Navigating Vault Basics

This article provides general information about navigating your Vault Basics applications.

Tab Collections

You can access the tab collections from the Tab Collections menu in the upper-left corner of your Vault Basics application:

The tab collections available to you, and which tabs are available in those tab collections, are dependent on the Vault Basics application and the security profile assigned to your user account.

Notifications

Notifications provide a way for Vault to let you know when certain events have occurred. These notifications may be related to documents, workflows, or other record activity, and may contain helpful links for easy navigation to the relevant location in Vault.

When you receive a new notification, a solid notification dot is displayed on the Notifications icon in the upper-right corner of any Vault Basics page.

Using the Notifications Panel

The Notification panel displays the 25 most recent notifications that you’ve received.

Complete the following steps to use the Notifications panel:

Click the Notifications bell icon to open the Notifications panel. Vault displays new notifications with a notification dot and unread notifications with a blue background.
To mark a notification as read, hover over the notification and click Mark as Read. The notification background changes to white.
To delete a notification, hover over the notification and click Delete. The notification is removed from the Notifications panel.
If a notification is related to a specific document or other record, click the record name in the notification to navigate to the related document or record.
To view more details about a notification, click Show more in the notification. The notification is expanded and displays additional details.

Using the Notifications Page

The Notifications page displays all of your notifications and the full notification text for each notification. You can filter your notification list using the following views in the left panel on the Notifications page:

All Notifications: Displays all notifications, regardless of category.
Tasks: Displays notifications related to tasks.
Shared Views: Displays notifications when another user shares a filtered view with you.
Send As Link: Displays notifications when a user sends you a link to a document using the Send As Link action.

Complete the following steps to use the Notifications page:

Click View all in the upper-right corner of the Notifications panel to open the Notifications page.
Click the Reverse sort direction arrow button to sort your notifications in chronological or reverse chronological order.
If a notification is related to a specific document or other record, click the record name in the notification to navigate to the related document or record.
To mark an individual notification as read, hover over the notification and click Mark as Read. The notification background changes to white.
To mark all notifications as read, select Mark All as Read from the All Actions menu.
To delete an individual notification, hover over the notification and click Delete. The notification is removed from the Notifications page.
To delete all notifications, select Delete All Notifications from the All Actions menu.

You can access various actions from the All Actions menu available in the upper-right corner of your Vault Basics application.

Actions in the All Actions menu are divided into the following categories: Manage, Edit, Download, and View. Each category contains a list of actions that you can perform on the selected document or record. The actions available to you in the All Actions menu vary by Vault Basics application and the security profile assigned to your user account.

A workflow is a series of steps in Vault Basics to align with specific business processes. These steps are actions that occur in relation to a document or other type of record. The different step types within a workflow can perform a wide variety of processes for Vault content, such as assigning tasks to users, sending notifications, and changing a record’s lifecycle state. For example, an Approval workflow assigns you a task, allows you to choose a verdict (such as Approve or Reject), allows you to enter a reason for your verdict, and then automatically updates the associated record based on your selected verdict.

You can start workflows by selecting the appropriate action from the Workflow Actions menu in the upper-right corner of your Vault Basics application.

The actions available to you in the Workflow Actions menu vary by Vault Basics application, the selected record type and its current lifecycle state, and the security profile assigned to your user account. While the Workflow Actions menu allows you to start a workflow for a single record, the Cart allows you to start a workflow for multiple records at the same time.

Cart

With Cart, you can quickly create an ad hoc group of documents from multiple filter sets and Library views. From your Cart, you can download source files or viewable renditions, start workflows, or initiate bulk document actions such as Edit Fields and Change State.

The Cart button in the upper-right corner of your Vault Basics application displays a count of how many items are currently in your Cart. Click the Cart button to view items you’ve added to your Cart.

Adding and Removing Items from your Cart

To add a document to your Cart, open the document and click Add to Cart () in the upper-right corner of your Vault Basics application. To remove it from your cart, click Remove from Cart ().

Performing Bulk Actions in Your Cart

Complete the following steps to perform bulk actions for the items in your cart:

While viewing your Cart, select All Documents in the Perform Bulk Actions section of the All Actions menu.
On the Refine Selection page, deselect any documents you want to exclude from the bulk action. Click Next.
On the Choose Action page, click Calculate Permissions next to the action you want to perform. Vault displays information regarding how many of the selected documents will be affected by the action based on your permissions.
Select the action you want to perform in bulk and click Next.
On the Step 3 page, enter the necessary information or make the appropriate selections according to the action you selected and click Next. The information you need to enter or select varies depending on which action you selected.
On the Confirmation page, review the summary of the bulk action and click Finish to initiate the action. Once the bulk action is complete, Vault displays a confirmation message in your Notifications panel.

Library Tab

The Library tab in each Vault Basics application allows you to view and manage your organization’s documents.

Library Tab Views

Select the following views on the left panel in the Library tab to see documents available to you:

All Documents: This view displays all documents that you can access.
Recent Documents: This view displays documents that you have recently viewed.
My Documents: This view displays documents that you own or have checked out.
Favorites: This view displays documents that you have added as a favorite by clicking the star icon next to the document name.
Document Inbox: This view displays documents that you have access to but are incomplete. You can email documents to the Document Inbox as well as drag and drop documents into the Document Inbox.

