Veeva Site Connect streamlines and automates the sharing of documents and data between CROs and sponsors on Clinical Operations Vaults and study sites on SiteVault Vaults.

Configuration Overview

Enabling Veeva Site Connect

Veeva Site Connect is an add-on product available for Vaults in the Clinical Operations family. Contact Veeva Support to add Veeva Site Connect to your Clinical Operations Vault.

Site Document Exchange Page Layout Section

Adding this section to the Study Site object page layout allows users to see and search all document transfers in a given context at a glance. When configured, all Study Site records with Site Connect Agreements will display a grid view of transfer details.

Once a context is selected, Vault displays the associated columns:

Open At Site

  • Name
  • Document Type
  • Document Number
  • Sent Date
  • Expected Action
  • Sent Comments

Received From Site

  • Name
  • Document Type
  • Document Number
  • Received Date
  • Expected Action
  • Sent Comments
  • Received Comments

Rejected By Site

  • Name
  • Document Type
  • Document Number
  • Expected Action
  • Sent Comments
  • Received Comments

All Sent To Site

  • Name
  • Document Type
  • Document Number
  • Sent Date
  • Expected Action
  • Sent Comments

Creating connections to SiteVault

Vault automatically establishes connections between your production Vault and any SiteVaults you have. Simply create an Organization record and enter a valid Universal Study Number (USN) value. If a connection to that SiteVault doesn’t already exist, Vault creates it.

The corresponding record in SiteVault will use the Display Name set in the Admin > Settings > Application Settings > Site Connect > Sponsor/CRO Connection Naming field. When enabling Veeva Site Connect for the first time, connections to all SiteVaults with matching USN values in existing Organization records will be automatically created once this field is populated.

Configuring the Send Agreement Invitation Entry Action

You can add the Send Agreement Invitation entry action to any Active lifecycle state on the Study Site Lifecycle. For example, you can configure your Vault to send an Agreement invitation when a Study Site moves to Initiating state.

Configuring the Create & Send Agreement Invitation User Actions

Add the Create Agreement Invitation and Send Agreement Invitation user actions to a lifecycle state to allow users to manually rebuild and send Agreement invitations. This is useful if the entry action above fails, or if the target SiteVault fails to process the invitation correctly.

Configuring Site Package Definitions

Site Package Definitions are templates of document types that users can exchange with Study Sites. These packages are used by Vault to automatically retrieve relevant study documents and add them to site-specific packages. Every Site Package Definition parent record contains a set of Site Package Document records. These document records represent the document types that Vault will include in a Site Package.

To create a Site Package Definition record:

  1. Navigate to the Site Package Definition object record list page from Business Admin or a custom tab.
  2. Click Create.
  3. Enter a Site Package Definition.
  4. Click Save.

Site Package Documents

To add Site Package Documents to a Site Package Definition:

  1. Open a Site Package Definition record.
  2. In the Site Package Document section, click Create.
  3. Select a Document Type, Level, and Expected Site Action.
  4. Optional: Enter Default Comments. Vault displays default values will be to users on the Preview Site Packages page.
  5. Click Save.

Below is a simple set of Site Package Documents that you could include in a Site Package Definition:

Document Type

Level

Expected Site Action

Protocol

Study

None

Protocol Signature Page

Site

Revise & Return

Investigator’s Brochure

Study

None

Acceptance of Investigator Brochure

Site

Revise & Return

IRB or IEC Submission

Site

Provide Original

Configuring Clinical Network User Actions

Send Document Via Clinical Network

You can add the Send Document Via Clinical Network user action to any active document lifecycle state. When configured, this action allows users to select the Send Documents to Sites option from a document’s Actions menu to send documents to SiteVault sites from their Library.

Select a State Change for the user action to specify which lifecycle state the document enters in the source Vault once Vault successfully transfers it to the target SiteVault.

This user action only appears to users if there are active Agreements associated with the Study or Study Sites related to the document.

