Configuring Object Layouts

Object layouts control the information displayed in the object record detail page and in any PDFs of the object record downloaded by users. You can create multiple layouts for each object and object type. The layout applies in create, edit, or view mode. Objects with multiple object types can use a different layout for each type.

You can use object layouts for multiple purposes. For example, a manager may want to see certain sections and fields on a Complaint record while another employee only needs to see certain fields and sections relevant to their processes. You could also create a different layout for each state in an object’s lifecycle. You can accomplish this level of customization by creating object layouts, assigning them to a layout profile, and then assigning the profile to a user.

By default, layouts include sections for the object record fields, attachments, and sharing settings. By configuring layouts to show related object records and related documents, the record detail page becomes the central location for browsing, creating, and editing related information. In addition, you can group similar sections of a layout into individual pages for organization purposes.

Configuring Object Layouts Demo

See below to watch a video tutorial on how to configure object layouts in Vault.

How to Access Layouts

To open and edit an object’s layout, navigate to Admin > Configuration > Objects > [Object] > Layouts. The Layouts tab displays a list of each layout available on the object. By default, one layout is available for each existing and new object and object type. An Object Type column displays if the layout is applied to an object type.

You can also open a layout from within an object record detail page. From the Actions menu, select Configure Layout. If you’re viewing a record that belongs to an object type with its own layout, you will see the layout for that object type.

How to Create an Object Layout

To create a new object layout:

1. Navigate to Admin > Configuration > Objects > [Object] > Layouts.
2. Click Create to open the Add Layout window.
3. In the Add Layout window, select an object type. Vault asks for an object type only if one e exists on the object.
4. Enter a value in the Layout Label field.
5. Enter a value in the Layout Name field.
6. Optional: Enter a Description for the layout.
7. Set the layout as Active or Inactive under the Status drop-down.
8. Click Done.

The page will refresh and direct you to the Layout Editor.

Set a Default Layout

When an object or object type is created, Vault assigns the initial layout as the default. Once you add layouts, you can change the default to any layout in the list. The default layout is identified by a green check mark on the Layouts tab.

To change the default layout, select Set As Default from the layout’s Actions menu on the Layouts tab.

If the user is not assigned a layout profile, this is the only layout they will see when accessing the record detail page. If you don’t apply a layout to an object type, it uses the base object type’s default layout as its layout. However, object types are not required to have any layout.

Delete a Layout

To delete a layout, select the layout’s Actions menu on the Layouts tab. Then, select Delete. Vault removes the layout from the list on the Layouts tab.

Vault displays a warning if the layout is assigned to a layout profile with assigned users. If you continue with deletion, those users will lose access to the layout.

You cannot delete or inactivate the default layout on objects and object types.

Copy a Layout

Vault allows you to reuse layout configurations with the Copy action. To copy a layout:

1. On the Layouts tab, select Copy from a layout’s Actions menu.
2. Optional: Change the values in the Copy Layout window, such as the object type, label, and status.
3. Click Done to create the copied layout.

Vault directs you to the Layout Editor for the copied layout.

Layout Priority

Vault uses the following priority structure to determine the layout a user sees when they access the record detail page:

• Layout URL: Each layout has a specific URL that users can bookmark and share. Vault will always first respect the layout’s URL when a user views the record detail page.
• Focus On Layout Rule: If a Layout Rule using the Focus On effect is in place, Vault defaults to the layout with this rule. This scenario happens only if the user accesses the record detail page without using the bookmarked URL and a Focus On rule is in place.
• Last Used Layout: If a Focus On layout rule is not in place, Vault defaults to the last layout used when the user accessed the record.
• First Layout in Profile: If there is no Focus On layout rule and no last used layout, Vault defaults to the first layout in the user’s layout profile.
• Default Layout: If no layout profile is assigned to the user, Vault uses the default layout on the object or object type.

Using the Layout Editor

To edit an object layout, click the layout’s label in the Layouts tab. You can also edit a layout after clicking Done on the Add Layout window. Both options direct you to the Layout Editor where you can add, edit, and delete sections and pages and apply layout rules.

The Layout Editor displays sections in the middle of the page and sections and pages in the left navigation panel. Use the navigation panel to navigate to sections and pages without scrolling and to reorder sections and pages as needed.

Sections

Each object layout can have up to 30 sections. You can add sections anywhere within the layout. By default, a Details section displays when you first access the Layout Editor. On default layouts, this section contains all new fields, including required and optional fields. On non-default layouts, this section contains only required fields. You cannot delete the Details section if it contains required fields. However, you can hide it with a layout rule if necessary.

