Veeva FAQs

Question:

Why is the Delete Button missing from CRM offline? The user has Delete permission on the Object and can delete records Online.

Answer:

The Delete Button is not supported offline for Custom objects. The Delete Button is coded for certain Veeva Objects and only appears before the record syncs online.

Related Documentation:

CRM Help Documentation: N/A

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Introduction:

A replay is now available for the Veeva CRM V19R1 Preview Webinar. A Q&A is also attached to this article.

Q&A:

Question:

How to delete a saved custom view in PromoMats?

Answer:

To delete a saved custom view:

Open the custom view from the left sidebar or the view manager pop-out window.

In the heading area, selectDeletefrom the drop-down menu. here.

ClickContinueto confirm the deletion.

A deleted custom view cannot be recovered, except to recreate it.

Deleting a view that is shared means that users can no longer see it.

Related Documentation:

Vault Help Documentation: How to Delete Custom Views

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Question:

How to show all bound or unbound documents within binders in PromoMats?

Answer:

Filtering options in the binder headerallow users to show only bound, only unbound, or all documents.

Open a binder.

Selected Bound Documents or Unbound Documents from the dropdown in the header: here.

Related Documentation:

Vault Help Documentation: Setting Version Binding

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Question:

What can users do with report tabular view in PromoMats?

Answer:

TheReportstab appears in tabular view and functions like a spreadsheet. In this view, Users can do the following:

Resize columns

Rearrange columns by clicking and dragging the column headers

Add or remove custom columns by clickingEdit Columnsin theActionsmenu here.

Sort by column values

Customize the appearance of column text by clickingTruncate Cell TextorWrap Cell Textin theActionsmenu

Favorite reports by clicking the start icon

Related Documentation:

Vault Help Documentation: Tabular View

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Question:

How to add columns to tabular reports in PromoMats?

Answer:

By default, new reports include a column showing theNamefield for each reporting object.Users can add columns to show additional fields. To add columns:

ClickEdit Column(s). here.

In theEdit Column to Displaydialog, fields are grouped and color-coded according to their related object.

Choose fields fromAvailable Columnsand move them toDisplayed Columns. Note that theRestorelink here reverts the displayed columns to the last saved values.

ClickOK.

Related Documentation:

Vault Help Documentation: Adding Columns

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Question:

Can document copies be reflected in an original document audit trail?

Answer:

The answer is No.They can be traced fromthe Where Used report for the source document.

here.

Also, this relationship is reflected in theBased onsection in the new copy document.

Related Documentation:

Vault Help Documentation: Tracking Source & Copy Relationships

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Question:

How to add run-time filter prompts when creating reports in PromoMats?

Answer:

To add run-time filter inputs to a report:

In the Prompts section of the report builder, select a field from the drop-down. Note that formula fields cannot be used in run-time filters.

Choose an operator (equals, etc.). The user running the report provides the field values.

Create additional filter prompts by clicking the plus (+) icon. To remove a prompt, click the minus () icon. here.

Related Documentation:

Vault Help Documentation: How to Add Run-Time Filter Prompts

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Question:

How to export reports in PromoMats?

Answer:

To export reports:

From theReportspage or report viewer, select theActionmenu. Users may see different options according to types of reports and Vault settings.

Select the Export option. here.

A dialog opens whileVault processes request. Users can choose to cancel the request from this dialog. The dialog closes automatically when the file is ready.

Depending on the computers configuration, the file may download automatically or users may have to choose to save it.

Related Documentation:

Vault Help Documentation: How to Export Reports

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Question:

How to export annotations for offline annotation in PromoMats?

Answer:

In order to make offline annotations, users must download a special PDF version of the document.

To downloadthe PDF:

ChooseExport Annotationsfrom the document Action (gear) menu. here.

A pop up appears when finished:

Note: If a user exports and annotates a viewable rendition, Vault is not able to import the offline annotations. The document must have a viewable rendition in order to export for annotation.

Related Documentation:

Vault Help Documentation: How to Export for Offline Annotation

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Question:

What types of annotations are included when exporting annotation in PromoMats?

Answer:

TheExport Annotationsoption exports all annotations, including anchors, page-level annotations, and resolved annotations. Vault does not include document-level comments in the export.

Related Documentation:

Vault Help Documentation: About Exported Annotations

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Question:

How to import offline annotations in PromoMats?

Answer:

To import a PDF with offline annotations:

From the Action (gear) menu, chooseImport Annotations. here.

