Release Date: April 24, 2015
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.
If you’d like to receive release notes via email, please send a request to jason.harlander@veeva.com.
Dynamic Security on Objects
Dynamic Security on Objects provides object record-level access control. Previously, Vault provided security at the individual object, configured through permission sets. However, organizations sometimes want to segregate access to individual records within an object (Product, Country, Study, etc.). With a large number of records and business requirements that govern access, it’s important that the system determine access automatically based on current business context.
Dynamic Security is a scalable way to control such access. With Dynamic Security, “Sharing Rules” determine access to individual records based on rule criteria. Criteria definition is flexible: it can be based on any object field and associated values. When activated, Sharing Rules automatically modify access behavior as the business context changes (as record field values change, etc.). In addition, users with access to create or edit object records can manually assign access.
Milestone & Document Linking
In V11, we provided the Milestone object, which allowed organizations to track those points in time that are important for TMF management. Now, we’ve automated the process of associating milestones to documents, making TMF completeness reporting easier than ever.
By comparing a document’s study details (Study, Study Country, Study Site) and Milestone Type field value against the milestones for that study, Vault can automatically find and select the appropriate milestones. This matching occurs every time users update a document or a milestone, ensuring that your TMF completeness reports stay current.
Advanced View Filters
With this release, we’re providing users more comprehensive filtering options when searching for objects or documents. In the new “advanced” filtering mode, Vault will offer additional operators, similar to those found in reporting, when filtering search results. For example, users can now get a list of documents where “Country does not equal USA.”
In advanced mode, users can also see every value available for filtering, even if no documents currently use that value. This enhancement, which allows users to construct custom views before the vault has a single document, is particularly useful for customizing recently-provisioned vaults.
We’ve broken out the “Search by User” and “Date Search” options into individual filters for each document field. This expanded functionality will allow users to filter on one date range for the Date Created field and another range for the Date Modified field and see, for example, only documents created in 2014 and modified in the last week.
Streamlined Document Type Selector & Description for Document Types
Many customers, particularly those using Vault eTMF, have hundreds of document types. To increase usability, we’ve introduced a new search-based document type selector for creating new documents or binders, including CrossLink documents, documents from templates, and placeholders. Alongside the new searchable selector, we have introduced a Description field for all document types, subtypes, and classifications, allowing Admins to provide users with explanations for each type. When searching for document types, users will also see matches in the Description field.
An administrator must enable the new selector for any vault created before this release, but new vaults will include it automatically.
Updated Visual Style
Since the first release, Vault has committed to delivering an intuitive, consumer-web user experience. Following this commitment, we will introduce a refreshed “flat” user interface. These visual changes do not affect functionality, but bring the look and feel of Vault in line with familiar consumer products.
Overlay Opt-Out
Vault now supports migration of content from legacy systems that mandate overlays, without an expensive re-authoring process. When loading content that already includes overlays into a vault, new options allow users to opt these documents out of Vault overlays and avoid the risk that duplicated overlays will make the content unreadable.
Admins can enable the feature by applying the new document field Disable Vault Overlays to specific document types and setting the field’s Status to “Active.” Users then use the document field to flag specific documents that do not require the overlays defined by those documents’ lifecycles.
Auto-Suggest Users & Alias Field on User Record
Tired of searching for the same user every time you assign a task? Not sure which user you’re selecting when users share the same name? With this enhancement, Vault automatically remembers the last five users that you selected for a specific role and highlights those users in the user list. In addition, the user profile now includes the Alias field, where users can provide additional information that will differentiate them from others with the same name during user selection.
Quick Add Filters
“Quick Add” provides a faster way to add fields to filter on, in both document and object tabs. Users simply click Quick Add, search or scroll to find the field, and click to add it to the top of the Filters section.
We continue to support the existing filter editor, which allows more robust functionality when users need to add and remove multiple filters, or reorder the filters in the sidebar.
Vault UI in Additional Language
Veeva Vault UI now supports Traditional Chinese. Users can update the language Vault displays for them by changing language settings in the User Profile page. Vault also supports setting Traditional Chinese translations for labels in user-configurable data such as document types, properties, picklist values, and lifecycle names. Learn more about supported languages and localization settings.
Optional Setting for Document Language Field
In this release, using placeholders is easier in vaults that have multilingual document handling enabled. Admins can now configure the Language field so that it is not required, allowing users to work on placeholders without specifying a language. If users do not specify a language before uploading a source file to the placeholder, Vault will default the Language field based on the uploaded file. Learn about multilingual document handling.
