Note: The features described on this page are no longer available for new implementations. Veeva Site Connect provides similar functionality, enabling sponsors and CROs on Clinical Operations Vaults to securely exchange documents, document requests, and data with sites on SiteVault Vaults.
To use the Send Document Package action in a Vault, an Admin must first enable the feature and configure default workflows for each document type. The Type Defaults tab within the document type detail dialog allows you to select default values for the Process Name, Department, Milestone Type and Workflows for a specific document type. You can set these values at any level in the hierarchy: base document, type, subtype, or classification. Child document types will inherit the parent selections.
To perform this setup, you must have a security profile that grants the correct permissions.
How to Enable Send Document Package
To enable the Send Document Package action, navigate to Admin > Settings > Application Settings and select the checkbox for Allow Sending Document Packages.
Before using document packages, you must edit the document types, subtypes, or classifications which can be part of a document package. You will need to select the default Process Names and Workflow(s).
Accessing Document Type Defaults
Navigate to Admin > Configuration > Document Types. Locate the document type to edit in the list and choose Edit Details from the Actions menu. Open the Type Defaults tab.
About Default Processes
For a given document type, you can set one or more default values for the Process Name field. Users can override these defaults in the fields panel of the Doc Info page. The picklist values are configurable from Admin > Business Admin > Picklists.
The Process Name field (process_name__v) is configured at the Base Document level and allows you to assign one or more processes to the document.
To set up default processes, select one or more Process Names from the list and click Save. These selections will be the default values for the Process Name document fields. To include a document in a document package, the Process Name field must include the Set up Site(s) value.
About Default Departments
For each document type, you can set one default value for the Department field. Users can override these defaults in the fields panel of the Doc Info page. The picklist values are configurable from Admin > Business Admin > Picklists.
The Department field (etmf_department__v) is configured at the Base Document level and allows you to assign a department responsible for the document.
To set up a default department, select a Department from the list and click Save.
About Default Milestone Types
For a given document type, you can set one or more default values for the Milestone Type field. Users can override these defaults in the fields panel of the Doc Info page. The picklist values are configurable from Admin > Business Admin > Picklists and on the Milestone object.
To set up default milestone types, select one or more Milestone Types from the list and click Save. The number of default milestone types assigned to a document depends on how the document will be used with respect to tracking its progress during the course of a study.
About Default Workflows
When you include a document in a Send Document Package action, Vault starts the “default workflow” for that document. For each lifecycle and document type combination, you must set up a default workflows. This means that for a single document, there will only be one workflow that can start through a document package. For example, a document with the type Regulatory > General > Filenote and lifecycle eTMF Expedited Process has Review as its default workflow. When including that document in a Send Document Package action, only the Review workflow can start for it.
To set up default workflows, select a Default Workflow for each lifecycle associated with the document type and click Save. Note that both active and inactive workflows appear in the picklist, but the workflow must be active to include the document type in a document package.