ClickChooseand select the file that was previously downloaded and annotated.

ClickOKto upload the file.

A pop-up appears to show the action is completed:

Related Documentation:

Vault Help Documentation: How to Import Offline Annotations

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Question:

How to identify a record causing an error when running the MCCP Cycle Plans Process in Veeva CRM Online?

The following error is shown in the MCCP Admin tab: Processing error encountered; please review the details of the job with failed records for a MCCP object in the "Bulk Data Load Jobs" page in Administration Setup.

Answer:

These are the steps to identify the record:

Go to Setup.

Type Bulk in the quick find area.

Click Bulk Data Load Jobs.

Select the most recent job that has failed records. here.

Click on View Result for the Batch that has a failed record.

Open the file that downloads using Notepad.

Scroll through the document until an error is shown and copy the record ID immediately prior to the error.

Go back to the same where View Result is clicked in step 4.

Click on "View Request" and open the document in Notepad

Press CTRL + F to open the Find window.

Paste the record ID that is copied in Step 7.

Press Find.

The record of the ID that is causing the error is the next record seen after the Record that is located using the Find.

For this scenario, the Job ID selected in step 4 is for the MC Cycle Plan object. The record ID identified through this process was a record of that Object type.

Related Documentation:

CRM Help Documentation: Multichannel Cycle Plans

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Question:

Does the original document version change after user upload a new version of the source under copying documents stage?

Answer:

No. Theoriginal source document is version sensitive. This means that iftheOriginal Sourcerelationship points toV1.0, it always points to V1.0even if a user uploads a new version of the source.

Related Documentation:

Vault Help Documentation: N/A

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Question:

How to add workflow participants in PromoMats?

Answer:

To add new participants to a workflow after it has started, use the following steps:

Click on Show Active Workflow from the Header Area here. or open theTimeline View.

From the workflowsActionsmenu, chooseAdd Participants.

In the dialog box, add the users or groups to the appropriate roles and clickSubmit.

Vault notifies the new task participants of the action and, if applicable, adds active tasks to the userMy Tasksviews.

Related Documentation:

Vault Help Documentation: How to Add Workflow Participants

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Question:

How to create multiple values for a picklist in PromoMats?

Answer:

Users can copy multiple values from a text document or spreadsheet and paste into the new value text box in order to add multiple values at once. The values appear on separate lines or separate rows.

Do the following:

Copy the numbers from a text document orspreadsheet. here.

Paste into the value area of a picklist.

Press Enter on the keyboard.

Values appear.

Related Documentation:

Vault Help Documentation: How to Copy and Paste Multiple Values

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Question:

How to Create Line Charts in PromoMats?

Answer:

Line Chart is available for reports in Promomats.

To create a Line Chart, go to dashboard component that shows a line chart:

While in edit mode, clickAdd Component. here.

Enter aNamefor the component.

SelectLineas the chart type.

On theChart Datatab, select a report and aMetric(y-axis value) from that report to serve as the data for the chart. InX-Axis (Category), select a field to serve as thecategory in the report. InGroup By, select a field to group by within each category, if available.

On theFormattingtab, choose to show or hide the x and y-axis labels. Modify the labels if needed. Select theShow Chart Valuescheckbox to display the exact value for each category or group above the data point on the line. Select theShow Legendcheckbox to display a legend below the chart. Enter a value forTarget Lineto display a target value as a line on the chart.

ClickPreview Report Datato preview the chart with data.

ClickContinueto add the new component to the dashboard.

Related Documentation:

Vault Help Documentation: How to Create Line Charts

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Question:

How to view all related document of an object record in PromoMats?

Answer:

To view all documents related to an object record:

Open an object record.

Select All Related Documents. here.

Vault opens all related documents:

Click Back to [Object record] to go back to the record.

Related Documentation:

Vault Help Documentation: Multi-Document Viewer

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Question:

Is it possible to download a PDF with annotations from a previous version of a document in PromoMats?

Answer:

Yes it is possible to download a PDF with annotations from a previous version of a document.

View Content and View Document permissions are required in order to download the PDF with annotations.

Related Documentation:

Vault Help Documentation:

What is the PDF with Annotations Option in PromoMats?

How to Download a PDF with Annotations from a Previous Version of a Document in PromoMats?

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Question:

How to download a PDF with Annotations from a previous version of a document in PromoMats?

