Migrating Data to Veeva QualityDocs

This guide provide best practices for migrating quality data to Vaults with the Veeva QualityDocs application. The general best practices and data transformation considerations for Vault migrations apply to all application families.

Use Case

The primary use case for a QualityDocs migration is a legacy migration. A QualityDocs migration commonly involves migrating document versions, renditions, signature pages, audit trails, and document relationships.

Preparations

We recommend cleansing the data if possible, by deduplicating documents in the source system and normalizing field picklist values on documents to a standard list. For example:

Organizations
Products
Facilities

Considerations

The migration approach can vary greatly depending on the size of the migration and other factors. Avoid migrating in-flight processes, such as document change controls (DCCs). The following sections provide additional considerations and recommendations when migrating content to QualityDocs.

Document Relationships

When migrating version-specific document relationships, you must specify the versions. To obtain information for existing relationships, send a request to the Retrieve Document Relationships endpoint.

Signature Pages

You can migrate legacy signature pages by importing them as renditions. Before migrating legacy signature pages, enable the Disable Vault Overlays setting to prevent Vault from automatically generating an overlay on the first document version. After migrating the legacy signature pages, disable this setting for later versions to allow Vault to manage signature pages and overlays.

Renditions

Depending on the number of documents in migration, the time it takes to generate renditions can affect time and performance. To improve performance, you can suppress renditions when creating documents until a user views the document from the UI.

Document Versions

When updating previous document versions, you cannot update lifecycle states using Vault API, which may increase the time and complexity of the migration and require manual effort to remedy issues that occur. For example, if a previous document version was migrated to Vault in the wrong lifecycle state, you must delete and reupload the previous versions.

Document Change Control (DCC)

We do not recommend migrating document change controls (DCCs). If you must migrate DCCs, you can migrate them to Vault in a steady state, such as Initial or Final.

Document Change Request (DCR)

You can migrate document change requests (DCRs) that are not yet implemented, but implemented DCRs may not function properly since the associated DCC does not exist in Vault.

Periodic Review

Documents in the legacy system may be midway through a period review (PR) cycle. When migrating these documents, consider the legacy PR period when setting the next PR date on the migrated document.