After making edits, the document can be checked back in to Vault as follows:
1. Click on the All Actions menu.
2. Select Check In.
  
  Vault automatically locates the file in Google Drive™, but it is possible to upload a new version from the user's local device by clicking the Upload icon, or to choose another file within Google Drive™ by clicking the Google Drive™ icon, and selecting another file.
3. Finally, click on Check In.
4. The edited file is uploaded to PromoMats.
Users can undo the checkout at any point if changes are not required by clicking the All Actions menu and selecting Undo Checkout to Google Drive™.

It's suggested not to use Google Drive™ documents as an organization's main format. Some Vault features, like merge fields, bookmarking, rendering, dynamic linking, and Excel report templates, work best with Microsoft Office file formats. If a user edits these files in Google Workspace, those features may be lost. Also, it is not possible to convert documents into another format without losing important information like comments, tracked changes, and special formatting.

Related Documentation:

Vault Help Documentation: About the Google Drive™ Integration

Knowledge Base: What is the Google Drive™ Integration with Veeva Vault?
Network-CRM Bridge Fails After Refresh

/hc/en-us/articles/13279827757339-Network-CRM-Bridge-Fails-After-Refresh

2023-04-03 22:35:48 UTC
Overview:

A refresh of a Sandbox instance occurred in Veeva Network. The Network-CRM Bridge is failing with an error: Failed on Node: ifFullExport OBJECT_NOT_FOUND : Network API call returns error : /v12.0/subscription/target/(instance_ID)/(subscription_ID).

Root Cause:

During a refresh the information with the external credentials and workflow for the subscription are also reset.

Solution:
- Navigate to each Network Bridge subscription in the Network instance
- Verify the Network Data information (System, Target Subscription, and Country) is correct
- Under Connection Settings, select the External Credentials that should be used for the subscription from the dropdown list and press Test Connection
- Once the connection tests successfully, press Save in the upper right corner of the page.
Note: This will need to be repeated for each Network-CRM Bridge set up in your instance.

Related Documentation:

Network Help Documentation:
- Network Instances
- Network Bridge
Vault Configuration Migration Package Deployment Guide

/hc/en-us/articles/6611450164507-Vault-Configuration-Migration-Package-Deployment-Guide

2023-10-26 14:43:34 UTC
Introduction:

With configuration migration packages, it is possible to migrate configuration changes or test data between two Vaults. This feature is particularly useful when the organization needs to configure and test in a Sandbox Vault, and then move those configurations into a Production Vault.

This guide provides the following topics:
How to Check Who a Task is Available to in Vault PromoMats and Medical?

/hc/en-us/articles/5862550853147-How-to-Check-Who-a-Task-is-Available-to-in-Vault-PromoMats-and-Medical-

2023-06-30 11:13:47 UTC
Question:

How to check who a task is available to in Vault PromoMats and Medical?

Answer:

The user starts a workflow and wants to check to whom a task has been sent. When the task is sent to a single user, this is shown in the Show Active Workflow View:

When the task is sent to several users or a group, this is not visible in the Show Active Workflow view until the task is accepted:

The user needs to access the Timeline View to see the details:
1. Go to the Timeline View.
2. Find the active workflow and expand it.
3. The system shows the users the task is available to:
Related Documentation:

Knowledge Base:
- What Are the Task Indicators in PromoMats?
- What is the Difference Between an ANY or EVERY User in a PromoMats Workflow?
How to Copy Text from a Document in Vault PromoMats and Medical?

/hc/en-us/articles/5467890850843-How-to-Copy-Text-from-a-Document-in-Vault-PromoMats-and-Medical-

2023-11-13 01:28:50 UTC
Question:

How to copy text of a Vault document from the viewer mode in Vault PromoMats and Medical?

Answer:

The user must have View Content permission and at least one of these permissions Download Source, Download Rendition or Annotate to perform this action.

End-users can copy the text of a document following the steps below:
1. From the Viewer mode, hold down the C key while selecting the text with the cursor.
2. Release the C key and the mouse button. A message is displayed at the top of the page, confirming that the text is copied and saved into the user's clipboard.
This option is available for View and Annotate mode.

Note: The following limitations apply to copying text:
- The text cannot be copied from the Notes and Thumbnail View
- Users cannot copy the text from a mobile device
Related Documentation:

Vault Help Documentation: About the Doc Info Page
What is Duplicates Skipped When a User Add Attachments in Vault PromoMats and Medical?

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

2023-07-03 14:25:58 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?
Error: You Do Not Have the Required e-Signature Permission to Complete the Task - When Completing a Task in Vault PromoMats and Medical

/hc/en-us/articles/4417189318043-Error-You-Do-Not-Have-the-Required-e-Signature-Permission-to-Complete-the-Task-When-Completing-a-Task-in-Vault-PromoMats-and-Medical

2023-12-04 17:34:14 UTC
Question:

The error appears when completing a task during the approval process.

Error: The workflow action has encountered the following errors: You do not have the required e-signature permission to complete the task.

Answer:

This error occurs during the Approval process when users are completing the task with Manifest eSignature on document, due to the inability of the Security Profile assigned to provide signatures when the feature is not enabled.

To resolve this query, any of the below options are advised:
- The user requests a profile update, to a new security profile where the feature is enabled. The request is raised following the specific user management process given by the client.
- A user with Admin rights enables the Manifest eSignature on document feature to the security profile of the user. The request is raised following the specific change management process given by the client, respecting the business best practices.
Related Documentation:

Vault Help Documentation: About License Types & Security Profiles

Knowledge Base:
- How to Provide e-Signatures in Vault PromoMats and Medical?
- Why Do Users Receive the Error: You Do Not Have the Required E-Signature Permission When Completing a Task in Vault PromoMats and Medical?
How to Collapse the Document Information Pane in Vault PromoMats and Medical?

/hc/en-us/articles/4412206929819-How-to-Collapse-the-Document-Information-Pane-in-Vault-PromoMats-and-Medical-

2023-07-03 12:59:41 UTC

Question:

How to collapse the document information pane in Vault PromoMats and Medical?

Answer:

A user can collapse the entire document information pane by clicking on the active panel icon on the right-hand side of the document:

In this way, the user can have full visibility of the viewable rendition.

Note: the user can collapse in the same way any of the other functionalities such as Relationships, Document Files, Sharing Settings or Timeline View.

Related Documentation:

Vault Help Documentation: About the Doc Info Page
What Options Can Users Choose from the All Actions Icon to Version Documents in PromoMats?

/hc/en-us/articles/4409046674075-What-Options-Can-Users-Choose-from-the-All-Actions-Icon-to-Version-Documents-in-PromoMats-

2023-07-05 08:35:18 UTC
Question:

What options can users choose from the All Actions icon to version documents in PromoMats?

Answer:

To version documents, users can choose options below from All Actions.
- Create Draft
- Upload New Version
- Check In
Related Documentation:

Vault Help Documentation: Vault Help
How to Generate a User List in Vault CDMS?

/hc/en-us/articles/4407502232731-How-to-Generate-a-User-List-in-Vault-CDMS-

2023-10-25 05:39:19 UTC
Question:

How to generate a user list in Vault CDMS?

Answer:

A user list of all users can be generated by the following steps.
1. Navigate to Tools --> System Tools --> Users.
2. From the Action menu on the right of the page, select CSV or Excel.
3. Vault will send a notification email with a download link once the export is completed.
Note: The exported file contains all users in the Vault.

Related Documentation:

CDMS Help Documentation: About System Tools
How to View an eSignature on a Document in Vault PromoMats and Medical?

/hc/en-us/articles/1260806556170-How-to-View-an-eSignature-on-a-Document-in-Vault-PromoMats-and-Medical-

2023-11-27 09:08:59 UTC
Question:

How to view an eSignature on a document in Vault PromoMats and Medical?

Answer:

When a document has been electronically signed in Vault, eSignatures can be viewed in the Document Information section.
1. Navigate to a document that has an eSignature.
2. On the right, click Document Information.
3. Scroll down to the eSignatures section to see the eSignatures on the document.
In addition, users can view the Signature Page, which opens in a separate tab.

Related Documentation:

Knowledge Base: How to Download the Certificate of an Approved Document in Vault PromoMats and Medical?
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-

2023-09-29 15:42:53 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
Why are Imported Document Links Not Linked to Content in PromoMats?

/hc/en-us/articles/360046058054-Why-are-Imported-Document-Links-Not-Linked-to-Content-in-PromoMats-

2023-05-30 15:59:55 UTC
Question:

Why are imported Document Links not linked to content in PromoMats?

Answer:

When reusing a source file on a brand new document, the link annotations and anchors can be imported from the original document by using the Import Document Links option.

The Import Document Links feature can only import the link relationships from a target document. The links will not be automatically linked to the content, and will need to be manually linked to the new document.

Related Documentation:
- Vault Help Documentation: Vault Help
Can Delegate Email Notifications be Turned Off in Vault PromoMats?

/hc/en-us/articles/360025177213-Can-Delegate-Email-Notifications-be-Turned-Off-in-Vault-PromoMats-

2023-08-04 14:47:01 UTC
Question:

Can delegate email notifications be turned off in Vault PromoMats?

Answer:

Notifications can only be turned off once the delegate access has been revoked or expired. The user that was granted delegate access can create a filter in their email to filter the delegate notifications into a special folder.

Related Documentation:

Knowledge Base:
What Are the Task Indicators in Vault PromoMats and Medical?

/hc/en-us/articles/360013337653-What-Are-the-Task-Indicators-in-Vault-PromoMats-and-Medical-

2023-10-10 16:10:59 UTC
Question:

What are the task indicators in Vault PromoMats and Medical?

