Manage Reports

Use reports to generate and analyze information about business operations in your vault at any point-in-time.

Note Beginning with 24R1 in April 2024 and for all subsequent releases, Vault Safety General Release Help content is moving to a new site. Test the new site using Limited Release content.

About Report Types

Vault reports make it easy to track content and business processes in a vault. The report type determines the reporting objects for the new report. For example, Product with Study means that your report looks at Product and Study records.

The report type also affects what fields are available as report columns, filters, etc. When a user creates a new report, the first step is selecting a report type.

Vault Online Help provides more information about report types.

Custom Report Types

Vault includes standard, default report types, which are not editable, but also allows Admins to create custom report types.

Custom report types are the only way to create certain kinds of reports, including a report that displays only object data records without including documents, or a report that displays details for custom objects.

Vault Online Help provides more information about creating custom report types.

Create a Report

  1. Go to Analytics > Reports.
    The tabs that appear in the navigation bar depend on your system’s custom configuration.
  2. From the menu bar, select Create.
    The Create Report page appears.
  3. In the Name field, enter a report name.
  4. In the Description field, enter a report description.
  5. To set aliases that appear for columns (tabular only) and filters in the report viewer and in the exported report, select Enable filter and column aliases.
  6. Under Report Format, select one of the following options:
    • Tabular: Shows fields in columns and individual records in rows.
    • Matrix: Shows fields in both columns and rows and performs summary calculations in the cells.
  7. Select Continue.

Vault Online Help provides more information about creating reports.

Create Conditional Fields

To apply colored labels to report items in a specified category, create Conditional Fields.

  1. On the report page, under Conditional Fields, select Create Conditional Field.
    The Create Conditional Field page appears.
  2. In the Label field, enter a name for the Conditional Field.
  3. Under Field Categories, select Create Category.
  4. Select a field, condition, and value.
    For example:
    Approved Cases Category
    Approved Cases Category
  5. To define additional Conditional Fields, select Create Category.
  6. Under Default Category, in the Label field, enter a name for the default category.
    If none of the other conditions are met, the report uses the default category label.
  7. To select a color for each label, expand Color Palette.
  8. Select Save.

Add Report Filters

To filter objects to include in the report, add filters.

  1. Under Filters, select a field from the drop-down list.
  2. Choose a condition and enter a field value, if needed.
  3. To add more filters, select Add Condition.
  4. To remove a condition, select Remove Condition.

Add Prompts

Add report prompts to configure values users must specify when they run the report.

  1. Under Prompts, select a field from the drop-down.
  2. Select a condition for the field.
    The user running the report will provide value.
  3. To add more prompts, select Add Condition.
  4. To remove a prompt, select Remove Condition.

Add Groups

Use groups to organize your documents by a specific field. You can create up to two levels of grouping, for example, you could group a document report by Product and then by Marketing Campaign.

  1. Select the Group rows by drop-down menu and choose a field.
  2. Add a secondary grouping by clicking Add field to group by and choosing another grouping field.
  3. Select Save.

Run the Report

Once you are done editing the report, run the report to see the results.

  1. To save the report, select Save.
  2. Select Run.

Report Configuration Examples

  • Create a Report on Non-Serious DMEs
    1. Create a report with the Report Type set to Case.
    2. Under Filters, add the following filter:
      1. For the field, select Case > Watchlist Tags.
      2. For the condition, select contains.
      3. For the field value, select DME.
    3. Add the following second filter:
      1. For the field, select Case > Serious.
      2. For the condition, select equals.
      3. For the field value, select No.
    4. (Optional) To filter, by Case state, add the following third filter:
      1. For the field, select Case > Lifecycle State.
      2. For the condition, select contains.
      3. For the field value, add each Lifecycle state to include in the report.
    5. Select Save.
    6. Select Run.

    Result

    The report lists any Cases that are flagged as DMEs evaluated as non-serious.

    Non-Serious DME Cases Report
    Non-Serious DME Cases Report

    You can schedule flash reports to receive alerts about non-serious DME cases. To schedule a flash report, expand the All Actions (All Actions) menu, and then select Schedule Flash Report.

    Vault Online Help provides more information on flash reports.

  • Create a Report on Cases by Seriousness Criteria
    1. Create a report with the Report Type set to Case.
    2. Under Case, in the Group Rows By field, select Case > Seriousness.
    3. Select Save.
    4. Select Run.

    Result

    The report groups all Cases by their seriousness criteria.

    Cases by Seriousness Assessment Report
    Cases by Seriousness Assessment Report
  • Create a Report on Active Cases by Adverse Event Classification per Country
    1. Create a report with the Report Type set to Case.
    2. To limit the report to only active cases, specify the following Filters:
      Open Case Report Filters
    3. Under Case, in the Group Rows By field, select Case > Classification.
    4. Select Add field to group by (optional), and then select Country from the drop-down list.
    5. Select Save.
    6. Select Run.

