Creating Users & Assigning Access

This topic describes how to create and manage user accounts in Migration Vault and how to assign project access to those users.

Accessing User Management

To access the user administration area, navigate to Admin > Users & Groups > Vault Users. You can also access the User object record list page from Admin > Business Admin or a custom User object tab, if available.

Domain Admins have additional options when managing users.

Understanding Vault User Name & Email Address

Each Vault user has a unique user name for logging in. In Vault, all user names include the domain name your company uses for its Vaults. The user name format is username@domainname, for example, bruce.ashton@veevapharm.com. Although the user name has the same format as an email address, Vault does not send email notifications to the user name. Vault only sends email notifications to the address in the Email field.

How to Create a Migration User Account

To create a new migration user account:

1. From the Vault Users page, click + Create.
2. Select an existing Domain User. If a domain user doesn’t exist, select Create Domain User from the drop-down and fill in the required fields in the dialog.
3. Fill in the basic user information: User Name, Email, and License Type. If your domain includes multiple Vaults, Vault checks to see if the user name exists in another Vault and auto-fills some fields based on the existing user information.
4. Select Migration User for Security Profile.
5. Fill in the user’s contact information such as Company, Title, and more. Asterisks indicate required fields.
6. 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 time zones.
7. Select a Locale and Language for the user. These options control localization options for the user (number and date formats and label language, respectively).
8. Optional: In the Edit Localized Labels field, select a language to allow the user to view and modify localized labels alongside labels in the Vault’s base language. This field is only available when multilingual labels are enabled in your Vault.
9. Configure the user account activation, if needed.
10. Set any optional fields as needed.
11. Click Save. New users are active immediately unless you selected a later activation date. Vault requires them to update their password the first time they log in.

When new supported languages are introduced, they are available in Limited Release Vaults before they are supported in General Release Vaults. If a user has access to both Limited Release and General Release Vaults and you set the Language field to a language that is only available for Limited Release, she will see some errors in the General Release Vault. To fix this, select a language that is supported in both Vaults.

How to Manage User Account Activation

You can configure these settings as needed when you add a new user:

Setting	Description
Activation Date	If you select a future activation date, the user will stay in the Pending state until the selected date, when the user will be automatically activated. Vault runs the User Account Activation job daily to activate any users who are scheduled to be activated on that date.
Send Welcome Email on Activation Date	If this checkbox is selected, Vault will automatically send a welcome email on the user’s activation date. If you clear this checkbox, the user will not receive a welcome email. This option only applies to newly-created users, not existing users added to a domain.

Optional Settings

You can configure these settings as needed when you create a new user or edit an existing one:

Setting	Description
Image	Click the Pencil icon to assign a user profile image. Profile images display throughout the application and are visible to other users. Image files must be in JPG, PNG, BMP, or GIF format and less than 10MB.
Federated ID	Enter a Federated ID to associate the user with an external user ID for Single Sign-on or other system integration purposes.
Security Policy	Select a Security Policy. This controls password requirements for the user.
Salesforce Username	Enter a Salesforce Username to associate the user with a salesforce.com or Veeva CRM user account for delegated authentication. This option will only be available if the selected security policy allows login via salesforce.com. If you leave Salesforce Username blank, Vault will assume that the Vault user name and Salesforce user name are the same.
Email Preferences	Select checkboxes to opt users in or out of specific Vault notification emails, including System Maintenance Availability, Product Announcements, favorite document notifications, and more.

How to Assign Project User Role to Migration User

After you’ve created the account for your migration user, you can assign that user a role in each Project that you want them to use.

To assign user roles:

1. Navigate to Admin > Business Admin > Project User Role Setups.
2. Click + Create.
3. Add role details.
4. Click Save.

How to Edit User Accounts

From the User record, you can update the user’s profile information, such as the title and company. When editing a user’s profile information, Vault syncs any updated information with the Domain User account fields. If you edit a Person record related to a User record, Vault automatically updates both the User record and the Domain User.

Note: When updating fields for cross-domain users, Vault syncs changes across domains and updates all Vaults to which the user has membership.

To edit a User record:

1. From the Vault Users page or a list of User records, open a User record details page.
2. Click Edit and modify any information as needed.
3. Click Save when finished. On save, Vault synchronizes and populates any modified shared fields for the domain user.

Editing a Profile Image

You can edit the profile image from the User record details page:

1. From the User record, click Edit.
2. Click the Edit icon above the current image.
3. In the User Profile dialog, select Upload an image.
4. Click Choose and select a picture from your computer. You can also choose to remove the profile picture by selecting Use default image.
5. Click OK.

