Vault Admins are responsible for creating and managing users in Veeva Basics. You can perform all of the user administration functionality from the RIM Admin > Users tab.
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.
- VeevaID Users: Users that are not employees of your company and do not have their own Vault User ID. Vault Admins can register a VeevaID user to their Vault and then send the user an automated email prompting them to finish the registration process.
Security Profiles & Application Licenses
You can provide users access to Vault based on their role at your organization using security profiles and licenses.
Security profiles define what each user can do in the system based on their role. Application licenses work in conjunction with security profiles to provide users access to the tools and information relevant to their role.
The table below details the security profiles and the possible application licenses for each security profile. See the security profiles and application licenses sections for more details.
| Security Profile | Required Application License | Optional Application License |
|---|---|---|
| Vault Admin | Submissions Full User | Submissions Archive Full User, Submissions Publishing Full User |
| RIM Admin | Submissions Full User | Submissions Archive Full User, Submissions Publishing Full User |
| Submission Manager | Submissions Full User | Submissions Archive Full User, Submissions Publishing Full User |
| Document Manager | Submissions Full User | Submissions Archive Full User, Submissions Publishing Full User |
| Document Manager | Submissions Read-Only User | Not available |
| Document Participant | Submissions Full User | Not available |
| Document Participant | Submissions Read-Only User | Not available |
| FDA ESG Login Only | Submissions Full User | Not available |
Security Profiles
The following security profiles are available for each Veeva RIM Basics user:
- Vault Admin: This security profile provides Vault administrators access to all of the tools and information needed to create and manage your organization’s users, product families, products, and other core data. Vault Admins have access to Vault Loader.
- RIM Admin: This security profile allows users to manage core data such as product families, and products.
- Submission Manager: This security profile provides submission managers access to all of the tools and information needed to create and manage applications, submissions, content plans, and documents throughout their entire lifecycles.
- Document Manager: This security profile provides document managers access to all of the tools and information needed to create and manage documents throughout the document lifecycle.
- Document Participant: This security profile provides users access to upload, view, and interact with documents they own, or documents for which they are an active workflow participant.
- FDA ESG Login Only: This security profile is for Veeva RIM Basics Submissions Publishing customers, and allows attachments to be uploaded to submission records for gateway submissions to the FDA/Health Canada.
Application Licenses
The following application licenses are available for each Veeva RIM Basics user depending on their role in your organization:
- RIM: Submissions Full User: This application license provides users access to all functionality except viewing and importing previously published submissions using Submissions Archive.
- RIM: Submissions Archive Full User: This application license is an optional add-on to the Submissions Full User license that allows users to view and import previously published submissions in Submissions Archive. This application license requires users to also have a RIM: Submissions Full User application license.
- RIM: Submissions Publishing Full User: This application license is an optional add-on to the Submissions Full User license that allows users to manage the publishing process in preparation for submitting submissions content to Health Authorities. This application license requires users to also have a RIM: Submissions Full User application license.
- RIM: Submissions Read-Only User: This application license provides users read-only access to the Submissions information stored in your Vault. Only the Document Manager and Document Participant security profiles can use this application license type.
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.