# Veeva Station Manager Configuration Veeva Station Manager is a mobile application for iOS and Android tablets that allows workers in manufacturing facilities to view [QualityDocs](/en/lr/5442/) documents on shared devices. As more manufacturers replace paper binders on the shop floor with electronic documents accessed via tablets, organizations need a secure way to share these documents on approved devices. Station Manager provides a completely mobile, encrypted experience for viewing QualityDocs documents, with fast, offline access 24 x 7. Station Manager is easy to use and focused on the manufacturing user's needs. Even with gloves on, documents within the application are only a few taps away. Station Manager also requires minimal setup and maintenance. Site IT users only need to log into the application once. After that, the account is permanently logged in on that device, including after the tablet is restarted. When online, Station Manager automatically syncs with Vault every 15 minutes to ensure that users always see the most up-to-date documents. Station Manager users generally fall into one of three categories: * **Business Administrators** were in charge of managing paper binders on the manufacturing floor prior to the adoption of Station Manager. They do not interact directly with the mobile application but rather use Vault to administer _Stations_ and _Station Documents_. This article is for Business Administrators. * **IT Administrators** manage the provisioning of tablet devices that are available on the shop floor. IT Administrators use a shared account to log into the Station Manager mobile application on each device and associate it with a _Station_. Learn more about [Veeva Station Manager Application Setup](/en/lr/51655/). * **Manufacturing End Users** pick up tablet devices in their area of the shop floor and use the Station Manager mobile application to access documents they previously accessed in paper binders. Learn more about [Using Veeva Station Manager](/en/lr/51658/).
## Station Manager Components Vault includes the following components for configuring Station Manager and associating documents with stations: * [**Station Object**][3]: Provides a list of _Stations_ to which documents and devices can be associated. * [**Station Document Object**][4]: Associates specific document versions to _Stations_. * [**Station Device Object**][5]: Provides a list of tablet devices that are currently associated with a _Station_. * [**Station Document Lifecycle**][6]: Allows you to add or remove _Station Documents_ from Station Manager by moving the object records into specific lifecycle states. With [**Station Document Assignment Automation**][14], Vault can also automatically transition _Station Document_ records from the _Planned for Station_ to the _Assigned to Station_ state when the related document enters its Steady state. * [**Station Device Lifecycle**][7]: Allows the Station Manager mobile application to manage the registration and unregistration of _Station Device_ objects. * [**Update Station Document Entry Action**][8]: Automatically updates _Station Document_ records when referenced documents reach a _Steady_, _Obsolete_, or _Superseded_ lifecycle state. * [**QR Code User Action**](/en/lr/61887101/): Creates a QR code to link users to the latest steady state version of a document, _Station Document_ record, or station document category. * [**Station Document Metadata**][9]: Allow you to customize the Station Manager mobile application experience for manufacturing end users. ## Station Manager Objects ### About the Station Object {#station-object} The _Station_ object captures a list of all stations a Site IT Admin can select for a Vault. Admins can use the _Station_ object to define a list of all documents a user should see when using Station Manager at a given station on the manufacturing floor. ### About the Station Document Object {#station-document} Vault associates documents with _Stations_ using the _Station Document_ object. Documents referenced by the _Document_ field on the _Station Document_ object are version specific. Only the document version selected will appear in the Station Manager application. The _Station Document_ record must be in _Effective_ state to sync with devices. Vault can associate up to 1,000 _Effective_ state _Station Document_ records with each _Station_. [Document Categorization](/en/lr/59293/) : This option allows Admins to categorize _Station Documents_ in Vault. These categories display on the mobile application, so manufacturing end users can pick a category and limit browsing to documents relevant to their current task. Categorization can be useful for situations in which a Station Manager device is shared across multiple roles, products, or pieces of equipment. ### About the Station Device Object {#station-device} When a Site IT Admin logs into the Station Manager application and associates a _Station_ with a specific tablet, Vault automatically creates a _Station Device_ object record, which stores the following information: * Tablet device serial number * Date the device was associated or disassociated with a _Station_ * When the device last successfully synced * The _User_ account used to log into the device * Device operating system * The Station Manager mobile application