Send Matched Document Via Clinical Network

You can add the Send Matched Document Via Clinical Network user action to any Active state of the Expected Documents lifecycle. When configured, this action allows users to send documents and document requests to SiteVault sites from the Actions menu of Expected Document records. This action will only be available to users if there are active Agreements associated with the Study or Study Sites related to the Expected Document.

Send Site Package Via Clinical Network

You can add the Send Site Package Via Clinical Network user action to any Active state of the Study Country or Study Site Lifecycle. When configured, this action allows users to send Site Packages to SiteVault sites from the Actions menu of Study Country or Study Site records.

Configuring the Site Connect Details User Action

You can add the Site Connect Details user action to any document lifecycle state. The action will display when the Study referenced on the document has an active Site Connect agreement. When taken, the action:

  • Initially displays the Comment History page if the document was sent to a single Study Site; or
  • Initially displays the Track Document Distribution page if the document was sent to multiple Study Sites.

Users can toggle between both displays, and export the contents to either Excel or CSV.

Comment History

This displays all comments related to the document as it is exchanged between Sponsor/CRO and the Site. Each comment shows the Study Site name and associated document version, the latter of which can be clicked to launch in a new browser tab.

Track Document Distribution

This displays which Sites a document was sent to, along with the Sent Date, Due Date, and Expected Site Action for each exchange.

Configuring the Single-Study Documents Setting

The Enable Single-Study Documents setting tells Vault what to do when your Clinical Operations Vault receives a document from your Site Vault that references multiple Study records. If you set Enable Single-Study Documents to True, Vault creates a new document for each of the studies referenced. If set to False, Vault creates a single new document that references all the studies.

You can change the Enable Single-Study Documents setting by navigating to Admin > Settings > Application Settings > Connected Studies.

Mapping Vault Clinical Docs Artifacts

Ensure that document types in your Vault are mapped to the Vault Clinical Docs model so that transferred documents are classified correctly.

Users can utilize the Send Documents to Sites user action for document types mapped to the following artifacts:

Vault Clinical Docs Artifact Vault Clinical Docs External ID SiteVault Document Type
Acceptance of Investigator Brochure vdc__57 Acceptance of IB
Advertisements for Subject Recruitment vdc__27 Advertisement for Subject Recruitment
Certification or Accreditation vdc__95 Lab Certification
Clinical Study Report vdc__29 Clinical Study Report
Clinical Trial Agreement vdc__68 Contract
Close-Out Visit Confirmation Letter vdc_166 Monitoring Visit Confirmation Letter
Close-Out Visit Follow Up Letter vdc_167 Monitoring Visit Follow Up Letter
Completed CRF vdc_204 Completed CRF
Confidentiality Agreement vdc__53 Confidentiality Agreement
Contractual Agreement vdc__106 Contract
CRF Completion Requirements vdc__108 Procedure Manual
Data Privacy Agreement vdc__67 Data Privacy
Expedited Safety Report vdc_151 Expedited Safety Report
Feasibility Documentation vdc__54 Feasibility Questionnaire
Form FDA 1572 vdc__64 1572 or Equivalent
Head of Facility Curriculum Vitae vdc__101 Lab Director Qualifications
Indemnity vdc__69 Contract
Informed Consent Form vdc__24 Informed Consent Form (blank)
Insurance vdc__18 Insurance
Interim Monitoring Visit Confirmation Letter vdc_164 Monitoring Visit Confirmation Letter
Interim Monitoring Visit Follow Up Letter vdc_165 Monitoring Visit Follow Up Letter
Investigator Newsletter vdc_209 Correspondence
Investigator Brochure Summary of Changes vdc__317 Investigator Brochure
Investigator Regulatory Agreement vdc__65 1572 or Equivalent
Investigator’s Brochure vdc__13 Investigator Brochure
Investigators Agreement (Device) vdc__73 1572 or Equivalent
Investigators Meeting Material vdc__308 Training Material
IP Accountability Documentation vdc__83 IP Accountability
IP Certificate of Destruction vdc__305 IP Destruction
IP Instructions for Handling vdc__80 IP Instructions for Handling
IP Quality Complaint Form vdc__306 IP Quality Complaint Form
IP Sample Label vdc__81 IP Sample Label
IP Supply Plan vdc__79 IP & Supply Shipping
IP Unblinding Plan vdc__90 Decoding Procedures
IRB or IEC Approval vdc__42 IRB/IEC Response
IRB or IEC Compliance Documentation vdc__45 IRB/IEC Compliance
IRB or IEC Composition vdc__43 IRB/IEC Composition
IRB or IEC Notification of Trial Termination vdc__50 IRB/IEC Submission
IRB or IEC Submission vdc__41 IRB/IEC Submission
Marketed Product Material vdc__21 Marketed Product Material
Normal Ranges vdc__98 Lab Normal Ranges
Note to File vdc_207 Note to File
Operational Procedure Manual vdc_150 Procedure Manual
Other Approvals vdc__47 Ancillary Committee Response
Other Curriculum Vitae vdc__62 CV
Other Financial Agreement vdc__70 Contract
Other Information Given to Subjects vdc__28 Subject Materials – Other
Other Site Staff Medical License vdc_211 Medical License
Other Site Staff Qualification Supporting Information vdc__63 Training Evidence (non study-specific)
Other Submissions vdc__46 Ancillary Committee Submission
Participant Adverse Event Log vdc__315 Participant Adverse Event Log
Payment Letter vdc_201 Correspondence
Pregnancy Report Form Template vdc__313 Adverse Event Report
Pre-Study Visit Confirmation Letter vdc_160 Monitoring Visit Confirmation Letter
Pre-Study Visit Follow Up Letter vdc_161 Monitoring Visit Follow Up Letter
Principal Investigator Curriculum Vitae vdc__60 CV
Principal Investigator Financial Disclosure Form vdc__66 Financial Disclosure Form
Principal Investigator Medical License vdc__175 Medical License
Principal Investigator Qualification Supporting Information vdc__196 Training Evidence (non study-specific)
Protocol vdc__14 Protocol
Protocol Clarification vdc__212 Protocol Clarification
Protocol Deviations vdc__316 Protocol Deviations
Protocol Signature Page vdc__58 Protocol Signature Page
Protocol Summary of Changes vdc__213 Protocol Summary of Changes
Protocol Synopsis vdc__15 Protocol Synopsis
Regulatory Approval Notification vdc__32 Regulatory Authority Response
Regulatory Submission vdc__31 Regulatory Submission
Remote Monitoring Visit Confirmation Letter vdc_168 Monitoring Visit Confirmation Letter
Remote Monitoring Visit Follow Up Letter vdc_169 Monitoring Visit Follow Up Letter
SAE Report Form Template vdc__318 Adverse Event Report
Sample Case Report Form vdc__19 Sample Case Report Form
Sample Storage Condition Log vdc__307 Specimen Tracking
Site Budget vdc__302 Budget
Site Contact Details vdc__52 Study Contact Info Form
Site Evidence of Training vdc__77 Training Evidence (study-specific)
Site Initiation Visit Confirmation Letter vdc_162 Monitoring Visit Confirmation Letter
Site Initiation Visit Follow Up Letter vdc_163 Monitoring Visit Follow Up Letter
Site Invoice vdc_206 Invoice
Site Selection Letter vdc__303 Correspondence
Site Signature & Initials vdc__301 Signature & Initials
Site Signature Sheet vdc__72 Delegation of Authority
Site Training Material vdc__76 Training Material
Source Data Agreement vdc__311 Source Data Agreement
Special Events of Interest Form Template vdc__314 Adverse Event Report
Study Team Member Contact List vdc__304 Sponsor/CRO Contact Information
Sub-Investigator Curriculum Vitae vdc__61 CV
Sub-Investigator Medical License vdc__176 Medical License
Sub-Investigator Qualification Supporting Information vdc__197 Training Evidence (non study-specific)
Subject Diary vdc__22 Subject Diary (blank)
Subject Information Sheet vdc__25 Subject Information Sheet
Subject Log vdc_208 Subject Screening Log
Subject Participation Card vdc__26 Study Participation Card
Subject Questionnaire vdc__23 Subject Questionnaire (blank)
Visit Log vdc_210 Monitoring Visit Log

Mapping Profile Document Types

When your Vault receives profile documents from a SiteVault Vault, Vault automatically classifies the document based on the document’s attributes in SiteVault and the configuration of artifacts for the Vault Clinical Docs reference model in your Vault.

