QualityOne Station Manager is a mobile application for Apple iPadOS devices that allows workers in manufacturing facilities to view quality documents, including video types of documents, on shared devices remotely with fast, encrypted, online access 24 x 7. As a Business Administrator, you can tailor the needs of Manufacturing Users by configuring and administering Stations and Station Documents appropriately. Typically, you can start configuring QualityOne Station Manager in Vault before Manufacturing Users obtain their provisioned Vault accounts and devices from the Site IT Administrator.
Enabling QualityOne Station Manager
QualityOne Station Manager is an add-on application for the QualityOne application family with its own application license. Contact your Veeva Representative for more details about purchasing add-on licenses and to enable QualityOne Station Manager.
Configuration Overview
Configuring your Vault to use QualityOne Station Manager involves the following steps:
- Configuring key QualityOne Station Manager objects
- Customizing the Station Configuration object
- Configuring the QualityOne Station Manager object action
- Configuring QualityOne Station Manager lifecycles
- Creating Stations and Station Documents in bulk
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 QualityOne Station Manager Objects
QualityOne uses the following objects to support QualityOne Station Manager:
- Station (
station__v): This object provides a list of Stations to which documents and devices can be associated. - Station Document (
station_document__v): This object associates specific document versions to Stations. - Station Device (
station_device__v): This object provides a list of devices that are currently associated with a Station.
About the Station Object
The Station object captures a list of all stations a Site IT Administrator can select for a QualityOne Vault. You can use the Station object to define a list of all documents a user should see when using QualityOne Station Manager at a given station on the manufacturing floor.
About the Station Document Object
QualityOne Vault associates documents (including video documents) with Stations using the Station Document object. Documents referenced by the Document field on the Station Document object are version specific. Only the document version selected appears in QualityOne Station Manager.
The Station Document record must be in the Effective state to sync with devices. Vault can associate up to 1,000 Effective state Station Document records with each Station.
About the Station Device Object
After you complete all configuration, when a Site IT Administrator logs into the QualityOne Station Manager application and associates a Station with a specific device, QualityOne automatically creates a Station Device object record, which stores the following information:
- Device serial number
- Date the device was associated or disassociated with a Station
- When the device last successfully synced
- The User account used to log into the device
- Device operating system
- The QualityOne Station Manager mobile application version
- If a device sync fails, Vault stores information about the most recent Vault sync for the device
These records allow you to view, track, and collect reports on all devices using QualityOne Station Manager on the manufacturing floor.
Customizing Station Configuration Object
QualityOne Station Manager allows you to customize the QualityOne Station Manager mobile application experience for Manufacturing Users. The Station Configuration object allows you to customize how Manufacturing Users see and interact with the application. After you define station configurations, you must select the Station Configuration record in each Station object record that you want to use the configuration. You can select the same station configuration for any number of stations. Create and manage Station Configuration records in Admin > Configuration > Station Configurations.
Defining Station Configuration
Station configuration is available for customizing how QualityOne Station Manager Manufacturing Users see and interact with the application using the Station Configuration object. You can define the station configuration by setting up categorization. Categorization allows you to categorize Station Documents in Vault. These categories display on the mobile application, so Manufacturing Users can pick a category and limit browsing to documents relevant to their current task. Categorization can be useful for situations in which a QualityOne Station Manager device is shared across multiple roles, products, or pieces of equipment. See QualityOne Station Manager Categorization for more details.
Selecting a Station Configuration
After defining station configuration, you can add the configuration to your Station object. The Station Configuration field on Station object records is a text field that can accept values in the format Stationconfiguration.[name] where [name] is the name of the Station Configuration record. To make selection easier, we recommend configuring the Station object page layout to use a special Station Configuration drop-down.
To add the Station Configuration drop-down selector:
- Navigate to Admin > Configuration > Objects and select the Station object.
- In a section of the layout, click Add.
- Select the Station Configuration control field with the slider (
) icon. The default Station Configuration field may appear in this list. - Optional: In the Add Station Configuration dialog, you can select the Specify different Label and Help Content checkbox to customize the displayed name and tooltip text.
- Click Done.
- If the default Station Configuration text field exists on the object page layout, remove it by clicking the X icon.
- Click Save.
You can now use the Station Configuration drop-down menu to select any defined Station Configuration when editing any Station object record.
Configuring the Update Station Document Action
The Station Document object lifecycle contains the Update Station Document entry action. This action automatically updates Station Document records when referenced documents reach a Steady (for example, Approved or Effective), Obsolete, or Superseded lifecycle state.
How the Update Station Document Entry Action Works
When a document reaches Steady state and is currently associated with an Effective state Station Document record, QualityOne moves the existing Station Document record to the Superseded state. QualityOne then creates a new Station Document record in the Effective state that is associated with the Steady document version.
