Using Veeva Snap | Vault Help

Note: Support for Veeva Snap expired on December 1, 2023 and was replaced by the Vault Mobile app.

Veeva Snap is a mobile application for iOS devices (iPad, iPhone, and iPod Touch) that allows you to scan and upload documents to your Vaults using your device’s camera. When using Veeva Snap, you don’t need a copy machine or a scanner; the ability to digitize documents is as close as your mobile phone, even when you’re offline. Veeva Snap automatically wipes uploaded documents from your device after upload, so you don’t have to worry about compromising sensitive information, either.

How to Set Up Veeva Snap

To install and set up Veeva Snap on your device:

Using your mobile device (iPad, iPhone, or iPod Touch), open the App Store and install Veeva Snap.
Open Veeva Snap from your device.
Enter your login credentials and tap Login. You will need a WIFI or data connection to authenticate. If your Vault uses Single Sign-on (SSO), Veeva Snap redirects to the identity provider’s login page.
Veeva Snap prompts you to set a PIN code.
On the Settings page, set up a Document Name Prefix, Destination Vault, and Default Filter. You can revise these settings for individual documents before uploading or change your default settings later.
Tap Done.

See Veeva Snap Configuration Options for information about configuring Veeva Snap to work with your corporate identity system.

Veeva Snap PIN Code

The first time that you log in, Veeva Snap will ask you to create a 4-digit PIN code. Enter your desired PIN code, and then re-enter it to confirm.

Your PIN code lets you log on to Veeva Snap without an internet connection and work entirely offline until you are ready to upload your document. You’ll only need an internet connection again when you’re ready to upload the document to your Vault. You’ll need to enter your PIN code each time that you open the app, for example, after you switch apps or lock and unlock your device.

Upload Process for Captured Documents

After you capture your document source files, Veeva Snap uploads them to the Vault of your choice and creates Unclassified documents. As soon as the upload is complete, Veeva Snap deletes the captured source files from your device. Once documents are uploaded, Vault treats them like any other Unclassified document.

Upload Process for Placeholders, New Versions & Attachments

You can upload a captured document as a source file for a placeholder document, as a new version of an existing Vault document, or as an attachment to a Vault document or object record by opening Veeva Snap from a specially formatted URL. To do this, an Admin configures an email template in your Vault to include a link to Veeva Snap, and Vault sends the email when a document is needed.

From your device, click the URL in the email to launch Veeva Snap and upload your captured document. Veeva Snap uploads your document to the location in Vault specified in the email template. If the email template points to an existing Vault document, you must upload the captured image as a new version of the document. If you don’t want to version the document, tap Cancel. Veeva Snap deletes the captured images from your device as soon as the upload is complete. Once documents are uploaded, Vault treats them like any other source file, document version, or attachment.

For example, the email template associated with a Send for Authoring workflow includes a link to the Veeva Snap application. When a user initiates the Send for Authoring workflow on a placeholder document, Vault sends you a notification and email. You can then click the link from your device to launch Veeva Snap and upload a captured document directly to the document placeholder identified in the email template.

Note: Because Gmail and other mail clients aside from Apple’s iOS Mail app do not support non-HTTP URLs, links in emails sent from these clients do not work. We recommend using the standard iOS Mail app or placing the URL in the text of the email, where the recipient can copy and paste it into their browser.

Document Capture Modes

Veeva Snap includes three document capture modes. Swipe left or right on the document capture screen to select a mode.

Document Mode

This is Veeva Snap’s default mode. It is designed for document capture with automatic document edge detection, image cropping, and default filters.

Automatic Mode

This mode enables Veeva Snap to automatically capture images after the application finds your document and detects unmoving page edges for one (1) second. When Veeva Snap is searching for your document, you’ll see a “loading” circle around the document capture button as well as a Looking for Document notification on the screen.

Image Mode

Selecting this mode turns off document-specific application settings, including automatic document edge detection, image cropping, default filters, and copy certification functionality. This allows users to capture and upload images as well as documents. Veeva Snap uploads captured images to Vault as PDF files.