Answer:

To download aPDF with annotations from a previous version of a document, use the following steps:

Search for the document and click on the document name.

Change the document to either Mixed View or Field View. here.

Under Information, look for Version History and expand the section.

Select the version of the document in which the PDF is downloaded and click on it.

After selecting the right version, be sure it states the version needed next to the title of the document.

Select the drop-down menu from theDocument Options on the top-right side of the screen.

Select the option for PDF with Annotations

A PDF downloads with all annotations made on the content from that specific version.

Related Documentation:

Vault Help Documentation:

What is the PDF with Annotations Option in PromoMats?

Is it Possible to Download a PDF with Annocations from a Previous Version of a Document in PromoMats?

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Question:

Why can a user view a Crosslink but not a source document in PromoMats?

Answer:

A crossLink has its own Document Type, Lifecycle and Workflows. It resides in a different Vault from the source document.

A user needs to have access to the source Vault and permission to view the source document.

Related Documentation:

Vault Help Documentation: CrossLinks Overview

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Question:

How can usersdifferentiate if a task is optional in PromoMats?

Answer:

When a user starts a workflow, a pop-up appears and an optional task shows a check box in front of its name. Clicking this box causes the document to go through this task. Unchecking it causes the document to skip the task.

here.

Related Documentation:

Vault Help Documentation: Workflow Task Step

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Question:

How to edit dashboards in PromoMats?

Answer:

Only the dashboard owner, a user listed as Editor for the dashboard, or an Admin can edit a dashboard.

To edit a dashboard:

Click Dashboards and select the dashboard: here.

Click Edit to enter Dashboard Edit Mode:

From edit mode, the user can:

Rename or edit the dashboard component by clicking the pencil icon by the dashboard name. Review thecomponent settings for each chart type:Gauge,Number,Column,Bar, andPie.

Delete a dashboard component by clicking theXicon by the component name.

Rearrange dashboard components by clicking on the component and dragging it to a new location in the dashboard.

Change the dashboard layout by choosing2 columnsor3 columnsfrom the picklist.

Add a new component by clickingAdd Component.

Click the bullhorn icon to feature or un-feature a specific chart. The featured chart appears in full width at the top of the dashboard.

Related Documentation:

Vault Help Documentation: How to Edit Dashboards

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Question:

Who can add comments to tasks and add task instructions?

Answer:

Users, as the task assignee with View Document permission, can add comments to a task.

here.

Users with View Document and Start Workflow permissions can add task instructions.

Related Documentation:

Vault Help Documentation: Configuring Document Workflows: Workflow Task & Decision Steps

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Question:

What are the Version Binding Options for Documents in PromoMats?

Answer:

Users may need to update component documents while preserving a snapshot of the binder contents at a specific point in time.

Users can choose the options below to bind all document versions in a binder as a whole.

here.

Users can choose the following option to bind a single document version in a binder.

If users chooseBind to a specific version,it allows users to select from a list of all versions for the document.

Related Documentation:

Vault Help Documentation: How to Set Version Binding for Individual Documents

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Question:

Does Vault allow reassigning completed tasks using the Reassign Task option?

Answer:

No,Reassign Task replaces the task owner for an active single task. If the current task owner has future tasks, future notifications, or other current tasks, this action does not change the user assigned for those. Future tasks, completed tasks, and notifications are not available.

Related Documentation:

Vault Help Documentation: Reassign Task

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Question:

Can Vault delete a completed workflow kask?

Answer:

No. Vault can delete a current task using the Cancel Task functionality.

Cancel Task: This action deletes a current task.Completed tasks and future tasks are not available.

Related Documentation:

Vault Help Documentation: Cancel Task

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Question:

What isinline grid editing in PromoMats

Answer:

Inline editing allows users to update values in a grid much like you would in an Excel spreadsheet. In Vault, inline editing supports various keyboard shortcuts which allow the user to quickly edit multiple records or multiple fields within a record.

Inline editing is available from object list pages in bothAdmin-->Business Adminand custom object tabs. These pages display a list of object records (in tabular or grid format) for a specific object.

Example: Navigate toAdmin-->Business Admin-->Productsto display a list of products.

Related Documentation:

Vault Help Documentation: Using Inline Grid Editing

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Question:

Can a GIF file animate in PromoMats?

Answer:

Currently, .gif files do not animate in Vault and appear as static images.

One solution to bypass this is to convert the file to a .mp4 or a .mov file as a custom rendition.