Library Tab Layouts

Vault offers four different layout options in the Library tab: Detail View, Thumbnail View, Compact View, and Grid View. Use the Layouts menu to switch between views. Once you’ve selected a layout option, Vault remembers it until you select a different layout.

Detail View lists documents in rows. Each row shows a thumbnail of the document and important document fields:

Thumbnail View organizes documents into columns and rows. Each tile shows the document thumbnail and important document fields:

Compact View organizes documents into rows and displays a small thumbnail:

Grid View functions like a spreadsheet. You can rearrange or resize columns, add custom columns, sort by column values, and export your document metadata:

Using the Library Grid View

The Library’s grid view functions like a spreadsheet, allowing you to sort your documents, resize columns, modify which columns appear, and more. When you hover over a document name in the grid view, Vault displays a preview and information about the document. The following features are available in the grid view:

Sorting: Sort by any column in ascending or descending order. To sort, click the column heading. The first click sorts the column in ascending order, and the second in descending order.
Resizing Columns: Resize the width of a column by dragging the edges of the column heading.
Rearranging Columns: Change the order of columns by clicking and dragging the column header to a new location. You cannot move the Name column.
Adding or Removing Columns: To add or remove columns, select Edit Columns from the Actions menu. In the dialog, move the columns you want from the Available Columns list to the Selected Columns list using the arrow buttons. To reset all settings to the default, click Restore.
Truncate or Wrap Text: Select Truncate Cell Text/Wrap Cell Text from the Actions menu to toggle between truncating (showing only the first part of the text) and wrapping (showing any characters that don’t fit on a second line) text that is too big to fit in its column.
Freezing Columns: Select Freeze Column from the Actions menu to enable column freezing, then drag the blue line to select which columns to freeze. Select Unfreeze Column from the Actions menu to unfreeze the columns.
Exporting: Select Export to CSV or Export to Excel from the Actions menu to download the fields in your current view in CSV or XLSX format.

Document Inbox

The Document Inbox is a view in the Library tab that displays documents that you have access to but are Incomplete. You can email documents to the Document Inbox as well as drag and drop documents into the Document Inbox.

Emailing Documents to the Document Inbox

To upload emails and attachments using the Document Inbox, forward the emails and attachments to inbox@(Your Vault URL).com, for example, inbox@myvaultaddress.veevavault.com. You can find your Vault URL in the address bar of your web browser.

Completing Single Documents

When a document is first added to the Document Inbox, it is displayed as Incomplete. To Complete a document, use the Complete action, classify the document, and enter any additional document details. Once a document is Complete it is removed from the Document Inbox.

Complete the following steps to complete a document in the document inbox:

In the Document Inbox view, select Complete from the document Actions menu.
In the Classify Document dialog, select the appropriate Document Type for the document and click OK. Vault opens the document and allows you to edit the document fields.
On the Edit Document Fields page, update the document Name if needed.
Enter any additional document information.
Click Save. Vault saves the document classification and information, assigns the document the Draft status, and removes the document from the Document Inbox.

Completing Multiple Documents

You can select multiple documents to classify and complete at the same time in the Document Inbox.

Complete the following steps to complete multiple documents in the Documents Inbox:

In the Document Inbox view, select the checkbox for each document you want to complete together.
From the All Actions menu, select Complete.
In the Classify Document dialog, select the appropriate Document Type for the selected documents and click OK. Vault opens the Edit Document Fields page and displays the documents you selected.
Select all documents you want to add the same document information to, enter the information in the right panel, and click Apply. Vault saves the information and displays a green checkmark () on the thumbnails of the selected documents.
Repeat the previous step until you have entered document information for all documents.
Click Save. Vault saves the document classification and information, assigns the documents the Draft status, and removes the documents from the Document Inbox.

Manually Adding Documents

To manually add documents to the Document Inbox, drag the documents from your local file browser and drop them into the Document Inbox in your web browser. Vault uploads the documents to the Document Inbox in the Incomplete status. You can then follow the steps to complete the documents.

Detecting Duplicates

When uploading documents to the Document Inbox, you may inadvertently upload the same document more than once, or multiple users may upload the same document. In this situation, you can use the Detect Duplicates action to determine whether any duplicate documents exist in the Document Inbox.

Complete the following steps to detect duplicate documents in the Document Inbox:

In the Document Inbox view, select the Select All checkbox to select all documents currently in the Inbox.
From the All Actions menu, select Detect Duplicates. If Vault detects any duplicate documents, Duplicates Detected is displayed next to the document and the document thumbnail is updated to indicate that it is a duplicate.
Optional: To delete a duplicate document, select Delete from the document Actions menu and click Delete in the Delete Document dialog to confirm the deletion.

Sharing your Document Inbox grants access to the uploaded documents to other users and groups in your Vault. When you share your Document Inbox, Vault automatically shares all inbox documents for which you are the Owner. This applies to both existing inbox documents and any new inbox documents you upload.

Complete the following steps to share your Document Inbox with other users or groups:

In the Document Inbox view in the Library tab, click Share Inbox. Vault displays the Share Your Inbox Documents dialog.
In the drop-down, search for and select the names of the users or groups you want to share your Document Inbox with.
Click Add. The selected users and groups are displayed on the Shared With list.
Click Apply. Vault shares the inbox documents for which you are the Owner to the users and groups you selected.

Tab Collections