Vault users are managed by Vault Admins, and can be customized to perform various tasks throughout PromoMats Basics.
User Types
Vault users are categorized into three (3) different user types:
- Domain Users: Users from your company’s domain, such as your peer employees. This is the most common type for new users.
- Cross-Domain Users: Users from external organizations, such as vendors or consultants, who can use their existing Veeva Vault credentials to access your company’s vault. Cross-Domain Users can log into any Vault they have access to using their existing home domain login credentials, or using SSO if it is enabled for your organization.
- VeevaID Users: Users that are not employees of your company and do not have their own Vault User ID.
User Access
You can provide users access to PromoMats Basics based on their role at your organization using security profiles and system assignments.
Security profiles allow you to define whether a user should have Admin access, full access, or read-only access to PromoMats Basics, which defines what each user can do in the system. System assignments allow you to grant additional system access to the user to allow them to perform specific sets of tasks based on their role in your organization.
Security Profiles
The following security profiles are available for PromoMats Basics users:
- Full Users are the most common user type. They are able to create documents, participate in workflows, and access reports & dashboards.
- External Users are users outside of your organization that have limited vault access. They are still able to create documents and participate in workflows, but are unable to access reports & dashboards.
- Read-Only Users have extremely limited access to documents that are in a steady state.
- Vault Admins are responsible for configuring the Vault’s users, organizations, and brands in the PromoMats Admin area of the Vault, though they also have access to create documents, and can participate in workflows based on additional system assignments. Additionally, Vault Admins have access to Vault Loader.
- PromoMats Admins can update Brand and Organization records in the PromoMats Admin tab collection; they can create documents, and participate in workflows based on any additional system assignments.
System Assignments
You can select system assignments for users to allow them to perform additional functionality based on their role in your organization. The following system assignments are available:
- Read-Only Consumers are able to consume documents that they are specifically given access to.
- Agency users are users outside of your organization who are able to create and revise documents, and initiate the Send for QC and Send for Coordinator Review workflows.
- Content Managers are able to create and revise documents, perform QC review, and initiate the Send to Content Creator and Send for Coordinator Review workflows.
- Material Coordinators are able to create and revise documents, perform coordinator review, and initiate all workflows.
- Submission Coordinators can participate in the Submit to FDA workflow and track submission to the FDA.
- Reviewer/Approvers are able to perform medical, legal, and regulatory (MLR) review of documents.
Password Security Policy
The Veeva Basics password security policy includes the following restrictions:
- Password Requirements: Each password must include a number, an uppercase letter, and a non-alphanumeric character.
- Minimum Password Length: Eight (8) characters.
- Password Expiration Date: Expires in 90 days.
- Password History Reuse: Prevent the reuse of the last five (5) passwords.
- Password Reset Daily Limit: Unlimited.
- Account Lockout Duration: Permanent.