1. Veeva Commercial Vault 19R2 Deep Dive
Business Focused
July 15, 2019

3. FDA Final Guidance Released
On June 21, 2019 the FDA released Final Guidance for the Electronic Submission (eCTD) of Promotional Materials on 2253
Veeva is dedicated to ensuring a seamless transition to eCTD submissions for our customers. If you have any questions, please contact your CSM.
By June of 2021, all customers must provide 2253 submissions electronically via the gateway

4. Upcoming Webinars 19R2 Developer Release Deep Dive4
Upcoming Webinars
19R2 Developer Release Deep Dive
Enhanced Checkout and Vault File Manager
Thursday, July 18th at 10am ET
Thursday, July 25th at 12pm ET
Join Veeva Customer Success and Product teams for an education session on new features in the Veeva Vault developer-focused toolkit
This webinar is geared towards current users of the Vault Developer toolkit (API)
Key topics for discussion will include:
Detailed explanation of new features
Overview of the Spark message notification system
Considerations for using new features, and impact(s) features may have on your Vault or end users
Advanced registration required
In 2018, Veeva announced that we will stop supporting the Enhanced Checkout Java applet in 2019
In November 2019 (19R3), Enhanced Checkout will be disabled and removed from the Veeva Vault platform
Join us for an education session on Enhanced Checkout and Vault File Manager where we will discuss:
Why Enhanced Checkout is being retired
Vault File Manager benefits
Advanced registration required

5. 3rd Annual Digital Asset Management for Life Sciences Forum
Tuesday, September 10, 2019 in Philadelphia
Register now
Discover what’s new
Gain actionable tips
Connect with peers

6. Veeva Vault Fall Community Forums
Join your peers and industry experts for a half-day of networking to share industry challenges and best practices.
Location/dates:
Boston (Cambridge), MA: Tuesday September 17
Whippany, NJ: Thursday September 19
Wheeling, IL: Thursday September 26
Highlights include:
Veeva Vault Fall Community Forums
Interactive deep dives conducted by Veeva product experts
Networking based on relevant business cases

7. Agenda
Auto-On Features
Configurable Features

8. 19R2 Feature Details

9. Legend
Legend
Enhancement to Existing Feature
Admin Configuration: Requires enablement and/or configuration
Auto-on: Automatically available / some set-up may be required A
Admin Checkbox: Requires enablement
Support: Must be enabled by Veeva Support S
Always refer to the latest 19R2 Release Notes and Online Documentation for the most up to date version of documentation and configuration steps

10. Auto-On Features

11. Back to Vault from Brand/Medical Portal
Overview
Vault users viewing a Portal can now return to Vault by clicking on the dropdown on the upper-left hand corner of the Portal’s Homepage
Impact
Provides a more seamless experience for users, as they will no longer need to manually redirect themselves back to Vault
Considerations
Relevant only to Portal users who also have access to Vault (i.e. doesn’t concern Portal-Only Users)
Clicking on the PromoMats or MedComms logo from the Portal Selector page will bring users back to Vault
Clicking on the dropdown reveals an option to return to your Vault

12. Available Tasks Visibility
Overview
Previously, the Available Tasks view only appeared on a user’s Home tab if Available Tasks were configured within the Vault
In this release, the Available Tasks view will now always be visible to users on the Home tab
Impact
Improves performance of the Home tab
Considerations
Users will be able to accept an available task from Home > Available Tasks
Available Tasks will always now be visible to users on the Home page
Available Tasks:
Allows Workflow Owners to assign a task to multiple users and request that any one of the assigned users accept and complete the task

13. Document State Type: Deleted
Overview
Introduction of a new Deleted state type in all Vaults, which can be used for Documents that are not available for use, but should not yet be fully deleted
Impact
Admins can now map states from specific document lifecycles to a higher level ‘type’
Provides Admins with a ’soft delete’ option
 Use Case
A document that will no longer be used can be put into a Deleted state until the required retention period has been satisfied
Considerations
Once a document enters the Delete state, it will only be accessible to Vault Owners
Configuration
Admin > Configuration > Document Lifecycles
Learn more about Document State Types
New Deleted state

14. Vault File Manager Enhancements
Overview
In this release, we have added several capabilities to enhance the user experience and automate the check-in / checkout of documents when using Vault File Manager
Impact
Overall improved user experience and reduced manual effort
Considerations
Vault File Manager is only available for Windows
REMINDER: In 19R3 Enhanced Checkout will no longer be available. It will be replaced by Vault File Manager.
The Vault File Manager caters to most authentication tools and requires no user privilege to install.

