Vault reports make it easy to answer important business questions about your Vault. You can use reports to organize, analyze, and share any data related to your documents and processes.
What Can Reporting Do?
Here are a few highlights of the type of things you can do with Vault Reporting:
- Create a forward-looking report to see which documents need attention (for example, approaching expiration) and create an agenda for a periodic meeting.
- Create a historical report to analyze how long it takes for a document to go through a review process, discover how it differs across products, and identify the bottlenecks.
- Use custom metrics to answer questions such as “What are some of the different reasons why a document failed to make it all the way through an approval process?”
Navigating the Reports Tab
The Reports tab helps users to organize reports across Vault and provides flexibility for searching and filtering across reports.
The Reports tab appears in tabular view and functions like a spreadsheet. In this view, you can:
- Resize columns
- Rearrange columns by clicking and dragging the column headers
- Add or remove custom columns by clicking Edit Columns in the Actions menu
- Sort by column values
- Customize appearance of column text by clicking Truncate Cell Text or Wrap Cell Text in the Actions menu
- Favorite individual reports by clicking the star icon
From the Reports tab, you’ll see several views:
- All Reports shows all reports in the Vault for which you are an Owner, Viewer, or Editor. All other views are subsets of this view.
- Recent Reports shows the last 20 reports that you viewed, edited, or created.
- My Reports shows only reports that you created.
- Favorites shows reports that you have marked as a favorite by clicking the star icon.
- Flash Reports shows all flash reports in the Vault for which you are an Owner, Viewer, or Editor.
In the All Reports view, you can also use search and filters and edit the column layout to create additional custom views. Click Save View As to save this view to your Views panel. See Using Custom Views for detailed instructions on creating saved views.
Vault remembers the view that you last selected and opens it automatically when you open Reports.
To search across reports from anywhere in your Vault, select Reports in the main search bar. Vault searches within the report’s name, report type, description, and fields. Vault displays the matching reports in a filtered view in the Reports tab. To save this view for future use, click Save View As.
Use the Filters options to refine the list of displayed reports in any view or within search results. From this panel, you can also remove an applied filter.
When configured, you can assign tags to a report, making it easier to group, search, and filter your reports. To add tags, click into the Tags field for a report and select a tag from the picklist. If the Tags column doesn’t appear in tabular view, you can add it using the Edit Columns action. If no tags appear in the picklist, your Admin needs to configure them. Note that only users with the Owner role can edit tags for flash reports.
In addition to user-configured reports, Vault includes the following context-sensitive reports that automatically filter to show only details for the related documents or object records:
- Workflow History Report displays all workflows and associated tasks associated with the document. This includes open, completed, and canceled workflows and tasks.
- Duplicate Content Detection indicates the total number of duplicates in your Vault. See Using Duplicate Content Detection. An Admin must enable Duplicate Content Detection in your Vault before you can use this report.
How to Use One-Click Reports
You access one-click reports from the Actions menu on the document or object record, instead of on the Reports tab. After you run the report, you can create an editable report copy by clicking Edit and then clicking Save. Vault saves a copy of the one-click report as a standard report. You can also choose Copy Record from the report’s Actions menu.
Note that you cannot edit, share, or delete Workflow History, Training or standard Impact Assessment reports.
Standard reports are reports created by Vault applications. Standard reports are marked with a Veeva logo and tag, and include the standard
__v namespace to easily distinguish them from other reports.
Standard Report Limitations
Users cannot perform the following actions on standard reports:
- Delete or edit standard reports
- Schedule standard reports as flash reports
- Add standard reports to dashboards
When you run a report with a single entity, Vault estimates the time it will take to complete and displays an error message if the report will time out. You can prevent reports from timing out by adding filters, scheduling a flash report, or running the report in the background.
Report Edit Access
You have special permissions for reports that you create. As the report creator, Vault automatically grants you the Owner role for that report so you can view, edit, or delete it. When sharing the report, you can also assign users and groups to Viewer, Editor, and Owner roles on the report. Report editors and users in the Report Administrators group have the same permissions as the report creator.
Users with the license type Read-Only User or External User cannot create or view reports. Users with other license types need the following permissions to work with reports:
|Security Profile||Application: Create Button: Show Create Button||Ability to access the Create button to create reports.|
|Security Profile||Object: Report: Read||Ability to view reports that other users have shared with you.|
|Security Profile||Object: Report: Create||Ability to create new reports.|
|Security Profile||Object: Report: Edit||Ability to edit any reports that you created or to which other users have given you the Editor role.|
|Security Profile||Object: Report: Delete||Ability to delete your own reports or reports to which other users have given you the Editor role.|
|Security Profile||Application: Dashboards & Reports: Read Dashboards & Reports||Ability to access reports. This also prevents Read-only Users and External Users from accessing reports, including Flash Reports sent via email.|
|Security Profile||Application: Dashboards & Reports: Schedule Reports||Ability to use the Schedule action to schedule flash reports.|
|Security Profile||Tabs: Reporting: Reports: View||Ability to see the Reports tab.|
|Document Role||View Document||Ability to access one-click document reports.|
When an Admin changes the Label for a report type on the Configuration > Report Types page, Vault does not update the Report Type value that shows on the Reporting tab or in filters. This issue affects all reports created before the Admin edited the Label field, but reports created after the change will see the new label.