Answer:

When there is an active workflow with tasks, there are three different types of task indicators:
- The green arrow indicates that the task needs to be completed.
- The blue check indicates that the task is completed.
- The grey minus icon indicates that the task is cancelled by the workflow owner (before the user completed the task).
Related Documentation:

Vault Help Documentation: N/A
Why Read-only End-Users Do Not Receive Tasks in PromoMats?

/hc/en-us/articles/360012546513-Why-Read-only-End-Users-Do-Not-Receive-Tasks-in-PromoMats-

2023-05-30 15:57:50 UTC
Question:

Why Read-only end-users cannot receive tasks as other users do that are part of the same group in PromoMats?

Answer:

Vault skips assignment for Read-only users when a task is assigned to a group. Even though this task is assigned to the group, Vault assigns the task to other end-users that are not read-only users.

Only in Read & Understood type workflows are Read-only users treated as standard document users.

Related Documentation:

Vault Help Documentation:
- License Type Restrictions
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-

2023-10-18 10:39:58 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 which are now allowed. Users cannot:
- Upload New Version
- Check Out / Check In
- Make a Copy
- Manage Renditions.
Related Documentation:

Vault Help Documentation: Restricted Actions for CrossLinks
Who Can View CrossLinks in Vault PromoMats and Medical?

/hc/en-us/articles/360010926933-Who-Can-View-CrossLinks-in-Vault-PromoMats-and-Medical-

2023-10-18 10:42:42 UTC

Question:

Who can view CrossLinks in Vault PromoMats and Medical?

Answer:

CrossLink documents follow the same view permissions rule as regular documents. A user requires View Document and View Content permission on the stage level only (Security Settings of the particular document state).

Related Documentation:

Vault Help Documentation: Who can view CrossLinks?
Can CrossLinks be Created Between Unapproved Documents in Vault PromoMats and Medical?

/hc/en-us/articles/360010925873-Can-CrossLinks-be-Created-Between-Unapproved-Documents-in-Vault-PromoMats-and-Medical-

2023-06-30 11:12:52 UTC

Question:

Can a user create CrossLinks using non-approved documents in Vault PromoMats and Medical?

Answer:

Yes, the document status does not affect CrossLinks functionality. The user requires View Document and View Content permissions on the stage level only (Security Settings of the particular state).

Related Documentation:

Knowledge Article: How to Create a CrossLink in PromoMats?
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-

2023-10-18 10:51:50 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.

Related Documentation:

Vault Help Documentation: How to Create CrossLinks
Why Document-Level Comments Cannot be Deleted in PromoMats?

/hc/en-us/articles/360010829774-Why-Document-Level-Comments-Cannot-be-Deleted-in-PromoMats-

2023-05-30 15:58:59 UTC

Question:

Why Cannot Document-Level Comments be Deleted in a PromoMats Document?

Answer:

Users with Annotate permission, which controls adding annotations, can comment, reply, and edit or delete the user's own comments.

When deleting a comment with replies, Vault also deletes the replies, even if they are other user's comments.

Generally, a user can edit and delete their own comments. If this is not possible, it means user permissions changed since the user first commented. This can happen if this user changes roles or if the document changes status.

Related Documentation:

Vault Help Documentation: Vault Help
How to Find the Timeline View of a Document in Vault PromoMats?

/hc/en-us/articles/360010165974-How-to-Find-the-Timeline-View-of-a-Document-in-Vault-PromoMats-

2023-10-10 15:39:03 UTC
Question:

How to Find the Timeline View of a Document in Vault PromoMats?

Answer:

The Timeline View displays the document's history including lifecycle state changes and workflow task details.

To find the Timeline View, please take the following steps:
1. Navigate to the document.
2. From the Document Information panel, select the icon.
From here, you can:
- Click the arrow to expand an active or previous workflow to view Workflow Owner, Task Owners, Task Verdicts, and Comments.
- Use the Actions menus on active workflows and tasks to access related options such as Cancel Workflow, Add Participants, and Reassign.
  
  Active Workflow Options
  
  Active Workflow Task Options
- Click on a version number to view the rendition and document fields for that version.
- Hover over the document status to see the document’s previous lifecycle state and the date on which the state changed.
- Click View Workflow History Report for a workflow row in order to review the workflow and task details using a report.
Related Documentation:

Vault Help: Using Document Timeline View

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.
What Actions Are Available on Previous Versions of a Document in Vault PromoMats and Medical?

/hc/en-us/articles/360006244753-What-Actions-Are-Available-on-Previous-Versions-of-a-Document-in-Vault-PromoMats-and-Medical-

2023-08-04 14:35:50 UTC
Question:

What Actions are available on previous versions of a document in Vault PromoMats and Medical?

Answer:

A user can perform the following actions on the previous document's version depending on the user role in the document.

From the Actions menu on a previous version:
- Export Annotations
- Make a Copy
- Import Document Links
- Send as Link
- Edit Sharing Settings
- Delete.
From the Doc Info panel on a previous version:
- Add related documents
- Edit Sharing Settings
- Add Renditions
- Edit metadata
Users can also create annotations on previous versions but can only link to the latest document version when creating link annotations.

Related Documentation:

Vault Help: Available Actions
What is the Limit of Documents that can be Bulk Uploaded to PromoMats?

/hc/en-us/articles/360005491614-What-is-the-Limit-of-Documents-that-can-be-Bulk-Uploaded-to-PromoMats-

2023-08-04 15:42:35 UTC
Question:

How many documents can be uploaded at one time in PromoMats?

Answer:

Up to 100 files can be bulk-uploaded at once.

If you have more than 100 files to upload, you must upload them in groups of 100.

Related Documentation:
- Vault Help: Uploading Multiple Documents to Vault
- Knowledge Base: How to Create Multiple Documents in PromoMats?
Error: Error Transcoding Video - When Uploading a PDF File on an Existing Version Whose Source File is a GIF

/hc/en-us/articles/18591401594779-Error-Error-Transcoding-Video-When-Uploading-a-PDF-File-on-an-Existing-Version-Whose-Source-File-is-a-GIF

2023-09-29 11:03:20 UTC

Question:

Error: Error Transcoding Video - When Uploading a PDF File on an Existing Version Whose Source File is a GIF

Answer:

The error mentioned above occurs when a new version of a document is created from an existing version that has an animated image as its source file, either in GIF or animated WebP format. In such cases, a flag in the document version xml is incorrectly propagated to the new version.

Veeva recommends to consider using videos for animations instead of GIFs or animated WebP files.

Related Documentation:

Vault Help Documentation: N/A
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-

2023-09-29 12:10:10 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
How to Add a Custom Thumbnail to a Document in Vault PromoMats and Vault Medical?

/hc/en-us/articles/13277478024219-How-to-Add-a-Custom-Thumbnail-to-a-Document-in-Vault-PromoMats-and-Vault-Medical-

2023-04-03 22:35:48 UTC
Question:

How to add a Custom Thumbnail to a document in Vault PromoMats and Vault Medical?

Answer:

In order to add a Custom Thumbnail to a document, Edit Fields permission is needed.

To add a Custom Thumbnail to a document, follow the steps below:
1. Navigate to the relevant document, and open the Document Files section.
2. In the Doc Info Renditions panel, click the plus (+) icon.
3. Select Custom Thumbnail from the drop-down list.
4. Choose a file.
5. Click Upload.
Note that the Custom Thumbnail file must be an image file (.jpg, .jpeg, .png, .tiff...).

Related Documentation:

Vault Help Documentation: About Custom & Panoramic Thumbnails
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-

2023-11-05 23:33:55 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.

What are the Restrictions and Exceptions When Enabling Protected PDF Renditions in Vault?

/hc/en-us/articles/4421058081691-What-are-the-Restrictions-and-Exceptions-When-Enabling-Protected-PDF-Renditions-in-Vault-

2023-08-04 16:16:15 UTC

Question:

What are the restrictions and exceptions when enabling Protected PDF Renditions in Vault?

Answer:

By default, print, edit, or copy content restrictions are enabled when protected PDF renditions are set. However, all those restrictions have a picklist with exceptions.

Users with Admin rights can modify the settings by going to Admin --> Settings --> Rendition Settings --> Protected PDF.

RESTRICTIONS	EXCEPTIONS
PDF Printing Settings	None
	Lo Resolution (150 dpi)
	High Resolution
PDF Edit Settings	None
	Inserting, deleting, and rotating pages
	Filling in form fields and signing existing signature fields
	Commenting, filling in form fields, and signing existing signature fields
Content Copying Settings	None
	Copying of text, images, and other content
	Content copying for accessibility devices only

Related Documentation:

Vault Help: Protected PDF Renditions

Knowledge Base:

What Permissions are Related to Protected PDF Renditions?

/hc/en-us/articles/4420149778971-What-Permissions-are-Related-to-Protected-PDF-Renditions-

2023-07-05 08:43:39 UTC

Question:

What permissions are related to Protected PDF Renditions?

Answer:

The following permissions control the ability of a user to work with Protected PDF Renditions:

Type	Permission Label	Controls
Security Profile	Document: Download Rendition	Ability to download renditions of any type, including viewable renditions
Security Profile	Document: Download Non-Protected Renditions	Ability to download viewable renditions without any configured security settings or protection applied
Security Profile	Vault Owner Actions: Re-render	Ability to re-render a document without the Manage Viewable Rendition document role permission; users with the Vault Owner security profile do not need to be assigned to any role on the document
Document Role	View Content	Ability to view and download renditions of any type, including viewable renditions
Document Role	View Document	Ability to view document fields, settings, and metadata
Document Role	Edit Fields	Ability to upload and delete renditions of any type other than viewable rendition
Document Role	Manage Viewable Rendition	Ability to replace an existing viewable rendition by uploading a file or re-rendering the source file and ability to delete an existing viewable rendition

Related Documentation:

Vault Help Documentation: Protected PDF Renditions

Why are Links Not Working in an Email Template in Vault?