15. Vault File Manager Enhancements
You can now click Check-in from the document's action menu in Vault
Vault will automatically begin checking in the file from Vault File Manager
Check-in from Vault a file that was checked out to Vault File Manager
The local file is checked in after you enter the version description and the Vault File Manager refreshed

16. Vault File Manager Enhancements
When a user checks out a file to Vault File Manager, the file will automatically open after it has finished downloading
A new "Undo checkout" action has been added to the Vault File Manager application
This will simultaneously remove the file from Vault File Manager and Undo Checkout in Vault
Checking out to Vault File Manager automatically downloads and opens the file
Check this box to permanently associate the download links with Vault File Manager
Ability to undo check out from the Vault File Manager desktop application

17. Report UI Changes Overview Impact
The Vault Report’s user interface has been updated to include a Properties panel
Impact
Assists users in understanding a report’s settings
Properties Panel displays:
Report Type
Flash Report Schedule & Associated User
If Previous Versions are included
If Report is Multi-Pass

18. Sticky Filters in Advanced Search
Overview
Advanced searches now preserve any previously applied filters, allowing users to combine advanced and standard search criteria
Impact
Users can add or modify advanced search options without needing to reapply filters from their original search or saved view
Considerations
Duplicate filters have been removed from the advanced search dialog
For example, the “File Format” filter is no longer displayed in the advanced search dialog because users can now apply that same filter in the standard search prior to opening the advanced search dialog

19. Pop Out Viewer for Document Hovercards
Overview
Document hovercards that appear when you hover over a document link in the Library (when in tabular view), a report, or an object record now include a pop-out icon that can be clicked to open the document in mini-browser window
Impact
Allows you to quickly view a document without being taken away from the current page, helping to keep your place when navigating in Vault
Document in Library (tabular view)

20. Pop Out Viewer for Document Hovercards
Considerations
When you click another document hovercard pop-out icon, the current mini-browser window refreshes to display the new document
Learn more about Document Hovercards
Document within an Object Record
Document within a Report

21. Configurable Features

22. Multi-Pass Reporting Overview Impact Considerations Use Case
Admins can now build more powerful reports by joining data from up to five (5) reports
Impact
Allows a single report to provide information that would previously require multiple reports
Use Case
Allows users to see Document information along with Created By User information
Considerations
Report Views are used to construct Multi-Pass reports
Admins must create a corresponding Report View before creating the Report Type
Report Views do not support prompts, groups, conditional fields, flash reports, or dashboards
Filter conditions will not show when you run the report but will be applied
Report Types are limited to Object and Object with Document
Reports are matched on related object fields or object reference fields

23. Multi-Pass Reporting Configuration
Report View - Admin > Configuration > Report Views > [Create Report View]
Click “Create” and determine the report view needed, add appropriate filters, and edit columns to include needed information and Save

24. Multi-Pass Reporting Configuration
Report Types - Admin > Configuration > Report Types > [Create Report Type]
Click “Create”, select “Multi-Pass” from the Class dropdown, and select the appropriate relationships using the available Report Views and Save

25. Multi-Pass Reporting Running the Multi-Pass Report
Run report and it will contain previously created filters and columns. You can filter information further by adding filters to the report as needed
Create the Report by selecting the newly-created report type and click Continue

26. Document with Created By User Report Type
Overview
This new report type allows users to create reports which include both document information and information about the user who created the document
Edit and change Status from Disabled to Active
Once the report type is active, the ability to create the report will be available

27. Document with Created By User Report Type
Impact
Allows users to see Document information along with Created By User information
Considerations
The new report type “Document with Created By User” is automatically provisioned (but Inactive) under Report Types
This report is part of the Multi-Pass reporting Class type
Configuration
Admin > Settings > Configuration > Report Types

