Upversioning to a New Dictionary Release

Once a new WHODrug or MedDRA dictionary release is available, you can upversion a Form and the form’s assigned Synonym List to reference that new dictionary version. You can upversion a single Form or Synonym List, upversion multiple Forms at once, or upversion a Synonym List and all Forms bound to it.

What Happens During Upversioning

When you upversion a Form, the system evaluates all assigned codes to see if they exist in the new dictionary release. If an assigned code does exist in the new dictionary release, then the system does not alter it. If an assigned code does not exist in the new dictionary release, then the system clears the current status of the Code Request and moves it into the Noncurrent status. Once you upversion the Form, Vault Coder begins to draw dictionary search results from the new dictionary release.

When you upversion a Synonym List, any records within the Synonym List that the system can’t match to a code in the new dictionary release are moved into the Noncurrent status and do not inform autocoding or suggestions.

Vault Coder locks the Study while upversioning is in progress. Users can’t perform any coding activities until upversioning is complete.

Before upversioning, you can generate an Impact Report to preview the impact of upversioning on your Study and Form.

Restrictions on Upversioning

The following restrictions control which dictionary releases you can upversion to:

  • You can only select a version of the dictionary higher than the release currently assigned.
  • Upversioning is only allowed within the same dictionary type. For example, if the currently assigned dictionary is WHODrug, B3 format, you cannot Upversion to WHODrug C3, or MedDRA.

Upversioning Impact Report

You can preview the impact that upversioning will have before initiating upversioning. This generates an Excel™ file that details the changes to already coded Code Requests. If you preview the impact for both a Synonym List and one or more Forms, the impact report includes two files, one for the Synonym List and another for the Forms.

To generate the impact report, select the Synonym List and Forms that you want to upversion and click Preview Impact. When finished, Vault sends you an email notification with a link to download the report.

Preview Impact

Batch Upversion a Synonym List & Bound Forms

To upversion a Synonym List and the Forms bound to it:

  1. Navigate to Tools > Coder Tools > Upversioning.
  2. Select a Synonym List. If you only want to upversion the Forms, and not a Synonym List, select Do Not Upversion Synonym List.
  3. Optional: Filter the list of Forms available for upversioning by selecting a Source Dictionary. Then, Vault only lists Forms that are assigned to that source dictionary version.
  4. Select a Target Dictionary.
  5. Select the Forms you want to upversion. You can use the search and filter options to locate the Forms you need.
  6. Optional: Select the Select All Forms checkbox to select all Forms for upversioning.
  7. Optional: Click Preview Impact to generate an upversioning impact report. Vault generates the report and sends you an email notification with a link to download the report (Excel™).
  8. Click Upversion.
  9. Click Confirm.

Upversion the Dictionary for a Form

To upversion a single Form to a newer dictionary version:

  1. Navigate to Tools > Coder Tools > Study Settings.
  2. Hover over the Form you want to upversion to display the Actions menu.
  3. From the Actions menu, select Upversion. Upversion action

  4. Select a Dictionary Version. Upversion Form dialog

  5. Optional: Click Preview Impact to generate an upversioning impact report. Vault generates the report and sends you an email notification with a link to download the report (Excel™).
  6. Click Run Now. Vault begins the upversioning process. This may take a few minutes. When finished, Vault sends you an email notification.

Once upversioning is finished, you can assign a Synonym List from the new version to your Form.

When upversioning is in progress, Vault displays the Upversioning icon () next to the synonym list’s Name.

Upversioning In Progress icon

Upversion the Dictionary for a Synonym List

To upversion a Synonym List to a newer dictionary release:

  1. Locate the Synonym List you want to edit in Coder Tools > Synonym Lists.
  2. Hover over the Synonym List to display the Actions menu.
  3. From the Actions menu, select Upversion. Upversion Synonym List

  4. In the Upversion dialog, select a new Dictionary Release. Select Dictionary

  5. Click Run Now. Vault begins a job to upversion the Synonym List. When finished, Vault sends you an email notification.

Optional: Rename the Synonym List

As a best practice, Veeva recommends that you rename your Synonym List to include the name of its new dictionary release.

To rename the Synonym List:

  1. Locate the Synonym List you want to rename Coder Tools > Synonym Lists.
  2. Hover over the Synonym List to display the Actions menu.
  3. From the Actions menu, select Edit. Vault opens the Edit Synonym List dialog. Edit action

  4. Enter the new Name for your Synonym List. Edit Synonym List dialog

  5. Click Confirm.

Reassign the Upversioned Synonym List to a Form

Because the Synonym List for a Form is Unassigned when the form is given a new dictionary release, you must manually reassign the Synonym List to the Form from Study Settings.

  1. Navigate to Coder Tools > Study Settings.
  2. In the Form Configuration section, locate the Form that you upversioned.
  3. From the form’s Actions menu, select Edit Assign Synonym List to Form

  4. In the Edit dialog, select a Synonym List to assign to the Form. Select Synonym List

  5. Click Save.