/hc/en-us/articles/4406469005595-Why-are-Links-Not-Working-in-an-Email-Template-in-Vault-

2023-11-05 23:31:35 UTC

Question:

Why are links not working in an Email Template in Vault?

Answer:

When users attempt to access links or buttons in an Email Template in Vault, they are not clickable.

Also, when the HTML file is downloaded and users try to open the links or buttons, they receive an error message stating that the file cannot be accessed. Users are redirected to the location where the file is stored (local directory).

In the image below, the HTML file is stored within the Downloads folder of the user and, when clicking the link, the user is redirected to the Vault document (broken) file.

This is due to the Special Links in the HTML element not having a specified URL; it is just a token (for example, {{PieceLink}}).

This is the expected behaviour of Special Links. However, the only broken links come from tokens from Special Links. All other embedded URLs work (for example, https://www.veeva.com/).

Once the email is synced into a CRM environment and the Email Template is sent to a recipient, the Special Link gets converted to a URL pointing to the related piece associated with the metadata of the Email Template.

In other words, Special Links do not work in Vault because they are populated only after they are sent over to CRM.

All links can be tested by sending out a test email to oneself.

Related Documentation:

Vault Help Documentation: Approved Email Configuration Tokens

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.
How to Download a Large Size Asset in Vault PromoMats and Medical?

/hc/en-us/articles/4406418514587-How-to-Download-a-Large-Size-Asset-in-Vault-PromoMats-and-Medical-

2023-10-10 15:18:58 UTC
Question:

How to download a Large Size Asset in Vault PromoMats and Medical?

Answer:

Download Source permission is required.

To download a Large Size Asset, follow the steps below:
1. Click on Document Files:
2. Expand the Renditions section:
3. Click on the Action Menu next to the Large Size Asset file, and select Download:
Related Documentation:

Vault Help: Downloading Large Size Renditions
How to Download a Rendition in Vault PromoMats and Medical?

/hc/en-us/articles/4406100269723-How-to-Download-a-Rendition-in-Vault-PromoMats-and-Medical-

2023-09-29 12:00:24 UTC
Question:

How to download a specific rendition in Vault PromoMats and Medical?

Answer:

Download Source permission is needed.

To download a specific document rendition, follow the steps below:
1. From the Document Files section, select Renditions, and expand it:
2. Hover next to the correct rendition, click on the All Actions, and select Download:
Related Documentation:

Knowledge Base: How to Download a Viewable Rendition in PromoMats?
How to Format Wide Landscape Excel Files to Display Correctly in Vault PromoMats and Medical?

/hc/en-us/articles/4401813233179-How-to-Format-Wide-Landscape-Excel-Files-to-Display-Correctly-in-Vault-PromoMats-and-Medical-

2023-06-30 11:15:02 UTC
Question:

How to format wide landscape Excel files to display correctly in Vault PromoMats and Medical?

Answer:

The landscape Excel file is not displayed correctly due to the data not being aligned to the columns on the left.

Users can format the Excel file so that these columns are displayed properly in Vault.

To align the columns of a wide Excel sheet follow the steps below:
1. Open the sheet in Excel and go to Page Layout --> Print Tiles.
2. Under Columns to repeat at the left, select the static columns to keep. Click OK.
3. Click File --> Save to save the changes.
4. The configuration is tested by printing the Excel file as a PDF. Select File --> Print --> Printer "Print to PDF".
5. The printed file keeps the columns on the left static. This also translates to Vault.
6. The Excel file is uploaded to Vault PromoMats.
Related Documentation:

Knowledge Base: Rendering Landscape Excel Documents in Vault
Knowledge Base: How to Adjust the Width for Excel Documents to Fit in one Page in Vault PromoMats and Vault Medical?
Can a User Upload Multiple Large Size Assets Within a Document in Vault PromoMats and Medical?

/hc/en-us/articles/360053323914-Can-a-User-Upload-Multiple-Large-Size-Assets-Within-a-Document-in-Vault-PromoMats-and-Medical-

2023-10-09 10:16:16 UTC

Question:

Can a user upload multiple large size assets within a document in Vault PromoMats and Medical?

Answer:

A user can only upload one Large Size Asset rendition type within a document in Vault PromoMats and Medical.

Large Size Asset is a special rendition type that supports files up to 100GB in size. These files are uploaded in Vault using the Vault File Manager to add or replace a new rendition to the target document.

If a rendition already exists within the same Large Size Asset rendition type, Vault replaces the existing file.

The user displays only the latest file uploaded through Vault File Manager in the Rendition section.

The new Large Size Asset added, overwrites all the other renditions uploaded previously as a Large Size Asset rendition type.

Related Documentation:

Vault Help Documentation: Vault File Manager
How To Delete Renditions in Vault PromoMats and Medical?

/hc/en-us/articles/360035824613-How-To-Delete-Renditions-in-Vault-PromoMats-and-Medical-

2023-06-30 11:10:22 UTC
Question:

How to delete a rendition in Vault PromoMats and Medical?

Answer:

Manage Viewable Rendition permission is needed in order to delete a rendition.

To delete a rendition, follow the steps below:
1. Click on the Document Files icon.
2. Navigate to the Renditions section, locate the rendition that needs to be deleted, and click on the Ellipsis menu next to it.
3. Select Delete Rendition.
4. Click Continue
5. The rendition will then be removed from the Renditions section.
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-

2023-07-03 09:42:59 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
How to Choose the Report Type When Creating a New Report in Vault PromoMats and Medical?

/hc/en-us/articles/7412590048283-How-to-Choose-the-Report-Type-When-Creating-a-New-Report-in-Vault-PromoMats-and-Medical-

2023-09-29 11:00:31 UTC
Question:

How to choose the Report Type needed in Vault PromoMats and Medical?

Answer:

The system offers different Report Types and each includes relevant Filters and Columns for different purposes.

Please find below a short summary of the most used Report Types:
- Document: displays information about the metadata (document's fields such as Product), annotations and general information about the duration and times of workflows.
- Document Relationship: displays information about the nature of the relationship between documents. It also counts with all the information available for Document Report Type.
- Workflow: displays all the information related to workflows such as tasks and roles. It is important to verify the workflow's name from an example document before adding it to the filters since the System shows all workflows from all lifecycles and the list can repeat names and create confusion. It is suggested to always include the Workflow name filter to narrow down results. It also counts with all the information available for Document Report Type.
- User: displays information about users in the system. It is important to note that when users are created the fields Locale, Location or Country might be left blank or with a Country that is different from where the user is based (this depends on how the users' profiles have been created).
Note: Veeva GSC Associates are not able to view the Company's Report results.

Related Documentation:

Vault Help Documentation: About Report Types

Knowledge Base Documentation:
- How to Create a New Report in PromoMats?
- What are Report Types in PromoMats?
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 Create a Duplicate Content Report in Vault PromoMats and Medical?

/hc/en-us/articles/6647342682779-How-to-Create-a-Duplicate-Content-Report-in-Vault-PromoMats-and-Medical-

2023-11-13 01:28:01 UTC
Question:

How to create a Duplicate Content report in Vault PromoMats and Medical?

Answer:

To create a Duplicate Content Report follow the steps below:
1. Access the report from the document's All Actions menu (ellipsis) in the Doc Info or from the document's All Actions menu (ellipsis) in the Library.
2. The report opens in the Report tab.
3. Click on the report ellipsis.
4. The user can take different actions:
  - Export to the required document type
  - Copy Record to make an editable report copy
  - Click on Edit to create an editable report copy. Click Save to save a copy of the one-click report as a standard report.
Related Documentation:

Vault Help Documentation: How to Use One-Click Reports

Knowledge articles: What is the Duplicate Content Report in Vault PromoMats and Vault Medical?
How Does Run in Background Work for Reports in Vault PromoMats and Medical?

/hc/en-us/articles/4414873442971--How-Does-Run-in-Background-Work-for-Reports-in-Vault-PromoMats-and-Medical-

2023-09-29 10:47:51 UTC
Question:

How does Run in Background work for Reports in Vault PromoMats and Medical?

Answer:

Run in Background is an accommodated way to run reports (mostly when large data is required to run) without interrupting the activity of a user in Vault.

Vault notifies the user when the report results are ready and the user can click the link in the notification to access the results.

A report can be run in background in two ways:
1. From the Reporting page selecting the affected report.
2. From the report editing page after opening the report.
3. If there are updates to be done to the report, in order for Run in Background to be visible, first, the user has to click on Edit and perform the updates needed.
In both ways, the user receives a warning that the report is running.

When the results are ready to extract the user receives a notification via email. The email contains a hyperlink that leads to the results of the reports easily.

Note: The following limitations apply to reports run in the background:
- You can run up to five (5) reports in the background at one time.
- Reports will timeout after 2 hours.
- Results are cached for 35 days. The cached results are user-specific.
Related Documentation:

Vault Help Documentation: Run Reports in Background
Why Users Receive Empty Cache Error When Accessing Flash Reports in Vault PromoMats and Medical?

/hc/en-us/articles/4406628501531-Why-Users-Receive-Empty-Cache-Error-When-Accessing-Flash-Reports-in-Vault-PromoMats-and-Medical-

2023-09-29 11:07:47 UTC
Question:

Why users receive Empty Cache error when accessing Flash reports in Vault PromoMats and Medical?

Answer:

Users are shown the error message below when accessing a Flash report:

This happens in the following situations:
- Before the Flash report is executed for the very first time.
- After any changes have been made to the Flash report, and until the next execution is run.
To resolve this issue:
- Schedule the report so it is run as soon as possible*.
- Increase the frequency the report is run*.
- Create a similar report without scheduling it.
- Unschedule the flash report*.
*To schedule, unschedule and edit the Flash report, the user needs Schedule Report permission.