Other examples of supported video file formats that can be used as a custom rendition:

here.

Related Documentation:

Vault Help Documentation: N/A

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Question:

What permission do users need to create Unclassified documents in PromoMats?

Answer:

A user needs to have permission to create at least one Document Type in order to have access to create Unclassified documents.

If a user does not have permission to create any Document Types, the Always Allow Unclassified permission to upload unclassified documents must be enabled. With the Always Allow Unclassified permission, users can upload unclassified documents.

Note: this permission does not allow the user to classify documents or create documents of any document type. Learn more about the Always Allow Unclassified permission.

Related Documentation:

Vault Help Documentation: Related Permissions

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Question:

Can notes be added when using the Placeholder function in PromoMats?

Answer:

In a Placeholder document, the uploader can upload files and write descriptions into the note area.

Reviewers can check the description in the Version History area.

here.

Related Documentation:

Vault Help Documentation: N/A

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Overview:

An Expense or Attendees not syncing to Concur when the Concur Sync is run in CRM. The error from the Concur Sync logs is:

<message>Custom4: Exception_MISSREQFLD</message>

Root Cause:

Exception_MISSREQFLD is an error coming from the Concur Sync on the Concur side. A field is required in Concur but is not mapped in the Concur Admin tab.

In this example, the field in Concur that is marked as required isCustom4.

Solution:

From the Concur Admin tab:

Click Edit on the top of the page.

Go to the section which matches where the error occurs: Call, Attendee or Medical Event.

Add the Concur field and its corresponding CRM field.

Related Documentation:

CRM Help Documentation: Mapping Custom Fields

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Overview:

Import from CRM job in Align is missing a delete update from CRM.

Root Cause:

Deleted records are purged from the Recycle Bin before theImport from CRM is run. This job looks into deleted records that are in the Recycle Bin to update the records in Align.

Solution:

If the Recycle Bin is regularly cleared in CRM, the Import from CRM must be run prior to capturing any deleted records.

Related Documentation:

Align Help Documentation: Align-CRM Integration

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Thank you

Overview:

Auser selects anApproved Email template andadds a related fragment to thetemplate. Then, the user accesses Preview Mode to open alink from the previously selected fragment. The user receives the following error message:Link is not accessible.

here.

Root Cause:

The application cannot open any link which ispointing towards anApproved Document in Vault.

Solution:

This is working as designed.

Related Documentation:

N/A

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Overview:

When opening theMy Samplestab, the following error occurs even when the user has access to the Sample Management objects:

Your account does not have all the required permissions.

here.

Root Cause:

The user needs required access to the Veeva Messages object to be able to access My Samples Tab.

In addition,the user needs access to the Sample Management objects such as:

Sample Inventory

Sample Transaction

and more

Solution:

To prevent the error, do the following:

Provide, at least,Read permission to the Veeva Messages Object.

Clear Veeva Cache.

Related Documentation:

CRM Help Documentation: Samples

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Introduction:

The following PPT presentation is available for the Veeva CRM V19R1 Deep Dive.

Introduction:

A replay is available for the Veeva CRM V19R1 Deep Dive Webinar.

Overview:

A replay is now available for the Veeva CRM V18R3 Events Management & Engage Webinar. A Q&A document (PDF) is attached below.

Question:

Can a user mark a Vault as favorite?

Answer:

A user can mark a Vault as Favoritein theMy Vault view. To remove it from Favorites, click the star again.

here.

Related Documentation:

Vault Help Documentation: View, Sort, & Favorites

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Question:

How many recipients can be added when sharing a custom view in PromoMats?

Answer:

When sharing, users can add up to 50 recipients. A group can also be a recipient. By using groups, more than 50 total users can be added.

Related Documentation:

Vault Help Documentation: How to Share Custom Views

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Overview:

There is an object field populated on a document with a value. When a user clicks on the value, instead of taking the user to the object record under the tab configured for the corresponding object, it takes the user to the object record under the Business Admin menu in Vault.

Root Cause:

The user either does not have the permissions needed to access the object tab, or the object tab was setup as an object type tab rather than a base object tab.

Solution:

The user would either need to be granted access to the object tab through their permission set or a base object tab would need to be used rather than an object type specific tab for the corresponding object.

*** Callout Section ***

Note: If a user has the proper permissions and the tab is configured as a base object tab, clicking on an object record in a document's metadata will take the user to the record in the object tab.

