Managing Periodic Reviews for Validation Entities (Validation Management)

Validation Management users can complete Periodic Reviews at the Validation Entity level for one or multiple entities. Users can plan multiple Periodic Reviews for a single entity with different frequencies and scopes, such as system reviews, audit trail reviews, and privileged user reviews, or associate a single Periodic Review with multiple entities.

Organizations can establish Periodic Review Teams, defining who owns, contributes, and approves the Periodic Review, and generating tasks based on the application roles associated with the team. Organizations can also plan their Periodic Reviews and schedule them so that the task is generated automatically as the due date approaches. Additionally, Vault can automatically create the new Periodic Review for a recurring activity based on when a recurring Periodic Review is completed.

Supported Objects

Validation Management supports the following objects for managing Periodic Reviews at the Validation Entity level:

  • Validation Periodic Review
  • Validation Periodic Review Type
  • Validation Periodic Review - Entity
  • Validation Extension Request

Configuration Overview

Admin must complete the following steps to configure Periodic Reviews:

  • Configure the layouts for the Periodic Review objects.
  • Add the Periodic Review Access Warnings section and the Periodic Review Team with Warnings application section to the Periodic Review page layout.
  • Configure the Periodic Review objects.
  • Configure the Validation Periodic Review and Validation Activity lifecycles.
  • Configure the Periodic Review workflows.
  • Configure the Add Missing VTAs for Periodic Review Team user action on the Validation Periodic Review lifecycle.

Configuring Layouts for Periodic Review Objects

Complete the following steps to configure the layouts for the Periodic Review objects:

  1. Apply custom layouts from the standard layouts (Save As) for the following objects:
    1. Validation Periodic Review
    2. Validation Periodic Review Type
    3. Validation Extension Request
    4. Periodic Review Extension Request Type
    5. Validation Periodic Review Team
  2. Add layout rules for the Periodic Review object layout. Recommended: Add a layout rule to the Periodic Review object type layout to prevent users from changing recurring Periodic Reviews after they are created.
  3. Remove the Periodic Review sections and fields from the Entity Version object layout for all supported object types.

Adding the Periodic Review Access Warnings Section

To ensure that users viewing a Periodic Review have access to view the entities, add the Periodic Review Access Warnings application section to the Periodic Review page layout.

Adding the Periodic Review Team with Warnings Section

To manage the Periodic Review Team for a Periodic Review, add the Periodic Review Team with Warnings application section to the Periodic Review page layout. The Access to Entities column in this section displays a check mark or warning indicating whether a team member has permission to view all Validation Entities associated with the Periodic Review.

Configuring Periodic Review Objects

Complete the following steps to configure the Periodic Review objects:

  1. Recommended: Add field criteria, such as only active Validation Entities or only Periodic Reviews in a Draft, Upcoming, or In Progress state, for the Periodic Review - Entity join object (val_periodic_review_entity__v).
  2. Enable the new fields for the Validation Entity to the Validation Entity object types and add the relevant section to each object type layout.
  3. Disable the Periodic Review fields on the Validation Entity Version object types.
  4. Disable the Periodic Review activity type on the Activity Type picklist.

Configuring Validation Periodic Review and Validation Activity Lifecycles

Complete the following recommended steps to configure the Validation Periodic Review and Validation Activity lifecycles:

  1. Add entry criteria to ensure that the necessary date fields are populated on the Periodic Review and that the Periodic Review Team - Entities join records exist.
  2. Add a user action to start the Periodic Review workflow from records in a Draft or Upcoming state for non-recurring Periodic Reviews.
  3. Add entry actions to clear the scheduling fields, such as Justification, Review Frequency, and so on, for non-recurring Periodic Reviews.
  4. Required: Configure atomic security for the Validation Periodic Review Lifecycle (val_periodic_review_lifecycle__v) and all associated lifecycles.
  5. Disable the Periodic Review lifecycle states on the Validation Activity lifecycle.
  6. Review the Validation Entity lifecycle state configurations and remove those that reference Periodic Reviews.

Configuring Periodic Review Workflows

Complete the following steps to configure the Periodic Review workflow:

  1. Create a Periodic Review workflow. Once configured, add an entry action to the In Progress state to automatically start the workflow for recurring periodic reviews.
  2. Create an Extension Request workflow.

Configuring the Add Missing VTAs for Periodic Review Team Action

Configure the Add Missing VTAs for Periodic Review Team action as a user action on the Validation Periodic Review Lifecycle (val_periodic_review_lifecycle__v). When the action is executed, Vault creates Validation Team Assignment records on the Validation Entities associated with the Periodic Review record for the Periodic Review Team Members who are unable to see entities, using the Periodic Review Viewer Validation Team role.

This action is available to users only when the necessary role-based permissions and atomic security have been applied to the lifecycle state.

To manage Periodic Reviews, a user requires a security profile or role that grants the following permissions:

  • Read permissions on the Validation Entity (val_inventory_item__v) object
  • Create, Read, and Edit permissions on the Periodic Review (val_periodic_review__v) object
  • Create, Read, and Edit permissions on the Periodic Review Team (val_periodic_review_team__v) object
  • Create, Read, and Delete permission on the Periodic Review - Entity (val_periodic_review_entity__v) join object Read permissions for the Periodic Review Type (val_periodic_review_type__v) object