Related Documentation:

Vault Help Documentation: Flash Reports
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-

2023-07-03 11:48:32 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:

Knowledge Base: How to Search for Reports in PromoMats?
Values Limit in the Filter of a Report in Vault PromoMats and Vault Medical

/hc/en-us/articles/4402333862043-Values-Limit-in-the-Filter-of-a-Report-in-Vault-PromoMats-and-Vault-Medical

2023-08-04 14:45:08 UTC

Question:

When creating a Report and adding a filter on a multi-select object-type document field, the system does not add the total number of values in Vault PromoMats and Vault Medical.

Answer:

Each filter has a limit of 100 values.

When Select All is chosen for a field with numerous values, only the first 100 values are picked to use as Filter.

In order to obtain the wanted results, the user can Copy the Report and include the remainder values in a second report.

Related Documentation:

Vault Help Documentation: Using Report Filters

Knowledge Base: How to Make a Copy of a PromoMats Report?
How to Create a Report to Track the Task Instructions in Vault PromoMats and Vault Medical?

/hc/en-us/articles/1260801902710-How-to-Create-a-Report-to-Track-the-Task-Instructions-in-Vault-PromoMats-and-Vault-Medical-

2023-07-03 09:43:44 UTC
Question:

How to create a report to track the Task Instructions in Vault PromoMats and Medical?

Answer:

Once a task is marked as complete, the task instructions can be tracked by running a report.

A user needs Report permission to create the report.

In order to create the report, users follow the steps below:
1. Click on the Reports tab.
2. Click on Create.
3. Select Report.
4. Select the Report type Workflow with Document.
5. Click Continue.
6. Set the Task Instructions filter to is not blank.
7. Add additional columns using the Edit Columns option.
8. Add the column Task Instructions to the Displayed Columns section and click OK.
9. Click on Run to see the results of the Report.
10. Click Save to save this new report once the results are satisfying.
Related Documentation:

Knowledge Base: How to Create a New Report in PromoMats?
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-

2023-07-03 14:29:42 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:

Knowledge Base: How Does Advanced Logic Work in PromoMats Reports?
How do Relationship Constraint Filters Work in PromoMats Reports?

/hc/en-us/articles/360012331473-How-do-Relationship-Constraint-Filters-Work-in-PromoMats-Reports-

2023-07-05 08:48:10 UTC
Question:

How do the relationship constraint filters work in PromoMats reports?

Answer:

By default, multi-object report types (Product with Document, Study with Site and Product, etc.) return all matching records for the primary reporting object even if those records are not linked to related records.

Example:

The Product with Document report returns a list of products that includes those without any associated documents.

Relationship Constraint filters limit the report output to records with at least one related record. In the example, only products that have at least one related document are shown.

Related Documentation:
- Vault Help Documentation: Vault Help
What are the Limitations When Exporting Reports in PromoMats?

/hc/en-us/articles/360012264493-What-are-the-Limitations-When-Exporting-Reports-in-PromoMats-

2023-07-05 08:39:12 UTC
Question:

What are the limitations when exporting reports in PromoMats?

Answer:

The following limitations apply when exporting reports in PromoMats:
- CSV is only available if the Vault does not use localization settings. TXT is only available if the Vault uses localization settings.
- PDF is only available for tabular reports
- Excel™ does not open files containing more than 65,000 hyperlinks. To open the file, Excel™ removes all hyperlinks.
- Exporting to PDF removes all hyperlinks
- Vault only exports 100,000 records to PDF and Excel™. If the report contains over 100,000 records, the user must export to CSV or TXT.
- A user cannot export reports with multiple down objects to CSV
Related Documentation:

Vault Help Documentation: Vault Help
How to Modify a Flash Report in PromoMats?

/hc/en-us/articles/360012166274-How-to-Modify-a-Flash-Report-in-PromoMats-

2023-07-05 08:44:20 UTC
Question:

How to modify or unschedule a flash report in PromoMats?

Answer:

Only Vault Owners and the end-user who created the flash report can modify or edit flash reports.
1. Go to the report tab and find the report to modify
2. Click on Action button and select Schedule Flash Report:
3. Modify the fields or click Unschedule in Schedule Flash Report window
4. Click on Save.
Related Documentation:
- Vault Help Documentation: Vault Help
How to Edit a Report Column Label in PromoMats?

/hc/en-us/articles/360012164674-How-to-Edit-a-Report-Column-Label-in-PromoMats-

2023-07-05 08:38:19 UTC
Question:

How to edit a column label when creating a report in PromoMats?

Answer:
1. Select the Enable filter and column aliases checkbox when creating a report:
2. Click on the pencil icon and enter the Alias:
3. Click on OK to save the alias.
Related Documentation:

Support Portal Documentation: How to Create a New Report in PromoMats?
How to Search for Reports in Vault PromoMats and Medical?

/hc/en-us/articles/360004540214-How-to-Search-for-Reports-in-Vault-PromoMats-and-Medical-

2023-09-29 14:34:15 UTC
Question:

How to search for Reports in Vault PromoMats and Medical?

Answer:

In order to search for a specific report:
1. Choose Reports from the Search bar.
2. Type the report name in the Search Reports box.
3. Click Search.
Related Documentation:

Vault Help Documentation: About Searching Reports
Error: Your connection is not private - ERR_CERT_COMMON_NAME_INVALID - Occurs on Approved Email Links

/hc/en-us/articles/15615193379995-Error-Your-connection-is-not-private-ERR-CERT-COMMON-NAME-INVALID-Occurs-on-Approved-Email-Links

2023-09-14 15:12:03 UTC

Overview:

Links from Approved Emails are opening to an error page that states something similar to:

Your connection is not private

Attackers might be trying to steal your information from <domain>

The error page also shows an error code of NET::ERR_CERT_COMMON_NAME_INVALID

The specifics of the error may differ by platform and browser, but here is an example from Chrome:

When this issue occurs, all links from an Approved Email open to the same error page.

Root Cause:

This issue can be caused by an invalid security certificate on the Click Tracking domain created for a customer's Approved Email sending domain.

In Approved Email, all links are wrapped with a Click Tracking link that first sends the click to the Click Tracking domain to record the recipient's click. Then, the Click Tracking domain forwards the reader to the target link. This is an industry standard for tracking clicks in email.

If the Click Tracking domain's security certificate is missing or invalid, this can cause the error shown in the image above.

Solution:

When encountering this error, please open a Support Ticket with Veeva Product Support, and provide a screenshot of the error or the name of the domain listed in the error message.

Product Support will then work with internal resources to have the Click Tracking domain's security certificate regenerated.

Once the certificate is regenerated, links in email will begin working again - both in emails already sent, and any newly sent emails. There is no need to re-send the emails where the error was found, because once the certificate is corrected, links in those emails will no longer encounter the error.

Related Documentation:

CRM Help Documentation: How to Open a Ticket with Veeva Product Support?
What is the Glossary Feature in Vault PromoMats and Vault Medical?

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

2023-11-13 01:29:24 UTC
Question:

What is the Glossary feature in Vault PromoMats and Vault 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 PromoMats?

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

2023-11-13 01:29:29 UTC
Question:

How to use the Glossary feature in PromoMats?

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 Bulk Update a User Role on Multiple Documents in Vault PromoMats and Medical?

/hc/en-us/articles/1260803859230-How-to-Bulk-Update-a-User-Role-on-Multiple-Documents-in-Vault-PromoMats-and-Medical-

2023-10-05 08:11:46 UTC
Question:

How to bulk update a user role on multiple documents in Vault PromoMats and Medical?

Answer:

The user needs Bulk Update permission to make this change.

To assign a role on several documents at once, follow the steps below:
1. Select all documents where the change is needed, either by using filters in the Library or the Cart.
2. Click the Actions Menu in the Library, or in the Cart and select the Bulk Action.
3. Confirm the document selection in Step 1 and click Next.
4. From the Choose Action page, select Add Users to Role and click Next.
5. On the Add Users to Role page, select a user's name and the role, then click Next.
  
  NOTE: If the selected documents are in different lifecycles and document types, only roles that are shared between these document types will be available.
6. Confirm your selection in Confirmation, then click Finish.
  
  NOTE: Vault will exclude documents where the selected user cannot be assigned to the selected role
7. A banner at the top of the screen confirms that the system is processing the change.
Related Documentation:

Knowledge Base: How to Change the Owner of Multiple Documents in PromoMats?
Vault Help: Using Bulk Document Actions
How to Bulk Update a Coordinator Role in Vault PromoMats and Medical?

/hc/en-us/articles/360053873833-How-to-Bulk-Update-a-Coordinator-Role-in-Vault-PromoMats-and-Medical-

2023-09-29 10:52:31 UTC
Question:

How to bulk update a Coordinator role in Vault PromoMats and Medical?

Answer:

Edit Sharing Settings and Change Coordinator permissions are needed in the documents affected.

Bulk Update permission is needed from the user's Security Profile.

In order to update the Coordinator of multiple documents, follow the steps below:
1. Search the documents affected from the Library.
2. Select the relevant bulk action from the Ellipsis menu:
3. Click Next from the Refine Selection window:
4. From the Choose Action section, select Change Coordinator:
5. Click Next:
6. Select the New Coordinator from the User field and click Next:
7. Click Finish to complete the action:
A notification and an email is sent by Vault to the email address under the account of the user when the changes are completed.

Related Documentation:

Vault Help Documentation: Using Bulk Document Actions For Sharing Settings
What is the Library Grid View in Vault PromoMats and Medical?

/hc/en-us/articles/360009534033-What-is-the-Library-Grid-View-in-Vault-PromoMats-and-Medical-

2023-06-30 11:09:27 UTC
Question:

What is the Library Grid view in Vault PromoMats and Medical?

