PromoMats can compare claims statements and other product information to automatically suggest and create link annotations to relevant reference materials via the Suggest Links action. There are four ways to link to a Claim:
- Suggested Links: When a document enters a given lifecycle state or when you perform the Suggest Links user action on a document, Vault generates Suggested Links for non-exact text matches, which you must review and accept or reject.
- Approved Links: When you accept a pending Suggested Link, it becomes an Approved Link.
- Auto-Accepted Links: When a document enters a given lifecycle state or when you perform the Suggest Links user action on a document, Vault generates Auto-Accepted Links for exact text matches, which do not require review or approval. Your Admin may disable Auto-Accepted Links.
- Claim Links: You can select the Claim type to manually select a claim based on matching fields.
Using the Auto-Linking Action
When configured by an Admin, Vault automatically creates suggested links once a document enters a given document lifecycle state. You can also manually perform the Suggest Links user action to generate links for some document types.
The Suggest Links user action appears in the Actions menu when:
- Your Admin has enabled the Suggest Links user action on the document type and lifecycle state.
- You have Annotate and Edit Relationships permissions on the document.
- There is at least one matching approved Text Asset.
If your Admin does not configure a user or entry action but enables auto-linking on a document type, you can click in the document viewer to run Auto-Linking.
Vault notifies you if the action fails or takes longer than three (3) minutes. The user action can generate Suggested Links, Auto-Accepted Links, or both.
Auto-Linking on Upload
Your Admin may configure auto-linking on upload, which allows Vault to automatically add Auto-Links to documents when you initially upload them.
Note: Known Issue: If you upload more than one (1) document at once, Vault may fail to perform Auto-Linking on some of the documents.
Reviewing & Accepting Suggested Links
When the Auto-Linking action is complete, click refresh in the notification to open the suggested links view. Once generated, suggested links appear to the right of the document. Click a Suggested Link to view it, then click Accept to add the link or Reject to reject the suggestion. You must have the View permission on the documents referenced by the Suggested Link to accept or reject it. You can also hover over the name of the document in the Suggested Link for more information, or click the name to open the document. To view the Text Asset record that Vault used to generate the suggested link, click its name in the From field. If you select a target or document type that is disabled by your Admin after you open the Select Anchor dialog, you will receive an error message.
When you accept a Suggested Link, Vault creates an Approved Link annotation. You cannot move, add, or remove references from the resulting Approved Link annotation, and these options will not appear in the annotation toolbar.
Vault displays the related Text Asset records for all Suggested and Approved Links in the Pending and Approved status in the Text Assets section of the document fields panel. Hover over the Text Asset’s name for details, or click it to go to the Text Asset’s record detail page. If you reject all Suggested Links for a Text Asset, it no longer appears in this section.
About Auto-Accepted Links
In cases where there is an exact text match, Vault creates an Auto Link annotation authored by the user who created it, either by updating the document lifecycle state or by performing the Suggest Links user action. Auto-Accepted Links are similar to Suggested Links, but Vault adds the resulting annotations without the need for you to review and accept links. You cannot move Auto-Accepted Links or edit their references; however, an Auto Link’s author can edit its comments and tags and delete the annotation. Vault displays the related Text Asset records for all Auto-Accepted Links in the Text Assets section of the document fields panel.
If your Admin has disabled Auto-Accepted Links, Vault generates Suggested Links for all matches.
To create Auto-Accepted Links, click . If your Admin does not configure the Auto-Linking action on any document lifecycle states, this icon is available on all states. If they configure the action on a document lifecycle state, Vault only displays this icon on that state.
Manually Linking to Text Assets
Vault does not generate suggested links or Auto-Accepted Links for non-text content. You can add claim links to documents manually if manual linking to claims is enabled in your Vault, the document has a viewable or video rendition, and the Suggest Links user action is enabled for the doctype. To add links to claims manually:
- Click the View annotations button to enter annotation mode.
- Click Select annotation tool and select the link cursor mode.
- Click the link type drop-down to the right of the cursor mode icon and select Text Asset. If your Admin has changed the label for the
annotation_keywords__sysobject in your Vault, you will see this label in the drop-down instead. - Highlight the area or text to place the link to open the record picker dialog containing all Approved claims you have permission to view. Vault auto filters these claims based on matching fields.
- Select the desired Text Asset, then click Close to create the annotation. If you close the record picker dialog without making a selection, Vault does not create the link annotation.
When selecting claims, you can hover over the Text Asset name to display its record in a hover card. You can also click to view the Text Asset record detail page.
Vault displays the related Text Asset records for claims links added manually in the Text Assets section on the Doc Info page, and documents containing claim links appear in the Where Used panel of a Text Asset record detail page. You must be in a document role with Annotate and Edit Relationships permissions to manually link to Text Assets.
About Self-Referencing Links
When adding links to a document, it is possible to create a link to an anchor elsewhere within the same document and version. However, Vault prevents you from creating whole-document links to the same document version. Therefore, some situations may result in a Suggested Link or Auto Link that does not include a link component for that reference in the resulting annotation. For example, Document A is the only reference for Claim 001. If Jane performs the Suggest Links user action on Document A, the resulting annotation contains only a link to Claim 001 and does not contain a link to Document A.
