About Documents

SiteVault can hold all of the documents relevant to your assigned studies.


On This Page


Library

The Library displays all versions of your documents such as the Current, Draft, and Superseded states. The eBinder displays only steady-state (such as Current or Final) and Superseded documents for one study.

Viewing documents in Library

Once in the Library, you can use the Study Selector and other filters to quickly find the documents you need.

Documents

When you open a document, the Doc Info page is displayed. This page includes the following panels:

  • Header Area: The header area above the document viewer and fields panel allows you to navigate back using the breadcrumb trail and see the current document status (lifecycle state). The icons next to the document name can set the document as a favorite, display related notifications, or show the Active Workflow panel (if a workflow is active). If you’re a task owner for an active workflow, you also see a task bar. If the document uses a lifecycle configured with lifecycle stages, the lifecycle stages chevron panel displays information on where the document is in its lifecycle. In addition, this area includes buttons for the Actions menu, document download options, and the layout selector. If a lock icon is displayed in the header area, a user has checked out the document. If a gavel icon is displayed, the document is under a legal hold.
  • Document Viewer: The document viewer displays viewable renditions without any additional plugins or applications and on any device that supports HTML5 (iPad®, Android™ tablets, and so on). In the mixed layout, the document viewer is displayed in the left panel. If available, the viewable rendition is displayed here. From the document viewer, you can review the document, add annotations, and select through embedded links.
  • Document Fields Panel: The right panel (in mixed layout) displays information about the document, including general document fields and sharing settings.
Viewing documents

Note The Lifecycle State Stage ID and Lifecycle Stage fields are displayed by default in the General section of the document fields panel, even if lifecycle stages are not configured.

Actions Menu

Document Actions Menu

The document Actions menu is available on the Doc Info page and when positioning your pointer over a document in the Library. This menu enables you to perform various actions on the selected document, including Send as Link, Where Used, and Version History.

The actions items that are available in the Actions menu vary by configuration, the document’s lifecycle state, the document type’s Create permissions, your security profile, and your role-based permissions on the document.

When available, menu items are divided into three categories: Manage, Edit, and View. Each section contains a list of actions that you can perform on the selected document.

Layout Options

Layout Options

You can switch between different layouts in the Doc Info page using the layout selector toolbar. SiteVault remembers your last selection and applies it the next time you open the Doc Info page.

The following layouts are available:

  • Document View: Displays a fullscreen version of the document
  • Mixed View: Displays the document and document information such as general information, signatures, and viewable renditions
  • Field View: Displays document information only
  • Timeline View: Displays relevant milestones in the document’s history such as when the document was created and eSignature approvals.

Full Screen Document Viewer

Full Screen Document Viewer

To view the document in full screen, select Full Screen in the upper-right corner of the document viewer.

Full Screen Document Viewer

To close full screen, select Exit Full Screen.

Viewer Zoom Menu

Viewer Zoom Menu

The document can be viewed in different sizes. By default, the size is Fit Height for Microsoft PowerPoint source files and Fit Width for other source files. The default zoom applies to all layouts, note position options, and in full-screen mode. You can change the zoom by selecting Fit Height, Fit Width, Zoom In (+), and Zoom Out (-).

Note that you cannot scroll horizontally unless you first scroll to the bottom of the document.

Find in Document

Find in Document

To search a document for a particular word or phrase, select Find in Document (the magnifying glass). SiteVault only highlights matches in one page at a time. Periods are read as spaces, for example, the search 409.3 finds instances of 409 and 3.

You can use the following keyboard shortcuts using Find in Document:

CTRL+F Opens Find in Document when in the Document View
ESCAPE Closes Find in Document
ENTER Jumps to the next matching word
SHIFT+ENTER Jumps to the previous matching word.

Document Page Navigation

Navigate between the pages of your document

You can use the arrows on the menu bar to navigate between the pages of a document. To open a specific page, enter the page number in the text field.

Navigate between the pages of your document

You can also select the page icon with page number on the left side bar of your document to open that page. If available, the annotation count for a page is displayed on the page icon.

Annotate Mode

Annotate Mode

The Annotate button displays the number of annotations on the document. By selecting it, you can open annotate mode. In this mode, you can view and work with existing annotations or add new annotations. Select the button again to close annotate mode.

Rotate Clockwise

Rotate Clockwise

Select Rotate Clockwise to rotate your entire document clockwise (to the right). This button is unavailable in the Notes and Thumbnail views.

Show Bookmarks

Show Bookmarks

Select Show Bookmarks to view and navigate bookmarks in the document. SiteVault displays bookmarks manually created in .PDF documents and creates bookmarks automatically from headings and captions in Microsoft Word™ (.DOC and .DOCX) documents.

Show Destinations

Show Destinations

Select Show Destinations to view and navigate destinations in a document. Destinations allow users to jump and link to specific locations in a document. In viewable renditions, SiteVault displays destinations that were manually created in .PDF source files. Note that you can only create destinations in Adobe® Acrobat® PDFs.

Checkout Padlock Icon

Checkout Padlock

When a document is checked out, you can position your pointer over the checkout padlock icon to see who checked out the document, when it was checked out, and whether it was checked out using Microsoft Office Online or a standard SiteVault checkout.

Download Button

Download Button

The Download button has two options:

  • Select the file icon on the left to download the source document file.
  • Select the arrow on the right to see a list of all available files and renditions to download.

Document Lifecycles

Lifecycle Stages help you understand where a document is in its lifecycle by grouping specific lifecycle states into ordered collections of stages. The lifecycle stages chevron panel provides a visualization of the document’s progress, with each chevron representing a single lifecycle stage. The chevrons are color-coded to indicate the document’s current stage:

  • Green indicates a previous stage.
  • Blue indicates the active stage.
  • Gray indicates an upcoming stage.
Lifecycle Stages

The lifecycle stages chevron panel can also give details for incomplete tasks. Select the blue (in-progress) chevron to see a list of up to five open tasks. Tasks are displayed on the task card in the same order as they are displayed in the Active Workflow panel. An exclamation point icon is displayed on the blue chevron if one or more tasks is behind schedule.

Lifecycle Stages

Note The lifecycle stages chevron panel is not displayed for all users.

Document Reuse Across Studies

With document reuse in SiteVault, SiteVault can automatically populate the Study field on documents, associating studies to only the relevant document versions, so you don’t have to manually maintain which document versions are applicable for which studies.

Components for Document Reuse Across Studies

SiteVault includes the following configurations to support document reuse and automatic field defaulting across studies:

  • Person Profile, Organization Profile, and Product Profile Document Type Groups: These preconfigured Document Type Groups identify the Person-, Organization-, and Product-specific document types that are often reused across studies. SiteVault can automatically update the Study field for document types that belong to one of these Document Type Groups.
  • Associate study to current versions of profile documents: This entry action finds current relevant document versions and associates them with a Study.
  • Update study references on profile documents: This entry action adds or removes Studies from the Study document field when a document changes state. It is automatically available on most states for most configured lifecycles in SiteVault.

Limitations

The following limitations affect content reuse functionality:

  • If you manually update the Study field on Person-, Organization-, or Product- specific documents, SiteVault may subsequently overwrite changes.
  • SiteVault does not perform entry actions on the initial state of a document or object record.
  • SiteVault does not perform entry actions when you select Create Draft for a document.

Study eBinder
Managing Documents