How to Add Sections

To add a section:

1. Hover your cursor in the empty space above or below a section until a blue plus icon appears.
2. Click the blue plus icon.
3. In the drop-down menu, select Insert Section.
4. Select the section type in the Select Section Type window.
5. Click Continue.
6. Complete the next window based on your chosen section type. See detailed instructions for each section type below.
7. Click Done.

Vault inserts the section in the order you selected. You can also add sections from the left Navigation Panel. To do so:

1. Click the Actions menu that displays to the right of the section’s label.
2. Select Add Section.
3. Select the section type in the Select Section Type window.
4. Click Continue.
5. Complete the next window based on your chosen section type. See detailed instructions for each section type below.
6. Click Done.

Vault adds the section directly after the currently selected section. If you add a section from a page’s label, Vault adds the section at the bottom of the sections in that page.

Section Types

You can add multiple types of sections to a layout:

• Detail Forms: Contains labels and values for selected object fields. Can also contain Help Controls to inform and instruct users.
• Help Section: Contains help content for users in a designated section. For example, you can add instructions on how to complete a record, or communicate circumstances where users should create a different type of record.
• Related Object Section: Allows users to view and create related object records.
• Related Document Section: Allows users to add and view related documents.

How to Add Detail Forms

To add a Detail Form section:

1. Select Detail Form from the Select Section Type drop-down menu.
2. Click Continue.
3. Enter a Section Label and Section Name. Only the label will appear for users.
4. Choose a Section Layout: Detail Form - One Column or Detail Form - Two Columns.
5. Optional: In the Show the section only in these lifecycle states drop-down menu, select one or more lifecycle states. This option only appears for objects that use lifecycles.
6. Optional: Add instructional or informational text in the Section Help field. When users view the object record, they can see this information by clicking the ? icon on the section heading.
7. Click Done.

How to Show, Hide, or Move Object Fields

You can add or remove fields from a section and move them to other Detail Form sections. You can also change existing Detail Form sections to one-column and two-column layout.

Required fields are denoted by an asterisk and yellow highlight. Any required fields on an object type are applied to all layouts for the object type.

To show a field, click the Add icon in the Detail Form section and select a field from the drop-down. The drop-down menu includes all available object fields that are not already displayed in a detail section. Be aware that you cannot add the same field to multiple sections.

You can also add fields using the Add to Layout button on the Fields tab (Admin > Configuration > Objects > [Object] > Fields > [Field]). Selecting this option adds the field for selection in the Detail Form section.

To add a space between fields, click the Add icon and select Space from the drop-down. After adding, you can move the spacer between fields.

To remove a field, click the Delete (x) icon to the right of the field panel. This moves the field back to the Add drop-down. You can remove a required field if it has an object field default configured, or if it is a system-managed object record name field.

To move a field, click the field panel, and then drag and drop to its new position. You can move fields from one detail panel to another.

If a Details Form section is added with no fields, Vault hides the section from users in the object record detail page.

When finished editing sections, click Save.

Help Sections, Help Controls, and Record Summary Fields Demo

See below to watch a video tutorial on creating Help Sections, Help Controls, and Record Summary fields.

How to Add Help Controls

Help Controls are special areas within a section that display help text to users when they create, view, or edit object records. To add a help control within a detail form section:

1. Click the Add icon and select Help Control from the drop-down.
2. Optional: Edit the Label that users will see on the object record detail page.
3. Optional: Add text in the Help field for users to see when hovering over the help control label.

4. Enter the help content in the Content field. You can use Vault’s bulk translation tool to translate the help text into any language Vault supports. Content field uses a rich text editor to apply formatting, hyperlinks, and insert images via URL. Content field has a 1500 character limit which includes the underlying markup.

5. Optional: To omit the label, including its associated hover text, select the Display Content Only checkbox.
6. Click Done.

After adding a Help Control, you can move it between fields. For example, you can place instructions for a field directly above that field. You can add multiple Help Controls to a detail form section.

How to Add Help Sections

Help Sections display help content to users in a separate section. To add a help section:

1. Select Help Section from the Select Section Type drop-down menu.
2. Click Continue.
3. Enter a Section Label and Section Name. Only the label will appear for users.
4. Optional: In the Show the section only in these lifecycle states field, select one or more lifecycle states. This option only appears for objects that use lifecycles.
5. Optional: Add instructional or informational text in the Section Help field. When users view the object record, they can see this information by clicking the ? icon on the section heading.
6. Enter the help content in the Content field. You can use Vault’s bulk translation tool to translate the help text into any language Vault supports.
7. Optional: Select Display Section on Create to display this section anytime users create a record on the object.
8. Click Done.