For example, the document “Site Emergency Plan” (v4.0 in Steady state) is currently available to Station R10 through the Station Document record “Site Emergency Plan v4.0 – R10” (in Effective state). When “Site Emergency Plan” v5.0 reaches Steady state and v4.0 becomes Superseded, QualityOne also moves the existing Station Document record into the Superseded state and creates a new Station Document record, “Site Emergency Plan v5.0 – R10”, in the Effective state.
When a document reaches the Obsolete state, QualityOne moves all related Station Document records to the Obsolete state.
Configuring the Update Station Document Entry Action
You can configure the Update Station Document entry action on the Steady or Obsolete states of any document lifecycle. When a document enters a Steady or Obsolete state, QualityOne automatically updates the state of any Station Document record associated with that document.
You should not configure this entry action on non-Steady or non-Obsolete states.
QualityOne Station Manager Lifecycles
QualityOne Station Manager contains various object lifecycles which your organization can use and customize to suit your specific needs:
- Station Document: Allows you to add or remove Station Documents from QualityOne Station Manager by moving the object records into specific lifecycle states.
- Station Device: Allows the QualityOne Station Manager mobile application to manage the registration and unregistration of Station Device objects.
About the Station Document Lifecycle
QualityOne Vaults include a standard Station Document Lifecycle for the Station Document object. This lifecycle includes the following states:
- Draft: Initial state of Station Document record; when a Station Document is in the Draft state, the document is planned for use on a Station but is not yet available on any devices.
- Effective: The document is available for use on a Station Device.
- Superseded: A newer document version is in use on a Station Device.
- Obsolete: No version of the document is in use on a Station Device.
About the Station Device Lifecycle
QualityOne Vaults include a standard Station Device Lifecycle for the Station Device object. This lifecycle includes the following states:
- Approved: The device is currently associated with a Station. The QualityOne Station Manager application automatically creates a Station Device record in the Approved state when a device is associated with a Station.
- Removed: The device is no longer associated with a Station. The QualityOne Station Manager application automatically moves a Station Device record to the Removed state when a device is disassociated with a Station, either by logging out, switching stations, or unregistering a device.
You can select Remove Station Device from the All Actions menu to manually move Station Device objects to the Removed state. This forces a device to log out on the next sync attempt.
Creating Records in Bulk
You can create individual Station and Station Document records, or use Vault Loader to create records in bulk. After creating Station Documents, you must change the record state to Effective for QualityOne Station Manager to sync with a QualityOne Vault and display the document on the Station Device.
Creating Stations in Bulk
To create Station records in bulk, you must first create a template CSV file. You can use Vault Loader to extract a template CSV for the Stations object type using the Only Extract Column Headers option.
When you download your extracted template CSV, you can remove the status__v and facility__v.external_id__v fields. Populate the remaining fields for each Station you want to create. Then, return to Vault Loader to upload the CSV file and create Station object records. See Vault Loader: Create, Update & Delete Object Records for more details.
Creating Station Documents in Bulk
To bulk create Station Document records, export a list of documents in the Steady state then do the following:
- Navigate to the Library tab.
- Add a Document Version filter and select Steady State Only to see all Steady-state documents.
- Select the Library’s grid view.
- From the Actions menu, select Edit Columns and add the Document ID, Major Version Number, and Minor Version Number.
- From the Actions menu, select Export to Excel.
- Navigate to the Loader tab.
- Extract a list of current Stations to retrieve each station’s ID.
- Extract the Station Document object type and select Only Extract Column Headers to create a Station Document CSV template.
Once you’ve exported all necessary document and Station information, you can populate the Station Document CSV template:
- In the
station__vcolumn, enter the relevant Station’s ID. - In the
station__v.name__vcolumn, enter the Station’s name. - In the
document__vcolumn, enter each document’s ID in the format: DocID_MajorVersion_MinorVersion. - Remove the
document_unbound__vcolumn.
After you’ve populated the Station Document CSV, navigate back to the Loader tab and upload the CSV to create new Station Documents.
Sample CSVs
Limitations
The following limitations apply to the QualityOne Station Manager application:
- Maximum of 1000 assigned documents and videos per Station
- Maximum of 100MB for a document rendition and 500MB for a video rendition
- Maximum of 10GB for all renditions combined per Station
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: Document Lifecycle: Edit | Ability to configure document lifecycles and the Update Station Document entry action on document lifecycle states. |
| Security Profile | Objects: Station: Create, Edit | Ability to create and modify Station records. |
| Security Profile | Objects: Station Device: Read | Ability to view a list of devices in use on the QualityOne Station Manager application. |
| Security Profile | Objects: Station Device: Object Action Permissions: Remove Station Device: Execute | Ability to select the Remove Station Device action to unregister a Station Device. |
| Security Profile | Objects: Station Document: Create, Edit | Ability to create and modify Station Document records. |