How to Capture Document Source Files

Open Veeva Snap.
Tap the Flash icon to adjust the flash to auto, on, or off.
Tap the Grid icon to add gridlines to the document capture screen.
Optional: Swipe to choose a different document capture mode: Document (default), Image, or Automatic.
Hold your device above or away from the document. Adjust until the screen shows an orange box around the edge of the document. Tap the orange circle to take a photo. If you are in Automatic mode, Veeva Snap automatically captures your page.
For multi-page documents, repeat until you’ve captured all pages.
Tap Done when you’ve captured the entire document.
Optional: Update the Document Name by tapping the current name and entering a new name.
Optional: Make adjustments to the image by adding, removing, or rearranging pages, rotating or cropping images, setting a filter, or modifying contrast and brightness. See options for adjusting documents.
Tap Next when you finish adjusting the document.
On the review page, confirm the Document Name and Destination Vault.
Optional: Add Notes if needed. Notes appear in the fields panel of the Doc Info page.

Tap Upload to send the document to your Vault now. You can also postpone uploading or Perform Copy Certification to validate the captured document.

Adjusting Documents after Capture

Veeva Snap lets you adjust and optimize the images for your captured document. Tap an image to select it. Adjustments that you make apply only to the selected document image.

Rotating the Image

Tap the Rotate icon to rotate the image 90 degrees clockwise.

Adjusting the Image

Tap the Adjust icon to open the Edit screen.
Optional: Tap the Crop icon to crop the image. Drag the corners of the orange crop box to adjust the shape of the border. Drag the sides of the crop box to move the entire edge. Tap the Reset button to reset the crop box.
Optional: Tap the Filter icon to apply a Color, Gray, or Black & White (B & W) filter to the image. You can also select None for no filter.
Optional: Tap the Adjust icon to change the image’s contrast and brightness. Slide along the Contrast and Brightness bars to adjust these settings.
Tap Save when you finish editing your image. Tap Cancel to return to your document without saving your changes.

Adding Pages

Tap the Add icon. Veeva Snap opens the document capture screen. Tap Done to return to your document when you finish adding pages.

Rearranging Pages

Tap and hold on an image until it turns gray.
Drag the page to its new position in the document.
Repeat until you finish rearranging.

Deleting Pages

Tap the page to select it. Tap the X in the upper-right corner to delete the page. You cannot recover pages once deleted.

Postponing Send to Vault

Sometimes, you may not want to upload documents immediately. For example, you could choose to do this because you don’t have a WIFI connection available.

How to Postpone Upload

To postpone upload, turn off the Send to Vault now setting on the review screen. The Upload button changes to Save.

How to Access, Modify & Upload Saved Documents

Saved documents appear on the Scanned Documents screen without the green checkmark icon. Tap a document to open it.

From the details screen, you can:

Tap the Upload icon to reopen the review page. From here, turn on Send to Vault now and tap Upload.
Tap the Edit icon to adjust the document. See options for adjusting documents.
Tap the Delete icon to remove the captured pages from your device without uploading.

Copy Certification

With Copy Certification, you can validate that your captured document is a certified copy of the source document before you upload to Vault.

How to Perform Copy Certification

To perform Certified Copy, turn on the Perform Copy Certification setting on the review screen. The Upload button changes to Certify.

On the Copy Certification screen, tap the circle to answer each question in the Copy Certification checklist. If you need to examine a document page more closely, tap the page to expand it.

You can also tap View All to see the complete list of Copy Certification questions. From this page, tap Complete All to answer all questions at once, or Clear All to reset the checklist.

When complete, tap Upload to send your document to Vault directly from this screen. If you’ve postponed sending to Vault, the Upload button changes to Save. See details about performing Copy Certification offline below.

If Copy Certification doesn’t appear on the document review screen, you can enable it from the Settings page. Note that your company may have configured Copy Certification to be mandatory.

