Question:
What is the difference between “Check in” and “Save to Vault” during a Veeva Vault Collaborative Authoring Session? What is the impact of each upon @mentions?
Answer:
When a document is checked out to Collaborative Authoring, the document is copied over to SharePoint from Vault. The person who checked out the document will have access to edit the document in SharePoint. When other users click "Edit in Microsoft Office" in Vault, they are added to the document as authors in SharePoint. Assuming that @mentions and notifications are configured for your Microsoft Office settings, these users can be @mentioned and will receive notifications via Microsoft. They do not need to have the document opened in order to be @mentioned and receive notifications.
Save to Vault saves the existing SharePoint document to Vault. Save to Vault does not change who can be @mentioned within the document.
Check In also saves the existing SharePoint document to Vault. However, it also moves the existing file in SharePoint to the SharePoint Recycle Bin. If a document is checked in, and then subsequently checked out again, then the file that is pushed to SharePoint is technically a new file, and users will need to click "Edit in Microsoft Office" again if they want to be @mentioned in the document.
Related Documentation:
Vault Help Documentation: