Security Profiles by Role

Security profiles are how Veeva Vault PromoMats applies permission settings to individual users. Each profile setting is based on standard roles and these roles can be combined.

Roles will define who can view and edit assets or download source files, based on the assets status and metadata: Draft status, Approved Status etc.|| Document type – Material or Component-, Country, Restricted or unrestricted, etc. Learn more about the lifecy cle and status here.

Do you want to expand your profile adding more roles? Raise a ticket in MARCAPS Support Center!

Standard roles:

Viewer: Basic role that allows, as its name implies, to watch the particular asset in PromoMats but doesn’t allow any further action.
Content Creator: This role is aimed to users who shop, upload, create, edit, annotate, send for approval and download content.
- Consumer Internal: users inside the company, can access unrestricted approved assets, from their market and Global.
- Consumer External: users outside the company, can access unrestricted approved Components from their market and Global. Only can access Materials under a task request or by changing the particular Material’s sharing settings.
Business/Medical Approvers: This role has the ability to approve and reject materials according to their area of work.
Content Steward: This role manages a specific Portal. Publishing unrestricted approved assets. This role also can view and edit assets from other users of their market, which are in Draft status. Therefore they can monitor/support as needed or work in collaboration with another user to produce a material.
Asset Librarian: This role is responsible for reviewing and approving Components and their associated rights. Can manage Components, creating new ones, changing status and managing their market right records and licenses in the system.

EXTRA NOTES:

Job Owner*: The material/component owner is by default, the user that creates from zero a particular asset.

Sharing settings**: All assets have the option to manually been shared with another user. The job owner of an asset can assign a particular role to another user only for that particular asset. In this way, their colleague or partner will have extended access to the specific asset only, by previous listed roles options. However, we recommend to follow this best practices to collaborate to save time and effort.

Some examples of standard market archetypes:

Workflow, roles and responsibilities

Completing the end-to-end workflow inside Veeva Vault PromoMats will allow you to have more version control and more tasks control with your collaborators, in addition to artwork storage for execution and reuse, as you move forward with the material lifecycle, while being compliant.

One user can have several roles combined to control or take over several responsibilities in the workflow. If you need to expand your team member’s profile adding more roles Raise a ticket in MARCAPS Support Center!