PromoMats Standard Metrics allow Vault users to track key metrics about their content. Vault automatically records metrics related to the document’s review and approval cycle. Users can see information relevant to Standard Metrics in the Standard Metrics section of a document’s Doc Info page.
Note: Standard Metrics is mandatory in all PromoMats Vaults. You cannot disable this functionality in a PromoMats Vault.
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.
Setting the Default Content Creation Currency
You have the option to select the default Content Creation Currency on the Application Settings page. 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
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.
To map a default Global Content Type:
- Navigate to Admin > Configuration > Document Types.
- Click Edit Details on a document type, subtype, or classification.
- Select a Global Content Type.
- Click Save.
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.
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:
- 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.
- Click Edit.
- 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 business process.
- 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.
Note: You cannot select inactive document lifecycle states or configure duration metrics for inactive document lifecycles.
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 |
Configuring Duration Reports and Dashboards
You can create reports and dashboards for durations by using the Standard Metrics Durations with Documents report type, which uses data from the Standard Metrics Duration object. This object is managed by the Standard Metrics Durations job.
When the Standard Metrics Durations job runs for the first time, Vault gets data for up to one (1) year before the current date. Vault runs all subsequent jobs daily at 2:00 AM GMT. These subsequent runs do not include this historical data. You can also run this job manually.
You must complete state mappings before activating the job. After configuring lifecycle states for durations, navigate to Admin > Operations > Job Definitions and activate the Standard Metrics Durations job to begin gathering duration data.
Note: This job collects data up to the day before it runs and does not collect data for the day on which it runs. This job uses UTC time to determine when a day starts and ends.
Users can create and run the following reports:
- Standard Metrics Durations in the Previous 12 Months
- Standard Metrics Durations in the Last 12 Months
- Standard Metrics Durations by Global Content Type in the Last 12 Months
- Standard Metrics Durations by Country in the Last 12 Months
- Standard Metrics Durations by Product in the Last 12 Months
Users can also view this information using the Veeva Standard Duration Metrics dashboard components.
Related Permissions
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. |