# Document Reuse Across Studies

Organizations often reuse _Person_-, _Organization_-, and _Product_-related documents, such as CVs and Lab Certifications, across many studies. Manually updating this field for each new document version, or each time a new _Person_, _Organization_, or _Product_ is associated with the study, is a time-consuming process.

With document reuse functionality, Vault can automatically populate and maintain the _Study_, _Study Site_, and _Study Country_ fields on defined document types as _Persons_, _Organizations_, or _Products_ are added to and removed from studies. This prevents users from needing to manually maintain which document versions are applicable for which studies. Vault also automatically updates the _Product_ field based on the values in the _Study_, _Study Site_, and _Study Country_ fields.

## Components for Document Reuse Across Studies {#components}

Clinical Operations Vaults include the following components to support document reuse:

  * **_Person Profile, Organization Profile, and Product Profile Document Type Groups_**: These pre-configured _Document Type Groups_ identify the _Person_-, _Organization_-, and _Product_-specific document types that are often reused across studies. Vault can automatically update the _Study_, _Study Site_, and _Study Country_ fields for document types that belong to one of these _Document Type Groups_ when a user adds or removes _Persons_, _Organizations_, or _Products_ from studies.
  * **_Study Person_, _Study Organization_, and _Study Product_ objects**: Users must create _Study Person_, _Study Organization_, and _Study Product_ object records for Vault to automatically update the _Study_, _Study Site_, and _Study Country_ fields on related document versions.
  * **Refresh Study Values on Associated Documents user action**: This action updates values on all related document versions. When configured, users can select this action on any _Study Person_, _Study Organization_, or _Study Product_ record.
  * **Delete and Cleanse Associated Documents user action**: This action deletes the record and removes the study from any document versions with which it is currently associated. Note that deleting a record using the standard **Delete** option does not remove the study on associated documents. When configured, users can select this action on any _Study Person_, _Study Organization_, or _Study Product_ record.

### Admin: Adding to Document Type Groups

Admins must <a href="/en/gr/618/#EditingDocTypes">add any document types</a>
 to the pre-configured _Document Type Groups_ to enhance content reuse functionality and scope within your Vault.

### Admin: Configuring User Actions

Admins may configure the _Refresh Study Values on Associated Documents_ and the _Delete and Cleanse Associated Documents_ user actions on active object lifecycle states for the _Study Person_, _Study Organization_, and _Study Product_ objects.

### Admin: Configuration Limitations

The following limitations affect content reuse configuration:

  * The _Study_, _Study Site_, and _Study Country_ field values will appear on documents in the designated _Document Type Groups_ for users regardless of their <a href="/en/gr/22824/">permission settings</a>
.
  * Admins cannot edit or delete the configured _Document Type Group_ records, or make them inactive.
  * Admins cannot assign a document type to multiple _Document Type Group_.

## How Vault Populates the Study Field

Using pre-configured _Document Type Groups_, Vault automatically updates the _Study_, _Study Country_, and _Study Site_ document fields based on the _Person_, _Organization_, or _Product_ records associated with a _Study_.

When a user uploads, classifies, or reclassifies a document belonging to one of the configured _Document Type Groups_, Vault automatically populates the _Study_, _Study Site_, and _Study Country_ fields based on the studies associated with the _Person_, _Product_, or _Organization_ populated on the document. Vault updates _Study_ values to add new studies or remove irrelevant studies on the latest version of all related documents each time a user creates, deletes, or inactivates a _Study Person_, _Study Organization_, or _Study Product_ record.

When a document is versioned, Vault removes _Study_ values from the new version for any _Study Person_, _Study Organization_, or _Study Product_ that is no longer active for that study.

## How Vault Populates the Product Field

Vault automatically defaults the _Product_ field based on the <a href="/en/gr/4345/#study-product-role">Lead Agent</a>
 products associated with the study values in the _Study_ field. It then updates the _Product_ field any time the _Study_, _Study Site_, or _Study Country_ fields on the document are modified.

Vault does not default the _Product_ field on documents classified into profile-related  <a href="/en/gr/618/">_Document Type Groups_</a>
.

## About Document Classification

The following behaviors dictate how Vault updates _Study_, _Study Site_, and _Study Country_ field values when a user classifies or reclassifies a document in a defined _Document Type Group_:

  * When a user classifies or reclassifies a document into a document type that is assigned to a defined _Document Type Group_, Vault automatically updates the _Study_, _Study Site_, and _Study Country_ fields.
  * When a user initially classifies a document into a document type that is assigned to a defined _Document Type Group_, Vault automatically populates the _Study_, _Study Site_, and _Study Country_ fields before a user saves changes.
  * When a user reclassifies a document into a document type that is assigned to a defined _Document Type Group_, Vault populates the _Study_, _Study Site_, and _Study Country_ fields after the user saves her changes.

## Content Reuse Limitations

The following limitations affect content reuse functionality:

  * Users cannot manually update the _Study_, _Study Country_, or _Study Site_ fields on _Person_-, _Organization_-, or _Product_-specific documents; these fields become read-only.
  * Vault doesn't update the _Study_ field when the document is <a href="/en/gr/34126/">archived</a>
.
  * Vault does not apply document reuse functionality to documents transferred from a SiteVault Vault via <a href="/en/gr/64231/">Veeva Site Connect</a>
 or from a RIM Submissions Vault via the <a href="/en/gr/60446/">Clinical Operations & RIM Vault Connection</a>
. All updates to those documents are limited to updates received from the source Vault.