How to Add Related Documents Sections

To add a section showing related documents:

1. Select Related Documents from the Select Section Type drop-down menu.
2. Click Continue.
3. Select the Referencing Document Field. This must be an Object field configured on one or more document types.
4. Enter a Section Label and Section Name. Only the label will appear for users.
5. Optional: In the Show the section only in these lifecycle states field, select one or more lifecycle states. This option only appears for objects that use lifecycles.
6. Optional: Add instructional or informational text as Section Help. When users view the object record page, they can see this information by clicking the ? icon on the section heading.
7. Optional: Select the Prevent Document Addition to prevent users from adding new documents. Enabling this setting overrides any atomic security configurations and user permissions.
8. Optional: Apply Criteria VQL to restrict the documents that users can add using a VQL-type expression. You can use the Token Helper icon to search for relationship and field keys to add to the expression. Click Validate to confirm if your criteria VQL syntax is valid.
9. Click Done.

How to Edit Related Document Columns

The default columns displayed for related documents include the document name, number, type, subtype, classification, and status.

You can show or hide columns for any field configured on the documents. You can also arrange the left to right order of columns displayed.

1. In a Related Documents section, click Edit Columns.
2. In the Select Columns to Display window, select available fields to show.
3. To arrange the left to right column order, move selected fields up or down in the list.
4. Click Done.

When you’re finished editing columns, click Save.

How to Add Related Object Sections

To add a section showing related object records:

1. Select Related Object from the Select Section Type drop-down menu.
2. Click Continue.
3. In the Add Related Object Section window, select a Related Object in your Vault.
4. Enter a Section Label and Section Name. Only the label will appear for users.
5. Optional: In the Show the section only in these lifecycle states field, select one or more lifecycle states. This option only appears for objects that use lifecycles.
6. Set the Creation Option: You can prevent users from creating new object records with the Prevent record creation option or allow users to create new records in a new page or in a pop-up window.
7. Optional: Add instructional or informational text as Section Help. When users view the object record page, they can see this information by clicking the ? icon on the section heading.
8. Optional: Add Criteria VQL to restrict the objects that users can see and add using a VQL-type expression. Use the Token Helper icon to search for relationship and field keys to add to the expression. Click Validate to confirm if your criteria VQL syntax is valid.
9. Optional: Select the Apply on Create checkbox to apply the criteria VQL as default when users create new records.
10. Click Done.

How to Edit Related Object Columns

The default columns displayed will vary between objects, but you can show, hide, and rearrange columns for any object field.

1. In a Related Objects section, click Edit Default Columns.
2. In the Select Columns to Display window, select fields to show. You can double-click a field or select and use the left/right arrow buttons to add columns.
3. To rearrange columns, select a field and use the up and down arrow buttons.
4. Click Done.
5. When finished editing columns, click Save.

System Sections

System sections display by default based on the object’s configuration. You can delete Workflow Timeline, Attachments, and Signatures if needed. These sections include the following:

• Workflow Timeline: This section displays if an active workflow exists on the object. You can move or delete this section as needed. If there are multiple pages, only one page can contain the Workflow Timeline section. If this section is removed while a workflow is active, a warning will display.
• Attachments: This section displays only if the Allow Attachments checkbox is selected on the object’s Details tab. If Allow Attachments is unselected at a later time, the Attachments section will remain but display at the bottom of all sections in a pageless layout or at the bottom of the first page with sections.
• Signatures: This section displays only if Enable Signatures is selected on the object’s Details tab.
• Sharing Settings: This section displays if Enable Matching Sharing Rules is enabled on the object. You cannot edit or delete this section if it’s available. It will always display at the bottom of the layout.

Pages

The Layout Editor allows you to organize sections into individual pages. Each layout allows up to 10 pages. You can add or remove sections from pages as needed. If you add one page with sections, Vault adds any remaining sections to an untitled page.

You can save a layout if a page contains no sections. However, Vault will warn you about the empty page and remove it if you continue with saving.

How to Add Pages

To add a page:

1. Hover your cursor in the empty space above or below a section until a blue plus icon appears.
2. Click the blue plus icon.
3. In the drop-down menu, select Insert Page.
4. Vault creates the page and adds any sections after the blue plus icon to the page. Change the default Page label to a new label in the left panel.

If there is a page or no sections after the space where you insert a new page, Vault will create an empty page with no sections.

To add a page from the left navigation panel:

1. Select the Actions menu to the right of a section or page label.
2. Select Add to Page on a section’s label to add a page with the selected section. Or select Add Page on a page’s label to add an empty page after the selected page.
3. Change the default Page label to a new label in the left panel.