Editing a User Name

You can update the profile user name in the User Name field. User Name is a multi-part field, meaning you can edit the user name but not the domain to which the user belongs. For example, for the username “johndoe@domain.com”, you can edit the prefix of “johndoe”, but you cannot edit the “@domain.com”.

Editing Vault Membership

Deactivating users prevents them from accessing Vault but does not remove the user account from the system. You cannot delete User records, but you can make a user inactive. To make a user inactive, select Make User Inactive from the record’s Actions menu. See details about the Vault Membership Lifecycle.

How to Set the User Landing Tab

You can configure the first tab a user sees after logging into Vault. To change a user’s default landing tab:

1. Navigate to Business Admin > User & Groups > Vault Users.
2. Ensure the Landing Tab column shows in the user list. If necessary, add the column to the grid.
3. From the user list, double-click into the Landing Tab field for the appropriate user to edit the field in-line.
4. Select a tab by choosing one from the list, typing the tab name, or clicking the binoculars icon for advanced search and filter options. Depending on reference constraints configured on the Landing Tab field, you may be able to select a sub-tab as the user’s landing tab. You cannot select an Admin tab.

How to Create a Cross-Domain User

To create a cross-domain user:

1. Navigate to Admin > Users & Groups > Vault Users.
2. Click the Actions menu and select Create Cross Domain User.
3. In the dialog, enter the User Name and select a Security Profile and License Type.
4. Click Save. Vault creates a cross domain user.

How to Reset User Passwords

To reset a single user’s password:

1. From the Vault Users page or another list of User records, open a single User record details page.
2. Select Reset Password from the Actions menu. This option is available for all Active users.
3. Vault sets a temporary password and sends an email notification to the user.

To reset all user passwords:

1. Navigate to Admin > Settings > Security Policies.
2. Click Reset All Passwords.
3. Click Continue in the confirmation dialog.

How to Resend Welcome Emails

To resend a welcome email:

1. From the Vault Users page or another list of User records, click to open a single User record details page.
2. Select Resend Welcome Email from the Actions menu. This option is available for all Active users.
3. Vault resends the welcome email with login instructions to the user.

How to Force Update Security Questions

To force a user to update their security question, select Force Update to Security Question from the Actions menu on a User record. This option is available for all Active users. The next time the user logs in, Vault prompts her to update her security question.

You only see this option if your password security policy requires a security question on password reset.

How to Grant Access to Veeva Support

On the User record details page, you can grant Vault Support access to a specific user’s account from the Veeva Support section. See Granting Access to Veeva Support for details.

Working in the User Grid

On the Vault Users page, the Actions menu offers options for working with users and editing how data appears:

• Bulk Actions: Allows you to perform bulk actions on all users or the users on the current page.
• Export: Export the user list to CSV or Excel. See details below.
• Edit Columns: Allows you to make the most frequently referenced fields on user accounts visible without opening the user detail page and also controls which fields are included when you export the user list.
• Truncate Cell Text/Wrap Cell Text: Lets you toggle between truncating (showing only the first part of the value) and wrapping (showing any characters that don’t fit on a second line) text that is too big to fit in its column.
• Inline Editing: Allows you to update field values from the Vault Users page or another list of User records.

These options are available from wherever you view a list of User records. When you use these options to customize how your data displays, the changes do not affect other users. Vault remembers your last selections and reapplies them when you return to the page.

How to Export the User List

From the Users page, open the Actions menu and select Export to CSV or Export to Text. This action exports the user list that you are currently viewing, ignoring pagination. For example, if you are viewing only active users in the current Vault, the export will not include inactive users or users from another Vault. However, the export will include all “pages” of users, even if your current view limits you to 25 per page. The exported file only includes the visible columns, so you may want to edit columns before exporting.

CSV is only available if your Vault does not use localization settings, and Text is only available if it does.

Assigning Security Profiles & User Roles

When you assign security profiles or user roles to users, Vault checks to see if you have all of the permissions included in the security profile or role you’re assigning. Vault does not allow you to assign a profile or role that includes permissions which you do not have. When assigning administrator profiles or roles, it can be helpful to have users separated by the duties they are expected to perform. For example, by assigning a System Administrator security profile to a user that creates, edits, or otherwise manages permission sets, while assigning another security profile, User Administrator, to users that assign security profiles or role permissions, without needing to interact directly with permission sets.

Configuring the Landing Tab Field

By default, the Landing Tab field includes a reference constraint that prevents Admins from selecting sub-tabs when assigning a landing tab. You can edit or remove the existing constraint to meet your organization’s business needs. For example, removing the constraint allows Admins to select sub-tabs as default landing tabs.