version * If a [device sync](/en/lr/51655/#syncing) fails, Vault stores information about the most recent Vault sync for the device While not directly created or managed by Vault Admins, these records allow Vault Admins to view and report on the tablet devices using Station Manager on the manufacturing floor. ## Station Manager Lifecycles ### About the Station Device Lifecycle {#station-device-lifecycle} The _Station Device_ object includes a standard _Station Device Lifecycle_ with the following states: * _Approved_: The device is currently associated with a _Station._ The Station Manager application automatically creates a _Station Device_ record in the _Approved_ state when a device is associated with a _Station_. * _Removed_: The device is no longer associated with a _Station_. The Station Manager application automatically moves a _Station Device_ record to the _Removed_ state when a device is disassociated with a _Station,_ either by logging out, switching stations, or unregistering a device. ### About the Station Document Lifecycle {#station-document-lifecycle} The _Station Document_ object includes a standard _Station Document Lifecycle_ with the following states: * _Planned for Station_ (`draft__v`): Initial state of _Station Document_ record. In this state, the document is planned for use on a _Station_ but is not in use on any devices. * _Assigned to Station_ (`effective__v`): The document is in use on a _Station Device_. * _Removed from Station (Superseded)_ (`superseded__v`): A newer document version is in use on a _Station Device_. * _Removed from Station (Obsolete)_ (`obsolete__v`): No version of the document is in use on a _Station Device_. Vault can move _Station Document_ records to their relevant lifecycle states based on the related document's lifecycle state. See details on configuring the [_Update Station Document_][8] entry action, as well as [_Station Document_ assignment automation][14]. ## Configuring the Update Station Document Entry Action {#entry-action} You can configure the _Update Station Document_ entry action on the _Steady_ or _Obsolete_ states of any document lifecycles. When a document enters its Steady or Obsolete state, Vault automatically updates the state of any _Station Document_ record associated with that document. You should not configure this entry action on non-Steady or non-Obsolete states. ### How the Update Station Document Entry Action Works When a document reaches its Steady state and is currently associated with a _Station Document_ record in the _Assigned to Station_ state, Vault moves the existing _Station Document_ record to the _Removed from Station (Superseded)_ state. Vault then creates a new _Station Document_ record in _Assigned to Station_ state that is associated with the Steady document version. For example, the document "Site Emergency Plan" (v4.0 in its Steady state) is currently available to Station R10 through the _Station Document_ record "Site Emergency Plan v4.0 – R10" (in _Assigned to Station_ state). When "Site Emergency Plan" v5.0 reaches its Steady state and v4.0 is superseded, Vault also moves the existing _Station Document_ record into the _Removed from Station (Superseded)_ state and creates a new _Station Document_ record, "Site Emergency Plan v5.0 – R10", in the _Assigned to Station_ state. When a document reaches its Obsolete state, Vault moves all related _Station Document_ records to the _Removed from Station (Obsolete)_ state. ## Configuring Station Document Metadata {#station-document-metadata} _Station Document Metadata_ configurations, accessible in **Admin > Configuration > Station Document Metadata**, allow you to customize the document fields that Station Manager displays in the [Document Information](/en/lr/51658/#document-information) dialog. To customize the fields displayed on the Document Information dialog, use the field selector to choose fields. By default, Station Manager displays the _Name_, _Major Version Number_, _Minor Version Number_, _Document Number_, _Lifecycle_, and _Type_ fields. You can add up to ten additional fields to display. You must [select][12] the _Station Document Metadata_ record in each _Station_ object record that you wish to use the configuration. You can select the same metadata configuration for any number of stations. Create and manage _Station Document Metadata_ records in **Admin > Configuration > Station Document Metadata**. ## Selecting a Station Configuration {#selecting-a-station-configuration} The _Station Configuration_ field on _Station_ object records is a text field which can accept values in the format `Stationconfiguration.[name]` where `[name]` is the name of the _Station Configuration_ record. To make selection easier, we recommend configuring the _Station_ [object page layout](/en/lr/26387/) to use a special **Station Configuration** drop-down. To add the **Station Configuration** drop-down selector: 1. Navigate to **Admin** > **Configuration** > **Objects** and click into the _Station_ object. 2. In a section of the layout, click **Add**. 