Publishing with Vault Digital Publishing

When users take content out of Vault to use on websites or other digital channels, they risk publishing content that is no longer compliant. Vault allows organizations to push regulated content to various distribution channels and easily withdraw superseded or obsolete content, eliminating that risk. With Vault Digital Publishing, you can leverage the performance benefits of a CDN (Content Delivery Network), allowing you to serve content quickly to global audiences, and the regulatory benefits of Vault, allowing you to easily withdraw content from the same system where you review and approve.

How Publishing Happens

For any document where the Digital Publishing field is set to Yes, Vault automatically pushes content to your Amazon S3 bucket and generates a URL for each piece of content on both Staging (if configured) and Production buckets. There are no additional steps required for users to complete once Vault Digital Publishing is properly enabled and configured.

Content for Publishing

Vault publishes and generates a URL for the following content:

• Source File
• Viewable Rendition
• Video Rendition
• All other renditions except Assets, CLM Distribution Package, Email Editor, Large Size Asset, Veeva Distribution Package, Veeva HTML, and Veeva Preview

Vault will only generate URLs for content specific to the document version being published. For example, if a document is in version 2.8, but version 2.7 included an Imported Rendition, the content push for version 2.8 will not generate a URL for Imported Rendition. However, the version 2.7 Imported Rendition would remain available.

Publish to Staging

Vault pushes content to Staging each time the document version changes. This includes both minor and major versions.

For example, Tracy uploads a new source file, which up-versions her document to version 0.2. Vault pushes the new source file to the Staging environment. Vault automatically generates a new Viewable Rendition for 0.2 because the source file has changed. Once the Viewable Rendition is complete, Vault also pushes that file to the Staging environment.

Publish to Production

Vault pushes content to Production each time the document enters its lifecycle’s Steady state.

For example, Tracy’s document gets approved and up-versioned to version 1.0. Vault pushes the latest source file and Viewable Rendition to the Production environment. When Tracy later uses Create Draft on the document and up-versions to version 1.1, Vault does not make any changes to the content currently in the Production environment. When the document is re-approved for version 2.0, Vault again pushes the latest content to the Production environment.

Published URLs

When Vault publishes content to a Production or Staging CDN, it generates URLs for each piece of published content. The URL is visible in the Production CDN URL and Staging CDN URL fields.

You can also click the launch () icon to launch the URL, or the copy icon () to copy the URL.

Removing Published Content

Vault automatically removes published content from both the Staging and Production environments when any of the following occurs:

• Digital Publishing document field changes to No
• Document enters its lifecycle’s Superseded or Obsolete state
• User deletes the published version of the document (only affects both Staging and Production if the same version is published on both)
• User deletes the document

Caching

“Edge servers” are servers distributed in various locations which will be closer to the content consumers, and which enable the CDN to serve content more quickly. By default, Amazon CloudFront only refreshes content on edge servers once per day. Because of this, consumers may not see the latest content for up to 24 hours.

Limitations

Digital Publishing does not create URLs while Vault is using Vault Loader in Migration Mode.