The Submission Mgmt > Library tab allows Vault Admins, Submission Managers, and Document Managers to create, edit, and view documents throughout the document lifecycle.
Document Management Overview
Managing your documents in Veeva RIM Basics follows a general process:
- Create and classify your documents.
- Author and review your documents.
- Approve your documents to indicate that they are ready for submission.
Document Statuses
Documents in Veeva RIM Basics use the following statuses:
- Draft: The document has been created, but it is not approved or in an active workflow.
- In Authoring/Review: The document is currently in the Authoring/Review workflow.
- In Approval: The document has been sent for approval.
- Approved: The document has been approved manually or through an Approval workflow.
- Superseded: A newer major version of the document has been created.
- Obsolete: The document is obsolete and is no longer applicable.
Document Versions
When you first create a document, it is assigned the minor version 0.1. Each time the document is edited and checked back in during the Authoring/Review workflow, Vault increments the version by 0.1. When the document is approved, Vault assigns the document the major version 1.0. For example, if a document is in minor version 0.6, Vault assigns the document the major version 1.0 when it is approved.
When you create a new draft of document version 1.0, Vault assigns the draft the minor version 1.1. Once the draft document is approved, Vault assigns the document the major version 2.0 and sets the status of the document with the major version 1.0 to Superseded to indicate that a newer version of the document exists.
Document Classifications
Document classifications are a way to organize your documents into categories. Documents can have an overarching type, which can include multiple subtypes, which then include individual classifications. For example, you can create a document with a type of Clinical, a subtype of Study Reports, and a classification of Microbiology Report.
When you upload a document, you can choose to classify the document during upload, or create the document as unclassified and add a classification later.
To view all document classifications available in Veeva RIM Basics, navigate to the Submission Mgmt > Library tab and click View all next to the Document Types filter in the left panel.
Automatic Document Classification
For Vaults with more than 1,500 classified and approved documents, Vault automatically classifies new documents based on your existing document classifications. If Vault has classified a document incorrectly, you can manually reclassify the document. Vault’s automatic classification accuracy improves over time based on new documents you have uploaded and classified, as well as documents you have manually reclassified.
Viewable Renditions
When you upload a new document or new document version, Vault automatically generates a viewable PDF rendition of the document. You can view and download viewable renditions of documents by opening the document in the Submission Mgmt > Library tab.
Viewing Documents
Vault offers several different ways to view your documents. You can select a view in the left panel to view all documents, your documents, recent documents, and favorites. You can also select the layout type that Vault uses to display your list of documents.
Once you have located the document you want to view, click the document name to open the document and view its details.