Managing Vault Clinical Basics Users

Admins have sole responsibility for user management in the Clinical Basics: eTMF. These tasks can be subdivided into two categories: Setup and System Maintenance.

Before users can access your Vault, you must complete the following setup tasks:

  • Creating and Managing Users
  • Setting up Studies
  • Granting Study Access

In addition to the setup tasks, Admins also have responsibility for basic system maintenance:

  • Managing the Global Directory
  • Archiving Studies

Vault has three user types:

  • Domain users: Typically employees within your company. These users may already be in your company domain.
  • Cross-domain users: Typically users from external organizations, such as vendors or inspectors. These users already have Veeva Vault credentials and will use them to access your Vault.
  • VeevaID users: VeevaID is an Identity Provider (IdP) system that allows you to use a single login for all Veeva applications. Users with a VeevaID can use their SSO credentials to access Vault.

Creating Domain Users

Complete the following steps to create a new Domain user or add an existing Domain user to your Vault:

  1. Open your Clinical Vault.
  2. Navigate to User > Create. The Create User page displays.

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  1. Click Domain User under User Details.
  2. In the Domain User field, begin typing the user’s email address. A dropdown list displays:
    • If the user is a part of your Domain, select them from the list.
    • If the user is not a part of your Domain, click Create Domain User and enter their information in the pop-up window. Click Save. The system populates all known information in the General Info and Account Details sections.
  3. Enter any contact information that has not been populated by the system.
  4. Select the appropriate Security Profile for the user:
    • Study Contributor
    • External Inspector
    • Study Viewer
    • Vault Admin
  5. Select the appropriate Person Type for the user:
    • Internal (default)
    • Vendor
  6. Select the desired Activation Date.
  7. Click the Send Welcome Email on Activation Date checkbox to ensure that the customer receives an email notification of their access.
  8. Set the Security policy associated with the user:
    • Basic (non-SSO)
    • Required SSO
  9. Click Save to save the user in the Vault.

Creating Cross-Domain Users

  1. Open your Clinical Vault.
  2. Navigate to User > Create. The Create User page displays.
  3. Click the Actions Menu and select Create Cross Domain User. The Create Cross-Domain User window displays. Image Name
  4. Complete the fields and click Save to add the user to your domain.

Activating and Deactivating Users

Use Change State to set users to Active or Inactive in the System.

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