Answer:

This view works like a spreadsheet. The columns can be resized and rearranged, custom columns can be added and sorted by column values.

Compare with the following views:
Related Documentation:

Vault Help Documentation: Using Library & Document Tab Layouts
What is the Library Thumbnail View in Vault PromoMats and Medical?

/hc/en-us/articles/360009532893-What-is-the-Library-Thumbnail-View-in-Vault-PromoMats-and-Medical-

2023-09-29 12:39:20 UTC
Question:

What is the Library Thumbnail View in Vault PromoMats and Medical?

Answer:

In the Library Thumbnail view, documents are organized into columns and rows. The document thumbnail and document fields are shown in each tile.

Compare with the following views:
Related Documentation:

Vault Help Documentation: Using Library & Document Tab Layouts
What is the Library Detail View in Vault PromoMats and Medical?

/hc/en-us/articles/360009532553-What-is-the-Library-Detail-View-in-Vault-PromoMats-and-Medical-

2023-09-29 12:41:14 UTC
Question:

What is the Library Detail view in Vault PromoMats and Medical?

Answer:

The Detail View lists documents in rows. This view shows a thumbnail of the document and document fields.

Compare with the following views:
Related Documentation:

Vault Help Documentation: Using Library & Document Tab Layouts
How to Assign a Role to a User Using Bulk Operations in PromoMats?

/hc/en-us/articles/360005687034-How-to-Assign-a-Role-to-a-User-Using-Bulk-Operations-in-PromoMats-

2023-07-05 08:40:18 UTC
Question:

How to assign a role to users in bulk in PromoMats?

Answer:

A user profile needs Document: Bulk Update permission. An Admin must enable this functionality in Vault. Once enabled, it is only available to users with a security profile that includes this permission.

To assign a role to a new user in bulk, do the following:
1. Search for the documents and add them to the Cart.
2. Click on the Cart icon on the top bar.
3. Select the Ellipsis Icon menu and click on All Documents.
4. Refine Selection (Step 1), click Next.
5. Choose Action: Add Users to Role and click on Next.
6. Add Users and the Role and click on Next.
Related Documentation:

Vault Help Documentation:
- Bulk Document Actions- Related Security & Permissions
- Using Bulk Document Actions For Sharing Settings
How to Enable Vault File Manager?

/hc/en-us/articles/18184644040859-How-to-Enable-Vault-File-Manager-

2023-09-29 12:20:01 UTC
Question:

How to enable Vault File Manager?

Answer:

Admins can enable Vault File Manager by doing the following:
1. Navigate to Admin --> Settings --> General Settings.
2. Select the Enable check out to File Manager checkbox.
Related Documentation:

Vault Help Documentation:
Knowledge Base:
Vault Quality workflow error - There were errors trying to complete the Change Control action

/hc/en-us/articles/19476931862811-Vault-Quality-workflow-error-There-were-errors-trying-to-complete-the-Change-Control-action

2023-10-11 13:37:24 UTC

Problem:

An error is displayed while processing a legacy workflow with this error message:

Error message:

There were errors trying to complete the Change Control action

The Change Control does not have a target-of-change relationship.

Root Cause:

A step of Change Control Action type is configured in a Legacy Document Workflow, the lifecycle of the document allows the Change Control to be configured but the Document Type is missing the setting, so the action cannot be processed.

Legacy Workflow configuration:

Document type configuration:

Solution:

The setting Create Draft requires Change Control needs to be enabled, or the workflow modified in order to not use the Change Control. Alternatively, the document can be moved to another lifecycle that doesn't allow the workflow to be run.

Related Documentation:

Vault Help Documentation: About Single-Document Change Control (QualityDocs)
Can Multiple Emails Be Linked to a Single Profile in Vault PromoMats and Medical?

/hc/en-us/articles/14652474746395-Can-Multiple-Emails-Be-Linked-to-a-Single-Profile-in-Vault-PromoMats-and-Medical-

2023-10-23 14:26:24 UTC

Question:

Can multiple emails be linked to a single profile in Vault PromoMats and Medical?

Answer:

There can only be one email address associated with a specific user profile.

Users who need other users to receive notifications from Vault can set up a distribution list for the email linked to their profile so that all emails they receive are forwarded to the other users.

Related Documentation:

Vault Help Documentation: N/A
How Can Admins Enable the Media File Visualforce Page in Veeva CRM?

/hc/en-us/articles/12163552864155-How-Can-Admins-Enable-the-Media-File-Visualforce-Page-in-Veeva-CRM-

2023-04-03 22:36:11 UTC
Question:

How can admins enable the Media File Visualforce page in Veeva CRM for viewing and downloading the CLM Distribution files?

Answer:

Enabling the Media File Visualforce (VF) page will enable the download of the Distribution Package of a Key Message directly from the record. Users will no longer need to download the Distribution Package from Vault. To enable this, admins should:
1. Navigate to Setup -> Object Manager -> Key Message -> Page Layouts -> Select the applicable page layout.
2. Click on Visualforce Pages.
3. Drag the Media File object to the desired position on the page layout.
4. Click Save.
Note: To prevent users from downloading the Distribution Package, enable the Media File VF page on a page layout only available to admins.

Related Documentation:

CRM Help Documentation:
- Packaging Custom CLM Content
- Creating CLM Content
Knowledge Articles:
- What is a Distribution Package in Vault?
- How to Upload a Distribution Package to a Document in PromoMats?
How to Delete a Closed Document Change Control in Vault

/hc/en-us/articles/10497368531611-How-to-Delete-a-Closed-Document-Change-Control-in-Vault

2023-04-03 22:36:49 UTC
Question:

How to Delete a Closed Document Change Control (DCC) in a Quality Vault that is Referenced in a Document

Answer:

Deleting a Closed DCC is not a usual action in a Production environment, but if it needs to be done, here is the solution:

The DCC record can not be modified and the document reference to the DCC can not be removed either, unless the DCC record is moved to another state.
A temporary User Action may be needed for this change. Once it is configured, the DCC becomes editable and the reference to the document can be removed, and the DCC record can be deleted.

Related Documentation:

Vault Help Documentation:
- Working with Multi-Document Change Control (Quality)
Error: Invalid Date - When a User Inserts a Date in Vault PromoMats and Medical

/hc/en-us/articles/4415970414875-Error-Invalid-Date-When-a-User-Inserts-a-Date-in-Vault-PromoMats-and-Medical

2023-07-03 14:24:37 UTC
Question:

Error: Invalid Date When a User Inserts a Date in Vault PromoMats and Medical

Answer:

When a user tries to insert a date in Vault (Workflow Due Date, Re-approval Date or Expiration date), Vault returns the error Invalid Date - Please enter a valid date- mm/dd/yyyy as below:

This error may be due to an update on the operating system of the machine. The time zone of the user is not synchronized with the time zone of the Vault settings of the users' account.

The below steps are recommended to follow in Microsoft Windows:
1. On the Windows device, open the settings application.
2. Navigate to Date & Time.
3. Under the Time zone, select a time zone different from the time zone of the user.
4. Reselect the original time zone to synchronize the settings.
For an operating system different from Microsoft Windows, follow any of the articles below:
Related Documentation:

Other Sources of Documentation:
How to Remove Pop-Up Blockers in Microsoft Edge in Vault PromoMats and Medical?

/hc/en-us/articles/4403633500955-How-to-Remove-Pop-Up-Blockers-in-Microsoft-Edge-in-Vault-PromoMats-and-Medical-

2023-06-30 11:12:12 UTC
Question:

How to remove pop-up blockers in Microsoft Edge to validate an eSignature in Vault PromoMats and Medical?

Answer:

To disable pop-up blockers in Microsoft Edge, follow the steps below:
1. Open the menu and select Settings.
2. Select Cookies and site permissions, and go to Pop-ups and redirects.
3. Move the Block toggle to Off.
Related Documentation:

Knowledge Base Article:
- How to Remove the Pop-Up Blockers in Google Chrome When Troubleshooting in PromoMats?
How to Create Rules to Filter Veeva Email Notifications for Vault in Gmail?

/hc/en-us/articles/1260806526949-How-to-Create-Rules-to-Filter-Veeva-Email-Notifications-for-Vault-in-Gmail-

2023-07-03 11:53:34 UTC
Question:

How to create rules to filter Veeva email notifications for Vault in Gmail?

Answer:

Veeva email notifications cannot be turned off in Vault. However, users can manage incoming emails by using Gmail's filters to send emails to a label, or archive, delete, star, or automatically forward them.

Follow these steps to create filters and set up rules to sort emails:
1. Open Gmail.
2. In the top search box, click the Down arrow.
3. Type in the search criteria. If the Users want to ensure that the search is successful, click Search to see what emails are returned. Alternatively, select the Create filter button at the bottom of the search window.
4. Choose the action needed. Click Create filter.
It is important to note that when a user creates a forwarding filter, only newly received messages are affected.

Also, when someone replies to a message a User has filtered, the reply is only filtered if it meets the same search criteria.

For more details, visit the Gmail Help site.

Related Documentation:

Other Documentation: Gmail Help site
How to Return to a User's Own Account Using Delegated Access in PromoMats?

/hc/en-us/articles/360037452793-How-to-Return-to-a-User-s-Own-Account-Using-Delegated-Access-in-PromoMats-

2023-07-05 08:41:08 UTC

Question:

How to return to a user's own account using Delegated Access in PromoMats?

Answer:

To get back to a user's own account when logged in a delegated account, click on the Return to your account link on the top of the screen.

Related Documentation:

Vault Help Documentation: Using Delegated Access
What is the Original Source of a Document in Vault PromoMats?

