When defining user actions, event actions, entry actions, or entry criteria, you can choose to make the configuration apply only when the document or object record meets a set of conditions. For example, different workflows would be available for US and UK documents if you make the user action conditional based on the Country field, or the entry criteria requiring the Distribution Package rendition could only apply if the Requires Distribution field is set to Yes.
Valid Condition Fields
These configurations occur within the lifecycle configuration, but document fields are configured at the document type level. When selecting a field to base a condition on, you can choose any field that applies to at least one document type or object that uses the lifecycle. If different objects or document types use the lifecycle, the field that you use in a condition may not apply to all object records or documents in the lifecycle. User-type document fields are never available.
If a condition field isn’t valid for a specific document or object record, Vault treats it as not fulfilling the condition:
- User Action
- Action is not available if the document does not fulfill the condition.
- Event Action, Entry Action
- Action does not occur if the document does not fulfill the condition.
- Entry Criteria
- Criteria is ignored if the document does not fulfill the condition.
For example, Reference Lifecycle applies to the document type Reference, which has several subtypes, including Journal Article and Government Report. An Admin set up a user action with the condition “Gov Agency includes FDA,” but the Gov Agency field only applies to the Government Report subtype. Documents with the Journal Article subtype never display this user action because they do not include the Gov Agency field.
Condition Operators for Fields
The operator indicates how Vault should determine if a field value on one or more documents or objects meets the condition. Operators vary by field type.
- All
- When operator equals is blank, there is no value in the selected field.
- When operator equals is not blank, there is a value (any value) in the selected field.
- All except Date, DateTime
- When operator is equals, the field value exactly matches the value specified in the condition. This is case sensitive, so “usda” is not equal to “USDA”. On number fields, “1.0” does not equal “1”.
- All except Date, DateTime, Yes/No
- When operator equals is not equal to, the field value does not exactly match the value specified in the condition. This is case sensitive, so “usda” is not equal to “USDA”. On number fields “1.0” does not equal “1”.
- All blank
- When operator is All blank, there is no value in the selected field for any of the envelope items.
- None blank
- When operator is None blank, there is a value in the selected field for all of the envelope items.
- At least one blank
- When operator is At least one blank, there is no value in the selected field for at least one of the envelope items.
- Text, URL
- When operator is starts with, the field value starts with the value specified in the condition. This is case sensitive, so “usda” is not equal to “USDA”.
- Date, DateTime
- When operator equals is in the last, the field value is within the specified number of days/weeks/months/years backward from the current date. For example, Created Date is in the last 6 months.
- When operator equals is in the next, the field value is within the specified number of days/weeks/months/years forward from the current date. For example, Expiration Date is in the next 6 weeks.
- When operator equals is not in the last, the field value is not within the specified number of dates/weeks/months/years backward from the current date. This could mean that the date was further in the past or is in the future. For example, Last Modified Date is not the last 2 years.
- Number
- When operator equals is greater than, the field value is larger than the specified number. For example, Annotations (All) is greater than 0 would match documents with at least one annotation, but not documents with zero annotations.
- When operator equals is greater than or equal to the field value is the same as or larger than the specified number. For example, Annotations (All) is greater than or equal to 1 would match documents with at least one annotation, but not documents with zero annotations.
- When operator equals is less than the field value is smaller than the specified number. For example, # of Failed Reviews is less than 1 would only match documents that had never failed the review process.
- When operator equals is less than or equal to the field value is the same as or smaller than the specified number. For example, # of Failed Reviews is less than or equal to 1 would match documents that had never failed the review process or documents that had failed only once.
- Picklist, Object
- When operator is includes, the field value includes at least one of the condition’s specified values. For single-select fields, this functions the same as “equals.” For multi-select fields where the condition specifies multiple values, the document field only needs to match one of the condition’s values. For example, Product includes CholeCap and WonderDrug could match documents with only CholeCap selected, documents with both selected, documents with CholeCap and VeevaProm selected, etc.
Condition Operators for Relationships
The operator indicates how Vault should determine if a relationship on one or more documents or objects meets the condition.
- When operator is all records include, all child object records include at least one of the specified states or state types.
- When operator is no records include, none of the child object records include any of the specified states or state types.
- When operator is at least one record includes, at least one child object record includes one or more of the specified states or state types.
- When operator is includes, all related object records include one or more of the specified states or state types.
- When operator is does not include, no related object records include the specified states or state types.
- When operator is at least one record exists, a minimum of one child object record exists.