Create a User

Domain Users

Domain users are on your company’s domain, such as your peer employees. This is the most common type for new users.

Create a New Domain User

To create a new domain user:

1. Navigate to Quality Admin > Users and click Create.

   

2. Click Create Domain User from the Domain User dropdown.

   Note If the user you want to create already exists in one of your other Vaults, such as Clinical Basics or RIM Basics, on the same domain, you can add an existing domain user to your Vault.

   

3. Enter the user’s First Name, Last Name, User Name, and Email.

   Note Avoid using mixed case in user names. For example, use first.last instead of First.Last.

4. Optional: Change the Language, Locale, and Timezone. Vault stores time and date information in UTC (Coordinated Universal Time) but displays that information to users in their local timezones.

5. Click Save.

   

6. Optional: Enter the user’s Mobile phone number, Manager, Department, Job Title, and/or Organization.

   Note The selected Manager is able to complete Verification tasks for the user’s training assignments and monitor their training progress on the My Team tab.
   Note Selecting a Job Title allows the user to be auto-enrolled in training if the Job Title has been associated with a Learner Role.

7. Optional: Change Language, Locale, and Timezone.

   Note These options control localization for the user, such as number and date formats and label language, and will auto-populate based on the settings of the same name in the Domain User record. Vault stores time and date information in UTC (Coordinated Universal Time) but displays that information to users in their local timezones.

   

8. Select the user’s Security Profile. Refer to the Tips for User Setup for help selecting the right Security Profile.

9. Select the appropriate System Assignments. Refer to the Tips for User Setup for help selecting the right System Assignments.

   

10. If you selected the QMS User system assignment, select the appropriate QMS Owner Permissions and QMS Creator Permissions.

    

11. Select a Security Policy. Vault requires all new users not using SSO (Single Sign-On) to update their password the first time they log in. If your organization uses SSO, select SSO in the dropdown and enter the user’s Federated ID to associate the user record with the user ID used for SSO.

12. Select the Activation Date if you want the account to become active at a later date, otherwise click Today or leave the date blank to activate the user today.

13. Ensure that Send Welcome Email on Activation Date is checked if you want the user to receive a welcome email.

14. Click Save. New users are active immediately unless you select a later activation date.

    

Add an Existing Domain User

If a user already exists in one of your other Vaults, such as Clinical Basics or RIM Basics, you should add them as an existing domain user to your Vault.

To create a domain user for an existing user on another Vault in the same domain:

1. Navigate to Quality Admin > Users and click Create.

   

2. Start typing the domain user name you want to add and select it from the dropdown.

   

3. The user’s First Name, Last Name, User Name, and Email will automatically populate. You can change the First Name or Last Name if desired.

   

4. Optional: Enter the user’s Mobile phone number, Manager, Department, Job Title, and/or Organization.

   Note The selected Manager is able to complete Verification tasks for the user’s training assignments and monitor their training progress on the My Team tab.
   Note Selecting a Job Title allows the user to be auto-enrolled in training if the Job Title has been associated with a Learner Role.

5. Optional: Change Language, Locale, and Timezone.

   Note These options control localization for the user, such as number and date formats and label language, and will auto-populate based on the settings of the same name in the Domain User record. Vault stores time and date information in UTC (Coordinated Universal Time) but displays that information to users in their local timezones.

   

6. Select the user’s Security Profile. Refer to the Tips for User Setup for help selecting the right Security Profile.

7. Select the appropriate System Assignments. Refer to the Tips for User Setup for help selecting the right System Assignments.

   

8. If you selected the QMS User system assignment, select the appropriate QMS Owner Permissions and QMS Creator Permissions.

   

9. Select a Security Policy. Vault requires all new users not using SSO (Single Sign-On) to update their password the first time they log in. If your organization uses SSO, select SSO in the dropdown and enter the user’s Federated ID to associate the user record with the user ID used for SSO.

10. Select the Activation Date if you want the account to become active at a later date, otherwise click Today or leave the date blank to activate the user today.

11. Ensure that Send Welcome Email on Activation Date is checked if you want the user to receive a welcome email.

12. Click Save. New users are active immediately unless you select a later activation date.

    

Cross Domain Users

Cross domain users can log in to any Vault they have access to using their existing home domain login credentials or using SSO if it is enabled for your organization.

To create a cross domain user:

1. Navigate to Quality Admin > Users and select Create Cross Domain User from the All Actions menu.

   

2. Enter the full User Name of the existing user.

   

3. Select the Security Profile and Application Licenses.

   

4. Click Save to save the Cross Domain User information. Vault automatically populates the remaining required profile fields based on the existing user information from the home domain.

   

5. Edit the user to populate any optional fields and/or to add applicable system assignments.

VeevaID Users

To register a VeevaID User:

1. Navigate to Quality Admin > Users and select Register VeevaID User from the All Actions menu.
2. Enter the user’s email address and click Search.
3. Click Invite User to VeevaID.
4. Enter the user’s details.
5. Click Send Invite. Vault sends an email to the user to complete the registration process. You will receive an email notification when the user has completed their registration.

Edit a User

To edit a user:

1. Open the user record and click Edit ()
2. Make the desired changes and click Save.

Inactivate/Reactivate a User

If a user leaves your organization and no longer needs to be active in the system, you can inactivate the user.

To inactivate/reactivate a user:

1. Open the user record and select Make User Inactive from the Workflow menu.

   Note Open training assignments are cancelled when a user is set to Inactive.

2. Click Yes to confirm.

3. To reactivate a user, select Make User Active from the Workflow menu.

4. Click Yes to confirm.