Organizations using both a QualityOne Vault and a Training Vault can utilize the Spark messaging framework to create a standard Vault to Vault connection. This connection transfers information across Vaults and automates the creation, versioning, and updating of CrossLink documents and document fields, and E-Learning content used for various training areas. Streamlining document creation reduces duplicate data and allows documents to have a single source of truth within an organization.
Once you’ve securely configured the connection between the QualityOne and Training Vault, see Vault Training Overview for more details regarding the training environment in the Training Vault and its features.
Note: This article refers to the configured QualityOne to Training Vault Connection. The QualityOne to Training Vault Connection is only available for organizations with both a QualityOne Vault and a Training Vault. If your organization uses Training Management within QualityOne only, you cannot use this feature. See Overview of Training Environments in QualityOne for details on the different training environments and the information applicable to your Vault.
Configuration Overview
Configuring a standard QualityOne to Training Vault Connection involves the following steps:
- Establish the connection between Vaults
- Enable CrossLinks and E-Learning in both Vaults
- Ensure the integration, integration point, and Spark queue records are active
- Set up integration rules to map fields between Vaults
- Define document configurations
- Set up user exception objects
- Configure user permissions
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.
Establishing Vault to Vault Connection
Connections allow you to connect and create integrations between Vaults. To establish a Vault to Vault connection between your source Vault (QualityOne) and target Vault (Training), you must download the connection file from the QualityOne Vault and upload that file to the Training Vault. Ensure you download the source QualityOne to Training (qualityone_to_training__v) connection file from the source Vault and upload the connection file to the target Vault in the existing QualityOne to Training (qualityone_to_training__v) connection record. See Creating & Managing Connections for more details on establishing this connection.
You may need to complete the approval workflow in both Vaults to activate the two (2) connection records by reassigning the workflow task to yourself. When the workflow completes, Vault activates the records automatically.
Enabling CrossLinks in Vaults
CrossLink documents enable content from one (1) Vault to be used in another Vault within the same domain. To allow the connection to create documents across both your QualityOne and Training Vaults, you’ll need to enable CrossLinks in both Vaults. You’ll also need to enable the Exclude source document overlays and Exclude source document signature pages settings. See CrossLink Administration for more details.
Enabling E-Learning in Vaults
E-Learning files enable you to use content from one (1) Vault to another Vault within the same domain. To enable E-Learning files in your QualityOne Vault, navigate to Business Admin > Picklists and ensure the E-Learning Standard picklist is active with the following picklist values:
- AICC (
aicc__v) - SCORM 1.2 (
scorm_12__v) - SCORM 2004 (
scorm_2004__v)
In your Training Vault, ensure the following document fields are active for the Training Material document type:
- Source Document Number (
source_document_number_elearn__v) - Source Document Version (
source_document_version_elearn__v) - Source Link (
source_link_elearn__v) - Source Vault Name (
source_vault_name_elearn__v)
These fields help to provide information about the E-Learning source files. You’ll also need to enable E-Learning content in your Training Vault to allow the appropriate users to set up Training Completion Criteria for E-Learning courses.
Reviewing Integration, Integration Point & Spark Queue Records
Integrations and Integration Points enable Vault to manage the message queues and define what data the connection maps from one (1) Vault to another. These records are read-only and are used by Vault to manage the connection and track any connection errors. Ensure that the following records are set to Active:
- QualityOne Training Documents Integration (
qualityone_training_docs_integration__v): This integration record is included as a standard Integration record found in the QualityOne to Training connection record in your Training Vault. CrossLink documents exclusively use this integration record.- Documents Inbound Integration Point (
documents_inbound_integration_point__v): This integration point record is included as a standard inbound Integration Point record found in the QualityOne Training Documents Integration integration record in your Training Vault. CrossLink documents exclusively use this integration point record.
- Documents Inbound Integration Point (
- QualityOne Training E-learning Integration (
qone_training_elearning_integration__v): This integration record is included as a standard Integration record found in the QualityOne to Training connection record in your Training Vault. E-Learning documents exclusively use this integration record.- E-learning Inbound Integration Point (
elearning_inbound_integration_point__v): This integration point record is included as a standard Integration Point record found in the QualityOne Training E-learning Integration integration record in your Training Vault. E-Learning documents exclusively use this integration point record.
- E-learning Inbound Integration Point (
The Spark Queue record enables Vault to send messages from a Vault extension, and HTTP callout allows you to callback for any data you need. The inbound queue sends a message to the attached Spark Message Processor to handle the message. This an integration where a Spark message can perform operations within the current Vault. The outbound queue sends a message to a target Vault where it is received by an inbound queue. The inbound queue then processes this message with its attached Spark Message Processor. This is a Vault to Vault integration where a message from one Vault can “spark” actions in a completely different Vault. Ensure that the following records are set to Active:
- QualityOne to Training Outbound Queue (
qualityone_to_training_outbound_queue__v): This queue record is included as a standard Spark Queue record found in your QualityOne Vault. - QualityOne to Training Inbound Queue (
qualityone_to_training_inbound_queue__v): This queue record is included as a standard Spark Queue record found in your Training Vault.