28. Merge Fields for Excel Overview Impact Considerations Use Case
The Merge Fields feature is now available to use within a Microsoft Excel™ (XLSX only) source file
This feature allows Vault to find tokens within an XLSX source file and replace them with values from Vault document fields
Field merging enables template creation by auto-filling details like Product Name, Document Status, and Version Date
Impact
When Vault replaces tokens with field values, the system saves the updated version as the source file and if a user downloads the source file, they see the Vault field values rather than the tokens
For backup purposes, Vault store the original uploaded source file without any modifications
Use Case
This feature provides customers with an automated, flexible, time saving solution when assembling content for publishing, that limits the risk of inaccuracies putting their documents out of compliance
Considerations
Merge Fields as a Shared Field should be added to your Document Type in Vault
Tokens for a multi-select object reference field or for fields on that object, the process creates a comma-separated list in the cell
Does not support Merge Fields barcodes and Merge Fields filtering

29. Merge Fields for Excel Configuration
Admin > Configuration > Document Fields
Add the Merge Fields shared Document Field to your Document Type
Vault looks within the uploaded file for text that matches this pattern
Vault replaces tokens with Field Values by auto-filling upon upload

30. Set Binder Content Version Binding to Steady State Entry Action
Overview
This feature uses an entry action to automatically set binding rules for binder content to bind to the latest Steady State version
Impact
The entry action will attempt to bind to the latest steady state version if it exists
Use Case
Prior to this feature, binding rules had to be set manually. This feature will allow customers to automatically set binding rules to bind to the latest steady state upon entry into a specific state, such as Ready for Approval. This ensures that reviewers are viewing the latest steady state binder content
Considerations
Only available in PromoMats Vaults
Content that is not in a Steady State will not be bound
Document types must have a Binder Lifecycle associated with it (Admin > Document Type > Edit Details > Available Lifecycles > Binder Lifecycle)

31. Set Binder Content Version Binding to Steady State Entry Action
Configuration
Admin > Configuration > Document Lifecycles > Binder Lifecycle > States > [State] > Entry Actions > Set Binder Content Version Binding to Steady State

32. Set Binder Content Version Binding to Steady State Entry Action
Note that documents that are “Approved for Use” are bound to their latest Steady State and “Draft” documents are not

33. Configurable Tab Filters
Overview
Admins now have the ability set filters on custom document and object tabs
Impact
Allows a narrower set of documents or records to be displayed
Use Case
Quickly see a list of users who have logged in within a specified timeframe
Only display documents, within a specified document type, that are in an Approved state

34. Configurable Tab Filters
Considerations
Admin configured filters are not visible to the end user
Admins can configure up to five (5) filters
Contact Veeva Support to add additional filters
To view or configure, you must have a security profile that grants the correct Admin: Tabs permissions
Configuration
Admin > Configuration > Tabs
Use the +/- signs to add/remove filters
Operators will vary based on selected field
3. Select filter criteria
1. Select tab type: Document or Object
2. Select Document Type or Object
4. Select operator
Note: Operators will vary based on selected field
5. Select attributes
Note: When available, click on the binoculars to to open a search dialog

35. Lifecycle Stages Overview Impact
This features makes it easier for a user to clearly identify which steps of a document or object record have been completed and which remain outstanding, when moving through a lifecycle
Impact
Allows Admins to group document and object lifecycle states into systematic stages
Colour coding to represent whether a stage is completed (green), in progress (blue), or upcoming (grey)

36. Lifecycle Stages Considerations Configuration
Admins can configure up to ten (10) stages per document or object lifecycle
Lifecycle Stages should be configured to reflect business logic
Admins should not configure workflows, entry criteria, or other business logic based on Lifecycle Stages
Configuration
Document lifecycles: Admin > Configuration > Document Lifecycle Stage Groups
Admins will also need to ensure document users have the following object permissions selected:
Document Lifecycle Stage Label
Document Lifecycle State-Stage
Object Lifecycle Stage Label
Object Lifecycle State-Stage
Learn more about Lifecycle Stages

37. Multi-Document Workflow: Support Specific Lifecycle Configuration
Overview
Admins can now create Multi-Document Workflows that are only available for a specific lifecycle
Fields from all document types associated with the lifecycle are available
State change actions within these workflows can also use lifecycle states, rather than state types
In these workflows, Admins can:
Use a broader set of document fields to configure workflow updates
Prompt users for field values
Impact
Allows for documents to be sent through Multi-Document Workflows which require lifecycle-specific elements
Use Case
A large number of photographs are loaded into Vault and require the Librarian to provide the rights data associated. These can be sent through a Multi-Document Workflow created for that specific Components Lifecycle