Performing Copy Certification Offline

You can perform Copy Certification while offline. After you’ve captured and adjusted your documents, turn off Send to Vault now and turn on Perform Copy Certification. When you finish Copy Certification and tap Save, Veeva Snap returns you to the scanned document details screen. When you’re back online and ready to upload your document, tap the Upload icon to reopen the review screen and upload your document to Vault.

Note that if you edit the document again before uploading it, you’ll need to repeat Copy Certification.

Veeva Snap Settings

Open the Settings page from the document capture screen. Tap Save to return to the document capture screen when you’ve finished adjusting your settings.

Document Name Prefix

Set a Document Name Prefix that helps you identify your captured documents from the Document Inbox. By default, Veeva Snap sets this based on your device’s location or the device name, plus the current time. You can override this by tapping and entering a different value.

You can also modify the Document Name for individual documents before uploading.

Destination Vault

If your login grants you access to multiple Vaults, select the correct Vault for your uploads. You can modify this selection for individual documents before uploading.

Default Filter

Veeva Snap can apply default filters to your captured images:

Color
Gray
Black and White

You can override the default filter selection for each individual document.

Certified Copy

Turn on Certified Copy to see the Copy Certification option on the document review screen. Use this checklist to validate that your captured document is a certified copy of the source document before you upload to Vault. Depending on your organization, you may not see this setting or have the ability to turn it off.

Log Out

Some users have multiple Vault accounts. If this applies to you, tap Log Out to change accounts.

Note that if your device has an authorization server for SSO, logging out of Veeva Snap does not log you out of that authorization server. If you’d like another user to use Veeva Snap on your device, you’ll need to manually log out of the authentication server in addition to logging out of Veeva Snap.

Device Permissions

When you first use Veeva Snap, your device will ask for the following permissions:

Location: Veeva Snap uses your device’s location to help identify documents. The location naming is useful when you are traveling between different sites and uploading documents. If you choose Don’t Allow, you can still use Veeva Snap, but the Document Name Prefix will not default to include your location.
Camera: Veeva Snap uses your device’s camera to take a picture of each document page. If you choose Don’t Allow, you cannot use Veeva Snap.

To upload documents via Veeva Snap, you must have the following permissions:

Permission Type	Permission Label	Controls
Security Profile	Veeva Snap: Enable	Ability to upload a document to Vault from the Veeva Snap mobile application. Without this permission for a given Vault, you will see an error when attempting to upload a document from Veeva Snap.
Security Profile	Veeva Snap: Enable Direct Installation	Ability to use the public version of Veeva Snap, available from the Apple App Store. Without this permission, you must use the Veeva Snap application version provisioned by their organization.
Security Profile	Document: Always Allow Unclassified	Ability to create unclassified documents if you don’t have Create Document permission on any document types.
Security Profile	All Documents: All Document Create	Ability to upload unclassified documents; this permission is not required, but can be set as a substitution in situations where the Document: Always Allow Unclassified permission is required but not enabled.
Document Type	Create Document	Ability to create documents with a specific document type and ability to create unclassified documents; this permission is not required, but you must have either this permission or the security profile Document: Upload permission.
Document Role	View Document	Ability to view a placeholder document; you need this permission when capturing documents as source files for placeholders.
Document Role	Edit Document	Ability to edit a placeholder document; you need this permission when capturing documents as source files for placeholders.
Document Role	Version	Ability to upload a new version of a placeholder document; you must have this permission on the Unclassified state of the Unclassified document lifecycle.
Document Role	Edit Relationships	Ability to add, delete, and version document attachments.
Document Role	Edit Sharing Settings	Ability to include default document role assignments when creating unclassified documents; you must have this permission on the Unclassified state of the Unclassified document lifecycle. Without this permission, you will see an error when uploading an unclassified document from Veeva Snap.
Security Profile	{Object}: Edit	Ability to add, delete, and version object record attachments.

Note: Veeva Snap may be disabled in some Vaults. In other Vaults, you must utilize a version of Veeva Snap provided by your organization. Please contact your Vault Administrator for more information.