Documents - Customizing Views, Filtering, Searching, Exploring

This video provides an in-depth how-to guide for navigating and managing documents within Veeva Vault, specifically tailored for users transitioning from a legacy system (Bear's Dart). The presenter walks through essential functionalities such as customizing document views, performing effective searches, applying filters to narrow down results, and exploring document details. The overarching goal is to empower users to efficiently locate and interact with the extensive collection of migrated and newly added documents within the Veeva ecosystem, emphasizing a systematic approach to document discovery and management.

The guide begins by demonstrating how users can personalize their document views by adding, removing, and reordering columns to suit individual preferences, highlighting the flexibility of Veeva's interface. It then transitions into search strategies, advising users to approach Veeva like a search engine such as Google – starting broad and progressively refining their queries. The video illustrates the difference between searching document titles and including document content and attachments in advanced searches, showcasing how to cast a wider net for comprehensive results. A significant portion of the demonstration focuses on the powerful filtering capabilities, using real-world examples like filtering by file format (to exclude placeholder documents), document type (e.g., certificates, labels), language, and specific subtypes to quickly drill down from thousands to a handful of relevant documents.

Further into the video, the presenter details the exploration of individual documents, covering aspects such as general information, product linkages, regulatory information, legacy identifiers, and version history. It also explains how to view document relationships, renditions (like attached approval certificates), and access permissions. Practical actions like adding documents to a cart, downloading them, and sharing via links are demonstrated. A crucial segment is dedicated to the importance of saving customized views and search criteria for future efficiency, allowing users to quickly revisit frequently accessed document sets. The video concludes with a strong emphasis on data cleanliness, encouraging all users to take ownership by editing incorrect metadata to ensure the integrity and usability of the data within Veeva Vault.

Key Takeaways:

• Customizable Document Views: Users can personalize their Veeva Vault interface by adding, removing, and reordering columns (e.g., format, title, keywords) to create a standard view that aligns with their specific needs, enhancing efficiency in document discovery.
• Strategic Document Search: It's recommended to approach Veeva document search like Google, starting with broad terms and then narrowing down. Users can search within document titles or utilize advanced search options to include content and attachments for a more comprehensive result.
• Effective Filtering for Precision: Veeva Vault offers robust filtering capabilities by criteria such as file format (e.g., PDF, Word), document type (e.g., certificate, labeling), language, and specific subtypes (e.g., registration confirmation), which are crucial for quickly sifting through large volumes of documents.
• Handling Migrated Data and Placeholders: During data migration, some documents may initially appear as "placeholders" with only metadata available. Users can filter by file format to exclude these temporary entries and focus on fully migrated, accessible documents.
• In-depth Document Exploration: Beyond basic viewing, users can explore detailed document information including general metadata, linked product information, associated regulatory details or dossiers, legacy identifiers, and comprehensive version history.
• Understanding Document Relationships and Renditions: Veeva Vault allows users to view relationships to other documents, access renditions (e.g., PDF versions, attached approval certificates), and check who has access to a particular document, providing a holistic view.
• Saving Custom Views for Efficiency: Once a specific set of search and filter criteria has been applied to find a particular type of document (e.g., US labels), users can save this configuration as a custom view. This prevents repetitive searching and allows quick access to frequently needed document sets.
• Document Lifecycle and Actions: Documents in Veeva Vault have states (e.g., "release state"). Users with appropriate permissions can perform actions like making a document "obsolete" if a newer version or draft exists, indicating its status within its lifecycle.
• Sharing and Downloading Documents: Users can easily share documents by sending a direct link to recipients within Veeva or download documents to their local computer for offline use or integration into other workflows.
• Critical Importance of Data Cleanliness: The video strongly emphasizes that all users are "champions of this data" and encourages them to proactively edit any incorrect metadata they encounter. Maintaining clean and accurate data is paramount for the system's overall usability and reliability.

Tools/Resources Mentioned:

• Veeva Vault: The primary document management system discussed.
• Bear / Dart: Mentioned as a legacy system from which documents were migrated to Veeva Vault.
• Google: Used as an analogy for effective search strategies ("approach Veeva just like you would Google").
• Wiki page on team site: Referenced for additional, more detailed information on document options.

Key Concepts:

• Customizing Views: The ability to modify the display of document lists by adding, removing, or reordering columns.
• Filtering Documents: Applying specific criteria (e.g., file format, document type, language) to narrow down search results.
• Searching Documents: Locating documents based on keywords in titles, content, or attachments.
• Placeholders: Temporary entries for documents where only metadata has been migrated, with the full file content yet to be transferred.
• Metadata: Data that provides information about other data, such as document title, format, type, language, and associated product or regulatory details.
• Renditions: Different versions or formats of a document, or associated attachments (e.g., a PDF rendition of a Word document, or an approval certificate attached to a main document).
• Version History: A record of changes made to a document over time, including different versions and their status (e.g., obsoleted).
• Document States: The lifecycle status of a document (e.g., "release state," "obsolete").
• Cart: A temporary collection area for documents a user intends to download or perform other actions on.
• Saving Views: The functionality to store a specific set of search and filter parameters for quick reuse.
• Data Ownership: The concept that all users are responsible for maintaining the accuracy and cleanliness of data within the system.

Examples/Case Studies:

• Searching for "indazaflam": Used as a primary example to demonstrate broad search, content inclusion in search, and subsequent filtering.
• Finding a "Registration Confirmation" Certificate: A step-by-step example of filtering by document type ("certificate"), language ("English"), and subtype ("registration confirmation") to locate a specific document for "New Zealand."
• Searching for "Labels": Another example used to demonstrate filtering by document type ("labeling") and the process of saving a custom view for frequently accessed categories like "US Labels."