    Result

    The report lists all active Cases grouped by classification.

    Active Cases by Classification Report
    Active Cases by Classification Report
  • Create a Report on Adverse Events for a Specific Product
    1. Create a report with the Report Type set to Case.
    2. Under Filters, add the following filter:
      1. For the field, select Case > Product.
      2. For the condition, select in.
      3. For the field value, enter the product name.
        In this example, the product is Cholecap.
    3. Under Case, in the Group Rows By field, select Case > Event (MedDRA).
    4. Select Save.
    5. Select Run.

    Result

    The report lists adverse events for the specified Product.

    Adverse Events by Product Report
    Adverse Events by Product Report
  • Create a Report on Expedited Cases by Age
    1. Create a report with the Report Type set to Case.
    2. (Optional) Under Conditional Fields, create the following conditional fields:
      Conditional Fields
    3. To limit the report to only active cases, specify the following Filters:
      Open Case Report Filters
    4. Add the following filter:
      1. For the field, select Case > Expedited.
      2. For the condition, select equals.
      3. For the field value, enter Yes.
    5. Under Case, in the Group Rows By field, select Age.
    6. Select Save.
    7. Select Run.

    Result

    The report lists expedited Cases grouped and labeled by age.

    Case Aging Expedited Report
    Case Aging Expedited Report
  • Create a Report on Study Cases by Sponsor Organization
    1. Create a report with the Report Type set to Case with Study.
    2. Add the following filter:
      1. For the field, select Study > Organization.
      2. For the condition, select is not blank.
    3. Under Case, in the Group Rows By field, select Study > Organization.
    4. Select Save.
    5. Select Run.

    Result

    The report lists all study Cases grouped by sponsor organization.

    Study Cases by Sponsor Report
    Study Cases by Sponsor Report

Scheduled (Flash) Reports

Flash reports give you the option to schedule reports on a daily, weekly, or monthly frequency and distribute them, via email, to users with the Owner, Editor, or Viewer role.

When scheduling a flash report, you can determine the frequency, the preferred start time, and notification preferences. Note that the scheduling action is not available for reports with prompts and including the report in an email is not available for matrix reports.

Vault Online Help provides more information on flash reports.

CRO Security Considerations

If you are scheduling a flash report in a Contract Research Organization (CRO) vault, consider the following security limitations:

  • The security privileges of the user who schedules the report determines the records included in the report. If a CRO user who has access to multiple organizations schedules a flash report, sponsor users who receive the report may see other organizations in the email body.
  • Report sharing settings cannot be hidden. If multiple sponsors can see the same report, they can see each sponsor the report is shared with from Sharing Settings

In a CRO vault, we recommend that you set up and schedule separate reports for each organization to prevent security issues.

Schedule a Report

  1. On the report page, expand the All Actions (All Actions) menu, and then select Schedule Flash Report.
  2. Select the scheduling frequency from the Run report picklist.
  3. Select the scheduled start time from the Preferred Start Time picklist.
    Note that flash reports do not honor daylight savings time.
  4. Select a notification preference from the Email and Vault notification preferences picklist.
    When you select the Only send when at least one record is returned option, Vault only sends a notification when the report returns at least one record.
  5. (Optional) If you do not want to include a copy of the report in the flash report’s email, clear the Include report in email checkbox.
  6. (Optional) Clear the Collapse report groups in email checkbox.
  7. (Optional) To prevent users from refreshing the report, clear the Allow flash report to be refreshed checkbox.
  8. Select OK.

Exporting Reports

If you need to conduct further analysis and processing on your data outside of Vault, you can export a report.

Vault supports four formats for export: .pdf, CSV (comma-separated values), text (.txt), and Excel (.xlsx).

You can configure a custom report cover page for the system to preface the exported reports.

Vault Online Help provides more information on exporting reports.

Export a Report

  1. From the Reports page or report viewer, expand the All Actions (All Actions) menu.
  2. Select one of the following options:
    • Export to CSV
    • Export to Text
    • Export to Excel
    • Export to PDF

Result

A dialog appears while Vault processes your request. You can choose to cancel the request from this dialog. The dialog closes automatically when the file is ready.

Depending on your computer’s configuration, the file may download automatically or you may have to choose to save it.

Report Export Limitations

The following limitations apply to exporting reports:

  • Export to CSV is only available if your vault does not use localization settings, and Export to Text is only available if your vault uses localization settings.
  • Export to PDF is only available for tabular reports.
  • Export to PDF removes all hyperlinks.
  • Excel cannot open files containing more than 65,000 hyperlinks. To open the file, Excel will remove all hyperlinks.
  • Vault only exports 100,000 records to Export to PDF and Export to Excel operations. If your report contains over 100,000 records, you must export to CSV or TXT.
  • You cannot export reports with multiple down objects to CSV.

Reports and Dashboards Overview
Use Case or Transmission Unique Numbers in Reporting
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