Vault Clinical Docs Artifact Applied to Document

SiteVault Document Attributes

Other Site Staff Medical License

Document type is Other Site Staff Medical License and the Study Team Role is not Principal Investigator or Sub-Investigator

Other Curriculum Vitae

Document type is CV and the Study Team Role is not Principal Investigator or Subinvestigator

Other Site Staff Qualification Supporting Information

Document type is Training Evidence (non study-specific) and the Study Team Role is not Principal Investigator or Subinvestigator

Principal Investigator Curriculum Vitae

Document type is CV and the Study Team Role is Principal Investigator

Principal Investigator Medical License

Document type is Medical License and the Study Team Role is Principal Investigator

Principal Investigator Qualification Supporting Information

Document type is Training Evidence (non study-specific) and the Study Team Role is Principal Investigator

Sub-Investigator Curriculum Vitae

Document type is CV and the Study Team Role is Subinvestigator

Sub-Investigator Medical License

Document type is Medical License and the Study Team Role is Subinvestigator

Sub-Investigator Qualification Supporting Information

Document type is Training Evidence (non study-specific) and the Study Team Role is Subinvestigator

Designate Documents as Create as Unclassified

Vault automatically classifies the documents sent from your Site Vault to your Clinical Operations Vault based on the document type. In some cases, however, you may wish for certain documents to be created as Unclassified so that you can classify them later, either manually or using the TMF Bot.

To enable or disable the Create as Unclassified field at the Artifact level:

  1. Navigate to Admin > Vault Clinical Docs > Hierarchy Items.
  2. Select the Artifact for which you want to enable or disable Create as Unclassified.
  3. From the All Actions menu, click Toggle Create as Unclassified. If the field was previously disabled, Vault enables it, and vice versa.

Configuring Field Defaults

Field Defaults allow you to specify a default value to apply to certain fields on incoming documents and object records. You can apply Field Defaults to all Agreements associated with a specific Connection or a specific Rule Set.

To create a Field Default record:

  • Create a Field Default record from Business Admin or a custom tab.
  • Select a Field Default Type and click Continue.
  • Enter a Name, Field Name, and Default Value to apply. Note that you must enter Default Values in a specific format depending on the data type. For Object Field and Object Field Default (Rule Set) types of defaults, enter an Object Name.
  • Depending on the Field Default Type you are creating, select the Connection or Rule Set that this default value will apply to.
  • The Status defaults to Active on new records. You can change the status to Inactive if you want Vault to ignore the Field Default.
  • Click Save.

If you create both Rule Set-level and Connection-level Field Defaults for a field, Vault applies the Default Value specified in the Connection-level Field Default Type.

Default Value Formatting

You must enter values in the Default Value field in the correct format:

Data Type

Format

Text

Text

Yes/No

True/False

Object

Object ID

Date Time

YYYY:MM:DDTHH:MM:SS.MMMZ

Date

YYYY:MM:DD

Picklist Value for Object

Picklist Value Name

Picklist Value for Document

Picklist Value Label

Number

123

Received from SiteVault Notifications

You can adjust the frequency of the notification users receive after their requested documents from SiteVault are created in the Clinical Operations Vault by navigating to Admin > Operations > Job Definitions and clicking on the Notify Senders of Returned Documents job. You can configure the notification to send Hourly, Daily, Weekly, or Monthly in the Schedule field, or set the Status to Inactive to prevent Vault from sending the notification.

Returned Document Notifiction job