Using Tokens

Tokens are pieces of text with a specific format that Vault replaces with the values the token represents. They use the format ${tokenName}. For document fields, the token uses the name (not label) of the field. For example, in a workflow notification, ${docName} inserts the Document Name value for the document in the workflow.

How to Insert Tokens

Tokens are valid anywhere the {…} icon appears. To insert tokens:

  1. Click in the field, and then click the token icon to see a list of valid tokens. This list varies depending on the type of field or message you’re editing.
  2. If needed, enter a term in the search box. The list narrows to only show matching tokens.
  3. Click on a token to insert it into the field.

Available Tokens

The tokens available depend on the type of field you are editing.

Messages

  • Document details (fields, version, user information for Document Owner, link to Doc Info page, etc.)
  • Workflow details (user information for the Workflow Owner and Task Owners, due date, etc.)
  • Vault links (My Tasks page, login page, etc.)
  • Bulk action information (used in various default messages for bulk actions)

User Account Emails

  • User details (name, user name, etc.)
  • Vault links (My Tasks page, login page, etc.)

Document Number Format

  • Limited set of document details (product, country, site, study, created month and year)
  • Object fields on objects referenced in document fields

Document Name Format

  • Document type, subtype, and classification
  • Document number
  • File name
  • Autonumber
  • Any tokens available for Document Number Format (Except for created month and year)

Overlay Templates

  • Document details (fields, version, role assignments, etc.)
  • Viewable rendition details (total page count, page number)
  • User details for currently logged-in user
  • Download details for the original download during which Vault applied the overlay (download date)

Signature Page Templates

  • In Header and Footer fields: Document details (fields, version, role assignments, etc.)
  • In Signature Block fields: Signature details (signee name, associated workflow step name, signature date, signature verdict, etc.)

Audit Export Cover Page

  • Vault details (Vault name)
  • Audit and export details (date range of audit history, audit type, exported by, DateTime of export, etc.)

Web Actions

  • Details about the user (email address, name, etc.) triggering the web action and their session
  • Details about the Vault (ID, domain, etc.)
  • (Document actions) Document details (fields, version, role assignments, etc.) for document actions only
  • (Object actions) Record ID for the specific object record on which the web action is triggered
  • (Object actions) Object name

Within web actions, tokens use a slightly different format: they include a prefix to indicate if they reference a document or a Vault object. Tokens within document actions also include the suffix from the field name, for example ${Document.name__v} and ${Document.campaign__c}.

System-Managed Object Record Names

The token tool allows you to use field tokens to automatically set object record names. You can select field tokens from the same object or from objects with outbound relationships. You can input the name expression in the Value Format field using the format {fieldname__v} for the same object, or the format {parent__cr.name__v} for an outbound relationship. Vault supports tokens for Text, Number, and single value Picklist object fields at this time.

Sender Information Tokens

In document messages, you can use the ${senderFirstName} and ${senderLastName} tokens to insert information about the Coordinator. If no Coordinator is defined for the document, Vault substitutes the Workflow Owner’s information.

If the page layout of your object is configured to display related object sections, you can filter the items that users can select in these sections with Criteria VQL.

For related object sections only, Criteria VQL supports two unique functions:

{{IN_LAST (numberOfDays)}}
Specifies a date field that falls between the current date and a number of days before the current date. For example, created_date__v {{IN_LAST(7)}} queries for object records created in the last seven days.
{{IN_NEXT (numberOfDays)}}
Specifies a date field that falls between the current date and a number of days after. For example, expiration_date__c {{IN_NEXT(7)}} queries for object records expiring in the next seven days.

Note that these functions cannot be included in a criteria VQL statement which also contains dynamic tokens.