Difference between document and object configuration in veeva vault #veeva #vault #veevavault

This video provides a detailed technical comparison outlining the fundamental differences in configuration between Documents and Objects within the Veeva Vault platform. This distinction is crucial for system administrators, developers, and consultants specializing in regulated content and data management within the pharmaceutical and life sciences sectors. The analysis centers on which configuration elements are mandatory versus optional for each entity, directly impacting how data integrity, process control, and security are managed.

The primary divergence highlighted is the classification structure and its impact on identification. Document configuration mandates the use of Type/Subtype classification, which is a foundational requirement for defining the content's context and regulatory scope. This classification structure is directly utilized to set up the unique Document Numbering scheme, ensuring every piece of regulated content has a distinct identifier. Conversely, Objects utilize an Object Type configuration that is optional. If the Object Type is disabled, the configuration is managed directly at the base object level. Unlike documents, objects do not rely on a document or object number combination; instead, uniqueness is enforced by making the Object Name a unique field, which throws an error if a duplicate is attempted.

A critical point of difference lies in lifecycle management and process control. The Document Life Cycle is mandatory for all documents in Vault. It is automatically added based on the chosen document Type/Subtype, ensuring that regulated content adheres to defined, auditable processes for review, approval, and eventual retirement. For Objects, the Object Life Cycle is optional. While objects can be created without a life cycle, disabling this feature means that state names will not be available. Consequently, the absence of state names prevents the creation of associated workflows. This optionality provides flexibility, allowing objects to function as simple data records without the need for complex, state-driven process automation, which is a necessity for regulated documents.

Finally, the video compares the mechanisms for security and access control via sharing rules. For documents, access restriction—often based on criteria like product or country—is managed through Document Access Control (DAC). DAC utilizes sharing rules to restrict document visibility to a specific set of users. Objects offer greater flexibility in security implementation. They can utilize matching sharing rules (which function similarly to DAC) or custom sharing rules, which leverage VQL (Veeva Query Language) criteria for more complex, query-based access segmentation. A key takeaway is that the ability to enable or disable these sharing rules is available on the Object side, providing administrators with more granular control over data security compared to the mandatory requirements inherent in document configuration.

Key Takeaways: • Mandatory Document Classification: Document configuration requires mandatory Type/Subtype classification, which serves as the foundational element for defining the content’s regulatory context and structure within the Vault system. • Optional Object Classification: Object Type configuration is optional; administrators can choose to manage configuration directly at the base object level, allowing for simpler data structures that do not require complex type hierarchies. • Unique Identification Methods: Unique Document Numbers are automatically generated based on the mandatory Type/Subtype configuration; conversely, Object uniqueness is enforced by making the Object Name a unique field, preventing the creation of duplicate records. • Mandatory Document Life Cycle: The Document Life Cycle is mandatory and automatically assigned, ensuring that all regulated content adheres to defined, auditable processes for state transitions, such as review, approval, and archival. • Optional Object Life Cycle and Workflow Dependency: The Object Life Cycle is optional; however, disabling it removes state names, which in turn prevents the creation of workflows, limiting process automation for that specific object type. • Document Access Control (DAC): Document sharing rules rely primarily on Document Access Control (DAC) to restrict access based on attributes like product or country, which is essential for controlled distribution of regulated materials. • Flexible Object Sharing Mechanisms: Objects offer two methods for access control: matching sharing rules (analogous to DAC) and custom sharing rules, which provide advanced segmentation capabilities using VQL criteria. • Configuration Flexibility: Compared to documents, objects provide administrators with significantly more options to enable or disable core features (including type classification, life cycles, and sharing rules), making them highly adaptable for various data management needs beyond regulated content. • Mandatory Document Fields: Type/Subtype classification, Life Cycle, and Document Number are mandatory foundational elements for all documents in Veeva Vault, reflecting the platform's core design for managing regulated content and ensuring compliance.

Key Concepts:

• Document Access Control (DAC): A mechanism in Veeva Vault used to manage and restrict user access to specific documents based on defined sharing rules, often tied to attributes like product, country, or department.
• Veeva Query Language (VQL): A proprietary query language used within the Veeva ecosystem, particularly for defining criteria in custom sharing rules to segment access to objects based on complex data attributes.
• Document Life Cycle: A mandatory, predefined sequence of states (e.g., Draft, Approved, Retired) that regulated documents must pass through, ensuring compliance and process control.
• Object Life Cycle: An optional sequence of states for objects; if enabled, it allows for the implementation of workflows and state-based automation for data records.