PromoMats Standard Metrics allow Vault users to track key metrics about their content. Users can populate fields in the Standard Metrics section of a document’s Doc Info page. Vault automatically records a new set of metrics each time a document enters Steady State.

About Content Information Fields

PromoMats Standard Metrics includes the following content information fields. Users can modify these field values when creating or editing documents.

  • Global Content Type is a picklist field and stores the universally accepted content type for a document.
  • Content Creation Currency is an object field and stores the unit of currency used for the content and is the parent object to Content Creation Cost.
  • Content Creation Cost is an object field and stores the price range for the content.

You cannot edit, delete, or deactivate these fields, however, you can use field level security to hide them from users, make them read-only, or use field dependencies to require users to enter a value for them when creating a document.

Configuring Document Lifecycle States

Standard Metrics uses document lifecycle state types to automatically populate date fields. For all document lifecycles, you should ensure that the following state types are mapped to specific document lifecycle states:

  • In Review
  • Steady State

Vault calculates a set of metrics for each Steady state version of a document. When a document moves out of a Steady state, for example, from version 1.0 to version 1.1, the date fields become blank, and Vault calculates them again when the document enters an In Review state. You may need to adjust your approval workflow to include a state change to an In Review state for re-approval steps.

Configuring Lifecycle States for Durations

Pulse uses configured document lifecycle state groups in Vault to determine how long documents sit in different business processes.

To map these processes to lifecycle state groups:

  1. Navigate to Admin > Configuration and, under Application Configurations, click Standard Metrics State Mappings. You can also click Standard Metrics State Metrics in the Components selector.
  2. Click Edit.
  3. Select a State in the drop-down for each Lifecycle and each duration metric. You can map zero, one, or many states in each document lifecycle to each metric, however you cannot add a lifecycle state to more than one bucket.
  4. Click Save.

To export the standard metrics configuration as a CSV file, click . You can also use the Deployment tab to migrate your lifecycle state groups.

The table below includes suggested mapping for the lifecycle state groups. Your Vault may have custom document lifecycles and lifecycle states that should be included in your groups. You should only add lifecycle states used by promotional materials to these groups. Refer to the group definitions for more information on these lifecycle state groups.

Lifecycle State Group Document Lifecycle Lifecycle State
Time in Content Creation Material Draft, Revise and Resubmit, Approved for Production
General Draft, Revise and Resubmit
Time in Quality Check Material In Coordinator Review, Pending QC
Time in Review and Approval Material In Review and Approval, In Physical Copy Review, In Certification, In Review, In Approval
General In Review
Time in Regulatory Submission Material Pending Health Authority Submission, Awaiting Response from Health Authority, Submit to Health Authority
Submission Ready Lifecycle Draft, In Review, Revise Binder, Submission Ready
Compliance Package Draft, In Review, Revise and Resubmit

Optional: Setting the Default Content Creation Currency

When you configure Standard Metrics on the Application Settings page, you have the option to select the default Content Creation Currency. When you select a default Content Creation Currency, all new documents will have the Content Creation Currency field set to the default currency you selected. Users can update this value by selecting a different currency from the drop-down. The default options are:

  • Australian Dollar (AUD)
  • Canadian Dollar (CAD)
  • Chinese Yuan (CNY)
  • Decline to Provide
  • European Euro (EUR )
  • Japanese Yen (JPY)
  • Pound Sterling (GBP)
  • Swiss Franc (CHF)
  • United States Dollar (USD)
  • Not Set

If you select Not Set as the default Content Creation Currency, there will be no default value populated in the currency field when a user creates a document. Selecting Decline to Provide as the default Content Creation Currency field automatically defaults the Content Creation Cost field to Decline to Provide.

The Content Creation Currency and Content Creation Cost fields are set to Decline to Provide by default for the following document types regardless of the default currency you selected:

  • Event Material
  • InDesign Component
  • Health Authority Form
  • Compliance Package
  • Multichannel Presentation
  • Multichannel Slide
  • Email Template
  • Email Fragment
  • Master Email Fragment
  • Template Fragment

Optional: Setting the Default Global Content Type

You have the option to map a default Global Content Type to a document type, subtype, or classification. When a new document of this type is created, the default Global Content Type will be automatically populated in the Global Content Type field. Users can select a different content type from the drop-down. If you don’t select a default Global Content Type for a document subtype, it will default to the Global Content Type selected for the parent document type, or to “Not Specified” if no default exists, on Save. You can select the default Global Content type on the Document Types page.

For example: If you map the Reference Materials Global Content Type to the Reference document type, Vault automatically populates Reference Materials in the Global Content Type field of any new Reference documents.

Vault automatically populates the default Global Content Type for the following standard document types:

  • Event Material
  • InDesign Component
  • Health Authority Form
  • Compliance Package
  • Multichannel Presentation
  • Multichannel Slide
  • Email Template
  • Email Fragment
  • Master Email Fragment
  • Template Fragment

Users can update these fields from the Doc Info page.

Updating Document Global Content Type to Mapped Values

During the 20R3 release, Vault executed a job to update all existing documents with a Global Content Type of “Not Specified” to the active mapped Global Content Type if one is configured for their document type. Vault Owners can re-run this job at any time using the Vault REST API’s Standard Metrics: Create Document Update Job endpoint. This is especially helpful if you configure Global Content Type mapping on an existing document type after the 20R3 release. Note that this job does not update archived documents.

The following permissions control actions related to Standard Metrics:

Type Permission Label Controls
Security Profile Object: Content Creation Cost: Read Ability to view Content Creation Cost records.
Security Profile Object: Content Creation Currency: Read Ability to view Content Creation Currency records.
Security Profile Pages: Standard Metrics State Mappings Ability to view and edit the Standard Metrics State Mappings page.