/hc/en-us/articles/360024763453-What-is-the-Original-Source-of-a-Document-in-Vault-PromoMats-

2023-08-04 14:51:21 UTC
Question:

What is the Original Source of a document in Vault PromoMats?

Answer:

An Original Source is the document number that appears in addition to the Based On Asset within Vault.

If a document is created, then a copy is made off of that copy. That copy has an original source listed on it from the first document.

Note: Original Source is version sensitive. This means that if the Original Source relationship points to V1.0, it will always point V1.0 even if a user uploads a new version of the source. An Admin must enable this feature. When enabled, all existing documents will have the Original Source relationship applied where applicable.

Related Documentation:
- Vault Help: Original Source Tracking
How to Edit Delegated Access in Vault PromoMats and Medical?

/hc/en-us/articles/360011548093-How-to-Edit-Delegated-Access-in-Vault-PromoMats-and-Medical-

2023-10-09 09:43:51 UTC
Question:

How to edit delegated access in Vault PromoMats and Medical?

Answer:

Delegated access settings can be changed at any time from the Delegate Access section in the user profile.

In order to edit delegated access, follow the steps below:
1. Click on User Profile.
2. Click Edit from the Ellipsis menu.
NOTE: Vault notifies the delegated person about the changes via email.

Related Documentation:
- Vault Help Documentation: Using Delegated Access
- PromoMats YouTube Channel: How to Edit Delegated Access in PromoMats
How to Use the View Manager Feature in PromoMats?

/hc/en-us/articles/360011272834-How-to-Use-the-View-Manager-Feature-in-PromoMats-

2023-07-05 08:36:20 UTC
Question:

How to use the View Manager feature in PromoMats？

Answer:

To see shared custom views and manage which views appear in the left sidebar Views panel, a user can open the view manager pop-out window.
1. Click the pencil icon next to the Views heading in the left sidebar：
2. Click on the View name to open the view.
  Click on the Green Plus (+) icon to add the view to the sidebar.
  Click on the Red Minus (-) icon to remove the view from the sidebar.
Note: The sidebar can add up to a maximum of 20 views.

Related Documentation:

Vault Help Documentation: How to use the View Manager
Who Receives Delegation Notifications in Vault PromoMats and Medical?

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

2023-10-18 10:40:28 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
What is an Auto-Managed Group in Vault PromoMats?

/hc/en-us/articles/360006472373-What-is-an-Auto-Managed-Group-in-Vault-PromoMats-

2023-10-10 16:04:20 UTC
Question:

What is an Auto-Managed Group in Vault PromoMats?

Answer:

Auto-Managed groups are a feature of Dynamic Access Control. In order to see Auto-Managed groups appear, records must be created under User Role Setup. By using DAC, Vault automatically creates groups that correspond to one lifecycle role and additional document field criteria. These groups are associated with user roles in the Sharing Settings when a document is created.

If additional end-users need to be added, only Vault Owners and Administrators can update these groups by creating additional User Role Setup records.

Related Documentation:

Vault Help:
What is the User Limit for Bulk Document Actions in Vault PromoMats?

/hc/en-us/articles/360005082393-What-is-the-User-Limit-for-Bulk-Document-Actions-in-Vault-PromoMats-

2023-10-10 16:06:35 UTC

Question:

What is the User Limit for Bulk Document Actions in Vault PromoMats?

Answer:

If enabled, the Maximum Number of Bulk Document Actions to make changes is 1,000 documents.

Related Documentation:

Vault Help: Bulk Document Actions
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-

2023-10-11 08:44:44 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-

2023-07-03 14:27:33 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 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 inbox.
5. 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
Who Can Cancel a Workflow in Vault PromoMats?

/hc/en-us/articles/115002921233-Who-Can-Cancel-a-Workflow-in-Vault-PromoMats-

2023-10-26 17:58:21 UTC
Question:

Who can cancel a workflow in Vault PromoMats?

Answer:

To cancel an active workflow you must be the Workflow Initiator/Owner or have a security profile that grants the Workflow Administration: Cancel permission. Generally, users with administrator profiles, such as Vault Owners, will have this permission.

In Vaults that use Atomic Security for Documents: Active Workflow Actions, you must be assigned to a role with Cancel Workflow permission through Atomic Security and have the Workflow Administration: Cancel permission.

Related Documentation:

Vault Help:
- Canceling Document Workflows
Knowledge Base:
- How to Cancel a Workflow Task in a Legacy Workflow in Vault PromoMats?
FAQs: Engage Connect Functionality and Best Practices in Veeva CRM

/hc/en-us/articles/11648927237659-FAQs-Engage-Connect-Functionality-and-Best-Practices-in-Veeva-CRM

2023-09-25 23:29:19 UTC
Engage Connect is an asynchronous messaging platform providing a communication and networking channel between users and HCPs. With Engage Connect, users and HCPs can connect, chat, exchange approved content, request samples, and coordinate meetings all within a single platform, providing greater engagement with HCPs.

For ease of reading, we have broken out the Engage Connect FAQs into sub-articles:
Related Documentation:

CRM Help Documentation:
How to Invite Additional Attendees to a Remote Meeting in CRM Engage Meeting iPad App?

/hc/en-us/articles/5426813058459-How-to-Invite-Additional-Attendees-to-a-Remote-Meeting-in-CRM-Engage-Meeting-iPad-App-

2023-10-10 15:59:25 UTC
Question:

How to invite additional attendees to a remote meeting in CRM Engage Meeting iPad App?

Answer:

A host can invite additional attendees to a previously scheduled remote meeting in CRM Engage Meeting.

In organisations using Approved Email, the host can send invites to the new attendees removing those who have already received the invite.
1. Navigate to the call (meeting) record.
2. Add the attendee(s).
3. Click Send Again on the top menu. The pop-up window shows in the Status section if the attendee has received or not an invite. Do not deselect the Remote checkbox for any attendee when resending invitations unless they are joining in person. Otherwise, the attendee is not able to join using the participant URL as this deactivates the participant URL.
4. Click on the Recipients icon on the top menu and remove those attendees that appear in step 3 as invited (invitation received).
5. Select the relevant Email Template.
6. Review the email.
7. Slide to send. Invites are sent to the selected recipients.
Note: Deselecting a Remote checkbox deactivates the participant URL for the deselected attendee.

Related Documentation:

Vault Help Documentation: N/A
How to Send Meeting Invites in CRM Engage Meeting?

/hc/en-us/articles/5426633467035-How-to-Send-Meeting-Invites-in-CRM-Engage-Meeting-

2023-10-10 16:00:53 UTC
Question:

How to send meeting invites in CRM Engage Meeting?

Answer:

CRM Engage Meeting invites can be sent Manually or using Veeva Approved Email.
- Send invites manually: The host can manually copy and paste the meeting details into an invite using their preferred email client
- 1. Click on the information (i) icon next to the meeting. If the meeting is with a group, click the Send Invitations link on the meeting.
  2. A unique participant URL is displayed for each attendee on the call (meeting).
  3. Click the icon next to the participant URL to copy the URL.
  4. Create the invite(s) including the URL using a preferred email client.
- Send invites using Veeva Approved Email: The Send Invitation option will be available for organisations using Approved Email. The email template will dynamically insert the meeting details
- 1. A list of approved Engage Meeting Invite templates is displayed.
  2. Select the relevant template, edit it and send the email to the attendee(s).
  3. Approved Emails can be used to send reminder emails to the attendee(s).
CRM user attendees can not receive Approve Email invites.

Related Documentation:

CRM Online help: Scheduling and Starting an Engage Meeting
How to Schedule a Remote Video Meeting in CRM Engage Meeting iPad App?

/hc/en-us/articles/5425912832923-How-to-Schedule-a-Remote-Video-Meeting-in-CRM-Engage-Meeting-iPad-App-

2023-10-10 16:17:01 UTC
Question:

How to schedule a remote video meeting in CRM Engage Meeting iPad App?

Answer:

The host can schedule a remote meeting using the steps below.

Create a call Select Record type Select Datetime Add attendees if applicable Initiate the Schedule Remote Meeting action
1. Create a call (meeting) for an individual or group in Veeva CRM.
  - Go to My Accounts
  - Select the Account record that the call is scheduled for
  - Click on the Record a Call icon on the top bar menu
2. Select a Record type. The Report Type must be configured to support remote meetings.
3. Select Datetime. Select the meeting date and time.
4. Add attendees when applicable. If it is a group, each of the participants needs to be added.
5. Initiate the Schedule Remote Meeting action by selecting this option in the ellipsis (3 dots) More Actions menu on the right side of the screen. When completed, click on the information (i) icon next to the Remote Meeting created to edit the default meeting name and add a meeting description. Click on Done on the right side of the screen and Save the call by clicking on the More Actions menu. A unique URL and ID meeting are generated for the attendee.
Go to the Timeline view on the top bar menu to verify the meeting. The remote meeting can be identified by the video icon .

Note: To complete the Initiate the Schedule Remote Meeting action the host must:
- Have an active Internet connection
- Select a Record type that supports Remote Meetings
- Be assigned an Engage Meeting License
Related Documentation:

CRM Online help: Engage Meeting Overview

What are the Steps in a Remote Meeting in Veeva CRM Engage Meeting?

/hc/en-us/articles/4867152445851-What-are-the-Steps-in-a-Remote-Meeting-in-Veeva-CRM-Engage-Meeting-

2023-10-10 16:00:03 UTC

Question:

What are the steps in a remote meeting in Veeva CRM Engage Meeting?

Answer:

The host can create remote meetings in Veeva CRM using Engage Meeting and following the steps below.

Schedule meeting

Invite attendee

Start meeting

Share content

End meeting

The host can use the Veeva CRM iPad app or Veeva CRM online using a Windows device with CRM Desktop (Windows) app.

