From Admin > Settings, Admins can manage settings related to viewable renditions.

Font Embedding

You can set the level of font inclusion within viewable renditions generated by Vault. The settings apply to newly generated renditions. The settings can be applied to existing renditions by re-rendering them from their source files.

Default Settings:

  • Vault does not embed Arial, Courier, and Times New Roman font sets.
  • Vault embeds all other fonts, including Asian fonts, as subsets. In other words, Vault embeds individual characters of those font sets only when they are used in a document.
  • Vault embeds a complete font set only when every character of the font set is used in the document.

Optional Settings:

  • Always embed complete font sets (including TrueType fonts) for all fonts being used in the document. Asian (double-byte) fonts will remain embedded as subsets.
  • Always embed font subsets (including TrueType fonts) for each character being used in a document.

Note: Any PDF distributed outside of Vault (submitted to a health agency, for example) may require all font sets embedded to ensure that the recipients can view the text as intended. However, this will increase the rendition file size. Individual health authority requirements for font embedding should always be verified before submission.

You can modify these settings to determine how Vault handles bookmarks and links:

  • Generate bookmarks based on Table of Contents: When creating bookmarks, Vault looks for a Table of Contents (TOC)/List of Figures (LOF) and generates bookmarks to match all TOCs and LOFs that exist in your Microsoft Word file. If no TOC or LOF exists, Vault generates bookmarks based on headings (Heading 1 – Heading 9). If enabled, Vault also generates bookmarks for captions and titles under headings. This setting may be necessary if renditions in your Vault must adhere to PDMA standards.
  • Generate bookmarks for Title style: When creating bookmarks, Vault looks for text with the Title style applied. If a title exists, Vault generates a Level 0 bookmark. If there are multiple titles in the document, Vault generates multiple Level 0 bookmarks. Vault defaults to Bookmarks based on Table of Contents if both settings are enabled.
  • Set link text to blue: When Vault renders a Microsoft Word file, the viewable rendition displays links in blue text.
  • Auto generate bookmarks for captions: When creating bookmarks, Vault looks for in-line captions and generates bookmarks under parent headings within the bookmark hierarchy.
  • Generate “List of …” bookmark sections per caption type: When creating bookmarks, Vault looks for in-line captions and generates bookmarks under sections titled “List of <Caption Type>” for each caption type.
  • Exclude captions of type: Vault can exclude captions when creating bookmarks from captions using the Auto generate bookmarks for captions or Generate “List of …” bookmark sections per caption type options. By default, you can exclude three (3) caption types: SeqTableNote, Table, and Figure. You can add excluded captions to the picklist called Caption Exclusions and set them on the Renditions Settings and Rendition Profiles pages. Identifiers for excluded captions must start with a letter and are limited to 40 characters (letters, numbers, and underscores). Refer to Microsoft guidelines for details on defining captions. You can exclude up to 25 captions per rendition profile.
  • Expand PDF bookmarks to show Level X: By default, Vault expands the first level of bookmarks in the downloaded PDF. You can use this setting to select a different bookmark level to expand.

Veeva Support can also enable a setting which includes styles applied to bookmarks (bold, italic, or UPPERCASE) in the downloaded viewable rendition.

Merge Fields Settings

The Prevent Merge In Steady State setting determines whether Vault should continue to merge fields while in a steady state. If enabled, documents using merge fields merge one final time when transitioning to a steady state, and will not merge again until they transition out of the steady state. This setting is enabled by default.

Rendition Display

Microsoft Word documents are rendered in Vault with all markup. If you select the Do not show Markup in Viewable Renditions for Word documents checkbox, Vault renders all Microsoft Word documents without the Markup and Comments that appear in the native Word file. All source files are unaltered.

MS PowerPoint documents are rendered in Vault without Speaker Notes. If you select the Always show Speaker Notes in Viewable Renditions for PowerPoint documents checkbox, all new viewable renditions for PowerPoint documents in Vault include Speaker Notes.

Vault can display and allow annotation of PDF and XFA-based PDF files with enabled Adobe Acrobat security settings with the Allow viewing and annotation of protected PDF files checkbox.

Rendition Metadata

You can enable basic metadata population on PDF and PDF/A-1b renditions of Microsoft Office source files by setting the Include source document properties in the Viewable Rendition checkbox under Rendition Metadata.

If the Title, Author, Subject, and Keywords fields are not blank on the source document, Vault extracts them and populates the corresponding fields in the Document Properties of the PDF viewable rendition.

Enabling PDF/A Viewable Renditions

In addition to standard PDF viewable document renditions, Vault supports PDF/A viewable renditions to comply with widely-adopted ISO standards. To configure PDF/A renditions, navigate to Admin > Settings > Rendition Settings. Under PDF Format, select Generate Pdf/A-1b Compliant Rendition. Note that when PDF/A renditions are enabled, Vault does not generate standard PDF renditions. You can also configure a rendition profile to limit PDF/A rendition generation to specific documents.

Vault does not automatically re-render existing viewable renditions when you enable PDF/A compliant renditions. You must re-render all documents of that type to generate the PDF/A rendition.