**Source URL:** https://quality.veevavault.help/en/gr/769482/index.md

# Providing a Reason for Change (QMS)

Health authorities may require your organization to capture a reason for a change when correcting fields on records associated with certain key processes. If configured by an Admin, QMS may prompt you to provide a _Reason for Change_ if you update one or more fields when an object record is in a particular lifecycle state. Additionally, Vault may prompt you to provide a clarifying comment when you select a particular reason.

For example, if an _Internal Audit_ record is in the _In Audit_ lifecycle state and a user needs to update the _Starting Date_ field, Vault may prompt you to provide a reason for the change and comments before saving the record.

This article provides guidance on how to provide _Reasons for Change_ if prompted, any limitations to using this feature, and related permissions.

## Supported Objects

Reason for Change is a feature of the Veeva QMS application. In QMS Vaults, Reason for Change is supported for a subset of <a href="/en/gr/769480/#supported-objects">standard objects</a> and all custom objects.

## Providing a Reason for Change

If you update one or more fields on an object record or from a record list (for instance, in a custom object tab or related object section), Vault may prompt you to provide a _Reason for Change_ upon saving the record. If at least one of the edited fields is configured to require a reason, Vault displays a dialog to capture a single reason for all relevant field changes. 

Vault may also prompt you to enter a reason for change when accepting suggestions through the <a href="/en/gr/725816/">_Recurrence Check Insights_ page</a>, and when modifying _Change Actions_ though the _Action Step_ control section on _Change Controls_, _Change Plans_, or _Change Control Quality Events_.

To provide a reason:

  1. In the dialog, select a **Reason for Change** from the drop-down, for example, _Input Error_.
  2. Provide a **Comment** if the selected reason requires one. Otherwise, use the _Comment_ field to optionally provide additional justification.
  3. Click **Save**.

Upon saving, Vault captures the reason for the change, the affected fields along with their previous and new values, the user who made the change, and when the change was made. If the _Reason for Change History_ section is available on the object record's details page, and you have the appropriate permissions, you can view and <a href="/en/gr/44069/#download-as-pdf">download a PDF</a> of the changes and reasons in this section, including additional details that are not displayed in the _Reason for Change History_ section, such as the date of the change, the user who made the change, and the former and new values for the field. You can also access the associated _Reason for Change_ record to review and print additional metadata related to the specific change. _Reason for Change_ records are not editable.

If <a href="/en/gr/72016/#fo-action">configured</a> by your Admin, the _Reason for Change History_ section displays on documents <a href="/en/gr/72016/">generated</a> from Word formatted output templates.

## Related Permissions

You must have a security profile with the following permissions to work with Reason for Change:

* _Read_ permission for the _Reason for Change_ object. 
* Within the _Reason for Change_ object:
  * _Read_ permission for the _Audit Group ID_ field
  * _View_ permission for the _Audit Trail_ object control
  * _View_ permission for the _Reason for Change Source Record_ object control
* For each object in the permission set that uses the Reason for Change feature, you must have the following permissions:
  * _View_ permission for the _Reason for Change History_ object control
  * _View_ permission for the _Reason for Change_ object control
  * _View_ permission for the _Reason for Change Capture_ object control
  * _Edit_ permission for the _Reason for Change Capture_ field, or the equivalent field for custom objects