About Veeva Quality Basics Users

Vault users are managed by Vault Admins, and can be customized to perform various tasks throughout Quality Basics.

User Types

Vault users are categorized into three (3) different user types:

  • Domain Users: Users from your company’s domain, such as your peer employees. This is the most common type for new users.
  • Cross-Domain Users: Users from external organizations, such as vendors or consultants, who can use their existing Veeva Vault credentials to access your company’s vault. Cross-Domain Users can log into any Vault they have access to using their existing home domain login credentials, or using SSO if it is enabled for your organization.
  • VeevaID Users: Users that are not employees of your company and do not have their own Vault User ID.

User Access

You can provide users access to Quality Basics based on their role at your organization using security profiles and system assignments.

Security profiles allow you to define whether a user should have Admin access, full access, or read-only access to Quality Basics. Define what each user can do in the system. System assignments allow you to grant additional system access to the user to allow them to perform specific sets of tasks based on their role in your organization. User profiles also include a licensing section which autopopulates based on your selections for security profiles and system assignments.

Security Profiles

The following security profiles are available for Quality Basics users:

  • Vault Admin: This security profile allows users to create and manage users, create reference data, view all records and documents, manage workflow participants, and start workflows. You can select system assignments for this security profile to grant additional access.
  • Full User: This security profile allows users to create documents, create Document Change Controls, and participate in authoring & approvals. You can select system assignments for this security profile to grant additional access.
  • Read-Only User: This security profile provides users with read-only access to documents in a steady state. You can select the Learner system assignment for this security profile to allow users to complete Training Assignments. No other system assignments are allowed.
  • Pending Full User Training: This security profile provides users with the same permissions as Read-Only User, and should be granted to users who will, after completing system training, become a Vault Admin or Full User.

System Assignments

You can select system assignments for users to allow them to perform additional functionality based on their role in your organization. The following system assignments are available:

  • Document Control: This system assignment allows users to view and manage all documents, expedite document release, complete periodic document reviews, manage workflow participants, and start document workflows.
  • QA: This system assignment allows users to be selected as the QA Approver on documents, Document Change Controls, and QMS records. Within Quality Basics: QMS, users with this system assignment can see all records, manage team participants, create Extension Requests, start workflows, and cancel incorrectly created Change Controls and Deviations.
  • Training Admin: This system assignment allows users to manage the Training Matrix, including Learner Roles, Curricula, and Training Requirements.
  • Learner: This system assignment allows users to complete training assignments. We recommend that you assign the Learner system assignment to all users to allow them to complete training assignments. If your organization uses Quality Basics: Training, Vault automatically creates a Learner record for the user.
  • QMS User: This system allows users to view all QMS records and be selected as an Approver on Change Controls and Change Actions. In addition, users with this system assignment can be selected as the Owner of CAPA Actions, Change Actions, Effectiveness Checks, Investigations, and Impact Assessments. When you assign a user this system assignment, you must also specify their QMS Owner and Creator permissions:
    • QMS Owner Permissions: These permissions allow users to be selected as the Owner of either Change Control, Deviations, or both.
    • QMS Creation Permissions: These permissions allow users to create either Change Controls, Deviations, or both.

Licensing

The licensing section will autopopulate with licenses based on selections made for users’ security profiles and system assignments. The following application licenses are available for Quality Basics users:

  • QualityDocs License:
    • Full User: This license type allows access to Quality Basics: QualityDocs for users with a Vault Admin or Full User security profile.
    • Read-Only User: This license type allows read-only access to Quality Basics: QualityDocs for users with the Read-Only User security profile.
  • Training License:
    • Full User: This license type allows access to Quality Basics: Training for users with the Vault Admin or Full User security profile and the Training Admin system assignment.
    • Learner User: This license type allows users with any security profile and the Learner system assignment to complete training assignments and view related learning materials in Quality Basics: Training.
  • QMS License:
    • Full User: This license type allows access to Quality Basics: QMS for users with the Vault Admin or Full User security profile and the QMS User system assignment.

Password Security Policy

The Veeva Basics password security policy includes the following restrictions:

  • Password Requirements: Each password must include a number, an uppercase letter, and a non-alphanumeric character.
  • Minimum Password Length: Eight (8) characters.
  • Password Expiration Date: Expires in 90 days.
  • Password History Reuse: Prevent the reuse of the last five (5) passwords.
  • Password Reset Daily Limit: Unlimited.
  • Account Lockout Duration: Permanent.