Configuring Process Hierarchy (Document Control)

QualityOne Vaults allow you to display business processes and associated documents in a hierarchical interface. You can associate documents with one (1) or many processes and display the list of documents in the Process Details page. You must configure several Vault components before your organization can create Visual Hierarchy records for the Process Hierarchy page.

About Visual Hierarchies

The Visual Hierarchy and Hierarchy Document objects support the content structures that users see when they land on the Process Hierarchy page.

After you configure a Visual Hierarchy object type, you can configure the Viewer with Visual Hierarchy object records. Once configured, the Hierarchy Document object records allow you to establish the relationship between Visual Hierarchy object records and your business process documents. Your users can arrange Hierarchy Document object records to categorize and display collections of documents.

Configuration Overview

Configuring your Vault to use Process Hierarchy involves the following steps:

Configure a Visual Hierarchy object type, fields, and object layout
Add the Document field to the Hierarchy Document object layout
Optional: Create a custom tab for the Visual Hierarchy object
Optional: Configure the Hierarchies page as the landing tab for applicable users
Provide appropriate permissions to users to manage and view Process Hierarchy

Once configured, your organization can create and manage Visual Hierarchy records as needed for the Process Hierarchy page.

Note: Depending on your Vault’s creation date and which features are currently enabled and configured, some of the steps described in this article may be unavailable or already complete in your Vault.

Configuring the Visual Hierarchy Object

Perform the following object configuration changes on the Visual Hierarchy object.

Visual Hierarchy Object Fields

Configure any custom informational fields to have available alongside supporting documents on the Visual Hierarchy object.

Visual Hierarchy Object Types

Create a Process object type in the Visual Hierarchy object configuration. Visual Hierarchy object types comprise the top-most organizational-level in each hierarchy. Vault displays all active Visual Hierarchy object types in a drop-down Hierarchy Selector on the Process Hierarchy page.

You can configure which fields display in the General section of the Process Details page for different object types by configuring fields on Visual Hierarchy object types, then following the steps to make a Visual Hierarchy configuration.

Configuring Fields on Visual Hierarchy Object Types

The Visual Hierarchy Configuration page lets you specify the fields that display in the General section of a Visual Hierarchy’s Process Details page, as well as their order. To do this you must create a configuration for each Visual Hierarchy object type.

To make a configuration for a Visual Hierarchy object type:

Navigate to Admin > Configuration > Application Configurations > Component Setup > Visual Hierarchy Configurations.
Click Create.
Enter a Name. The name for the configuration must match the name of the object type for which you are making the configuration.
Enter a Label.
Select an Object Type. The Object Type must be the same as the object type for which you are making the configuration.
Specify if the Visual Hierarchy is Active.
Click Save to reveal the Visual Hierarchy Configuration Fields section.
Add a new field to the configuration by clicking Create in the Visual Hierarchy Configuration Fields section.
In the Create Visual Hierarchy Configuration Field page, enter a Name.
In the Object field, select Visual Hierarchy.
Specify a Field assigned to the object type. You must use the format [field.fieldname]. For example, the input to select the Description (description__v) field would be “field.description__v”. You cannot select the Object Type field to display in a Visual Hierarchy configuration.
Optional: Enter a Label.
Optional: Enter a Display Order.
Specify if the field is Active.
Click Save.
Optional: Click Create in the Visual Hierarchy Configuration Fields section to add additional fields.

Visual Hierarchy Object Layouts

In the Visual Hierarchy object configuration, create a layout for the Process object type and configure it with the following changes:

Insert a Related Object section for Hierarchy Documents so users can relate their business process documents to Visual Hierarchy records.
Insert a Related Object section for Child Visual Hierarchies, allowing users to create and arrange related Visual Hierarchy records to suit their business process structure. Under Filter Related List, filter by Visual Hierarchy Type > equals > Business Process. This filter ensures that users relating Visual Hierarchy records cannot choose a record of an inappropriate object type.

If you have additional Visual Hierarchy object types, you should configure an object layout for each object type.

Limitations

The following limitations apply to Process Hierarchy:

Depending on configuration, you can create a maximum of three (3) Visual Hierarchy records without a parent record and a maximum of five (5) levels of parent-child record relationship. For additional help on this configuration, contact your Veeva Representative for more details.
Depending on configuration, each parent Visual Hierarchy record can have up to ten (10) child records. For additional help on this configuration, contact your Veeva Representative for more details.
You cannot associate Visual Hierarchy records of a given object type with a parent record of a different Visual Hierarchy object type.

Configuring User Permissions

You must ensure users have the appropriate read and create permissions to access the appropriate objects and object fields in addition to the permissions outlined below:

For the Hierarchy Document object: Create, Read, Edit, and Delete permission.
For the Visual Hierarchy object and object types: Create, Read, Edit, and Delete permission.
For the Hierarchies Tab: View permission.
For the Visual Navigation Detail Page: View permission.
For the Visual Navigation Landing Page: View permission.
To restrict views at the individual record level, you can enable matching sharing rules (Dynamic Access Control) on the Visual Hierarchy object, and configure the Visual Hierarchy Lifecycle with lifecycle states. If you use this method, it is recommended that users still be provided Read permission to the Parent, Position within Parent, Icon, Name, and Description fields on the Visual Hierarchy object via Atomic Security.

You can complete all the steps in this article with the standard System Administrator or Vault Owner security profile. If your Vault uses custom security profiles, your profile must grant the following permissions:

Type	Permission	Controls
Security Profile	Admin: Configuration: Document Lifecycles: Create, Edit	Ability to create and modify document lifecycles.
Security Profile	Admin: Configuration: Document Types: Edit	Ability to modify document types.
Security Profile	Admin: Configuration: Object Lifecycles: Create, Edit	Ability to create and modify object lifecycles.
Security Profile	Admin: Configuration: Objects: Create, Edit	Ability to create and modify Vault objects.
Security Profile	Admin: Security: Permission Sets: Edit	Ability to modify permission sets.