Question:
What is the meaning of the filters or columns in a Vault report?
Answer:
The below table lists the most common filters and columns used in reports, along with their definitions:
| Category | Field Names/Columns | Definition |
| Filters | Initial In Review Date | The date the document entered the In Review state for the first time that major version. |
| Initial Steady State Date | The date thedocument entered the Steady State and reached a major version for the first time. | |
| Days to Enter Review | The time (in days) between the lowest minor version within the major version (for example, document v1.1) and the Initial In Review Date. | |
| Days in Review | The time (in days) between the Initial In Review Date and the Initial Steady State Date and major version is reached. Note that the document must be within a major version. | |
| Number of Review Cycles | The cumulative number of times a document enters the In Review state before the Initial Steady State Date and major version is reached. Note that the document must be within a major version. | |
| Days to Approval | The cumulative time (in days) between the lowest minor version within the major version (for example, document v1.1) and the Initial Steady State Date. | |
| Duration in review | Total duration for all MLR reviews conducted. | |
| Duration in Coordinator Review | Total time spent in Coordinator Review. | |
| Duration in approval | Total duration spent in approval. | |
| Duration in all reviews and approvals | Total duration spent in Coordinator Review, MLR Review, Approval, and Reapproval. | |
| Duration in idle states | Total duration spent in Draft, Ready for Review, Revise & Resubmit, and Ready for Distribution. | |
| Duration in Revise and Resubmit | Time spent in the Revise and Resubmit state, waiting for the owner/uploader to continue the material. | |
| Time between Draft & Coordinator Review | Time it took to be sent for Coordinator Review for the first time. | |
| Time between Draft & starting MLR Review | Time it took for the material to be sent for MLR Review. | |
| Time between Draft and AFP | Time it took for the material to be approved for production. | |
| Time between Draft and AFD | Time it took for the material to be approved for distribution. | |
| Time to complete MLR Review | Time between the first time in review, and when the material completed MLR review. | |
| Time between MLR Review and AFP | Time to approve the material for production, from the moment it was sent out for review for the first time. | |
| Time between MLR Review and AFD | Time to approve the material for distribution, from the moment it was sent out for review for the first time. | |
| Time between AFP and AFD | The time it took to reach the Approved for Distribution state after being fully approved. | |
| Duration since creation | Total lifespan of the material. | |
| Times In Review | The number of times this document has been sent for review. | |
| Times In Approval | The number of times this document has been sent for approval. | |
| Times in Revise and Resubmit | Total number of times that the material was rejected during review or approval. | |
| Times Raised for Reapproval | The number of times this document has been raised for reapproval. | |
| Action | Allows report viewers to access workflow and task actions from inside the report for in-progress workflows. | |
| Task Assignment Date | Date on which the task was assigned to a user; for “Available” tasks, this is the date on which a user accepts the task; Vault updates this date if a user reassigns the task. | |
| Task Cancelation Date | Date on which the task was cancelled; this will be null if the task is not cancelled. | |
| Task Comment | Comment added by task owner when completing the task. | |
| Task Completion Date | Date on which the user completed the task. | |
| Task Creation Date | Date on which Vault created the task; for the first tasks in a workflow, this should be the same date as the workflow start date. For many tasks, this will be the same as Task Assignment Date. | |
| Task Due Date | Date on which the task is due, specified by the workflow owner. | |
| Task Duration | Amount of time between the task creation and task completion; this field will be blank for tasks that are not yet complete. Vault calculates this number by dividing the number of minutes between task creation and task completion by the number of minutes in a day. | |
| Task Name | Name entered for the task in the workflow configuration. | |
| Task Owner | User assigned to complete the task. | |
| Task Queue Group | User role that received an “Available” task. | |
| Task Reason Code / Capacity | Reason Code / Capacity that user chose during task completion, if the task configuration required a reason code. Note that this data appears in two separate fields (Task Reason Code and Task Capacity) for object workflow reports. | |
| Task Status | Current status of the task: Completed, Canceled, Assigned, or Available. | |
| Task Verdict | Verdict that user chose during task completion, if the task configuration required a verdict. | |
