# 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.

## Related Permissions

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