The Study Training application relies on the Study Training-Clinical Operations Connection to manage Clinical Operations User and Person records. While this automation is designed to minimize manual or repetitive steps, it is possible that a Study Training Vault Admin must manually merge duplicate users originating, for example, from when a CRO user with a sponsor-specific email changes sponsors. When configured, User Association Replacement provides a quicker solution for associating this new User record with the existing target Person.
Note: This feature must be configured in Study Training Vaults, and is specific to User replacement within individual Person records via Vault UI. Contact Veeva Support or your Veeva representative about replacing users in bulk via API.
Use Cases
User Association Replacement is designed for:
- Email and/or sponsor updates: This most-common scenario occurs when a user changes their email address, either due to a name change or they are a CRO user switching sponsors. This also includes when a VeevaID or cross-domain user updates their email.
- Vault reparenting: When Veeva reparents a Vault, this feature can be used to resolve User and Person merges across pre-identified lists of users.
How User Association Replacement Works
When a Vault Admin runs the Replace User action from a Person record in the Ineligible state and populates the new username, the Training: Reparent User Accounts SDK job:
- Switches the User reference on the target Person record with the new username.
- Creates a cross-domain User if one does not already exist.
- Updates the Sharing Settings within existing assignments in the Completed state with the new User reference.
- Similarly, the job updates related document Sharing Settings: For each Training Material referenced by this assignment, Vault updates the Library document’s Trainee role with the new User reference.
- Transitions the Person record to the Eligible state.
- Inactivates the original User record.
In the event assignments were cancelled in order to complete this process, Vault regenerates them during the next Update Training Assignments job run.
Replacing a User Association
To replace an individual Person record’s User association within the Vault UI:
- Ensure the target Person (Learner) is ineligible for training, and that they do not have any open Training Assignments.
- A Learner is considered ineligible when their Person record’s Training Eligibility field (
training_eligibility__v) is “Ineligible” and the record is in the Ineligible state. - To cancel open assignments, update the Person record accordingly, then run the Update Training Assignments job.
- A Learner is considered ineligible when their Person record’s Training Eligibility field (
- Once the Person record is in the Ineligible state, run the Replace User action.
- In the Replace User dialog, populate the new User Name and click Save.
Vault initiates the Training: Reparent User Accounts SDK job to complete the replacement. In the event assignments were cancelled in order to complete this process, you can manually run the Update Training Assignments job to reassign them, or wait for its next scheduled run.
Configuration Overview
To configure User Association Replacement:
- Within the Person object, create a new “Replace User” action using the standard object action of the same name. During configuration, ensure you de-select the Available in All Lifecycle States option.
- Within the Person object lifecycle’s Ineligible state, create a new “Replace User” user action using the object action you created in Step 1.
- Review your Vault’s security configuration to ensure users are assigned the appropriate permissions to work with this feature.
Limitations
User Association Replacement can only occur when a Person is ineligible for training and they do not have any open Training Assignments. See additional details about how to address open assignments.
Related Permissions
Vault Admins or other stakeholders working with this feature must be assigned a permission set with the below permissions. Depending on your security configuration, these users may require additional role-based permissions within the Person object lifecycle.
| Permission Label | Permission | Controls |
|---|---|---|
| Objects: Person: Object Action Permissions: Replace User | View, Execute | Ability to execute the Replace User action. |