Release Date: December 16, 2016
We are pleased to bring you the following new features in this week’s release. For details about each feature’s impact and enablement, see below. You can also check out New Features in the API.
Vault Objects
Object State Entry Criteria Based on Related Object Records’ States
Entry criteria are conditions that an object record must meet before it can enter a specific lifecycle state. With this release, Admins can configure entry criteria to verify that related object records are in a specified state before allowing the primary object record to enter a state. For example, in a Quality Management System, a Deviation record cannot enter the Root Cause state until all of its related Investigation records are in Closed state. This new type of entry criteria only supports inbound relationships, which means that it can check the states of object records that reference the primary object or child records of the primary object. This feature will support additional relationships in a future release.
Object State Entry Action Change State of Related Records’ States
Entry actions are automatic actions that occur when an object record enters a specific lifecycle state. With this release, Admins can configure entry actions to change the lifecycle state of a related record. For example, in a PromoMats vault, when a Product record enters Withdrawn state, all related Marketing Campaign records would move to Inactive state. This type of entry action only supports inbound relationships, which means that it can change the states of object records that reference the primary object record or child records of the primary object record. This feature will support additional relationships in a future release.
Parent Object Field Filter
In this release, Admins can define filters on Parent Object fields to constrain the list of object records that a user can choose from when creating a child record or associating a records in a many-to-many relationship. For example, in a simple many-to-many relationship between Product and Study objects, an Admin can define a filter on the Product parent field in the join object to ensure that users only select products in Approved status.
Object Reference Field Links in Related Object Lists
Within Related Object sections on an object record detail page, Vault now displays object reference fields as clickable links. This functionality lets users navigate directly to related object records. For example, a Product record includes a related Studies section with a column showing the CRO responsible for each study. Now, a user viewing the Product record could click to navigate directly to the CRO record detail page.
Renditions
Video Player Upgrade
In this release, we’ve upgraded the video player for enhanced stability. The upgraded player does not require Adobe Flash to play, which provides broader device and browser compatibility. This upgrade also refreshes the interface and adds a 10 second rewind option.
Note: This upgrade re-enables seeking beyond the buffer.
Support for ASF Videos
Vault can now render and display ASF format video files.
Configuration Migration Packages
Component Comparison for Inbound Packages
Component Comparison allows Admins to view the details of a proposed configuration change prior to deploying an inbound package using Configuration Migration Packages. This feature compares the component included in an inbound package with the same component as currently configured on the target vault. Within the first step of the Review & Deploy action, Admins can use the View comparison link on any Update deployment action to open the Component Comparison view.
Component Label Visible in Outbound Packages
The component Label value is now visible in the Outbound Packages user interface, making it easier for Admins to identify components when adding them to outbound packages for migration.
Access Control & Authentication
Permission Set Control for Send as Link
In response to customer feedback, we’ve updated the Send as Link feature by providing a security profile permission (through permission sets) that grants access to the Send as Link document action: Application: Vault Actions: Document: Send as Link. This permission works in conjunction with existing Send as Link access rules, but provides an additional layer of control for custom security profiles.
The permission is auto-on for all existing permission sets, which replicates the current functionality.
Multichannel
Retain PowerPoint as Source for Multichannel Slides
The Create Presentation action converts documents with PowerPoint source files into Multichannel CLM content, but converting to PDF does not preserve PowerPoint features like animations and slide transitions. With this enhancement, Multichannel Slide documents created this way can retain the PowerPoint source file, letting users leverage those PowerPoint features while making the slides available within Veeva CRM.
When users select the Retain PowerPoint as Source checkbox during the Create Presentation process, Vault:
Copies the PPTX source file from the original document to the Multichannel Slide document
Sets the CRM Media Type field on the slide to PPTX
Creates a Veeva Distribution Package containing the PPTX file, thumb.jpg, and poster.jpg
In CRM 17R1, we plan to make the PowerPoint content available within the CLM Media Library. This content will display in PowerPoint on the user’s device.
Litmus Integration for Approved Email
Approved Email content is HTML and renders differently depending on how the recipient views it. To help content creators ensure their content renders well on the most common email clients, browsers, and devices, we have integrated Litmus within Veeva Vault, enabling Vault users to generate previews from Email Template documents.
Multichannel Shared Fields
The Create Presentation action can copy field values from the original document to the Multichannel Presentation and Multichannel Slide documents for shared fields that apply to both. To better support this functionality, we’ve converted all Multichannel document fields to shared fields. Admins can add the shared fields to document types that use the Create Presentation action to take advantage of this change.
PromoMats DAM Edition
Unclassified Document Creation Through FTP
Users on PromoMats DAM Edition can now upload files as large as 100GB to the “Hot Folder” on their vault’s FTP server. Vault monitors this folder and automatically creates unclassified documents using the uploaded files. Files over the regular size limit become Large Size Asset renditions, which allows users to also upload a smaller, renderable source file (up to 4GB for most files and up to 2GB for video files).
