# Distribute PVA Documents via Vault Task SafetyDocs supports sharing documents with partner organizations inside your Vault. Partner users who have access to your Vault can be granted access to _PVA Activities_ or _PVA Action Items_, as well as their associated documents. You can then assign tasks in Vault to ensure they view the documents as required. This centralized method of distribution automates the process of granting access to partners and allows you to share documents in a secure way. ## Prerequisites To distribute PVA documents via Vault task: - Each user to whom you are distributing documents, including external users, must have a _User_ record. - Your Admin must enable PVA Document Distribution via Vault Task.

Note: If your Admin has enabled Multi-Recipient PVA Document Distribution, you can distribute documents to up to 20 recipients from a PVA Activity.

## Overview To distribute documents to users via Vault task from a _PVA Action Item_ or _PVA Activity_, you must: 1. [Create _PVA Documents for Distribution_][1] 2. [Grant users access][2] to the relevant _PVA Action Item_ or _PVA Activity_ 3. [Distribute documents and tasks][3] ## Create PVA Documents for Distribution {#create-pva-documents-for-distribution} For each document that you want to distribute via Vault task, create a _PVA Document for Distribution_ record: 1. Navigate to **PVAs > PV Agreements**. 2. Select the _PV Agreement_, then navigate to the _PVA Activity_ or _PVA Action Item_ under which you want to add a document for distribution. 3. In the _Documents for Distribution_ section, select **Create**. 4. On the _Create PVA Document for Distribution_ page, complete the [applicable fields][6] then select **Save**.

Note: To create a PVA Document for Distribution on a PVA Action Item, the PVA Action Item must have an Activity Type value of Outbound.

### PVA Document for Distribution Fields {#pva-document-for-distribution-fields} The following fields may be available:

Field	Description
Document for Distribution	Select the document you want to distribute from the picklist or select the Advanced Search () icon to use filters and refine your search.
Version	Select the version of the document you want to distribute from the picklist. The selected version must be in a steady state to be eligible for distribution.
PV Agreement	Vault populates the PV Agreement related to the PVA Activity or PVA Action Item on which you create the PVA Document for Distribution.
Activity	When creating a PVA Document for Distribution from a PVA Activity, Vault populates the PVA Activity on which you are creating the PVA Document for Distribution. Alternatively, you can select a PVA Activity from the drop-down.
PVA Action Item	When creating a PVA Document for Distribution from a PVA Action Item, Vault populates the PVA Action Item on which you are creating the PVA Document for Distribution. Alternatively, you can select a PVA Action Item related to the document from the picklist or select the Advanced Search icon to use filters and refine your search. Note: If you specify both a PVA Activity and a PVA Action Item on a PVA Document for Distribution, Vault distributes only the document from the PVA Action Item.
Sent Date	Vault populates the date on which you run the document distribution action and send out the documents.
Link Expiry Date	Vault populates the date on which the link to access the documents will expire, which is always 30 days after the Sent Date.

### Automated Creation of PVA Documents for Distribution If your Admin has configured Automated Distribution of PVA Reports, Vault can automatically create _PVA Document for Distribution_ records and distribute documents from a _PVA Activity_, provided the _PVA Activity_ meets the following criteria: - The _PVA Activity_ was created from a Scheduled-type PVA Obligation - The parent _PVA Obligation_ has an Auto-Send Generated Document value of _Send After Generation_ - The _PVA Activity_ contains a document generated from either a _Vault Report_ or a _Workbench Report Set_ When these criteria are met, Vault distributes documents from the _PVA Activity_ at the intervals defined by the parent _PVA Obligation_'s _Schedule_, using [the same dispatch logic as the manual distribute PVA document(s) action][3]. ## Grant User Access {#grant-user-access} To grant user access to a _PVA Action Item_ or _PVA Activity_ and its related documents and to trigger document and task distribution, you must populate the relevant [_PVA Action Item_][4] or [_PVA Activity_][5] fields with distribution information.

Note: Vault supports multi-recipient document distribution from PVA Activities only. This functionality does not extend to PVA Action Items, which support only a single recipient.

### PVA Action Item Fields {#pva-action-item-fields} To allow for distributing PVA documents to a user from a _PVA Action Item_, populate the following fields with the specified values:

Object	Field	Value
PVA Contact record of the User to whom you are granting access	Communication Method	Vault Task
PVA Action Item	Agreement Contact	The PVA Contact to whom you are granting access
PVA Action Item	Partner Access	Access Granted

### PVA Activity Fields {#pva-activity-fields} In addition to the primary recipient specified in the _Partner Responsible Contact_ field of the _PVA Activity_, Vault can distribute documents and Vault tasks to up to 19 additional recipients. To allow for distributing PVA documents and Vault tasks to selected users from a _PVA Activity_, populate the following fields with the specified values:

Object	Field	Value
PVA Contact record of the User to whom you are granting access	Communication Method	Vault Task
PVA Obligation related to the PVA Activity	Partner Contact	The PVA Contact¹ to whom you are granting access
PVA Obligation related to the PVA Activity	Up to 19 PVA Contacts specified in the Additional Recipients section	Additional PVA Contacts¹ to whom you are granting access
PVA Activity	Partner Responsible Contact	The User to whom you are granting access
	Delivery Method	Vault Task
	Partner Access	Access Granted
1. For Vault to generate emails from a PVA Activity, the Partner Contact and all additional PVA Contacts must have a Communication Method value of Vault Task.

## Distribute PVA Documents {#distribute-pva-documents} Once you have created _PVA Documents for Distribution_ and granted access to all applicable recipients, distribute the documents: 1. Navigate to the _PVA Action Item_ or _PVA Activity_ from which you want to distribute the documents. 2. From the **Workflow State Change** menu ( Workflow-State-Button

), select **Start Workflow**. **Result** The selected _Users_ are: - Granted the _Document Recipient_ role on the _PVA Action Item_ or _PVA Activity_, allowing them to view the _PVA Action Item_ or _PVA Activity_ as well as its associated documents - Granted the _Viewer_ role on the _PVA Documents for Distribution_ and any of their associated documents - Assigned a task to view the documents which, when marked complete, confirms receipt of the documents ## Considerations about Distributing Documents via Vault Task Consider the following when distributing documents via Vault task: - When you grant any user access to a _PVA Activity_ that has an associated _PVA Action Item_, that user and any _PVA Contacts_ specified on its parent _PVA Obligation_ also gain access to to the _PVA Action Item_ and its related documents. - If you add a _PVA Document for Distribution_ to a _PVA Action Item_ or _PVA Activity_ to which a user has been granted access, that user also gains access to the _PVA Document for Distribution_. - If you change the user in the _Partner Responsible Contact_ or _Agreement Contact_ fields, Vault revokes access for the previous user and grants it to the new user. - If you clear the _Partner Access_ field, Vault revokes access for the user in the associated _Partner Responsible Contact_ or _Agreement Contact_ field. [1]: #create-pva-documents-for-distribution [2]: #grant-user-access [3]: #distribute-pva-documents [4]: #pva-action-item-fields [5]: #pva-activity-fields [6]: #pva-document-for-distribution-fields