To edit a page’s name, click its Actions menu. Then, click Edit. You can change the Page Label and Page Name. The Page Name is not visible to users and you cannot duplicate it in a layout.

How to Add Sections to a Page

To add sections to a page in a layout with no pages:

1. Hold Ctrl (Command on Mac) on your keyboard and select each section in the left panel that you want to add to a page.
2. Click the Actions menu on one of the selected sections.
3. Click Add to Page.
4. Vault adds your selected sections to your new page. Vault adds any leftover sections to another page with the default Page label. Change the default Page label to a new label in the left panel.

If pages already exist in the layout, you can use the above method or click and drag a section in the left panel to a desired page.

How to Edit Sections and Pages

To edit a section name, label, or type, click the Edit icon to the right of the section. Or select Edit Section from the section’s Actions menu in the left panel.

To edit a page name or label, select Edit from the page’s Actions menu in the left panel.

How to Remove Sections and Pages

To remove a section, click the Delete (x) icon to the right of the section. Or select Delete Section from the section’s Actions menu in the left panel.

To remove a page, select Delete Page from the page’s Actions menu in the left panel.

You cannot use the Delete Page option if only one page exists in the layout. To remove all sections from all pages, select Remove Pages from the layout’s Actions menu.

How to Move Sections and Pages

To move a section or page, click and drag the label to its new position in the left panel.

How to Add Text Sections

If an object includes at least one Long Text or Rich Text field, you can add those fields as text sections to the object’s page layout. To add a section showing the field:

• In the Layout Editor, click Add Section.
• Select Text.
• Enter a Section Label and Section Name. These fields do not appear for users.
• Select a Long Text / Rich Text Field.
• Optional: In the Show the section only in these lifecycle states field, select one or more lifecycle states. This option only appears for objects that use lifecycles.
• Optional: Add instructional or informational text as Section Help. When users view the object record page, they can see this information by clicking the ? icon on the section heading.
• Click Done.

The Text option only appears in the Add Section dropdown menu for objects that have Long Text or Rich Text fields.

About Web Sections

You can use web sections to display external web content, such as an address’s map location on an Organization record. At this time, you can only add web sections to object page layouts through MDL. If your page layout includes a web section, you will see it in the Layout Editor, and you can move it to a different position on the page, but you cannot make any other changes. Learn more about adding web sections on the developer portal or contact Veeva Services for assistance.

Submission Administrative Information (RIM)

The Submission Administrative Information section type is only available for the Submission Country join object in RIM Submissions Archive Vaults licensed with RIM Publishing.

Lifecycle State Details

Selecting lifecycle states when setting up a new section creates a layout that changes for records in different states. This option is only available when the page layout belongs to an object with an active lifecycle.

Filter Related Object & Documents Sections

You can add filters to related objects and documents sections using VQL-type expressions to constrain what specific documents appear in those sections for users to select. For example, you can restrict users from adding related documents that aren’t in a Steady state.

Vault applies all filters that you configure when users access the relevant related object sections on object records, but only displays fields that users have Read permission on.

Users must have Read permission on all fields used in the filter in order to access the relevant related documents section on object records. On related document sections, users will not see any results if they do not have Read permission on all fields used in the filter.

Filters on document and object sections do not support full VQL functionality.

Apply Field Defaults to Related Record Creation

Users can potentially create records that will not show up in the related object section if those created records fall outside of the filters defined for the section. For example, if you filter a related object section to show Inactive records, any Active records that a user creates from that section will not appear in the related list.

To help avoid this, enable the Apply on Create option when configuring a related object record section. This option applies the Criteria VQL filter as a field default on the newly created record. For example, if you filter a related object section to show Inactive records, the Apply on Create option will automatically set the Status field to Inactive for all records created through this related object section.

Apply on Create can only apply field defaults for Criteria VQL expressions with the = operator. Other operators and expressions are ignored. For example, the expression status__v = 'inactive' AND name__v != 'CholeCap' will default Status to Inactive, but cannot set a default value for Name as there is more than one value which could fulfill this criteria.

Preventing Related Creation

Users can potentially create records that will not show up in the related object section if those created records fall outside of the filters defined for the section. For example, if you filter a related object section to show Inactive records, any Active records that a user creates from that section will not appear in the related list. To avoid this, enable the Prevent record creation option when configuring a related object record section. This option hides the Create or Add button, depending on the object relationship.

Related Permissions

To work on object configuration, you must have a security profile that grants Admin: Objects permissions.