Who is this article for?

Users who need to transfer a review created from Veeva Vault to a new owner when the owner is no longer available to start the transfer

Veeva Vault Admin and PR Sysadmin permissions required.

When a user departs the company, any incomplete reviews started from Veeva Vault may require transfer to a new owner for completion. This guide outlines the necessary steps to facilitate this process. If the owner is still available, then they should follow the process for transferring the review introduced in v8.0 of Please Review.

1. Understanding prerequisites
2. Transferring a review
3. Understanding side effects

1. Understanding prerequisites

Before proceeding with the transfer, ensure the following prerequisites are met:

1. The new owner possesses editor permissions for review documents in Veeva Vault.
2. Vault admin has authorisation to change workflow owners and undo document checkouts.
3. Access to the Sysadmin user account is required.
4. The review was created using the OneWorkflow workflow review, identified by 'multiple' in the Please Review Type field in Veeva Vault.

2. Transferring a Review

Follow these steps to transfer the review ownership:

1. Log in as the Sysadmin to the PromoMats native interface at the direct PromoMats address.
2. Locate the review and transfer ownership to the new owner using the standard method.
3. Ensure the new owner becomes the review owner, while the original owner is added as an Author.

Note: In the PromoMats Database, the document record is updated to GET i,e, 12345:0:1:GET.

4. In Veeva Vault, verify the correct document by matching the Vault document ID.
5. Undo the checkout for documents checked out in the review

Note: In the PromoMats Database, for example, if the ExtRef is 43615:0:1:CHECKOUT, then 43615 in the Vault ID should be the same.

6. If the workflow is active, replace the Workflow Owner with the new owner.
7. Optionally, remove the original owner from the review in Veeva Centric Inbox to ensure proper ownership alignment.

3. Understanding side effects

Consider the following side effects of the review ownership transfer:

1. The document remains unlocked in Veeva Vault, potentially allowing another user to lock it.
2. The new owner cannot check in the document via the Finish Review page; manual download and upload to Vault are required.
3. The audit log timing in the Vault document may not align due to manual actions by the user.