Step	Action
Schedule meeting	Create an individual or a group call Add attendees Schedule a remote meeting Select one of the meeting types: In-Person, video or phone
Invite attendee	Send the invitation to the meeting along with the meeting URL and password using Approved Email templates in Veeva CRM or by sending an email manually through an external email client Reschedule the meeting is needed Invite additional attendees after scheduling a remote meeting
Start meeting	Start the meeting at the scheduled time. Through the meeting the host and the attendees can collaborate through audio, chat, video and screen sharing
Share content	Share approved CLM content with the attendee(s)
End meeting	End the meeting Record any additional details related to the meeting that can be used for reporting and auditing Submit the call

Related Documentation:

Vault Help Documentation: N/A

How Can Admins Prepare A New/Newly Refreshed Sandbox to be Added to the Veeva CRM Managed Orgs List?

/hc/en-us/articles/8122041347867-How-Can-Admins-Prepare-A-New-Newly-Refreshed-Sandbox-to-be-Added-to-the-Veeva-CRM-Managed-Orgs-List-

2023-07-28 15:52:39 UTC
Question:

How can admins prepare a new/newly refreshed sandbox to be added to the Veeva CRM Managed Orgs List?

Answer:

Please follow the below instructions on a new or newly refreshed sandbox org in order for Veeva Product Support to add the org to the Managed Orgs List.
- Be sure the vadmin user's email address matches the following format:
  
  vadmin+[customername]@sfmail.veevacrm.com
  - Newly refreshed orgs may have .invalid appended to the users' email address. This should be removed.
  - Do not make any other changes to the Vadmin user's settings other than its email address.
  - Note that the Vadmin user must not be used in any CRM Integration.
  - Some orgs may send a confirmation email to the new email address once the email is updated. Notify Product Support that the email is sent.
- Admins should provide the following information in a ticket to Product Support:
  - New Sandbox org ID - For assistance in this, see How to Find the Salesforce Org ID in CRM?
  - Parent (production) org ID
  - Old Sandbox org ID (if this is a refreshed Sandbox)
  - Vadmin username
  - Vadmin email address
  - What languages are required for use in the Org (Please ensure that the required language picklist value is enabled for the Message_vod.Language_vod field)
- Mention if any of the following is needed:
  - Engage licenses migrated
  - CLM content relinked (CLM content not managed by Vault)
  - Re-attach MyInsights Studio domain
  - If the org should be moved to the Engage Sandbox environment. See Supporting Engage Sandbox Releases
Adding the Sandbox to the Managed Orgs List may take up to 1 business day to complete once the above information is received by Product Support.

Note: If a customer requests that a CRM Sandbox Org using an older version of CRM be updated to the current version, that Sandbox must be on a CRM Version within the last three major CRM releases. If the Sandbox's version of Veeva CRM is further back than the last three major releases of CRM, the Sandbox must be refreshed from Production before being added to Managed Orgs or upgraded to the latest version of CRM.

Related Documentation:

CRM Knowledge Base:
CRM Online Help:
- Supporting Engage Sandbox Releases
MyInsights Content Cannot be Deployed from MyInsights Studio to Veeva CRM

/hc/en-us/articles/4410924397595-MyInsights-Content-Cannot-be-Deployed-from-MyInsights-Studio-to-Veeva-CRM

2023-10-26 14:46:33 UTC
Overview:

MyInsights content cannot be deployed from MyInsights Studio to Veeva CRM.

A red icon of an exclamation mark appears under Deployment Status when attempting to deploy:

Root Cause:

Some of the following requirements are not met:
- There is a Null Pointer Exception related to the External_Id_vod__c field on the HTML_Report_vod__c object. This can happen if the External_Id_vod__c field on the HTML_Report_vod__c object is marked required in the Org. This field is not a required field in MyInsights Studio.
- The MyInsights Content being published is of a type where there can be only one published MyInsights record at a time. Account Profile Overrides, KOL Profiles, and the home page Territory Insights Default MyInsights Landing Screen are limited in this way. If content, that is limited in this way for a specific User Profile/Object Record Type, is published in MyInsights Studio, and an attempt to publish other content of the same User Profile and Object Record Type combination is made, the Deployment fails.
Solution:
1. Verify that the External_Id_vod__c field on the HTML_Report_vod__c object is not set to Required in the Org.
2. Verify that the MyInsights Content being published is not of a type limited to one at a time for Record Types and/or User Profiles.
3. Verify that no other MyInsights Content of that combination is published to the Org.
Related Documentation:

CRM Help Documentation:
Milestone Field Failing to Update on Document In Vault After 23R2 General Release

/hc/en-us/articles/18428019049755-Milestone-Field-Failing-to-Update-on-Document-In-Vault-After-23R2-General-Release

2023-09-06 16:24:08 UTC
Problem:

DEV-615350: Milestone Field Failing to Update on Document

Starting with the 23R2 release, the milestone field, on a document, failed to update in many cases when it should. This issue did not affect EDL matching, so documents still matched to or unmatched from expected documents normally. Because of this issue, a user could
- look at a milestone and not see documents that have matched to the milestone’s expected documents.
- look at a milestone and still see documents that have unmatched from the milestone’s expected documents
This issue was corrected in the 23R2.0.16 Maintenance Release on August 23, 2023. Since that release, the milestone field on documents is updating normally.

However, the fix did not go back and correct documents that had failed to update between the 23R2 release and the maintenance release.

The Vault Product team is planning wide-scale remediation to force the recalculation of the system-managed milestone field on documents that may have been affected during the duration of the issue. This remediation will go out as part of a maintenance release. The timing of this will be communicated in advance.

We recommend you wait for the Vault team to trigger this remediation, as many records may have been affected. However, if you wish to correct issues sooner, you will find below instructions on how to identify documents that may have been affected, and how to force recalculation of their milestone field. However, if immediate remediation is needed, please see the steps listed below.

Was My Vault Affected by This Issue?

This issue could affect anyone using the system-managed milestone field on a document. Your use of this is indicated by the “Manage Milestone field value by Expected Documents” setting visible under “General Settings” in your Vault:

If you are using this setting, you were likely affected if documents were created or modified since the release.

How Can I Identify Documents That Were Affected?

You can identify documents that may have been affected using reports or Loader with VQL. There are two cases to consider:
1. A document unmatched from an EDL item, but the milestone field failed to clear.
  For this case, identify documents modified during the duration of the issue, and which have a value in the milestone field. You can do this via filters in the Library, or by using Loader:
  
  In the library, apply the following filters,
  If you use Loader, add the following VQL as a WHERE clause:
```
milestone__v != NULL version_modified_date__v BETWEEN '{RELEASE DATE FOR YOUR POD}' AND '2023-06-30'
```
  In either approach, be sure to include the Document ID in your export.
2. A document is matched to an EDL item related to a milestone, and matching has occurred since the release (and the milestone was not added to the document).
  
  If you have Milestone Autocompletion enabled, you can identify milestones whose expected documents have matched or unmatched documents since the release. If you do not have Milestone Autocompletion enabled, you will have to cast a wider net (for example: identify all documents modified since the release and before the fix went out) or wait for the Vault Product team to trigger remediation.
  
  As documents matched to expected documents, completeness metrics on the milestone continued to update since the release. Thus, you can identify milestones that are related to expected documents and which have been modified since the release. Below are instructions to configure this. Or, you can import the attached VPK below that contains the needed configuration.
Solution:
How Can I Correct Documents That Were Affected?

Once you have a list of IDs for potentially affected documents, expected documents, EDLs, and/or milestones, you have several options to force recalculation of the milestone field on the documents:
- Break your list of document IDs into groups of 500. These can then be sent to an API endpoint that will force a recalculation of the milestone field on documents.
- Edit records in such a way that EDL matching is re-triggered. This can be done in bulk with Loader. For example
  - Update the Study field on the documents, and then update them again with their correct Study value.
  - Update the Study field on the EDLs, save it, and then update it again with the correct value.
Note: This page serves as a reference for a significant issue that began in Clinical Vaults with the 23R2 release:
- August 4 for production Vaults on VV1-8, and sandboxes on VV1-1068, and
- August 11 for all other production Vaults.
Related Documentation:

Vault Release Notes Documentation: https://rn.veevavault.help/en/gr/23r2-maintenance-releases/#release-number-23r2016--build-number-10445
Vault API "Force Recalculation" Endpoint Documentation: https://developer.veevavault.com/api/23.2/#recalculate-milestone-document-field
How to Enable Veeva Vault System Availability Notifications?

/hc/en-us/articles/360015657734-How-to-Enable-Veeva-Vault-System-Availability-Notifications-

2023-06-30 11:11:27 UTC
Question:

How to enable Vault System availability notifications?

Answer:

Admins can enable System Availability Notifications in two ways:
- To configure a company maintained distribution list, enter the email address by navigating to: Settings --> General Settings --> Service Availability Notifications.
- To select individual users, set the Service Availability Notification checkbox on the User object record.
These notifications include the following types of notifications:
- Scheduled releases
- Maintenance releases that require downtime
- Unplanned downtime (outages)
- Service degradations
Note: Previously, through January 1, 2019, system notifications are subscribed through the Veeva Trust site. Service Notifications are posted on Trust.

Related Documentation:

Vault System Notification Documentation: System Availability Emails
How to Grant Veeva Support Access as an Admin in Vault?

/hc/en-us/articles/215340698-How-to-Grant-Veeva-Support-Access-as-an-Admin-in-Vault-

2023-11-21 13:31:29 UTC
Question:

How to grant Veeva Product Support Access as an Admin in Veeva Vault?

