Veeva Vault PromoMats - Agency User Quick Start Reference Guide v3 24.04.2017

Quick Reference Guide – Agency User

How to upload content into a Document

Placeholder:

  1. Locate and open the document in the
  2. Click Upload file and then select Choose to browse for the file(s)
  3. Click OK

CREATE LINK ANNOTATIONS

From within the document:

  1. Click ‘Annotations’ button and then select the ‘Link icon’
  2. Move the cursor (with a little link icon image), to the first paragraph that needs referencing and highlight the text or image working from top left to bottom right
  3. The pop‐up page Select Anchors will appear. Type in the Name, Author or Title into the search field to locate the Document. To narrow search consider adding filters (E.g. Product) or by clicking on ‘All documents’ on the right hand side and selecting favourites, recent documents etc.

a) To select an existing anchor (if annotation already created)
i. Click on the green circle with
ii. Repeat point 2 (from create link annotations)
iii. Add anchor name

i. Click Select or create new Anchor in this Document, which will open the document
ii. Repeat point 2 (from create

ADDING A REFERENCE TO THE LIBRARY

  1. Click on the green circle with white cross icon
  2. The circle will turn red

Some agency individuals may have security permission to create new documents, such as references. If you have this permission, you will see the blue Create

NB: Before uploading, check that the document does not already exist in the library. To upload a reference document:

  1. Click the blue Create button from Tasks or Library, select Upload
  2. Drag and Drop document files into the space provided from desktop, or select ‘Choose’ to browse for the file(s) on your computer
  3. Select radio button Classify Documents now
  4. Select Document Type from list using search binoculars E.g. Reference › Clinical Study
  5. Click Next
  6. Complete the Document field metadata Highlighted fields must be completed. Please note: Field names and usage may vary between Clients. Please refer to Client Guidance regarding completion of the metadata fields
  7. Click ‘Save’ at top of Document field area

TASK COMPLETION

  1. Click the Action menu (gear icon) and select from options available
    Action menu selection will vary by Client. Options may include an immediate Approval for Use or the document may require authorization before it can be used.

REVIEWING ANNOTATIONS

  1. Locate document returned for amends/re-upload in Task tab
  2. From Actions Menu, within document, select Export annotations and save local copy. Review all note annotations
  3. Brief corrections to creative team
  4. Check that list of corrections have been made to updated Document before uploading new version

Click the Actions Menu from within the document

  1. Select Upload new version, which will bring up a pop up page
  2. Select Choose and browse for the updated file(s) on your computer
  3. Click Save

BRING FORWARD ANNOTATIONS

From within the Document (after Upload of new source file):

  1. Click Annotations and then select the Bring forward annotations icon, a pop up page will appear
  2. Select the source file (use the View selected version feature if required)
  3. Select the type(s) of annotation you wish

NB: By replying before resolving, it is clear in the audit trail that each annotation has been noted by the agency and responded to. If you cannot resolve the request satisfactorily, click Reply and explain reason – leaving the annotation visible. If the Client accepts the reason, this annotation can then be resolved.

REPLACING ANNOTATIONS

When new version of the document is uploaded, brought forward annotations will re‐link unless there have been changes to the content they link to.

FILTERING ANNOTATIONS

From within the document:

  1. Click Annotations and then select the Filter icon
  2. Select filter option(s) required (Author, note status, placement and type) Filter options are a great tool, to confirm that all note annotations have been addressed and resolved (where applicable), and that all clinical references are re‐linked against the corresponding claim, ready for review.

DOWNLOADING A DOCUMENT

From Library/Tasks (by hovering over Document name) or within Document:

  1. Click on the Download Options icon (this is located next to the Action menu)

MEETINGS VIEW

Meetings mode is a view that enables you to view both the Document and the notes area simultaneously. From this view you can also filter notes by groups such as date or tag type or you can filter by type, E.g. Notes on text, images etc. This feature is useful for both meetings with Clients as well as internal agency review meetings

SEND AS LINK

The Send as Link option sends an email and Vault notification to the selected users which includes a hyperlink to the current version of the document or binder.
To send a link (email) from the document:

  1. Select Actions menu within a document or binder. A pop up page opens
  2. Complete fields