About VeevaID

VeevaID for Site Users 25R1 & Later

CDMS utilizes a Just-in-Time (JIT) VeevaID registration model for site users. With this model, user administrators designate the User Type for new users as either site or sponsor. When an admin creates a site user, the system creates a corresponding Person (person__sys) record to store their details and study access. However, the actual User (user__sys) record is not created until the user successfully registers for VeevaID.

The site user receives an email inviting them to register for VeevaID after their initial Person record is created and the Activation Date has been met. If an admin sets an Activation Date in the future, the system queues the invitation until that date.

Register for VeevaID

Single Sign-On

Site users can use SSO instead of VeevaID for eSignatures and to access their sponsor’s vault, provided they initially log in with SSO. This option is configured through the sponsor’s SSO settings and must be enabled by a Domain Administrator.

Access Activity

VeevaID and sponsor users can change their username (email address) within VeevaID. The User Activity Report tracks these changes, and when a VeevaID user updates their username, the User Access Report references all access activities for both the new and old usernames.

Sending Invites

When VeevaID for EDC is enabled, the system automatically queues registration invitations for new users with the Site user type. Under the JIT model, the system holds the invitation until the user’s Activation Date. Once that date arrives, the system sends the initial email and subsequent reminders every 72 hours until the user registers or the invitation expires after 14 days.

User administrators can manually resend registration invitation emails from System Tools > Users as needed, provided the user has not yet completed registration.

To send or resend a registration invitation email:

  1. Navigate to Tools > System Tools > Users.

  2. Locate the user and check their status in the VeevaID Registration column (e.g., Invited, Expired, or Revoked). You cannot resend an invitation if the status is Registered. VeevaID Registration Column

  3. Hover over the Last Name of the user to display the Actions menu.
  4. Select Send VeevaID Invitation Email.
  5. Click Send Invitation Email in the confirmation dialog.
  6. Optional: Click Cancel to cancel sending the invitation and close the confirmation dialog.

Accessing Training

Users access training through CDMS Vault Training, Veeva’s learning management system. Site users use VeevaID to access CDMS Vault Training and use Sponsor ID to access Vault EDC studies. Sponsors use their Sponsor ID for both Vault Training and Vault EDC studies.

VeevaID Collision Resolution

The VeevaID collision resolution process manages situations where a user might have multiple accounts (for example, an original basic account and a new VeevaID account). When a user’s data “collides,” with existing records, it can lead to the creation of a new, separate VeevaID account. This can disable the user’s original basic account and replace it with the new VeevaID account.

In addition, the system clones all of the original user’s access and training completion data to the VeevaID user account, and hides the original user from all user lists, including those the CDMS API Retrieve Users endpoint returns.

How and When the Resolution Process Initiates

Veeva executes customer-by-customer conversions of EDC Vaults to support VeevaID access.

The system automatically initiates the VeevaID collision resolution process during these conversions.

Specifically, this occurs when:

  1. A Vault Administrator enables the Auto-Resolve Username Collision in VeevaID Conversion feature flag in a vault.
  2. A basic site user is eligible for VeevaID conversion and the system attempts to convert that user, using their email address as the target VeevaID username. If another user already has that same email address as their VeevaID username in the customer domain, the system detects a username collision.

If a Vault Administrator disables the feature flag, the system identifies the collision and marks the user as “ineligible” for conversion.

User Activity Report & User Access Report

When a collision occurs, the User Activity Report and User Access Report automatically include activity and access history from both the original and new accounts under the context of the active user. This eliminates the need for administrators to manually combine activity from multiple accounts, preventing misleading reports and saving time.

When generating a User Activity Report or User Access Report, the system automatically performs these steps:

  • Identifies Historical User IDs: The system identifies all historical user IDs linked to the active user, including direct links created during collision resolution.
  • Aggregates Activity Records: The system combines and displays all activity records linked to the active user’s ID and their associated historical IDs.

User ID Column

The User Activity Report includes a User ID column, which displays the unique user__sys.id value of the user associated with each action.

For users whose accounts underwent collision resolution, the report also indicates that a previous user account was disabled and a new one originated. This applies to reports for single users and all Vault users.

Total Access Time

When running the User Access Report for a specific date range, the system calculates total access time for studies and roles by combining access durations from all linked accounts (including active VeevaID and previous user IDs).

Automatic Updates After VeevaID Collision Resolution

When users undergo the collision resolution process, the system automatically updates the following user information and records to reflect their new VeevaID:

Email Group Membership: For users that hold membership in an email group, the system automatically updates the email group to use the new VeevaID. This ensures any subsequent email notifications go to the new user.

Site Principal Investigator Records: For users that serve as the Principal Investigator on a site, the system automatically updates the Principal Investigator record to use the new VeevaID.

Audit Trail Export: When creating an Audit Trail Export job, the system only presents the new VeevaID user for selection in the User dropdown. However, if any collision resolution impacted users are included in an Audit Trail Export, the system automatically includes all audit events for both the original and VeevaID users, and presents them under the sole context of the new VeevaID user. This provides a complete, unbroken audit history and maintains the continuity of the Audit Trail Export.

Query Messages: For users that previously created a query message with the original user, the system automatically updates the User ID associated with that query message to the new VeevaID user’s ID. This ensures that these VeevaID users can continue to edit any query messages they created with their original account.

VeevaID Registration Report

User administrators can generate a VeevaID Registration Report to monitor and track VeevaID invitation activity.

To generate the report:

  1. Navigate to Tools > System Tools > Users.
  2. From the Actions menu, select VeevaID Registration Report.
  3. Click Close in the Job Queued dialog. Vault sends an email notification with a link to the .xlsx file when the job completes.