3. Select the Station Configuration selector from the list. While the default _Station Configuration_ field may also appear in this list, you should select the option with the application control icon. 4. Optional: In the **Add Station Configuration** dialog, you can select the **Specify different Label and Help Content** checkbox to customize the displayed name and tooltip text. 5. Click Done. 6. If the default _Station Configuration_ text field exists on the object page layout, remove it by clicking the **X** (remove) icon. 7. Click **Save**. You can now use the Station Configuration drop-down menu to select any defined _Station Configuration_ when editing any _Station_ object record. ## Creating Stations & Station Documents You can create individual _Station_ and _Station Document_ records, or use [Vault Loader](/en/lr/26597/) to create records in bulk. After creating _Station Documents_, you must change the record state to _Assigned to Station_ for Station Manager to sync with Vault and display the document on the _Station Device_. ### Creating Stations in Bulk To create _Station_ records in bulk, you must first create a template CSV file. You can [use Vault Loader to extract a template CSV](/en/lr/31536/) for the _Stations_ object type using the **Only Extract Column Headers** option. When you download your extracted template CSV, you can choose to remove the `status__v` and `facility__v.external_id__v` fields. Populate the remaining fields for each _Station_ you want to create. Then, return to Vault Loader to upload the CSV file and create _Station_ object records. Learn more about [creating records using Vault Loader](/en/lr/26607/). ### Creating Station Documents in Bulk To bulk create _Station Document_ records, first export a list of documents in _Steady_ state: 1. Navigate to the **Library**. 2. Add a **Document Version** filter and select _Steady State Only_ to see all _Steady_-state documents. 3. Select the Library's [**Tabular** layout](/en/lr/1745/). 4. From the **Actions** menu, select **Edit Columns** and add the _Document ID_, _Major Version Number_, and _Minor Version Number_. 5. From the **Actions** menu, select **Export to Excel**. Next, navigate to the **Loader** tab. Extract a list of current _Stations_ to retrieve each station's _ID_. Then, extract the _Station Document_ object type and select **Only Extract Column Headers** to create a _Station Document_ CSV template. Once you've exported all necessary document and _Station_ information, you can populate the _Station Document_ CSV template: 1. In the _station\_\_v_ column, enter the relevant *Station*'s _ID_. 2. In the _station\_\_v.name\_\_v_ column, enter the *Station*'s name. 3. In the _document\_\_v_ column, enter each document's _ID_ in the format: `DocID_MajorVersion_MinorVersion`. 4. Remove the _document\_unbound\_\_v_ column. After you've populated the _Station Document_ CSV, navigate back to the **Loader** tab and upload the CSV to create new _Station Documents_. ### Sample CSVs * Stations * Station Documents ## Configuring Station Document Assignment Automation {#station-document-assignment-automation} You can configure Vault to automatically transition _Station Document_ records from the _Planned for Station_ to the _Assigned to Station_ state when the related document enters its Steady state. When this occurs, Vault updates the _Station_ record's _Planned Documents_ and _Assigned Documents_ lists accordingly. To configure this recommended capability, navigate to **Admin > Settings > Application Settings** and select the **Enable Station Document Assignment Automation** setting. In the **Included Document Lifecycle Steady States** dropdown, select all applicable document lifecycles with a configured Steady [state type](/en/lr/14560/).
The Station Manager mobile application only displays documents in their Steady state which are associated with _Station Document_ records in the _Assigned to Station_ state, and any ineligible or duplicate records are filtered out. ## Document Limits {#document-limits} The following limits apply to documents on Station Manager: * Maximum of 1000 assigned documents (including Supporting Documents) per Station * Maximum of 100MB for a document rendition and 500MB for a video rendition * Maximum of 10GB for all renditions combined per Station ## Related Permissions The following permissions control the ability to configure Station Manager components within Vault: | Type | Permission | Controls | |------------------|--------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------| | Security Profile | Admin: Document Lifecycle: Edit | Ability to configure document lifecycles and the Update Station Document entry action on document lifecycle states. | | Security Profile | Object: Station: Create, Edit | Ability to create and update _Station_ records. | | Security Profile | Object: Station Document: Create, Edit | Ability to create and update _Station Document_ records. | | Security Profile | Object: Station Device: Read | Ability to view a list of devices in use on the Station Manager application. | | Security Profile | Object: Station Device: Remove Station Device: Execute | Ability to select the Remove Station Device action to unregister a _Station Device_. | [3]: #station-object [4]: #station-document [5]: #station-device [6]: #station-document-lifecycle [7]: #station-device-lifecycle [8]: #entry-action [9]: #station-document-metadata [11]: #defining-station-configuration-options [12]: #selecting-a-station-configuration [13]: #qr-code-user-action [14]: #station-document-assignment-automation