Automated Send to CLM & Engage
Currently, when users upload content, update a Distribution Package rendition, or upload a new version of a Multichannel Slide, they have to manually send to CLM or Engage. We’ve now simplified that process by allowing both the initial upload and subsequent user changes to automatically trigger the Send to CLM and Send to Engage actions. With this automation enhancement, organizations don’t risk users forgetting to manually trigger the send. Learn about CLM and Engage integrations.
Configurable Fields for Controlled Copy
In Vault QualityDocs, Controlled Copy functionality gives organizations a way to both dictate who can extract controlled content, in what form, and to track for whom and why the content is extracted. Vault now provides an additional level of control by allowing Admins to require that users select the Reason/Justification and Audience Details from a pre-approved set of responses, rather than entering the explanations in a text field. By linking these responses to objects, Vault also allows administrators to show only specific options to specific users, based on Dynamic Security sharing rules. This enhancement boosts data integrity and security.
As a bonus, we’ve revamped the Controlled Copy user interface, bringing it in line with the clean aesthetic and ease-of-use to which Vault users are accustomed. Although leveraging the new functionality will require additional configuration, the visual updates are available automatically.
Email Rendering
This release expands the types of content organizations can store in their vaults. Users can now upload emails (MSG and EML) files to Vault as source documents or attachments Vault will auto-generate viewable renditions. When users upload an email as a document, Vault automatically adds the email’s attachments as document attachments, as long as the document type allows attachments.
Document Hover Cards
Users can now hold their cursors over document names to view additional information in a “hover card.” From the name or thumbnail that appears in this hover card, users can also navigate to the Doc Info page. Document hover cards are visible in all Library or custom document tab layouts except Detail View, from document reports, from Home tab views (My Tasks, Notifications, etc.), and from related documents listed in the Doc Info page (Based On, Linked Documents, Related Claims, etc.).
New Permissions
In this release, Vault has new permissions available in permission sets to provide more granular control over settings. Under Admin permissions, the Settings: General permissions have split into General – Information and General – Configuration. The General – Information permissions control access to the Vault Information and License Information panels, while the General – Configuration permissions control all other sections.
Feature Enablement Details
Feature
Enablement
Application
User Impact
Dynamic Security on Objects
Configuration
All
All
Milestone & Document Linking
Admin Checkbox
eTMF
All
Advanced View Filters
Auto-On
All
All
Streamlined Document Type Selector & Description for Document Types
Admin Checkbox
All
All
Updated Visual Style
Auto-On
All
All
Overlay Opt-Out
Configuration
All
All
Auto-Suggest Users & Alias Field on User Record
Auto-On
All
All
Quick Add Filters
Auto-On
All
All
Vault UI in Additional Language
Auto-On
All
All
Optional Setting for Document Language Field
Configuration
All
All
Automated Send to CLM & Engage
Auto-On*
PromoMats, MedComms
All
Configurable Fields for Controlled Copy
Configuration
QualityDocs
All
Email Rendering
Auto-On
All
All
Document Hover Cards
Auto-On
All
All
New Permissions
Auto-On
All
All
*On vaults that already use CLM Integration or Engage Integration
See the following explanations of feature enablement options:
Enablement:
Auto-On: Automatically activated and no configuration is required before using the feature; note that in some cases, a new feature is dependent on another feature that must be enabled or configured
Admin Checkbox: On/off option controlled by Admins or requires configuration to enable
Configuration: Admins must configure the feature (separately from an Admin checkbox) before it is available to use or is active; for example, an Admin must add document templates before users can create documents from templates; for features that have Admin-only impact, configuration may be the only function of the feature
Support: On/off option controlled by Support
User Impact:
All: Visible to end users if enabled and/or configured
Portal: Only visible to Vault eTMF Portal users
Admins: Only visible to users with access to Admin area
Devs: Only visible to developers using the API
Upcoming Changes to Supported Browsers
As a web application, we need to make use of new capabilities available in modern browsers. Older browsers lack support for features needed to provide users with the highest quality experience. Occasionally, we discontinue support for older browsers. When this occurs, users accessing Vault with the unsupported browser may have trouble using certain features, and eventually the application may stop working entirely.
In coming releases, we will stop supporting the following browsers:
Internet Explorer 8: We will discontinue support with the V13 release in November 2015.
For additional details, see Supported Browsers & Settings.