Feature Video | Handle picklists in Veeva Vault

This video provides a focused product demonstration illustrating the efficient management of picklists within Veeva Vault using the dqMan Veeva Vault Edition 23.2 administration tool. The primary purpose of the demonstration is to show how this specialized tool can boost productivity for Veeva Vault experts by streamlining common configuration tasks that are typically required when initiating or customizing a new Vault instance. These tasks include defining types, fields, objects, and, specifically, picklists, which often need to be tailored to accommodate legacy data or specific organizational requirements.

The demonstration highlights the comprehensive feature set of dqMan for handling picklists. Users gain the ability to view all existing picklists, clearly differentiating between standard and custom lists via distinct icons. By selecting an existing picklist, administrators can instantly view and edit associated values, change the display label, and navigate directly to the document types or subtypes where that picklist is currently in use. This centralized view and easy navigation are crucial for maintaining system integrity and understanding the impact of configuration changes across the regulated environment.

A key focus of the video is the creation of a new custom picklist, exemplified by defining a list for "FME products." The tool automates several critical steps, ensuring compliance and speed. When defining the new picklist, the system automatically generates the technical name in accordance with strict Veeva naming conventions, a feature that minimizes administrative errors and ensures consistency. The video then showcases three methods for adding values to the newly created picklist: manual entry via the 'Add' button, importing from an external file, or the highly efficient method of pasting values directly from the clipboard (e.g., from a spreadsheet). When values are pasted, dqMan provides an immediate pop-up option to remove spaces and special characters, and automatically generates the internal name and status for each label provided. The entire process is concluded by a single click on the 'Save' button to publish the new picklist and its values to the live Veeva Vault environment.

Key Takeaways: • Streamlined Vault Configuration: The use of specialized administration tools like dqMan significantly speeds up the initial configuration phase of a new Veeva Vault instance, particularly when customizing default settings for types, fields, objects, and picklists to align with client legacy data requirements. • Centralized Picklist Management: Administrators gain a dedicated section to view and manage all picklists, with clear visual indicators (icons) distinguishing between standard, system-defined picklists and custom lists created for specific client needs. • Efficiency in Editing and Auditing: The tool allows for quick viewing and editing of existing picklist values and labels, alongside the ability to immediately trace where a specific picklist is utilized (types or subtypes), which is essential for impact analysis before making changes in a regulated environment. • Automated Naming Convention Compliance: When creating new picklists, the administration tool automatically generates the required internal name based on the label provided, strictly adhering to Veeva naming conventions, thereby reducing manual effort and ensuring system consistency. • Bulk Data Import Capability: The most efficient method demonstrated for populating a new picklist is the copy-and-paste function from external sources like spreadsheets, allowing administrators to rapidly transfer large sets of values without manual entry. • Data Cleansing on Import: During the bulk import process (copy/paste), the tool offers an immediate option within the pop-up window to automatically remove unwanted spaces and special characters from the imported labels, ensuring clean data entry into the Vault system. • Automated Value Generation: When only the display label is provided during bulk import, the tool automatically generates the corresponding internal name and sets the default status for each picklist value, minimizing the required input fields for the administrator. • Simplified Publishing Process: After configuration and value import are complete, the changes are published to the Veeva Vault environment via a single "Save" button click, simplifying the deployment of configuration updates. • Targeted Productivity Enhancement: The tool is specifically designed to boost the productivity and efficiency of "Veeva Vault experts," addressing common pain points associated with high-volume, repetitive configuration tasks inherent in system administration.

Tools/Resources Mentioned:

• Veeva Vault: The core platform being administered, used widely in the life sciences industry for regulated content and data management.
• dqMan Veeva Vault Edition 23.2: A professional, third-party administration tool developed by fme, designed to enhance productivity and efficiency for Veeva Vault experts.

Key Concepts:

• Picklists: Configurable lists of predefined values used across Veeva Vault objects and documents to ensure data consistency and standardization (e.g., status, product names, categories).
• Veeva Naming Conventions: The strict technical rules governing the internal names of fields, objects, and picklists within the Veeva platform, which must be followed for proper system function and integration.