Verify x Veeva Integration to Simplify and Secure Inspections

This video demonstrates the seamless integration of GlobalVision's Verify cloud-based proofreading software with Veeva Vault PromoMats, showcasing how this synergy simplifies and secures the inspection process for artwork and promotional materials. The presentation walks through a practical use case where a user verifies changes between two versions of an artwork file (version 1 and 2), ensuring that all intended modifications have been implemented and no unintended changes have been introduced. The core functionality highlighted is the ability to launch Verify directly from within PromoMats, automatically loading both source and revision files, along with any existing annotations or change instructions previously made in Veeva Vault.

The demonstration details the preparation and execution of an inspection within Verify. This includes the ability to customize the inspection by excluding irrelevant sections (e.g., "master" and "sample" labels), initiating graphic comparisons by drawing specific zones, and optionally performing spell checks or barcode inspections. The software intelligently locates images even if they have been moved, shifted, or scaled between versions. Upon completion, Verify generates a comprehensive list of identified differences, categorized for easy review. The user can filter these differences, zoom into specific areas to compare master and new artwork files, and add comments to any discrepancies found, including character-for-character comparisons for text changes.

A significant aspect of the integration is the handling of inspection results. Verify provides detailed barcode information, including decoded value, type, and grade. Crucially, it allows for the creation of an inspection report, which can be downloaded as a PDF or, more importantly, uploaded directly back into Veeva Vault. Once uploaded, all annotations and comments made within Verify become accessible and interactive within Veeva, just like any other native Veeva annotation. This closed-loop process ensures that the entire proofreading and inspection workflow is streamlined, auditable, and fully integrated within the pharmaceutical industry's leading content management platform, enhancing efficiency and maintaining regulatory integrity for materials like PromoMats.

Key Takeaways:

• Seamless Veeva Vault PromoMats Integration: The Verify software integrates directly with Veeva Vault PromoMats, allowing users to launch proofreading inspections from within the Veeva interface. This eliminates the need to export and re-import files, streamlining the workflow for pharmaceutical content review and approval.
• Automated File Loading and Annotation Transfer: When launched from PromoMats, Verify automatically loads both the source and revision files, along with any existing annotations or change instructions from Veeva Vault. This ensures continuity and saves significant time in setting up inspections, maintaining context from the Veeva environment.
• Comprehensive Artwork Inspection Capabilities: Verify supports detailed comparisons between different versions of artwork files, specifically designed to identify both intended changes (ensuring they are completed) and unintended changes (ensuring none were introduced). This is critical for maintaining content accuracy and regulatory compliance in the life sciences.
• Customizable Inspection Parameters: Users can tailor inspections by excluding irrelevant content (e.g., "master" or "sample" labels), initiating specific graphic comparisons by defining zones, and opting for additional checks like spell check and barcode inspection. This flexibility allows for focused and efficient reviews based on specific requirements.
• Advanced Graphic Comparison Tools: The software offers intelligent tools for graphic comparisons, capable of locating images even if they have been moved, shifted, or scaled between versions. This ensures accurate visual verification despite potential layout adjustments, which is common in design iterations.
• Detailed Difference Identification and Categorization: Upon inspection completion, Verify lists all identified differences in a categorized format, allowing users to filter by type and quantity. This structured overview facilitates efficient review and decision-making, enabling reviewers to prioritize critical changes.
• Interactive Difference Review: Users can zoom into specific differences, flash between master and new artwork files for visual comparison, and perform character-for-character comparisons for text changes, with discrepancies highlighted in red. This granular level of detail ensures thoroughness and precision in identifying even minor textual alterations.
• Integrated Commenting and Annotation: The ability to add comments directly within Verify for any identified difference, which are then saved and outputted on the inspection report or uploaded back into Veeva Vault, ensures a clear audit trail and collaborative review process within a regulated environment.
• Barcode Verification and Metadata Capture: Verify provides detailed information for barcodes, including the decoded value, barcode type, grade, and other relevant metadata. This is crucial for packaging and labeling compliance in the pharmaceutical industry, where barcode accuracy is paramount.
• Automated Inspection Report Generation: The software generates a comprehensive inspection report, which can be downloaded as a PDF or, critically, uploaded directly back into Veeva Vault. This ensures that all inspection findings are formally documented and stored within the regulated content management system, supporting GxP requirements.
• Veeva-Native Annotation Interaction: Once inspection annotations and comments are uploaded back into Veeva Vault, they become fully interactive within Veeva, behaving like any other native Veeva annotation. This maintains a unified user experience and leverages Veeva's existing review and approval workflows, avoiding fragmented processes.
• Enhanced Efficiency and Compliance: By automating and integrating the proofreading process with Veeva Vault PromoMats, the solution significantly enhances efficiency, reduces manual errors, and strengthens the overall compliance posture for pharmaceutical companies managing promotional materials, contributing to faster time-to-market and reduced risk.

Tools/Resources Mentioned:

• Verify: Cloud-based proofreading software by GlobalVision.
• Veeva Vault PromoMats: A leading content management platform in the pharmaceutical industry, specifically designed for managing promotional materials.

Key Concepts:

• Artwork File Inspection: The systematic review of visual and textual content in marketing, packaging, or labeling materials to ensure accuracy, consistency, and compliance with internal specifications and external regulatory standards.
• Version Control: The process of managing changes to documents or files, ensuring that all modifications are tracked, and that specific versions can be retrieved, compared, or reverted to.
• Graphics Compare: An automated feature within proofreading software that compares visual elements (images, layouts, colors) between two versions of a document to detect differences.
• Barcode Inspection: Automated verification of barcodes to ensure they are readable, correctly encoded, and meet industry standards for quality, type, and decoded value.
• Annotations: Digital notes, comments, or markups added to a document or file, commonly used in collaborative review processes to highlight changes, ask questions, or provide feedback.
• Veeva Ecosystem Integration: The capability of third-party software to connect with and exchange data with Veeva products (like Veeva Vault PromoMats), leveraging Veeva's established workflows and data structures for a unified experience.
• Regulatory Compliance: Adherence to laws, regulations, guidelines, and specifications relevant to the pharmaceutical industry, such as those from the FDA and EMA, particularly concerning the accuracy and approval of promotional materials and labeling.

Examples/Case Studies:

• The video presents a single, detailed example of verifying changes between "version 1" and "version 2" of an artwork file within Veeva Vault PromoMats. This demonstration illustrates the entire workflow from launching Verify, performing various inspection types (graphics, text, barcode), adding comments, generating an inspection report, and finally uploading the report and annotations back into Veeva.