General FAQ
What is included in a Veeva Basics Migration? Migration includes migration of Veeva Basics identified core objects and documents into a customers’ Sandbox and Production Vaults. We developed simplified migration templates to ensure rapid population of core objects essential for immediate operational use. The customer is responsible for: populating the migration template, providing the source documents, and reviewing post load into the sandbox for errors. Veeva will verify correctness of the templates, report any issues found, transform the completed templates into the proper format for loading into Vault and load into Vault using Vault Loader.
Available templates and core objects can be found in the Migration Center.
What is the Minimum/Maximum number of documents Veeva Basics can migrate?
The maximum number of document versions/objects we will help migrate is 100,000.
In cases where the volume of documents/objects is below 20, Veeva recommends creating those manually.
How many times can I migrate my data?
Veeva does not limit the number of migration iterations. However, each migration must include the complete set of records you wish to migrate — partial loads and trial runs are not supported. Please ensure your templates are fully populated before submitting.
What work should be performed prior to engaging the Veeva Basics Team for Migration?
Review and identify the documents and any required applicable object data (users, products, organizations, etc) that need to be migrated. This is your chance to ensure that you clean up any unwanted records and documents. If migrating documents ensure all the target documents are in Steady State, it is not recommended to migrate any documents in active workflow.
How soon after I get my Veeva Basics Vault can I migrate my data?
Veeva Basics team can help you migrate data as soon as your Basics Vault becomes available.
What data will the Veeva Basics team help me to migrate?
The templates and steps for each product family are outlined in the migration sections.
Will the Veeva Basics team develop or provide Migration Documentation, ie. Migration Plan, Migration Summary Report?
For Production Migration Veeva will provide a Migration Inventory excel file that will contain data counts of expected and imported Object and Document records, along with log files and loadersheets which were used to import data into Production. The customer will be responsible for any additional required documentation and data verification, such as a Migration Plan and Migration Summary Report.
How long will I have to complete my migration?
Veeva Basics currently does not limit the number of migrations. We ask you to let us know of your migration via Migration Communication Form at least 10 business days prior to providing us your Templates. Additionally we will ask to perform Production Migration within 7 business days of a successful Sandbox migration.
Can we send you an Excel file to load our data?
It is the customer’s responsibility to identify which data elements they need to migrate. It is important to evaluate if loading/creating data and documents is more efficient manually, or completing corresponding available Migration Template is better. Once the target objects/documents are identified you can download available Migration Templates.
Will Veeva Basics Team extract data out of our Legacy System?
No, Veeva will not extract data from your Legacy System. Customer will be responsible for extraction out of Legacy System and populating Migration Templates if applicable.
How do we send you our physical documents and related submissions?
The Veeva Basics team will share a migration account where you can upload files to our File Staging Server. File Staging Server can be accessed via FTP tools, such as WinSCP, FileZilla, or Vault File Manager. https://vfm-download.veevavault.com/st/Setup.exe
When transferring content files to the File Staging Server and filling out the migration template, will Veeva prepend any necessary User ID to the path?
Yes, Veeva will prepend values to make it a full path for Vault Loader.
All we ask you to provide in the template is the folder structure to the file, for example, /document_migration/quality/sop123.pdf.
What if there is no template for the data I want to migrate?
If there is no migration template available for a specific data type, Veeva will not be able to assist with loading that data. For small volumes of records, we recommend creating them manually in your Vault. For larger volumes, customers have access to Vault Loader and create their own loader sheets to load the data. We are currently developing help documentation with instructions on how to do this. If you have questions, use the Migration Communication Form and select Submit a Migration Question.
Quality FAQs
Can we migrate completed training records?
Yes, we will migrate completed training records for the most current Steady State document versions in your Veeva Basics Quality Vault. (e.g. if the customer is on v4.0 of a SOP, we will only migrate completed records for that latest version. If you want to store training completions on prior versions, you can upload those as a single document into QualityDocs.)
What will happen to my in progress Training?
We will only migrate completed Training. Veeva Basics team recommends that customers proactively communicate to users to complete any in progress training, prior to migration. This way the training progress is not lost.
I am performing QMS migration. How can I migrate Change Controls, Deviation, etc.?
We’ve designed our Document Classification to simplify migration of your legacy QMS data, if you have a PDF of QMS Specific record it can be imported as a document into your Quality Basics using appropriate Classification (Change Control, Deviation, Standalone CAPA, etc.).
Do you have a separate template for creating users?
No. The Persons tab in the Vault Quality Basics - Training Template is used to create both User and Learner records. There is no separate User template.
Users will be created with a Learner System Assignment. Any additional system assignments must be added manually after migration.