Configuring Vault Objects


Vault allows you to easily customize and extend your application data model by modifying standard objects, creating custom objects, and configuring object relationships. 

Accessing Object Configuration

You can configure objects from Admin > Configuration > Objects. To work on object configuration, you must have the Admin: Objects permissions.

How to Customize Standard Objects

To modify an existing, standard object:

  1. From Admi > Configuration > Objects, click into the object.
  2. Click Edit.
  3. Modify details as needed. Many attributes are not editable.
  4. Click Save.

Note that only the following attributes are editable for a standard object:

  • Label: Value that appears to users as the name of the object-type field
  • Help Content: Custom pop-up help text. Help content appears with the question mark icon in the header of the object’s maintenance page, for example, in Admin > Business Admin > Products.
  • Display in Business Admin menu: Setting that makes the object appear in Business Admin
  • Allow attachments: Setting that enables/disables file attachments on the object’s data records
  • Enable Object Types: Setting that enables/disables object types on the object; this setting is not editable on all standard objects.
  • Matching Sharing Rules: Setting that enables/disables matching sharing rules for the object; when enabled, you must also select a User Role Setup Object.
  • Custom Sharing Rules: Setting that enables/disables custom sharing rules for the object
  • Fields: Sub-fields under the object, which are editable from the Fields tab; for standard fields, you can modify the LabelHelp ContentValue must be uniqueUser must always enter a value (limited to certain standard fields), and Display in default lists and hovercards attributes, but you cannot modify other attributes, inactivate, or delete fields. You can create custom fields for standard objects. Custom fields are fully editable.
  • Relationships: Parent-child or referring relationships between objects. Standard (non-customized) relationships are not editable. You can never add a parent object to a standard object. However, you can make a standard object the parent of a custom object or create a reference relationship to or from a standard object. Learn more.

How to Create Custom Objects

To set up a new custom object:

  1. From Admin > Configuration > Objects, click Create.
  2. Enter basic details for the new object: label, plural label, and name. Note that the name does not appear to end users and is only visible via the API.
  3. Optional: Set the status to Inactive to prevent users from creating or modifying object records and to prevent users from viewing or accessing the object. This helps you keep an object inaccessible until configuration is complete.
  4. Optional: Set the Object Class. Note that to create user task objects, you must set the class to User Task
  5. Optional: Add additional details, including description and custom help content. Help content appears with the question mark icon in the header of the object’s maintenance page, for example, in Admin > Business Admin > Products.
  6. Optional: Select the Display in Business Admin menu checkbox. This setting controls whether users see the object listed in Admin > Business Admin and is useful for preventing Admins from creating data records before the object is fully configured. Note that if the object is a child in a parent-child relationship, users can still create data records from inside the parent record.
  7. Optional: Select the Allow attachments checkbox to enable file attachments on object records for this object.
  8. Optional: Select the Audit data changes checkbox to track object data record changes in the audit logs. Note that once you turn this setting on and create records, you can no longer disable it. If this setting is off and records exist, only a Vault Owner can update the setting.
  9. Optional: Select the Enable Object Types checkbox to allow object types within this object.
  10. Optional: Select the Matching Sharing Rules checkbox to enable matching sharing rules for the object.
  11. Optional: Select the Custom Sharing Rules checkbox to enable custom sharing rules for the object.
  12. Optional: Select a Lifecycle for the object to use object lifecycles. This is required if you enable Matching Sharing Rules. If you want to use a lifecycle, but haven’t yet created it, click Add. Note that you can only assign one object lifecycle to an object. 
  13. Click Save.
  14. Open the Fields tab and review the standard fields that Vault creates for the object.
  15. Optional: For each field, review the Value must be unique setting. You’ll often have some fields that are unique (like Name for Product object) and others that are not (like Therapeutic Area). Note that in hierarchical objects, uniqueness is only enforced for records that share the same parent.
  16. Optional: Click Create to add additional fields
  17. Optional: Open the List Layout tab. Click Reorder and then drag field names to modify the order of object fields. The object record label (Product NameCountry Name, etc.) should appear first.

How to Add Object Fields

You can add new fields to both custom and standard objects. Note that the Object and Parent Object field types will create object relationships, while the Lookup field type utilizes existing object relationships. To add an object field:

  1. From Admin > Configuration > Objects, click into the object.
  2. Click Edit and open the Fields tab.
  3. Click Create.
  4. Select a Field Type and then fill the in the remaining attributes, including Label, which is the field name that will appear for users. 
  5. Optional: Review the Value must be unique setting. You’ll often have some fields that are unique (like Name for Product object) and others that are not (like Therapeutic Area). Note that in hierarchical objects, uniqueness is only enforced for records that share the same parent.
  6. Optional: Select the Display in default lists and hovercards checkbox to have the field appear in the Admin area’s object record list view, the object record hovercard in the Doc Info page, and the object lookup dialog.
  7. Optional: Select the Do not copy this field in Copy Record checkbox to prevent Copy Record action from copying the source field value to the new record. System fields are checked by default and cannot be unchecked.
  8. Optional: Set a Default Value for the field, using either a literal value or a formula. See Setting Object Field Defaults for details.
  9. Click Save.

User Object Fields

When creating an object reference field on an object, you can link to the User object.

Yes/No Fields

When creating a Yes/No field on an object, you can select Show as Checkbox to display the field as a checkbox instead of a Yes and No radio button. When you select this option, the checkbox displays in the object record list page grid, and on the object Details page.

Formula Fields

You can create a Formula-type field on an object to show either a calculated value or an icon. For details about adding Formula fields, see Configuring Formula Fields on Objects.

Limits

Vault enforces certain limits to ensure that users don’t experience performance issues:

Type Limit
Custom Objects Up to 50 custom objects per vault
Custom Fields on Objects Up to 300 custom fields assigned to each object
Object Types Up to 10 object types per object
Object Records Up to ten million (10,000,000) records per object
Custom Relationships Up to 20 relationships per object

If your organization needs higher limits, please contact Veeva Support.

Enabling Create & Relate

It’s possible to create and relate object records without leaving the context of the original record.  This option is only available for objects related through an object reference field or a simple relational object. You must enable this feature for each individual object reference field.

  1. Open the object in Admin > Configuration > Objects > {Objects}.
  2. Click Fields.
  3. Click on the object reference field (Object or Parent Object field type).
  4. Click Edit.
  5. Select the Allow create new reference record checkbox.
  6. Click Save.

How to Modify Business Admin Layout

In Admin > Business Admin, you will see a list of objects in the left bar under Application Setup. The order of these objects is configurable from Admin > Configuration > Business Admin Layout. Click Reorder, drag objects into the new order, and then click Save.

You can also choose to prevent objects from displaying here by clearing the Display in Business Admin checkbox in the object configuration. If you prevent a child object from displaying, Admin users can still create data records for the object from within the parent data record.

Object data records can also appear outside of Admin if your vault includes custom tabs

Limitations on Deletion

In some situations where an object is in use within your vault, you will not be able to delete it. In these cases, you can change the object’s Status to Inactive to prevent users from accessing the option without compromising configurations or metadata.

To fully disable a custom object so that users cannot make selections for it within reference fields, you must also change the status for the reference field.