Who is this article for?

Users who want to learn how to update participants in Veeva-centric reviews.

No elevated permissions are required.

This article discusses the streamlined process of updating participants in Veeva-centric reviews, enabling efficient adjustments to participant roles and additions during ongoing review processes.

1. Introduction

Since Please Review v6.6.5, users can be added to existing PR reviews initiated from within the Veeva Vault interface. This process involves two steps: updating the Vault workflow task and then updating the PR.

In Please Review v6.6.5 - 7.0.x, this capability extends to both advanced and standard PR reviews in Veeva. However, with standard reviews, users are limited to the reviewer participant role.

Important: Currently, removing or replacing a participant is not supported; only adding participants is supported. Additionally adding, removing  or replacing the documents after the review is started is not supported.

Starting from Please Review 7.1, users can be added for any role after a review has commenced, not just those added to roles during the initial review setup.

2. Updating the Vault workflow tasks

1. Go to your Home tab in Veeva to find the Active workflows.
2. Ensure you have added at least one participant other than yourself.
3. If you meet the above condition, select Add Participants.

Important: Avoid using the Replace participants option, as it doesn't remove the replaced user from the review in Please Review and is unsupported.

4. In versions 7.0 and earlier, the process appears as shown below:

5. In versions 7.1 and later, the process appears as shown below:

6. Enter the participant's name next to the role you wish to assign for the user.

Note: In versions 7.0 and earlier, or later versions if you are still using the legacy workflows, you can only use roles that were added at the start of the review. For example, if no Authors were added initially, you won't be able to add an Author after the review has started.

Example: Adding Reece as a reviewer to an existing review by typing his name and selecting it when suggested.

7. Since version 7.1, provided you are using the Veeva 'One Workflow', a participant in any role can be added to a review after it has started.

However, you must have added a participant to at least one of the roles at the first stage of the review creation process, when the screen looked like the below to be able to add participants after the review has started. This ensures a workflow is setup for this to be done. if this was not done, then you will not see the workflow to be able to add the participants on to.

Note: In versions 7.1, and above, the Veeva 'One Workflow' is the standard for new installations but upgrades from previous versions may opt not to update the Veeva side immediately and still use the legacy workflows.

2. Updating the review

1. Open the Please Review tab and locate the review you own from the list of reviews.
2. Please Review checks all reviews to ensure participants match those with workflow tasks in Veeva. If there's a mismatch, a Resync Roles button will appear.
3. Click the Resync Roles button to update the user changes from Veeva to PR.

Note: This action cannot be performed if the review is closed. It must be re-opened to allow the resync button to appear.

4. Hover over the Resync Roles button to see an explanation in the latest versions.

5. The button will disappear when the participants match. You can confirm the change by using the Control Panel button to check participants.
6. If you see an exclamation mark after adding users, hover over it to see the message.

7. For example, if a user added to the review on the Veeva side doesn't exist in Please Review, they cannot participate unless added to an appropriate user group for syncing.
8. Alternatively, the review owner can reassign the task to a user set up in Please Review or cancel their task to resolve this.

3. Troubleshooting

If you can't see the Resync Roles button, it might mean that the workflow isn't named exactly "Invite to Please Review" or the label set in the ActionInviteToPRLabel setting in the VeevaVaultLogin.xml configuration file on the server. 

Important: Only one specific title works here, without any wildcard options, so it must match exactly for this function to work.