38. Multi-Document Workflow: Support Specific Lifecycle Configuration
Considerations
This capability will be available in all Vaults
Configuration
Admin > Configuration > Multi-Document Workflows
Learn more about Configuring Multi-Document Workflows
Select the lifecycle applicable to the Multi Document Workflow

39. Multi-Document Workflow: Prompt for Fields on Start Step & Task Step
Overview
Admins can now configure Multi-Document Workflows to prompt workflow initiators or tasks owners for field values
Entered values will then populate across all documents included in the Multi-Document Workflow
Impact
Streamlines the completion of document information by populating data entered at prompts across all documents included in the workflow
Use Case
Admins can configure the workflow to prompt the workflow initiator to enter the Planned Publication Date when documents enter the approval workflow
Considerations
This feature works with cross-lifecycle workflows as well as single-lifecycle workflows
With cross-lifecycle workflows, only fields associated with Base Document are available

40. Multi-Document Workflow: Prompt for Fields on Start Step & Task Step
Configuration
Admin > Configuration > Multi-Document Workflows >[Multi-Document Workflow or Create New]
Select ‘Prompt for Document Fields’
Select those fields of which are required
Select Multi-Document Workflow

41. Multi-Document Workflow: Enhanced Support for Document Fields
Overview
Admins are now able to configure Multi-Document Workflows to:
Update non-shared document fields in a Content Action step
Use document fields in conditions in a Content Action step
This enables workflows to set document fields, for example Effective Date fields as well as perform actions on a document only if the condition is true
Impact
Automates the completion of certain document information across the all Documents within the Multi-Document Workflow
Use Case
A large number of photographs are loaded into Vault and require the Librarian to provide the rights data associated. These can be sent through a Multi-Document Workflow created for that specific Components Lifecycle and prior to the Librarian receiving the documents certain fields can be auto-populated based on the conditions met
Considerations
The document fields that will be available to update are dependent on the Multi-Document Workflow’s lifecycle
The Content Action step can either ‘Always’ perform or ‘Perform with conditions’

42. Multi-Document Workflow: Enhanced Support for Document Fields
Configuration
Admin > Configuration > Multi-Document Workflows
‘Create Step’ within the Multi-Document Workflow and Select ‘Content Action’ as the Type
Select ‘Perform with Conditions’ and provide conditions
Available fields are:
Dependent on the lifecycle
Non-shared
Select the actions to update document field, confirm document field and set a value e.g. Today()

43. Multi-Document Workflow: Enhanced Document Timeline View & Audit
Overview
In multi-document workflows, the document timeline view now displays workflow and task instances from where users can: view timeline and audit history, add, replace and participants, cancel workflows and tasks, reassign tasks
The document audit trail now also captures all workflow and task events
Impact
Uniformity between multi and single-document workflows providing a more consistent and better end user experience
Considerations
Prior to this enhancement, the object record audit trail captured all workflow and task events for multi-document workflows
Workflow tasks now available for Multi-Document workflows from Action Toolbar

44. Admin Features

45. Weekday Function and DateValue Enhancement
Overview
This feature adds support for the Weekday() function in Vault formulas and allows the DateValue() function to accept an optional time zone parameter
DateValue is an existing function that converts a DateTime to a Date but has been enhanced, so that it now accepts a second optional parameter – the timezone
Weekday() function is a new feature that takes either a Date or DateTime field and returns the day of the week as a number. The number 1 represents Sunday and 7 represents Saturday
Impact
By passing a time zone parameter to DateValue function, users are able to decide whether the returned date should be based on the user’s local time zone or a different time zone, instead of always defaulting to Vault time zone
The Weekday Function can inform users what day of the week a date or datetime is
Use Case
Users can use the Weekday Function to set a date to 30 days from now but ensure the day is a weekday on an object in PromoMats

46. Weekday Function and DateValue Enhancement
Considerations
This is only available as a formula field for objects, validation rules and field defaults
This is not available on workflow or lifecycle formulas, nor object lifecycles
This functionality is only visible to Admins
Examples
DateValue() is used when comparing a Date to a DateTime and you want to be specific about what value is used for the DateTime to Date conversion. This allows for the server or user time zone to be specified
Today("user") -