| Task Verdict Reason | The user’s explanation of the chosen verdict, if the task configuration allows or requires a verdict reason. Note that this field is only populated in Multi-Document Workflows. | |
| Task Verdict Comment | Comments regarding the task verdict, if the task configuration allows or requires a verdict comment. Note that this field is only populated in Multi-Document Workflows. | |
| Task Instructions | Custom task instructions that workflow owners provide for task owners. Note that this field is only available for the Workflow with Document report type. | |
| Workflow Cancelation Date | Date on which the workflow was canceled, either by a user or automatically. | |
| Workflow Completion Date | Date on which the workflow completed; should be the same date as the last task completion in the workflow. | |
| Workflow Doc Version | Version that document was in when the workflow started. | |
| Workflow Document Major Version Number | Major version number of version that document was in when the workflow started. | |
| Workflow Document Minor Version Number | Minor version number of version that document was in when the workflow started. | |
| Workflow Due Date | Date on which the workflow is due, specified by the workflow owner or by configuration. | |
| Workflow Duration | Amount of time between the workflow start and workflow completion; this field will show the time between the report’s last run/refresh and the workflow start if the workflow is not complete. Vault calculates this number by dividing the number of minutes between the workflow start and workflow completion by the number of minutes in a day. | |
| Workflow Group ID | Identifier for the package (eTMF) if the workflow was bulk started on multiple documents using the Document Packages feature. | |
| Workflow Owner | User who initially started the workflow. | |
| Workflow Process ID | Unique identifier for the specific run of the workflow. | |
| Workflow Start Date | Date on which the workflow started. | |
| Workflow Status | Current status of the workflow: Complete, Cancelled, or Active. | |
| Workflow Task ID | Unique identifier for the specific task; in workflows that assign a task to multiple users, each of those tasks will have its own ID. | |
| Workflow Type | Type of workflow according to configuration: Read & Understood or Standard. This field is not available for object workflow reports. | |
| Operators for Multi-Select Picklists | Equals | For multi-select picklists, returned results include only those where all filter values are in the field. The field may also contain additional values that are not in the filter. |
| In | The “in” operator (formerly “includes”) returns results that include at least one of the filter values. | |
| Not Equal To | For multi-select picklists, returned results (documents, tasks, etc.) include only those where the field does not contain any of the filter values. | |
| Run-time Tokens | Current User | User currently logged in and running the report. |
| Current Year | Date within the current calendar year, for example, if today is 5/3/2014, the filter value is 1/1/2014 – 12/31/2014. | |
| Previous Year | Date within the previous calendar year, for example, if today is 5/3/2014, the filter value is 1/1/2013 – 12/31/2013. | |
| Next Year | Date within the next calendar year, for example, if today is 5/3/2014, the filter value is 1/1/2015 – 12/31/2015. | |
| Current Quarter | Date within the current calendar quarter, for example, if today is 5/3/2014, the filter value is 4/1/2014 – 6/30/2014. | |
| Previous Quarter | Date within the previous calendar quarter, for example, if today is 5/3/2014, the filter value is 1/1/2014 – 3/31/2014. | |
| Next Quarter | Date within the next calendar quarter, for example, if today is 5/3/2014, the filter value is 7/1/2014 – 9/30/2014. | |
| Current Month | Date within the current calendar month, for example, if today is 5/3/2014, the filter value is 5/1/2014 – 5/31/2014. | |
| Previous Month | Date within the past calendar month, for example, if today is 5/3/2014, the filter value is 4/1/2014 – 4/ 31/2014. | |
| Next Month | Date within the next calendar month, for example, if today is 5/3/2014, the filter value is 6/1/2014 – 6/30/2014. | |
| Today() | Current date. To use the Today() run-time token, users must select a Custom Period condition and enter Today() in the date selector. For example, if today is 5/3/2014, the filter value is 5/3/2014. |
*** The below information is intended for Admin Users ***
Depending on the company, fields can be named differently and have different meanings. The meaning of these labels can then be found in the Help Content section on the field itself.
Note that if this section has not been filled in by an administrator, the content is not displayed.
The Help Content of a particular field can be found by following these steps:
- Go to the Admin console.
- Click on the Configuration tab.
- Go to Document Fields and find the specific field.
- In the Details tab, locate the Help Content section.
Related Documentation:
- Vault Documentation: Vault Help