Harvesting Claims

Using an entry or user action, you can asynchronously create Claims from link annotations on steady state documents, allowing you to quickly and easily maintain your Text Asset library. Vault harvests the full text, reference links, document metadata, and annotation IDs from text link and area link annotations.

To prevent creating duplicate Claim records, Vault checks existing records in the Text Asset library using the Match Text field on the Text Asset (annotation_keywords__sys) object.

Configuring Claims Harvesting

You can add the Harvest Claims entry action and user action to any document lifecycle state. We recommend adding the entry action to the steady state.

To add the entry action:

  1. Navigate to Admin > Configuration > Document Lifecycles > [Lifecycle] > States > [State].
  2. Under Entry Actions, click Edit.
  3. Click Create Entry Action.
  4. Select Always and Harvest Claims.
  5. Click Save.

To add the user action:

  1. Navigate to Admin > Configuration > Document Lifecycles > [Lifecycle] > States > [State].
  2. Under User Actions, click Edit.
  3. Click Create User Action.
  4. Select Always and Harvest Claims.
  5. Click Save.

You must activate the following object fields:

  • Harvested Annotation ID (harvested_annotation_id__v)
  • Harvested Claim (harvested_claim__v)
  • Harvested Long Text (harvested_long_text__v)
  • Harvested Source Document (harvested_source_document__v)

You must also add the Pending state to the review and approval workflow for Text Assets. Then, add the Send for Approval user action to the Pending state.

Qualifying Harvested Annotations

An annotation is qualified for harvest when:

  • The annotation is a document text link annotation or a document area link annotation.
  • The annotation is only linked to a reference document or anchor, as indicated by the document type being Suggest Links target-enabled.
  • The annotation has more than five text characters.
  • The annotation text is not a duplicate of another qualified annotation’s text on the same document (not case sensitive).
  • Text similar to the annotation does not already exist in the Text Asset Library.

Qualifying Harvested Claims

The Enable Claims Harvest Auto-Approve Qualified Annotations setting is enabled by default. When enabled, Vault automatically places qualified harvested Claims in the Approved state.

A harvested Claim is qualified automatically for approval when:

  • The source document is in its steady state, such as Approved for Distribution.
  • The linked document is in its steady state, such as Approved for Use.
  • The source annotation is a text annotation.
  • The annotation text is less than 1,500 characters.

To disable this functionality, navigate to Admin > Settings > Application Settings and, under Text Asset Library Management, clear the Enable Claims Harvest Auto-Approve Qualified Annotations checkbox.

Deleting Harvested Claims

To delete a harvested Claim, you must remove the Product, Country, and Link Target relationships.

Limitations

The following limitations may affect Claim harvesting:

  • Vault does not harvest Claims if the document is a binder.
  • Vault does not harvest Claims from video or audio files.
  • Vault does not harvest Claims from ZIP files.
  • Vault may fail to harvest Claims from area annotations if the selected area is small or lacks detectable text.

A qualified annotation will not become a harvested Claim if any of the following items are true:

  • The document metadata does not provide a value for Country (country__v) and Product (product__v).
  • The Claim (claim__v) object type of the Text Asset (annotation_keywords__sys) object has required fields designated by the customer for a record to be created, and the document metadata does not provide a value for the required fields.
    • The document type must have document fields with the same public key as the required object record fields.

The following permissions control functionality related to harvesting Claims:

Type Permission Label Controls
Security Profile Objects: Text Asset: Create, Edit Ability to harvest a Claim from a document
Security Profile Objects: Text Asset: Object Field Permissions: Primary Country (country__v), Primary Product (product__v): Read Ability to harvest a Claim from a document
Security Profile Objects: Text Asset Brand: Create, Edit Ability to harvest the additional brands from a document as Text Asset Brand child records of the harvested Claim
Security Profile Objects: Text Asset Country: Create, Edit Ability to harvest the additional countries from a document as Text Asset Country child records of the harvested Claim
Security Profile Objects: Text Asset Indication: Create, Edit Ability to harvest the additional indications from a document as Text Asset Indication child records of the harvested Claim