Additionally, if a user creates a claim link by selecting a Claim that references the same document version at the document level, Vault does not include a link component for that reference in the resulting annotation. For example, if Document A contains a PDF file, and Jane creates a claim link and selects Claim 001 in the record picker dialog, the resulting annotation contains only a link to Claim 001 and does not contain a link to Document A.
Removing Suggested Links
To undo the Suggest Links actions and delete all Suggested Link and Auto Link annotations from a document:
- Click the View annotations button to enter annotation mode.
- Click the Remove Suggested Links button.
- In the pop-up dialog, click Continue.
This action removes all Suggested Links and Auto-Accepted Links from a document, but does not prevent other users with the correct permissions from automatically or manually generating suggested links on the document in the future.
Filtering by Link Type
From the Filter menu, you can select which kinds of annotations Vault displays:
- Select Auto-Accepted Links to see only links automatically generated by Vault. This includes Approved Links and Auto-Accepted Links.
- Select Suggested Links to see only Suggested Links in Pending status.
- Select Manual Links to show only links created manually. This includes Document Links and claim links.
Viewing the Where Used Component On Text Asset Records
The Where Used section of a Text Asset’s record detail page lists all document versions where Vault has generated suggested links or Auto-Accepted Links for that Text Asset, or where users have added Claim Links manually. Vault lists each document version once. If multiple versions of the same document have links for a Text Asset, Vault lists each version in its own row.
The Where Used component includes the following columns:
- Name: The name and version of the document where the Text Asset is used. Hover over the name for more information or click to navigate to the document version.
- Number: The document number of the document where the Text Asset is used.
- Status: The lifecycle state of the document where the Text Asset is used.
- Suggested: The total number of Suggested Links, including Pending, Accepted, and Rejected links. This column does not include links deleted with the Remove Suggested Links action.
- Pending: The total number of Suggested Links in Pending status.
- Accepted: The total number of Suggested Links in Accepted status.
- Rejected: The total number of Suggested Links in Rejected status.
- Manual: The total number of Claim Links added manually.
- Auto: The total number of Auto-Accepted Links.
- Last Used: The timestamp when a link was most recently created or accepted on the document. This includes Suggested, Auto, and Claim Links.
By default, Vault sorts documents by the most recently used. You can set a different sort order by clicking the header of any column. Select Edit Columns from the Actions menu to add, remove, or reorder columns.
Limitations
Text and claims management has the following limitations:
- Vault cannot create Suggested Links on non-text content.
- Suggested Links in Pending status cannot find Match Text that spans across multiple pages.
- Suggested Links in Pending status do not appear in PDF With Annotations or Export Annotations downloads.
- Users cannot download Suggested Links in Pending status with the Download Notes action.
- Users cannot run the Suggest Links user action or accept pending links on archived documents, but they can remove pending links.
- Vault does not bring forward Suggested Links in Pending or Approved status or Auto-Accepted Links.
- When using the Make a Copy action on a document, Vault temporarily shows pending Suggested Links, Approved Links, and Auto-Accepted Links in the unsaved new document. These annotation types are not copied to the new document once it is saved. Manual Links and Claim Links are copied to the new document when using the Make a Copy action.
- When using the Make a Copy action on a document with Approved Link or Auto Link annotations, Vault does not copy the associated linked document relationships unless Include Linked Document relationships from Auto-Accepted Links is enabled for your Vault. Contact Veeva Support to enable this feature.
Related Permissions
The following permissions control functionality related to Text and Claims Management:
| Type | Permission Label | Controls |
|---|---|---|
| Security Profile | Objects: Text Asset: Create, Edit, Delete | Ability to create, edit, and delete claims, including references |
| Security Profile | Objects: Text Asset Target: Create, Edit, Delete | Ability to see and add suggested links |
| Security Profile | Objects: Link Target: Create, Edit, Delete | Ability to see and add suggested links |
| Security Profile | Objects: Link Target: Create, Edit, Delete | Ability to see and use the Remove Suggested Links action |
| Security Profile | Objects: Link Target: Object Action Permissions: Preview: View, Execute | Ability to see and use the Preview action to view the list of existing targets on a reference. The Business Administrator Actions, System Administrator Actions, and Vault Owner Actions standard permission sets include these permissions, but they must be added to custom permission sets. |
| Security Profile | Objects: Link Target: Object Action Permissions: Remove: View, Execute | Ability to see and use the Remove action to remove a reference document from a Claim. The Business Administrator Actions, System Administrator Actions, and Vault Owner Actions standard permission sets include these permissions, but they must be added to custom permission sets. |
| Document Role | Annotate | Ability to perform the enhanced Suggest Links action. |
| Document Role | Edit Relationship | Ability to perform the enhanced Suggest Links action. |
| Lifecycle State | View Content | Ability to accept or reject a Suggested Link. The user must have the View Document permission to accept a Suggested Link that references a document, and View Content to accept a Link that references an anchor within a document. |