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. Upversioning a Form itself and the Synonym List that the Form uses are separate actions, but both are required to update the Form.

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.

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.

Upversion the Dictionary for a Form

To upversion a Form to a newer dictionary version:

  1. Navigate to Coder Tools > Study Settings.
  2. Select a Study from the left panel.
  3. In the Form Configuration section, locate the Form that you want to upversion.
  4. From the form’s Actions menu, select Upversion Upversion Form

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

  6. Click Run Now. Vault Coder unassigns the Synonym List from the Form. This prevents all coding activity on that Form. Then, Vault starts an asynchronous job to evaluate all of the form’s assigned codes. When finished, Vault sends you an email notification.

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

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