Many Vaults include object tabs that allow you to access records from the primary navigation bar. Admins can also work with object records from Business Admin > Objects.
When you open an object tab or access object records from Business Admin > Objects, you’ll first see the object record list page. From this page, you can click on individual object record names to open the record detail page.
All Actions Menu
You can access various actions on an object record through the All Actions menu, which appears in both the list page and on each record’s details page.
Object Record List Page
An object record list page lists all records for the object. If you cannot access certain records because of access control settings, those records do not appear.
Customizing the Records Grid
On any object record list page, an All Actions menu appears in the grid and offers options for editing how data appears:
- Edit Columns allows you to make the most frequently referenced fields visible without opening the detail page and also controls which fields are included when you export the list.
- Truncate Cell Text/Wrap Cell Text options let you toggle between truncating (showing only the first part of the value) and wrapping (showing any characters that don’t fit on a second line) text that is too big to fit in its column.
- Freeze Column allows you to make columns remain visible while scrolling horizontally. A vertical line appears at the right edge of the far left column to signify that it is frozen. You can click and drag this line to the right to freeze any number of additional columns.
When you use these options to customize how your data displays, the changes do not affect other users. Vault remembers your last selections and reapplies them when you return to the page.
Note: You can also use the Edit Columns and Truncate Cell Text/Wrap Cell Text options when viewing a related object section in the object record details page. You can access these options from the All Actions menu in the section.
Views
When you view an object in a tab, the Views menu appears in the left panel. This menu links to the different views explained below, as well as any custom views.
- All {Object} shows all object records, which you have permission to view, for that object in Vault. All other views are subsets of this view.
- Recent {Object} shows the last 20 object records that you viewed.
- Favorites shows only the object records that you’ve marked as a “favorite” by clicking the Star icon next to the object record name. You can unfavorite a record by clicking the Star icon a second time. This view only shows favorite object records within the current object.
Vault remembers the view that you last selected for a tab and opens it automatically when you open the tab.
Object Record Detail Page
You can access the detail page for a specific object record by clicking the record name from the list page.
Navigation Panel
In an object record detail page, the Navigation Panel on the left lets you jump directly to a specific section or page. Click the Hide Navigation button at the bottom of the panel to remove it from view.
Sections and Pages
Each record detail page contains a list of sections with fields for you to complete. Your record detail page may also include pages that group similar sections together. The Navigation Panel will display an icon on each section label if there are incomplete required fields. If you fill in a value on two separate fields in two separate pages, clicking Save will save all changes across sections and pages.
Rich Text Fields
You can apply formatting to text in Rich Text fields such as font family, size, text decorations, alignment, lists, scientific notations, and links. Vault does not support images, tables, or raw HTML markup in Rich Text fields.
Click on the open in dialog icon to open a pop-up dialog with more space to edit.
The Rich Text formatting toolbar is not visible on mobile devices, though you can format text using your device’s native text formatting toolbar.
Download as PDF
If enabled, you can download a PDF of the object record you are viewing by selecting Download as PDF from the Actions menu. This PDF is formatted based on the currently selected layout for the record and includes your organization’s custom logo if an Admin has uploaded one. If multiple layouts exist for the record, you can switch layouts to change how the PDF appears. This PDF also includes the first 5 rows of the record’s Workflow Timeline section if included in the layout. Regardless of whether you expanded the rows in the UI, they appear in their collapsed state in the PDF.
Note: Some layouts may have application-specific UI overrides for a field or section that may not print to PDF. Those are represented by a null symbol (Ø) in the PDF.
By default, this feature is available in all Vaults, excluding Safety and Quality Vaults. Admins can disable or enable it.
QMS Section & Field Support
For records in QMS Vaults, if this feature is enabled, the generated PDF also includes the following QMS controls:
- Quality Teams Section
- Related Events App Section
- Root Cause Analysis Tool Section
- Notification Recipients Section
- Risk Builder Section
- Risk Level Assignment
- Record Check Insights Link
- Quality Incident Configuration Data
Lifecycle Stages Chevron Panel
Lifecycle Stages help you understand where an object record is in its lifecycle by grouping specific states into ordered stages. The Lifecycle Stages Chevron panel provides a visualization for the record’s progress, with each chevron representing a single lifecycle stage. The chevrons are color-coded to indicate the record’s current stage:
- Green indicates a previous stage
- Blue indicates the active stage
- Grey indicates an upcoming stage
The Lifecycle Stages Chevron panel can also give details for active, incomplete tasks. Click the blue (in-progress) chevron to see a list of up to five (5) open tasks. Additional information and actions display under the Chevron panel with each task. Tasks appear on the task card in order of due date, meaning that the most overdue task or the task that is due the soonest appears first. An exclamation point icon appears on the blue chevron if one (1) or more tasks is behind schedule.
