Learn how to share PVA documents with partner organizations within Vault.
Note: Depending on your Admin’s configuration, object, field, and section labels, lifecycle states, and workflows may differ from the general information on this page. Refer to your organization’s business processes for guidance.
About Distributing PVA Documents via Vault Task
Vault 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 and Action Items as well as the documents associated with them. 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.
The following sections provide more details.
Prerequisites
Consider the following prerequisites for distributing PVA documents via Vault tasks:
- The users to whom you are distributing documents must have access to your Vault. External users are fully supported.
- Your Admin must enable PVA Document Distribution via Vault Task.
Distribute PVA Documents
The following sections describe how to grant someone access to a PVA Activity or Action Item and their associated documents.
PVA Activity
Ensure that the related fields are populated as follows:
| Object | Field | Value must be set to |
|---|---|---|
| PVA Contact record of the Vault User to whom you are granting access | Communication Method | Vault Task |
| PVA Activity | Partner Responsible Contact | The Vault User to whom you are granting access |
| Delivery Method | Vault Task | |
| Partner Access | Access Granted |
Once these fields are set, you can initiate an action to distribute the documents by completing the following steps:
- Go to the PVA Activity record from which you want to distribute the documents.
- From the Workflow State Change menu (
), select Start Workflow.
Result
The selected user will be granted the Document Recipient role. This role allows them to view the PVA Activity as well as any associated documents.
A task will also be assigned to the selected user to view the documents. Completion of the task confirms receipt of the documents.
PVA Action Item
Ensure that the related fields are populated as follows:
| Object | Field | Value must be set to |
|---|---|---|
| PVA Contact record of the Vault User to whom you are granting access | Communication Method | Vault Task |
| PVA Action Item | Agreement Contact | The Vault User to whom you are granting access |
| Partner Access | Access Granted |
Once these fields are set, you can initiate an action to distribute the documents by completing the following steps:
- Go to the PVA Action Item record from which you want to distribute the documents.
- From the Workflow State Change menu (), select Distribute PVA Document(s).
Result
The selected user will be granted the Document Recipient role. This role allows them to view the PVA Action Item as well as any associated documents.
A task will also be assigned to the selected user to view the documents. Completion of the task confirms receipt of the documents.
Considerations about Distributing Documents via Vault Task
Consider the following when using this method of distribution:
- When you grant access to a user on a PVA Activity that has an associated PVA Action Item, that user also gains access to the PVA Action Item and its related documents.
- If you add a Document for Distribution to a PVA Activity or PVA Action Item where access has been granted to a user, that user also gains access to the Document for Distribution.
- If you change the user in the Partner Responsible Contact or Agreement Contact fields, the system revokes access for the previous user and grants it to the new user.
- If you clear the Partner Access field, the system revokes access for the user in the associated Partner Responsible Contact or Agreement Contact fields.