Setting Up Integration Rules for Field Mapping
Integration Rules allows Admins to incorporate configurable rules for mapping document fields between two (2) Vaults. You can use Integration Rules to incorporate configurable rules for mapping document fields between two (2) Vaults. See Creating & Managing Integration Rules for more details on creating additional custom field rules.
This connection includes two (2) standard integration rule records:
- QualityOne Training Documents (
qualityone_training_documents__v) - QualityOne E-learning Documents (
qualityone_elearning_documents__v)
These integration rule records contain the following standard field rules in your Training Vault:
| Name | Target Doc Field | Query Field |
|---|---|---|
document_link__v |
link__sys |
global_id__sys |
document_name__v |
name__v |
name__v |
Note: To configure any additional data mapping outside of the standard connection, work with your Veeva Representative.
Defining Document Configurations
The following document configurations help to define the connection between QualityOne and Training Vaults.
Adding Shared Fields
On the QualityOne Vault, you must add the Applicable to Training (applicable_to_training__v) shared field to any document type you require to sync as training materials to the Training Vault.
Standard Document State Types
Vault triggers sync jobs from your QualityOne to Training Vault connection based on document lifecycle state types. When a document enters a lifecycle state associated with a document state type, Vault triggers the next step in the connection to create and update the applicable CrossLink documents in the Training Vault. This feature includes the following document state types for all document types for both your QualityOne and Training Vaults:
- Ready for Training
- Steady
- Obsolete
Ensure these document state types are included in the document lifecycle you use for your Training Material (training_material__v) document type in your Training Vault and any document type required in your QualityOne Vault.
Document Lifecycle Action
The document lifecycle action in QualityOne Vaults allow users to sync updated data between the two (2) Vaults. You can set up the Sync Documents To Training action as either a user action or an entry action to fit your organization’s business processes.
Enabling E-Learning Preview
Add the Preview E-Learning Content action to the appropriate states in the document lifecycle. When a Learner previews a course, the content opens in a new interactive browser window. In QualityOne Vaults, the preview window displays the course response data but does not capture the data in Training Content Status records as it would when a Learner runs the course in their Training Vault.
Setting Up User Exception Objects
Vault includes the User Exception Message object and its child object, User Exception Item, to help you track and resolve any errors that occur with your connection. If either end of your integration can’t process an incoming message, Vault creates a User Exception Message record to capture the failure and individual User Exception Item records for each item that failed.
To allow ease of access to view these messages, navigate to Admin > Configuration > Objects > User Exception Items. Click Edit, select the Display values in Business Admin menu checkbox, then click Save. You can now navigate to the messages from the Business Admin page. You can also view and manage these messages from Admin > Connections > User Exception Messages.
A User Exception Message means you need to work with a Veeva Representative to update your configuration. After you update the connection configuration, you can resubmit the message that originally failed. Navigate to the User Exception Item record, open the Actions menu, and select Resubmit Message.
Configuring the User Exception Message Action
The User Exception Message object contains the Retry Transfer action. This action triggers Vault to attempt to try the sync job again for the source documents that failed to sync. You can add this action as a user action on any lifecycle state.
Troubleshooting User Exception Messages
You may see a User Exception Message when using this feature. You can view any message details by navigating to Business Admin > Objects > User Exception Messages. After the issues are resolved, rerun the connection by navigating to Admin > Connections > User Exception Message and clicking Rerun on the message record.
Configuring User Permissions
You must ensure users have a security profile with the appropriate Read, View, Edit, and Create permissions to access the appropriate objects and object fields:
- For the User Exception Item object: Read permission
- For the User Exception Message object: Read permission
Connection Limitations
See Standard Vault to Vault Connection Limitations for a list of limitations that impact your QualityOne to Training connection.
Related Permissions
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: Object Lifecycles: Edit | Ability to modify object lifecycles. |
| Security Profile | Admin: Configuration: Objects: Create, Edit | Ability to create and modify Vault objects. |
| Security Profile | Admin: Configuration: Spark Queues: Create, Edit, Delete, Queue Log | Ability to create, modify, and delete Spark Queue records, and view the Queue Log. |
| Security Profile | Admin: Security: Permission Sets: Read, Create, Edit, Delete | Ability to make changes to permission sets for users. |
| Security Profile | Admin: Settings: General Information: Edit | Ability to modify settings in the Vault General Settings page. |
| Security Profile | Application: Vault Actions: CrossLink: Create CrossLink | Ability to create CrossLink materials. |
| Security Profile | Application: Vault Actions: Connections: Manage Connections | Ability to set up the QualityOne to Training standard Vault connection. |
| Security Profile | Application: Vault Actions: Integrations: Manage Integrations | Ability to set up integration rules. |