Using a single action, you can generate an Excel file for a Workbench Report or a combined Excel workbook for a Workbench Report Set and then upload it to the Library as a Vault document.
Note: If you have a Veeva SafetyDocs license, you may be able to use SafetyDocs PVA scheduling to run a Workbench Report Set on a recurring schedule, allowing Vault to routinely generate all Workbench Reports and their associated documents and enabling you to distribute these documents to partners via email or Vault task.
Prerequisites
Before you can use this feature, consider the following:
- For Workbench Reports, your Admin must assign the Upload to Library action to the Workbench Report object, and then add the action as a user action to the Final Review state type of the Workbench Report object lifecycle.
- For Workbench Report Sets, your Admin must assign the Upload to Library action to the Workbench Report Set object, and then add the action as a user action to the Active state of the Workbench Report Set object lifecycle.
- For Workbench Report Sets, you must generate the report set and run all reports.
Note: Depending on your business requirements, the Upload to Library action may be available in different lifecycle states in your Vault.
Upload to Library
The Upload to Library action appears only after the Workbench Report or at least one Workbench Report in the Workbench Report Set runs successfully. To upload a Workbench Report or Workbench Report Set directly to the Library:
- Navigate to the Ad Hoc Reports tab or the Report Sets tab.
- Select the applicable Workbench Report or the Workbench Report Set. The action is available on Workbench Reports in the Final Review state type and Workbench Report Sets in the Active state.
- From the All Actions menu of the Workbench Report or Workbench Report Set, select Upload to Library. To run this action for individual Workbench Reports in a Workbench Report Set, expand the Reports section and select the action from the All Actions menu of the applicable report.
After triggering the Upload to Library action on a Workbench Report or Workbench Report Set for the first time, Vault does the following:
- Creates a new Library document with the Workbench Report document type.
- Names the document according to the Workbench Report or Workbench Report Set.
- In the Document Information () panel under the Workbench section, links to the Workbench Report or Workbench Report Set.
- In the Document Files () panel, attaches the Excel version of the Workbench Report or generates and attaches an Excel workbook for the Workbench Report Set to the document. You can also download the PDF viewable rendition from this panel.
- Copies the Workbench Report category and subcategory field values to the document.
- Sets the document to the Generated state.
- Enables blind protection and study content protection on the document.
- Links to the Vault document from the Vault Library field (for Workbench Reports) or the Vault Library Document field (for Workbench Report Sets).
If a Vault document already exists for the Workbench Report:
- Vault updates the existing document with a new minor version.
- In the Document Files panel, Vault attaches the Excel version of the Workbench Report or the Excel workbook for the Workbench Report Set.
- If you updated the report Name, Report Subcategory, or Document Sensitivity value, Vault does not copy the new value to the document but instead maintains the existing value that was specified.
If you delete a Workbench Report or Workbench Report Set, Vault does not automatically delete the associated Vault document. You must navigate to the Library and manually delete the document.