47. From the Configuration Report
Document Workflow Step Details in Vault Compare & Vault Configuration Report 
Overview
In this release, the Vault Compare and Vault Configuration Report functionality will include details for Document Workflow Steps
Impact
Provides greater visibility into the configuration
From the Configuration Report

48. Vault Compare Enhancements
Overview
Now supports comparison of Default and Override Rules, Documents & Binder Templates, and Vault Settings
Improved readability of entry criteria, entry action and user action on lifecycle states for both Document | and Object Lifecycles
Impact
The Vault Compare report has added enhancements to support what the Config tool was previously used for
Considerations
Domain settings will only be included if the user generating the comparison is a Domain Admin

49. Rendition Profiles Event Action
Overview
A new event action, Set Rendition Profile, is available for document lifecycles that will allow Admins to configure Vault to define conditions and automatically apply a chosen rendition profile
Impact
Provides greater flexibility for Admins to chose the required rendition
Use Case
Global companies can create rendition profiles that account for double byte character sets in countries where this is required and to specify the use of that rendition
Ensures the rendition shows fonts exactly as intended

50. Rendition Profiles Event Action
Considerations
Using specific renditions for the use cases above may result in larger file sizes on renditions
Can be used on the following Event Actions: Create Document, Create Draft, Create Copy
Configuration
Admin > Configuration > Document Lifecycles > [Lifecycle] > Event Actions > [Event Action]

51. Compliance Package Generation: Enforce Documents Are in a Steady State Check
Overview
Performs a check to ensure that materials are in a steady state prior to executing the Create Compliance Package bulk action
Impact
All materials must be in a steady state or an error will be displayed and prevent the user from creating the compliance package
Considerations
This feature does not ensure that prescribing information referenced by materials is in a steady state forms or supplementary forms that are automatically generated will continue to be created in a Draft state
Configuration
Admin > Settings > Application Settings > Compliance Package Generation > Enforce Documents are in Steady State

53. Appendix

54. General Updates Add Event Description to Audit Exports
The Event Description field will now be included in the export of an Audit Trail
Show Family Name in Domain Information
When viewing Domain Information, a Domain Admin will now see the application family name, rather than the application name
Ex: ‘Commercial’ will display for all PromoMats and MedComms Vaults
Data Model Changes for User Role Setup Source
Introduces ‘Source’ picklist and ‘Source Reference’ text field on objects with the User Role Setup class
Both fields are optional and non-editable
Future releases will use these fields to track origination of User Role Setup records
New Supported Component Types
Document Lifecycle Stage Group*
Object Lifecycle Stage Group*
*Both are supported for Configuration Migration, Configuration Reports and Vault Compare
Details for document workflow steps will now be included in the Vault Compare and Configuration Report
Scalable FTP
An upgraded Vault FTP infrastructure that takes greater advantage of AWS™
- Improvement of the complete migration process
- Better visibility of documents being consumed
- Shortened time for documents to become usable in Vault after load
Not sure where we should put this slide yet, but not presenting in deep dives

55. Vault Release Cycle – 3x per Year
2019
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
V19R2
scoping
2019 R1
2019
V20R1
scoping
V19R3 scoping
2019 R2
2019

56. Pre-Release
Validation testing for new features can be performed in Pre-Release Vault
Access to Pre-Release is limited to Vault Owners of Production Vaults and Product Support by default
Access can be requested via a Support ticket (Zendesk) via the Customer Support Portal
Pre-Release environments are available for the 4 weeks before and 4 weeks after a General Release
4 Weeks before: prepare and test
4 Week after: change control close out activities

57. VeevaDocs
Contains validation documentation for Veeva Products and Veeva Operational Reports
Organized into Binders by product and release
Access can be requested via Support ticket (Zendesk) via Customer Support Portal

58. trust.veeva.com
Offers up to date information on all of Veeva Systems’ service status
Communicates known issues, current status, and incidents of service unavailability
Calendar of known maintenance windows and planned downtime
Listed by Product & POD

59. Release Notification
Vault users that opt in via their User Profile will receive an notification about
Upcoming General Releases
Invitations to General Release overview webinars
Pre-release & validation availability
Go-live date reminders
Users that do not check the box will not be notified about upcoming General Releases