vault 101 training - veeva systems · 2014-10-29 · ®2014 veeva systems –company confidential...
TRANSCRIPT
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Vault 101 TrainingLalana Dararutana, R&D Sr. Consultant
Heather McHugh, R&D Sr. Consultant
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®2014 Veeva Systems – Company Confidential veeva.com | 1
What You’ll Learn Today
An Introduction to Vault
Logging In
Uploading/Finding Documents
Managing Documents with Workflows
Reports & Dashboards Basics
Using Vault Help
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®2014 Veeva Systems – Company Confidential veeva.com | 2
Today’s Session
An interactive session where you can try Vault for yourself
Use the search filters and see how they differ from
folder navigation
Get your questions answered about Vault capabilities
Explore how processes could change with your
business partners on Vault
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Introduction to Vault
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®2014 Veeva Systems – Company Confidential veeva.com | 4
The Consumer Web Works for Consumers…
…who then go to work, and get tortured by technology
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®2014 Veeva Systems – Company Confidential veeva.com | 5
Veeva Vault
Consumer-web ease-of-use
Cloud pace of innovation
IQ/OQ validated, PQ ready
Regulated content management platform and applications
built for life sciences
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®2014 Veeva Systems – Company Confidential veeva.com | 6
Veeva Development Suite
Collect Manage Submit
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Lesson 1: Logging In
Logging in to Vault
Orientation to the Interface
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®2014 Veeva Systems – Company Confidential veeva.com | 8
Logging In to Vault
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Login URL = https://login.veevavault.com
Enter your Vault user name and password
Your user name should be
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®2014 Veeva Systems – Company Confidential veeva.com | 9
Exercise: Logging In
Log in to the system
View the home page
My tasks
Available tasks
Notifications
View the library
View a document
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Lesson 2: Uploading & Finding Documents
Understanding Documents
Uploading Content
Finding Content
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®2014 Veeva Systems – Company Confidential veeva.com | 11
Understanding Documents
Document — a generic term used to describe any content within a
document management system
Document types — identify the content based on the subject and
function of the document
Example: Principal Investigator CV, Protocol, SOP
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®2014 Veeva Systems – Company Confidential veeva.com | 12
What Makes up a Document
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CONTENT
FILE
Fields
Name
Title
Product
Country
Study
Site
Status
Etc.PDF
RENDITIONS
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®2014 Veeva Systems – Company Confidential veeva.com | 13
Uploading Content
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Click on Upload to start
uploading your document with
the help of a ‘wizard’.
Select the type, subtype, and
classification.
As an admin, you can define
these in your Vault.
Drag and drop to add a
document or browse your
folders to find it.
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®2014 Veeva Systems – Company Confidential veeva.com | 14
Exercise: Uploading / Finding Content
Add content to Vault
Upload new document
Create document from template
Populate document fields
Download the source document
Download the viewable rendition
Check in / check out
Locate document
Navigate library
Using search
Filters
Add favorites
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Lesson 3:Managing Documents With Workflows
Reviewing a Document
Using Annotations
Comparing Versions
Approving a Document w/ 21 CFR
Part 11 Compliant e-signature
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®2014 Veeva Systems – Company Confidential veeva.com | 16
What Is a Workflow?
Workflows define a set of tasks assigned to users
Task recipients need to perform a specific action
(e.g., review this document)
Assigned tasks are displayed in your Vault task list, and
notifications are sent via email
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®2014 Veeva Systems – Company Confidential veeva.com | 17
Relationship of Lifecycles & Workflows
SAMPLE WORKFLOW
Draft Reviewed ApprovedReview
Workflow
Approval
Workflow
Lifecycle states are stopping
points for your documents in
their workflow
Lifecycles provide clear status for
where your document is in the
overall process
Lifecycle states drive special
actions in your workflow:
Security changes
Setting of dates
Changing cycle counts
Workflows define the process
that the document takes to get
between lifecycle states
Workflows define the tasks
necessary to move the
document forward
Workflows typically consist of
multiple tasks between lifecycles
Lif
ecycle
Wo
rkfl
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s
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®2014 Veeva Systems – Company Confidential veeva.com | 18
Review and Approval Workflows
The owner sends a document
for review and/or approval
Review is typically used for
informal feedback, annotations
Approval is used to formally
approve a document with
e-signature
Workflow participants, task
instructions, and due dates
can be specified when starting
a workflow
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®2014 Veeva Systems – Company Confidential veeva.com | 19
Exercise: Review/Approve a Document
Reviewing a document
Send document for review
Complete the review task by:
Comparing versions
Adding/responding to annotations
Completing the task
Approving a document
Send document for approval
Complete the approval task by providing your e-signature
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Lesson 4:Reports & Dashboards Basics
Overview of Reports & Dashboards
Creating a Report
Creating a Dashboard
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®2014 Veeva Systems – Company Confidential veeva.com | 21
What Are Reports and Dashboards?
Reports provide a way to answer business questions
about your processes in vault:
Gather relevant data and construct a visual representation for review
Highlight:
Which documents need attention
Which state of processing documents may be in
Historical insights of past reviews, approvals, and much more
Dashboards provide an at-a-glance view of reports
Organize, analyze, and share this data in Vault with any
authorized user
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®2014 Veeva Systems – Company Confidential veeva.com | 22
Types of Reports and Format
Document
Reports on documents leveraging fields and document metadata
(e.g., document status, expiration date, type/subtype/classification, etc.)
Workflow
Report on workflow and/or task information
(e.g., performance metrics, completion dates, etc.)
Report format
Tabular
Shows properties in columns and individual records in rows
Matrix
Shows properties in both columns and rows, and performs summary calculations in the cells
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®2014 Veeva Systems – Company Confidential veeva.com | 23
Exercise: Creating Reports & Dashboards
Learning about reports
Create a report
Matrix, workflow, or document
Share a report
Learning about dashboards
Create a dashboard
Share a dashboard
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Lesson 5:Using Vault Help
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®2014 Veeva Systems – Company Confidential veeva.com | 25
Vault Help Page
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®2014 Veeva Systems – Company Confidential veeva.com | 26
Vault Online Help Files
Veeva Vault includes access to help documentation
Provides written details
about specific features,
as well recorded sessions
Describes the latest features
in visual, easy-to-read,
release notes
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Questions
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®2014 Veeva Systems – Company Confidential veeva.com | 28
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