Although Vault already supported multi-file upload for up to 100 source files, the new FTP Hot Folder allows upload of over 100 files in a single action. By using a specific naming convention, users can upload any variety of rendition (except Viewable Rendition) for each document. This provides an easy way to upload an entire photoshoot in one go, providing both the large RAW files (as Large Size Asset renditions) and associated JPEG files (as renderable source files).
Vault assigns these unclassified documents to the new Staged lifecycle and Staged lifecycle state. Users must classify the documents before they fully enter the vault’s Library. Using default assignments for the lifecycle’s Editor role, organizations can ensure that the right users are able to access and classify the documents. Vault sends notifications after creating a Staged document, allowing users to move on to other tasks while waiting for their system to process large files.
Extract Image, Audio & Video Properties
Vault extracts EXIF, XMP and IPTC metadata from uploaded images, audio, and video files. If present in the file metadata, Vault displays the following details in the File Info section within the Doc Info page fields panel. For example, Vault populates Color Space, Image Size, Artist, and Keywords fields with extracted metadata from supported image files.
RAW Camera File Support
Vault now creates viewable renditions for the following RAW camera file types:
.crw .cr2 (Canon)
.nef .nrw (Nikon)
.arw .srf .sr2 (Sony)
.pef (Pentax)
.raw .rw2 (Panasonic)
.raw .dng (Leica), .dng (Adobe, Apple)
.raf (Fuji)
.orf (Olympus)
.3fr (Hasselblad)
.dcr, .kdc (Kodak)
RIM
Enhanced Export to Excel for Tree View
This enhancement extends the Submission Content Planning feature. When performing a Hierarchical Export to Excel from the Tree View, the export now contains any documents that were matched to the Content Plan Items within the exported view. This provides better visibility into the overall Content Plan as it allows users to review both the content-specific metadata (Content Plan Item records) and their matching documents.
UI Updates for Bulk Object Record Creation
This enhancement to the bulk create registrations wizard is the first step in our upcoming feature that will handle creation of packaging level registrations automatically. The packaging records in the wizard are now pulled from the packaging product details relationship, which will facilitate future enhancements.
eTMF & Study Startup
Milestone Gating
With milestone gating, organizations can ensure that Study Startup users progress through their milestones in a specific order, leveraging the Milestones lifecycle, its Done state, and the Finish to Finish object type within Milestone Dependencies. This prevents users from marking a milestone as Done before the previous, dependent milestones are complete. If a milestone has associated documents, then those documents must also be in their steady state before a user can mark the milestone as Done.
Admins can configure overrides to this functionality on a per-milestone basis and can also rename the Done state in the Milestones lifecycle to fit their organization’s terminology.
In the current release, standard lifecycle configurations are not available. Admins must configure the Milestones lifecycle and its lifecycle states, including state entry actions and user actions for state changes.
UI Changes
New Vault Color Palette
We have updated the page header color scheme throughout Vault to present a cleaner and more modern look. This change also affects the Admin area, the external document viewer, and the My Vaults page.
Combined Create & Upload Button
This release consolidates the Upload and Create buttons into one unified Create button. The option to create documents by uploading source files appears in the Create button menu.
Enablement for Search-Based Document Type Selector
The search-based selector displays all document types, subtypes, and classifications in a single, searchable list. As you type in the search field, Vault narrows the list to items matching your search terms. Matches can be in the document type, subtype, or classification labels or in the document type description. The search-based selector is most effective when Admins add descriptions to document types.
Feature Enablement Details
Feature
Enablement
Application
Vault Objects
Object State Entry Criteria Based on Related Object Records’ States
Configuration
All
Object State Entry Action Change State of Related Records’ States
Configuration
All
Parent Object Field Filters
Configuration
All
Object Reference Field Links in Related Object Lists
Auto-On
All
Renditions
Video Player
Auto-On
All
ASF Video Support
Auto-On
All
Configuration Migration Packages
Component Comparison for Configuration Packages
Auto-On
All
Component Label Visible in Outbound Packages
Auto-On
All
Access Control & Authentication
Permission Set Control for Send as Link
Auto-On
All
Multichannel
Retain PowerPoint as Source for Multichannel Slides
Auto-On 1
Multichannel
Litmus Integration for Approved Email
Auto-On 2
Multichannel
Multichannel Shared Fields
Auto-On
Multichannel
PromoMats DAM Edition
Unclassified Document Creation Through FTP
Support
PromoMats DAM
Extract Image, Audio & Video Properties
Auto-On
PromoMats DAM
RAW Camera File Support
Auto-On
PromoMats DAM
RIM
Enhanced Export to Excel for Tree View
Auto-On 3
RIM Submissions
UI Updates for Bulk Object Record Creation
Auto-On
RIM Submissions
eTMF & Study Startup
Milestone Gating
Auto-On 4
eTMF, Study Startup
UI Changes
New Vault Color Palette
Auto-On
Combined Create & Upload Button
Auto-On 5
Enablement for Search-Based Document Type Selector
Auto-On
1 In vaults that already use EDL.
2 In vaults that use EDL; in these vaults, certain migration tasks happen automatically.
3 In vaults that use the related features (CLM Integration, Approved Email, and Events Management).
4 On vaults that use Milestone Templates
5 Contact Veeva Support to disable this feature