Translating HACCP Plans (QMS)

QualityOne Vaults let you generate translated copies of finalized HACCP Plans for local factory use. To translate HACCP Plans, you must first follow the steps in Configuring HACCP Management and Configuring HACCP Translation.

HACCP Translation is available for all languages supported for Vault UI translation. Translated fields must be text fields.

Depending on your Admin’s configuration, object, field, and section labels may appear differently than the labels mentioned in this article.

HACCP Translation Terminology

This article uses the following terminology to refer to HACCP Translation concepts:

  • HACCP Plan Design: A model HACCP Plan that can be translated for local factory use.
  • Master data object: A type of reference object in the HACCP data model that defines generic data used to create transactional records across multiple HACCP Plans. For instance, users can create HACCP Plan Process Steps using predefined Process Steps.
  • Transactional object: An object in the HACCP data model that stores data for specific HACCP Plans. For instance, HACCP Plan Process Steps represent steps in a specific HACCP Plan.
  • Translation companion object: An object that corresponds to a master data object and that stores translated copies of transactional or master data. See Standard Translation Companion Objects for a list of these objects.
  • Translation copy: A translated copy of an approved model HACCP Plan Design that factories can then copy for local use.

About the HACCP Translation Process

The general HACCP Translation process is as follows:

  1. Translate master data.
  2. Create a HACCP Plan Design.
  3. Generate a translation copy of the HACCP Plan Design.
  4. Export translatable fields on the translation copy of the HACCP Plan Design and edit the translation file.
  5. Import translated field data to the HACCP Plan Design.
  6. Local manufacturing sites generate HACCP Plans from translated HACCP Plan Designs.
  7. Trace the source of copied HACCP Plans using Comparison IDs.

About HACCP Translation Generation Records

When you generate a translation copy of a HACCP Plan, Vault creates a HACCP Translation Generation record that you can use to track the translation request’s progress. After each translation action runs, the record’s lifecycle state updates depending on the status of the translation request.

Translating Master Data

In Vaults with HACCP Plan Translation enabled, when you create a record for standard HACCP reference objects that have translation companion objects, Vault generates translation copies of that record for all Vault-supported languages. When you delete master data records, Vault also deletes their translation companion records. These triggers must be configured for custom master data objects.

Master data from translation companion records displays on configured object record detail pages and on the HACCP Flow Diagram based on the user’s language settings in Vault.

We recommend you set up a process for tracking and maintaining master data for your organization. For instance, setting up a spreadsheet with reference records to track when each piece of reference data is updated.

Master data cannot be translated using the Generate Translation Copy, Export Translatable Fields, and Import Translatable Fields actions; these actions can only be used for transactional objects. To upload translated reference data for standard and custom reference objects, use Vault Loader or contact your Veeva Representative to set up an automated process.

Generating a Translation Copy of a HACCP Plan

To generate a translation copy of a HACCP Plan:

  1. Navigate to Business Admin > Objects > HACCP Plans and select a HACCP Plan to translate.
  2. From the Actions menu, select Generate Translation Copy.
  3. Select the Language. Only languages available in your Vault are displayed in the picklist.
  4. Click Continue.

After the Generate Translation Copy action runs, Vault sends a notification and creates a HACCP Translation Generation record. If the copy was successfully generated, Vault sets the HACCP Translation Generation record’s lifecycle state to Ready for Export. If there were errors during the copy, Vault sets the HACCP Translation Generation record’s lifecycle state to Initiated.

Exporting a HACCP Plan for Translation

To export a translation copy of a HACCP Plan for translation:

  1. Navigate to the translation copy of the HACCP Plan you wish to translate.
  2. From the Actions menu, select Export Translatable Fields.
  3. Download and open the generated file.
  4. In the file, you can view and update all fields available for translation and any existing translations for the selected language.
  5. When done, save the file. While editing, only execute Save on the file and do not use Save As to save the file in a different location or save it as a native file. To move or rename the file, use your operating system, rather than your text editing software’s Save As option.

Vault sends a notification when your translation finishes exporting. If the export was successful, Vault sets the corresponding HACCP Translation Generation record to Export Complete.

Importing a Translated HACCP Plan

To import translated field data for a HACCP Plan:

  1. Navigate to the translation copy of the target HACCP Plan.
  2. From the Actions menu, select Import Translatable Fields.
  3. Click Choose File in the dialog and upload the updated JSON file.
  4. Click Submit.

Vault sends a notification when your translation file finishes importing. If import is successful, Vault updates the HACCP Translation Generation record associated with the HACCP Plan to the Import Complete lifecycle state.

About JSON File Validation

During import, Vault validates the JSON file and notifies you of any errors and the lines on which they appear. Incorrect formatting, invalid syntax, and inaccurate data may cause file upload or import failure. We recommend only modifying the exported JSON translation file to add the relevant translated field values and not editing the metadata in the file. For instance, file import fails if the file contains translations for unsupported fields. Only Text fields on transactional objects are supported for translation. Object reference fields on transactional objects that refer to master data objects must be translated from the master data object’s translation companion object.

Limitations

The following limitations apply to HACCP Plan Translation:

  • You cannot edit the value of controlling fields from related object sections if their dependent fields have values (for instance, in object relationships where a controlling field is configured, or if there is criteria VQL constraining the available records to select). To update these values, directly edit them on the applicable object record.
  • When you import a translation file, Vault does not check if the HACCP Plan data in the JSON file corresponds to the target HACCP Plan. Ensure the JSON file you upload is for the correct HACCP Plan. Vault will validate the HACCP Plan value on uploaded JSON files in a future release.
  • Translated reference data displays only on configured object record pages and on the HACCP Flow Diagram. In other areas of Vault such as Saved Views, Reports, and Search, translated reference data may not be available.