Create an Organization

Who can complete this task? Veeva Quality Basics: Vault Admin, Quality Admin.

Organizations are used to indicate the owning facility on documents, QMS records, and audits and are used when creating Learners. Tagging an organization makes it easier to search and find what you’re looking for in Vault.

Organizations can be an Internal Facility, Supplier, or Supplier site.

  • Internal Facility is used for any internal sites and is required throughout the system, so it should be one of the first things you create. If your organization does not have multiple sites, you can just create one internal facility with your organization’s name.

  • Suppliers and Supplier Sites can be tagged on documents and can be audited. Suppliers are required for modules like Audits, but are otherwise optional.

Create an Organization

To create a new organization:

  1. Navigate to Quality Admin > Quality Data and select Organizations from the Quality Data drop-down.
  2. On the All Organizations page, click Create.
  3. In the Create Organization dialog, select the Organization Type from the drop-down and click Continue.
  4. On the Create Organization page, enter an Organization Name for the organization.
  5. Optional: Enter the Legal Name of the organization and any necessary contact information.
  6. Optional: For Suppliers and Supplier Sites, select the Type of supplier from the drop-down.
  7. For Supplier Sites, select the parent supplier from the Parent Organization drop-down, which displays all organizations with the Supplier type.
  8. Click Save. Vault creates the new organization in the Initiated state.

Edit an Organization

To edit an existing organization:

  1. Navigate to Quality Admin > Quality Data and select Organizations from the Quality Data drop-down.
  2. On the All Organizations page, click the Organization Name of the organization you want to edit.
  3. On the Organization page, click Edit ().
  4. Edit the Organization Name and any other information as needed.
  5. From the Workflow Actions menu, select Mark as Retired if you want to indicate that the organization is retired, and click Start in the Start dialog to confirm that you want to change the organization to the Retired state.
  6. From the Workflow Actions menu, select Reopen Organization if you want to reopen an organization that was previously retired, and click Start in the Start dialog to confirm that you want to change the organization back to the Initiated state.