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.

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
2. Grant users access to the relevant PVA Action Item or PVA Activity
3. Distribute documents and tasks

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 then select Save.

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.

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 or PVA Activity fields with distribution information.

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
	Partner Access	Access Granted

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
	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

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 (), 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.