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Veeva Commercial Vault 19R2 Deep Dive

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Presentation on theme: "Veeva Commercial Vault 19R2 Deep Dive"— Presentation transcript:

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

2

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 Dive
4 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

52

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


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