Assigning Sites to Portal Users (eTMF)

Users with the license type Portal User have certain limitations related to their assigned study sites. Namely, when these users create a new document or use the Study Selector, they can only see and select object data records related to their assigned sites.

  • Study: Only see studies related to the assigned study sites
  • Study Country: Only see parent study countries for the assigned study sites
  • Study Site: Only see assigned study sites
  • Product: Only see products selected for the study associated to the assigned study sites

For example, Bruce has three assigned study sites (4841, 4842, 4843) for one study country (United States) and two studies (VVT722-401, VVT485-302). These studies are both for the product VeevaProm. When Bruce uploads a new document, the Study, Study Country, Study Site, and Product fields only allow him to select from the items listed above.

Note that site assignments do not affect document role-level security. Portal users may see documents for sites not assigned to them, if they have roles on those documents. Depending on document roles, they may not see all documents for the sites assigned to them.

Accessing Site Assignments

To assign sites to users, you must have a security profile that grants the Users: Edit permission.

You can assign sites from Admin > Users & Groups > Vault Users. When you open the User record details page for a user with the Portal User license type, you’ll see the Assigned Study Sites section. This section does not appear for users with other license types.

How to Assign Sites to Users

To change a user’s site assignments:

  1. Navigate to Admin > Users & Groups > Vault Users. Click on the user’s name to open the record details page, and then expand the Assigned Study Sites section.
  2. Click Edit Assignments.
  3. From the dialog that opens, find the appropriate study sites using the search and filters, or by browsing.
  4. Use the checkboxes to assign the sites.
  5. If you need to remove a site assignment, clear the checkbox.
  6. Click Close when done. Users will immediately have access to the assigned site.