Note: The Lifecycle Stages Chevron panel will not appear for users with the Read-only User license type or users whose security profile does not grant the View User Information permission.
Workflow Timeline
The Workflow Timeline section is available when an object is associated with a lifecycle. From this section, you can view workflow activity, manage workflow tasks, and view comments.
Note: The Workflow Timeline shows a maximum of 100 tasks.
Object Record Layouts
Admins can configure object layouts to control what information is shown on the object record detail page according to business needs. If the object contains multiple layouts, use the picklist in the Navigational Panel to switch between each available layout for the object record.
Admins can also apply Layout Rules to dynamically hide irrelevant fields, sections, pages, controls, and layouts based on input in other fields. For example, a veterinary clinic could hide a feline distemper vaccine history field if the patient is a canine.
Viewing Related Records
When objects are in relationships, their object records are also in relationships. For example, Product is the parent object to Marketing Campaign. When a user creates the Cardioman and On Track marketing campaigns (child object records), those records exist within the context of the CholeCap product (parent object record).
Your Admin may have configured your object page layout so that related objects appear in the object record detail page. From here, you may also be able to create new related object records.
For example, the details page for CholeCap has a Marketing Campaigns section. In this section, the user can see the Cardioman and On Track campaigns. They can click Create to set up a new marketing campaign.
You can also freeze columns by selecting Actions > Freeze Column in the related object section. A vertical line appears at the right edge of the far left column to signify that it is frozen. You can click and drag this line to the right to freeze any number of additional columns. Frozen columns remain visible while scrolling horizontally.
Accessing Child Object Records
In some Vaults, all objects appear in Business Admin > Objects. For example, in this configuration, a user would see both Products and Marketing Campaigns options in the menu. They could navigate to Marketing Campaigns directly and create or modify object records from there. The user can then select the parent object record using the Product field on a new marketing campaign.
However, Admins may configure a Vault so that you must navigate through the parent object record to create, edit, or delete child records. In this configuration, the user would navigate to Products, open a specific object record, and then use the Marketing Campaigns panel. When creating a new marketing campaign, they would not need to select a product as the parent record because Vault automatically associates the object records.
Accessing Related Object Records
You can access related object records (as links) directly from the object record list page. The user would see the related product as a link under the Product field. They can click the related record to navigate to the Product record detail page.
You can also navigate to related object records (as links) from the Doc Info page. The user would see the object record references for the study, study country, and study site objects as links in the document fields panel. They can click on the link of the desired referenced object to navigate to the details page for that object record.
Inline Grid Editing
From the object’s details page, you can use inline grid editing to modify field values of related records. For LongText and Rich Text field types, Vault provides a pop-up dialog with more space to edit.
Show in Tab
From a record’s details page, you can click Show in Tab to view a dynamically-generated list of related object records in a tab. Within the tab, you can:
- Create a new object record
- Apply additional filters
- Edit columns
- Perform bulk actions
- Export the list
- Save custom views
Viewing Related Documents
You can view related documents from within a related documents section of an object record. Depending on your permissions, you may also be able to relate existing documents.
Show in Tab
Click Show in Tab in a related document section to view a dynamically-generated list of related documents in a tab. Within the tab, you can:
- Apply additional filters
- Perform bulk actions
- Start multi-document workflows
- Save custom views
Multi-Document Viewer
In the multi-document viewer, you can view all documents in the Related Documents section of an object record. To view all documents related to an object record, select All Related Documents from the object record All Actions menu.
Access Control
For objects that do not use Dynamic Access Control, your access settings can differ at the object level. For example, you can only edit existing Product records, can also create and delete records for the Study Site object, but cannot even view records for the Study object.
For objects that use Dynamic Access Control, your settings for editing and deleting records can differ at the record level. For example, you can edit the product CholeCap, but not the product Nyaxa. If you have access to view an object record, you can open the record’s Sharing Settings page to see details.
Permission to create new records for an object is always controlled at the object level, through your security profile and permission set.
To manage objects themselves, you need the Admin: Objects permissions.
Audit History
From an object record list or detail page, you can view the audit trail for an individual object record, or a related record audit trail for a given object record and its related records. Admins can also view the full audit log for object records in Admin > Logs > Object Record History.
Vault does not audit individual field values for newly created records. For example, the audit trail for a new Product record would only include a single entry, and the Event Description would be “Product: CholeCap created.” We recommend exporting the current record along with the audit trail to ensure a complete export of all values. When a user deletes an object record, the audit trail captures all field values.