Harvesting Statements

Using an entry or user action, you can asynchronously create Scientific Statements from qualified link annotations on steady state documents, allowing you to quickly and easily maintain your statement library. Vault harvests the full text, reference links, document metadata, and annotation IDs from text link and area link annotations.

To prevent creating duplicate statement records, Vault checks existing records in the Scientific Statements library using the Match Text field on the Scientific Statement (annotation_keywords__sys) and Match Text Variation (match_text_variation__sys) object.

Configuring Statement Harvesting

You can add the Harvest Statements entry action and user action to any document lifecycle state. We recommend adding the entry action to the steady state.

To add the entry action:

  1. Navigate to Admin > Configuration > Document Lifecycles > [Lifecycle] > States > [State].
  2. Under Entry Actions, click Edit.
  3. Click Create Entry Action.
  4. Select Always and Harvest Statements.
  5. Click Save.

To add the user action:

  1. Navigate to Admin > Configuration > Document Lifecycles > [Lifecycle] > States > [State].
  2. Under User Actions, click Edit.
  3. Click Create User Action.
  4. Select Always and Harvest Statements.
  5. Click Save.

You must add the following object fields to the active Scientific Statements object layout:

  • Harvested Annotation ID (harvested_annotation_id__v)
  • Harvested Statement (harvested_statement__v)
  • Harvested Long Text (harvested_long_text__v)
  • Harvested Source Document (harvested_source_document__v)

You must also add the Pending state to the review and approval workflow for Scientific Statements. Then, add the Send for Approval user action to the Pending state.

Qualifying Harvested Annotations

An annotation is qualified for harvest when:

  • The annotation is a document text link annotation or a document area link annotation.
  • The annotation is only linked to a reference document or anchor, as indicated by the document type being Suggest Links target-enabled.
  • The annotation has more than five text characters.
  • The annotation is not a duplicate of another qualified annotation in the same document (not case sensitive).
  • Text similar to the annotation does not already exist in the Statement Library.

Qualifying Harvested Statements

The Enable Statements Harvest Auto-Approve Qualified Annotations setting is enabled by default. When enabled, Vault automatically places qualified harvested Statements in the Approved state.

A harvested Statement is qualified automatically for approval when:

  • The source document is in its steady state, such as Approved for Distribution.
  • The linked document is in its steady state, such as Approved for Use.
  • The source annotation is a text annotation.
  • The annotation text is less than 1,500 characters.

To disable this functionality, navigate to Admin > Settings > Application Settings and, under Scientific Statement Library Management, clear the Enable Statement Harvest Auto-Approve Qualified Annotations checkbox.

Deleting Harvested Statements

To delete a harvested Scientific Statement, you must remove the Product, Country, and Link Target relationships.

Limitations

The following limitations may affect Scientific Statement harvesting:

  • Vault does not harvest Scientific Statements if the document is a binder.
  • Vault does not harvest Scientific Statements from video or audio files.
  • Vault does not harvest Scientific Statements from ZIP files.
  • Vault may fail to harvest Scientific Statements from area annotations if the selected area is small or lacks detectable text.

A qualified annotation will not become a harvested Scientific Statement if any of the following items are true:

  • The document metadata does not provide a value for Country (country__v) and  Product (product__v).
  • The Scientific Statement (scientific_statement__v) object type of the Scientific Statement (annotation_keywords__sys) object has required fields designated by the customer for a record to be created, and the document metadata does not provide a value for the required fields.
    • The document type must have document fields with the same public key as the required object record fields.

The following permissions control functionality related to harvesting Statements:

Type Permission Label Controls
Security Profile Objects: Scientific Statement: Create, Edit Ability to harvest a Statement from a document
Security Profile Objects: Scientific Statement: Object Field Permissions: Primary Country (country__v), Primary Product Family (product__v): Read Ability to harvest a Statement from a document
Security Profile Objects: Scientific Statement Country: Create, Edit Ability to harvest the additional countries from a document as Scientific Statement Country child records of the harvested Statement
Security Profile Objects: Scientific Statement Product: Create, Edit Ability to harvest the additional products from a document as Scientific Statement Product child records of the harvested Statement
Security Profile Objects: Scientific Statement Indication: Create, Edit Ability to harvest the additional indications from a document as Scientific Statement Indication child records of the harvested Statement