Related Documentation:

Vault Help Documentation: Configuring Custom Tabs

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Question:

Why are certain Picklist Value Names grayed out in Vault?

Answer:

This is due to the Picklist Valuebeing Standard. You cannot edit or delete a Standard Value in Vault.

here.

Related Documentation:

Vault Picklist Documentation: Picklist Management

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Question:

Can the Owner be prevented from viewing an object record in Vault?

Answer:

Yes, an Owner can be prevented from viewing the object record if the following criteria are met:

The user must not have a Vault Owner Security Profile.

The user must be a part of a Custom Object Lifecycle Role lacking the Read permission on the object record's Lifecycle State.

Workflow Role Permissions take precedence over record ownership. Even if a user creates a record, once that record enters a state in which the user role lacks the Read permission, the user is no longer able to view the record.

Related Documentation:

Vault Object Lifecycle Documentation: Lifecycle State Role Permissions

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Question:

Can an Attachment be re-rendered in Vault?

here.

Answer:

Yes. A document attachment can be re-rendered. Open a ticket with Veeva Support. Supply the following information:

Document ID

Major Version

Minor Version of the Attachment

Note: To obtain this information, click on the Attachment link in the Source Document's Information Panel. In the URL the Document ID, Major Version, and Minor Version are listed on the end of the URL separated by backslashes.

Once the Support Team has this information, the Attachment can be rendered on the back-end.

Example:

In the screenshot, the Document ID is 537, the Major Version number is 0, and the Minor Version number is 1.

Related Documentation:

Vault Attachment Documentation: About Attachments

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Question:

Why does CRM State Distributor License allow to record Calls where the Health Care Organization (HCO) and Health Care Provider (HCP) addresses do not match?

Answer:

This is working as designed in the case of an HCO Call with an HCP as an attendee.

Since State DistributorLicense is for Business Organization, it is stored and validated at the HCO's address. In an HCP Call, an exact match is performedbetween HCP's selected Call Address and all theaddresses of a selected Call location (HCO Account addresses). This is to identify the Call Locationaddress to be used in State Distributor License validation.

For an HCO Call, the Call address is the HCO location which is where the license distributor license valid address is defined so it is not required to match with any other address.

Address match between the HCP and HCO address is only performed in case of the Person Call because the system needs to find the business locations address to perform the state distributor license validation.

Related Documentation:

CRM Help Documentation: State Distributor License

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Introduction:

The following PPT presentation is available for the Veeva CRM V19R1 Deep Dive Default On.

Question:

Why does Vault Compare return differences between workflows that are being compared, even though they are the same in Vault?

Answer:

This is working as designed.Document Workflows are compared based on the checksum value and can return a False Positive result. Or, there can be a difference between the workflows even though they are functionally the same.The workaround is toextract the Workflow JSONdata and do a text-based comparison to see what the differences are between the affected workflows.

Related Documentation:

Vault Configuration Migration Documentation: Using Vault Compare

Vault API Documentation: Exporting & Importing Workflows

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Overview:

When performing a sync, a userreceivesanerror message: Sync Failed null.

here.

Root Cause:

The org is not completely Veevatized and there are no Veeva Messages and VMobile Object Configuration (VMOCs) records.

Solution:

A full Sandbox can be refreshed to match the CRM Production org as long as it is 29 days after creation. Other Sandboxes such as Developer, Developer Pro, and Partial Copy need to be customized manually or with the help of Veeva Services.

Related Documentation:

Knowledge Article: How to Veevatize a Salesforce Sandbox as Veeva CRM?

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Overview:

A user receives the following Trigger Error when Tapping Attendee Reconciliation in CRM iRep Events Management:

VOD_EM_ATTENDEE_AFTER_INS_UPD: execution of AfterInsert

System.DmlException: Insert failed. First exception on row 0; first error: DUPLICATE_VALUE, duplicate value found: Mobile_ID_vod__c duplicates value on record with id: a0L5C000000kve5: []Trigger.VOD_EM_ATTENDEE_AFTER_INS_UPD: line 111, column 1

Root Cause:

The error occurs because theWalk_In_Status_vod__c is incorrectly set toNeeds_Reconciliation_vod on anEvent_Attendee_vod__c record corresponding to the EM Event Speaker.

Solution:

This value should be Null on theEvent_Attendee_vod__c recordcorresponding to the EM Event Speaker.

The Default for this picklist should be set to --None--:

here.

Related Documentation:

CRM Help Documentation: Walk-in Attendees

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