Administrators can manage a Vault’s VeevaID settings as well as register new VeevaID users. VeevaID Partners can also register their apps and gain access to the VeevaID API, support, and security best practices.
Note: When a VeevaID user’s account details (such as Last Name) change, the user must first initiate the update process in the VeevaID portal. Once updated in the portal, the new details are updated upon log-in to each individual system. When their email changes, they must re-register for a new VeevaID.
VeevaID Usage Best Practices
VeevaID is designed for external users who work with multiple sponsors or CROs.
Other types of users who should not use VeevaID include:
- External users who already have a Vault login. These users should use cross-domain authentication.
- Internal users within your organization. VeevaID does not allow users with a username that matches the Vault’s domain. For example, VernBio’s domain is @vernbio.com, therefore, username domains for VeevaID users in the VernBio Vault cannot be “@vernbio.com”. These users should use SSO with your enterprise identity provider to provide the best end-user experience and reduce the number of logins they need to remember.
Managing VeevaID Settings in Vault
Administrators can manage individual Vault settings for VeevaID from Admin > Settings > Vault Settings > VeevaID Settings.
The following information is available on the VeevaID Settings page:
- VeevaID Name: The name used when referencing the current Vault on the VeevaID portal. This field defaults to the product family name.
- VeevaID Description: A description of the Vault used on the VeevaID portal. This field defaults to a product family description.
- Company Name: The name of the company associated with this Vault. This field defaults to the Vault’s sponsor name.
Select Edit to modify these fields. If you attempt to blank any of them, the values are reset to their defaults.
Registering VeevaID Users
To register a VeevaID user:
- Navigate to the Admin > Users & Groups > Vault Users page and select Register VeevaID User from the Actions menu.
- In the Register VeevaID User dialog, enter the user’s email address.
- Click Search.
- Select Invite User to VeevaID.
- Enter the user’s First Name and Last Name.
- Select the Language, Locale, and Timezone.
- Select the License Type and Security Profile. Vault automatically assigns the VeevaID Security Policy for the new user. If the License Type field is not visible, manage application-specific licensing in the next step.
- Optional: Select a license value for each application. You must select a license value for at least one application. Some license values may be unavailable depending on the application.
- Select Send Invite. This sends an email to the user to complete the registration process. You will receive an email notification when the user has completed their registration.
Note: The auto-created VeevaID Security Policy is not visible in Admin and is not editable. The same VeevaID username and Vault username can co-exist as long as they-re in different domains.
Checking the VeevaID Registration Email Status
Vault allows you to check the status of VeevaID registration emails through the VeevaID Invites: Vault User Creations (veevaid_invite_vault_user_creation__sys) object. You can use this feature to find more details on VeevaID registration emails, such as the date and time it was sent, when it expires, and if the user received it or not.
To check a VeevID registration email status:
- Navigate to Business Admin > All VeevaID Invites: Vault User Creations.
- Click an ID in the Name column to open the record detail page.
- Click All Actions > Email Registration Status.
The Email Registration Status dialog opens and contains details on the VeevaID registration email’s status. You can also access this action by clicking All Actions next to the ID in the Name column.
Resending a VeevaID Registration Email
To resend a VeevaID registration email:
- Navigate to Business Admin > All VeevaID Invites: Vault User Creations.
- Click an ID in the Name column to open the record detail page.
- Click All Actions > Resend Registration Email.
This action is also available from the Email Registration Status dialog if the status is Failed. You can also access this action by clicking All Actions next to the ID in the Name column.