Create a User

Who can complete this task? Veeva RIM Basics: Vault Admin

When you create a new Veeva RIM Basics user for your organization, you can select the user’s security profile and application license types.

If a user record for one of your users already exists in one of your other domains, such as Clinical Basics or Quality Basics, you can select that existing user to automatically populate some of the user’s information. See user types for more info.

Vault requires all new users not using SSO (Single Sign-On) to update their password the first time they log in.

Create a New Domain User

Complete the following steps to create a new domain user:

  1. Navigate to the RIM Admin > Users tab and click Create.
  2. On the Create User page, select Create Domain User from the Domain User drop-down.
  3. In the Create Domain User dialog, enter the user’s First Name, Last Name, User Name, and Email.
  4. Select a Language and Locale for the user. These options control localization options for the user, such as number and date formats and label language.
  5. Select a Timezone for the user. Vault stores time and date information in UTC (Coordinated Universal Time) but displays that information to users in their local time zones.
  6. Click Save. Vault fills out the Domain User and General Info sections based on the information you entered.
  7. Optional: Click Edit in the Image field, upload an image to use for the user’s profile, and click OK.
  8. Select the user’s Security Profile based on their role in your organization.
  9. If your organization uses SSO, enter the user’s Federated ID to associate the user record with the user ID used for SSO.
  10. Select the User Account Activation date if you want the account to become active at a later date.
  11. Check the Send Welcome Email on Activation Date checkbox if you want the user to receive a welcome email.
  12. In the Application Licensing section, select the appropriate RIM: Submissions, RIM: Submissions Archive, and RIM: Submissions Publishing application licenses.
  13. Enter any optional information as needed.
  14. Click Save. New users are active immediately unless you select a later activation date.

Create a User from an Existing Domain

Complete the following steps to create a domain user for a user that already exists in another domain:

  1. Navigate to the RIM Admin > Users tab and click Create.
  2. On the Create User page, search for and select the existing domain user from the Domain User drop-down. Vault fills out the General Info section with the user’s information.
  3. Select the user’s Security Profile based on their role in your organization.
  4. Select the User Account Activation date if you want the account to become active at a later date.
  5. Check the Send Welcome Email on Activation Date checkbox if you want the user to receive a welcome email.
  6. In the Application Licensing section, select the appropriate RIM: Submissions, RIM: Submissions Archive, and RIM: Submissions Publishing application licenses.
  7. Enter any optional information as needed.
  8. Click Save. New users are active immediately unless you select a later activation date.

Create a Cross-Domain User

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.

Complete the following steps to create a new cross-domain user:

  1. Navigate to the RIM Admin > Users tab and select Create Cross Domain User from the All Actions menu.
  2. In the Create Cross Domain User dialog, enter the full User Name of the existing user.
  3. Select a Security Profile and the appropriate RIM: Submissions and RIM: Submissions Archive application licensing.
  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.

Create a VeevaID User

Complete the following steps to register a VeevaID user:

  1. Navigate to the RIM Admin > Users tab and select Register VeevaID User from the All Actions menu.
  2. In the Register VeevaID User dialog, enter the user’s email address.
  3. Click Invite User to VeevaID.
  4. Enter the user’s First Name and Last Name.
  5. Select the Language, Locale, and Timezone.
  6. Select the Security Profile.
  7. 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.