Answer:

To grant Veeva Product Support access to Vault to troubleshoot an issue:
1. Click Admin Gear.
2. Click Users and Groups.
3. Select the affected username.
4. Scroll to the bottom of the screen.
5. Under Veeva Support, select the Duration (how long to grant the technician access) period.
6. Click the Grant Access button.
Note: Longer Support Access (7 days to 30 days) may be necessary and requested in case of Product issue investigations. If deemed necessary, customers have the ability to manually revoke Support Access at any point.

Related Documentation:

Vault Documentation:
- Granting Access to Veeva Support
Can a User Enter a Past Date When Starting a Workflow in Vault?

/hc/en-us/articles/360008362933-Can-a-User-Enter-a-Past-Date-When-Starting-a-Workflow-in-Vault-

2023-10-10 15:47:06 UTC

Question:

Can a user enter a past date when starting a workflow in Vault?

Answer:

Yes, a user can enter a past date when starting a workflow. However, the user needs to do so manually as the calendar does not allow for a past date to be selected.

Related Documentation:

Vault Workflow: Managing Active Document Workflows
Document cannot be added to a Document Change Control record in Vault Quality

/hc/en-us/articles/19477538073883-Document-cannot-be-added-to-a-Document-Change-Control-record-in-Vault-Quality-

2023-10-11 13:35:13 UTC

Problem:

A document cannot be added to a Document Change Control record in Vault Quality. The document is not found in the pop-up window when trying to add it to the Documents to be Effective section(or any other lifecycle state depending on configuration).
Example of a Document Change Control(Quality) record:

Root Cause:

The issue is that the document type doesn't have the appropriate shared fields (Obsolete Change Control and Release Change Control) which allow users to add the documents of that document type under the Documents to be made Effective section(or any other lifecycle state depending on configuration) of a document Change Control record.

Solution:

An administrator should add the shared fields for the specific document type in order to use the Change Control feature on the document.

Related Documentation:

Vault Help Documentation: Configuring Multi-Document Change Control (QualityDocs)

"Add the Obsolete Change Control and Release Change Control shared document fields to the document type, subtype, or classification. Vault uses these fields to create a relationship between the document and a specific change control. By default, these fields have security overrides to hide them because users do not need to interact with the fields directly through the Doc Info page field panel. You can remove or change these security overrides if needed."

Okta SSO OpenID Setup Instructions for Vault

/hc/en-us/articles/10088853220123-Okta-SSO-OpenID-Setup-Instructions-for-Vault

2023-08-29 17:53:17 UTC

Overview:

This is a step-by-step guide on how to set up an Okta OpenID Connect profile for a Single Sign On (SSO) integration.

Prerequisites:

This integration has some prerequisites that need to be met prior to implementation.

An Okta developer account
Domain Admin access in the target Vault
SAML SSO integration already implemented within target Vault

Step #	Description of Action	Expected Result
1	Log into Okta as an Okta Administrator	Log into Okta is successful.
2	Expand the Security dropdown in the menu bar on the left-hand side of the screen and select the API	API screen is presented.
3	Click on the + Add Authorization Server button in the API screen.	Add Authorization Server dialog box is presented.
4	In the Add Authorization Server dialog box, populate the following values: Name: Vault Mobile Audience: Vault Description: Authorization for Vault Mobile. Click Save.	The newly created Authorization server is presented.
5	Record the Metadata URI externally. Within the URI, replace “oauth-authorization-server” with “openid-configuration”	The Metadata URI is updated and recorded.
6	Click the Access Policytab on the Authorization Server record.	The Access Policy screen is presented.
7	Click the Add New Access Policy button.	The Add Policy dialogue box appears.
8	Populate the following information: Name: All Description: An open access policy. Leave all other fields in the default value. Click Create Policy.	A new Access Policy is created.
9	Click the Add Rule button in the newly created Access Policy.	The Add Rule dialogue box appears
10	Populate the following values: Rule Name: All Leave all fields in their default values Click Create rule.	A new Rule record appears in the rule section.
11	Expand the Applications dropdown in the menu bar on the left-hand side of the screen and select the Applications	Applications screen is presented.
12	Click on the Create App Integration button in the Applications screen.	Create a new app integration dialog is presented.
13	In the Create a new app integration dialog box, make the following selections: Sign-in method: OIDC – OpenID Connect Application type: Native Application Click Next.	The New Native App Integration screen is presented.
14	In the New Native App Integration screen, update the fields with the following information: App integration name: Vault Mobile Grant Type: Select Refresh Token Sign-in redirect URIs: com.veeva.vaultmobile://authorize Remove Sign-out redirect URIs Initiate login URI: com.veeva.vaultmobile://authorize Controlled Access: Allow everyone in your organization Deselect Enable immediate access with Federation Broker Mode Click Save.	The newly created Application is presented.
15	In the General Settings section, click Edit and deselect the Require consent checkbox. Click Save. Record the Client ID.	The Application is updated.
16	Log in to Vault as the Domain Admin user.	Log in to Vault is successful.
17	Navigate to Admin>Settings>OAuth 2.0 / OpenID Connect Profiles.	OAuth 2.0 / OpenID Connect Profiles screen is presented.
18	Click the + Create button.	Create OAuth 2.0 / OpenID Connect Profiles screen is presented.
19	Populate the following: Label: Okta OAuth Status: Active Click Upload AS Metadata Select Provide Authorization Server Metadata URL Paste previously recorded metadata URI Click Continue. Authorization Server Provider: Okta User ID Type: Federated ID Uncheck Perform strict Audience Restriction validation Click the Save button.	The newly created OAuth 2.0 / OpenID Connect Profile is presented.
20	Under the Client Applications section, click + Add	A New Client Application dialog box appears.
21	Populate the following: Application Label: Vault Mobile Application Client ID: vaultmobile Authorization Server Client ID: Insert previously recorded Client ID Click OK.	A new Client Application record appears in the Client Applications section
22	Navigate to the Security Policies section.	The Security Policies screen is presented.
23	Click on the Okta security policy.	The selected Security Policy screen is presented.
24	Click the Edit button and populate the following: OAuth 2.0 / OpenID Connect Profile: Select the previously created profile. Click Save.	The Security Policy is updated.
25	Log out of Vault.	Log out of Vault is successful.

Okta SSO SAML Setup Instructions for Vault

/hc/en-us/articles/10088740687899-Okta-SSO-SAML-Setup-Instructions-for-Vault

2023-08-29 17:54:19 UTC

Overview:

This is a step-by-step guide on how to set up an Okta SAML profile for a Single Sign On (SSO) integration.

Prerequisites:

This integration has some prerequisites that need to be met prior to implementation.

An Okta developer account
Domain Admin access in the target Vault

Step #	Description of Action	Expected Result
1	Log into Okta as an Okta Administrator.	Log into Okta is successful.
2	Expand the Applications dropdown in the menu bar on the left-hand side of the screen and select the Applications	Applications screen is presented.
3	Click on the Browse App Catalog button in the Application screen.	Browse App Integration Catalog screen is presented.
4	In the search bar type in Veeva Vault.	Veeva Vault application is displayed as the search result.
5	Click on the Search result with name Veeva Vault and click the + Add Integration button	Add Veeva Vault screen is presented.
6	Under General Settings, populate the following value: Application Label: Veeva Vault Your Veeva Vault URL: The target Vault URL Leave all checkbox as is. Click the Next button.	Sign-On Options screen is presented.
7	In the Sign-On Options screen, verify the following: SIGN ON METHODS SAML 2.0: Selected Click on the View Setup Instructions button.	View Setup Instructions screen is presented.
8	Read the View Setup Instructions screen and extract the following information: SP Entity ID Identify Provider Certificate Identity Provider Login URL SP-Initiated Request URL SP-Initiated Request Binding Signature and Digest Algorithm Okta logo	The following information has been extracted: SP Entity ID: ____________ Identify Provider Certificate: Downloaded Identity Provider Login URL: ___________________________ SP-Initiated Request URL: ___________________________ SP-Initiated Request Binding: ___________________________ Signature and Digest Algorithm: ___________________________ Okta logo:Downloaded
9	Log in to Veeva Vault as a Domain Administrator.	Log in to Veeva Vault is successful.
10	Navigate to Admin > Settings > SAML Profiles	SAML Profilesscreen is presented
11	Click on the + Create button and select Single Sign-On Profile.	CreateSAML Profilescreen is presented.
12	Populate the following information: Label: Okta Status: Active SAML User ID Type: Federated ID SP Entity ID: <Populate from Step 10> Identify Provider Certificate: <Select the X.509 Identify Provider Certificate from Step 10> Identify Provider Login URL: <Populate from Step 10> SP-Initiated Request URL: <Populate from Step 10> SP-Initiated Request Binding: <Populate from Step 10> Signature and Digest Algorithm: <Populate from Step 10> Use Custom Login Button: Checked Logo Image: Upload Okta Logo Button Color: White Border Color: Blue Text Color: Black Click the Save button.	Values are saved Screenshot is attached. Vault SSO Login URL is recorded: __________________________
13	Navigate to Admin > Settings > Security Policies.	Security Policies screen is presented.
14	Click the + Create button and select + Single Sign-On.	Create Policy Screen is presented.
15	Populate the following: Policy Name: Okta SSO Description Single Sign-on for Okta Authentication Type: Single Sign-on SAML Profile: Okta Click the Save button.	Okta SSO Security Policy has been created. Screenshot is attached.
16	Log out of Veeva Vault.	User is logged out.
17	Return to Okta’s Admin screen where the Sign-On Options screen is presented. Populate the following: SIGN ON METHODS SAML 2.0: Selected Default Relay State: Leave Blank Disable Force Authentication: Unchecked ADVANCED SIGN-ON SETTINGS Your Vault SSO URL: <Populate from Step 14> Leave any other field in its defaulted state. Click Done.	Okta Application screen is presented. Screenshot is attached.
18	Log out of Okta.	Successfully logged out.

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