Managing Object Records

Each vault has a data model consisting of objects, their fields, and their relationships. Object records are pieces of data within this model.

For example, Product is a standard Vault object, while WonderDrug is an object record for that object.

Accessing Object Records

You can work with object records from Admin > Business Admin or from an object tab. For details see Viewing Object Records.

How to Create or Edit Object Records

To create a new object record or edit an existing record:

  1. From a custom object tab or Admin > Business Admin > {Object Name}, click Create or open the object record and click Edit.
  2. When creating a new record, select an object type if prompted.
  3. Fill in details for the object record. These vary based on what Admins have set up for the object. Depending on your Admin’s configuration for the object, there may be default field values that appear either when you create or save your object record. 
  4. Optional: To prevent end users from selecting this object record, you can set the status to Inactive. If the object is otherwise set up, users will be able to select all Active object records.
  5. Click Save. To create another object record, click Save + Create. Vault will open a blank object record instead of displaying the saved object record. 

Other Ways to Create Object Records

You can create object records by creating a new Casebook, reusing object records from different Studies in Studio, and copying existing object records.

Record Status

For objects that use lifecycles, you cannot change the Status for a record directly. To make a record active or inactive, you must move it into a lifecycle state associated with that status. For example, Approved status would correspond to Active status, while Retired would correspond to Inactive status.

Actions to move an object depend on your configuration.

How to Change Object Types

If you’re working with an object that uses object types, you may sometimes select the wrong object type for a new record. To associate an object record with a different object type:

  1. Open an object record.
  2. From the Actions menu, select Change Type.
  3. Select the new object type and click Continue.
  4. Enter field values where needed. You’ll lose the values in any fields that are not associated with the new object type, but Vault preserves the current values for any common fields.
  5. Click Save.

Default Field Values

Default field values may be specific values configured by an Admin, or a calculated value based on a formula.

Empty, required object reference fields that reference an object with a single record default to reference that single object record. Note that for existing object records, those fields will only default when editing the record from the object record details page, and not when inline editing from the object record list page.

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

How to Create a New Reference Record

To create a new reference record:

  1. Click into an object reference field.
  2. Scroll to the bottom of the picklist.
  3. Click + Create {Object}.
  4. The Create {Objects} dialog opens with the referenced object’s fields. Fill the required fields as well as an additional fields needed.
  5. Click Save.
  6. The dialog closes. Finish creating or editing your object record.
  7. Click Save.

You can also create new reference records after clicking the Binocular icon to search existing reference records.

  1. Click into an object reference field.
  2. Click the Binocular icon. 
  3. Add or remove any references from the object record as needed. In fields allowing the selection of multiple records, you can click Select All to add all available references. If you accidentally click this button, you can click Unselect All to clear all selected references.
  4. Click Create.
  5. The Create {Objects} dialog opens. Fill the required fields as well as any additional fields needed.
  6. Click Save.

How to Create a New Relational Reference Record

You can use the create and relate option on an object record for simple relational objects. Navigate to an object record through Admin > Business Admin or a custom tab.

To create a new relational reference record:

  1. Open the object record and scroll to the relevant Related Object section.
  2. Click Add.
  3. Click Create and fill the required fields.
  4. Click Save.
  5. Click OK.

To add a relational reference record:

  1. Open an object record and scroll to the relevant Related Object section.
  2. Click Add.
  3. Add or remove references from the object record as needed. You can click Select All to add all available references. After you click this button, it appears as Unselect All. Click Unselect All to clear all selected references. Note that the Select All option only works for the selection of 500 records or fewer. 
  4. Click Ok.

Note that in vaults where two objects share the same parent object and have a relationship to each other, Vault auto-populates the parent object field when using Create to create a record for a sibling object from the context of the related record.

How to Delete Object Records

Note that certain object relationships and deletion rules may prevent you from deleting an object record. To delete an object record.

  1. Open an object record.
  2. Choose Delete from the Actions menu.
  3. Click Continue on the Delete Record screen prompt.

Limitations on Object Record Deletion

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

Object Record Deletion & Relationships

When defining relationships between two objects, Admins also define deletion rules. This setting affects how Vault behaves when you attempt to delete an object record that is either the parent object record in a parent-child relationship or the referenced object record in a reference relationship. The Deletion Rule options are:

  • Prevent deletion if there are children records: This option prevents you from deleting an object record if it is selected as a parent object record or as a reference object record. For example, you cannot delete a Study Country if there are Study Sites with that country selected as their parent.
  • Cascade delete children records: This option is only available for parent-child relationships. When you delete an object record, Vault also deletes any object records that have the deleted record as their parent. When you delete more than 1000 records, Vault deletes records asynchronously in a background process. You will be notified when the process completes.
  • Set object field to blank in related records: This option is only available for reference relationships. When you delete an object record that is referenced by another object record, Vault resets the referencing field to be blank. 

Maximum Number of Object Records

For each object, Vault allows up to ten million (10,000,000) records. If your organization requires more records than this, contact Veeva Support.