Performing User Acceptance Testing (UAT) on a Collection

Overview

User acceptance testing (UAT) allows you to test your collection from the perspectives of site staff and study participants in a non-production sandbox environment. In Studio, you will always need to move the collection through the UAT stage before you can approve it for use. Perform UAT to confirm that your collection and its surveys, schedules, notifications, events, and translations align with your study protocol.

A collection must have all of the following items before you can start UAT:

• At least one survey
• At least one schedule for each survey
• Complete translations for all languages in the collection

In addition, you need an eCOA Vault sandbox in which you’ll perform UAT. Contact your Veeva Professional Services team if you do not already have an eCOA Vault sandbox.

Setting up the Sandbox

After starting UAT for the production collection, you can access the collection in the eCOA Vault sandbox using the method below.

Use a UAT Code

You can only use this option for a sandbox study that does not have a collection authored.

1. In the production eCOA Vault, access the study’s Studio and open the collection version that UAT is being performed on.
2. Select the ellipsis button next to the version number, and select Copy UAT Setup Code.
3. In the sandbox eCOA Vault, access the study’s Studio.
4. Select Use UAT Code, enter the code from Step 2, and select Connect. All collection versions from the production collection are displayed in the sandbox collection. The New Version button is now disabled in the sandbox study’s Studio.

The production collection controls what you see in the sandbox collection. When you make changes to the production collection and then start a new round of UAT or upversion the collection, those changes are reflected in the sandbox collection.

Performing UAT

Once UAT is set up, the collection will already be activated when you log in to the Veeva eCOA sandbox as a site user. During UAT, you can use the sandbox to complete the same workflows that site staff use to submit surveys and manage survey activities for study participants and/or caregivers. You can also test how study participants and/or caregivers receive notifications and submit surveys in MyVeeva for Patients. To test your collection from end-to-end, complete the following steps.

#	Step	Testing User Role	Instructions	Additional Resources
1	Add Countries, Sites, and Site Users	Sponsor/CRO Staff	Create the countries and sites that you want to use for testing. Ensure that the supported languages are selected at the country and site level that meet your UAT requirements. When creating a site, you can optionally select an Initial Study Version to indicate which collection version you want the site to receive. This can be used for testing study upversioning. You can only set this field when creating the site.	See the following information: Adding Studies, Study Countries, and Study Sites Testing an Upversion
2	Add Site Users	Sponsor/CRO Staff	Create the site users you want to use for testing. Note: You must create site users with a valid email that you can receive emails for. The email address must be different from your Sponsor/CRO Staff user account.	Managing Site Users
3	Create Participants	Site Staff	Create study participants to test surveys, schedules, and notifications. To test email notifications from MyVeeva for Patients, you must create the participant record using an email account you can access. Note: Emails must be unique across participants. We recommend using email aliases if you create more than one participant for testing. For example, if Participant 1’s email address is jane.doe+1@veeva.com and Participant 2’s email address is jane.doe+2@veeva.com, notifications for both participants are sent to jane.doe@veeva.com. Not all email providers support email aliases. We recommend using Gmail.	Managing Study Participants in eCOA Help for Sites
4	Register and Log In To MyVeeva for Patients	Study Participant	MyVeeva for Patients is the application that study participants and caregivers use to receive, complete, and submit surveys. After a participant has been added, the participant and/or caregiver receives a MyVeeva for Patients welcome email. You can register the account of the participant and/or caregiver by following the link from the email. You must use a sandbox MyVeeva for Patients environment to test surveys with the participant and/or caregiver account you created. See the Logging In to the MyVeeva for Patients Android, iOS, and Web Apps section to set up access to the sandbox environment.	See the following pages in eCOA Help for Sites: Completing Registration Answering Surveys
5	Add Participant Event Dates and Times	Site Staff	Enter datetimes for participant events to trigger surveys and notifications as defined in the collection. You can enter participant event datetimes in the past to simulate how schedules appear to a participant and/or caregiver in the future. For example, if a survey schedule has a delay of 1 hour before the survey is made available to the participant, you can add a participant event that's 59 minutes in the past. After one minute, the survey will be available.	Viewing, Activating, and Updating Events in eCOA Help for Sites
6	Submit Surveys in MyVeeva for Patients	Study Participant	When you add participant event datetimes for the study participant, the participant and/or caregiver receives notifications and surveys in MyVeeva for Patients as defined in the collection. Confirm that the participant and/or caregiver receives the expected notifications. Log in to MyVeeva for Patients at the appropriate time to receive, complete, and submit surveys.	Submitting Surveys in eCOA Help for Sites
7	Submit Site Surveys in eCOA	Site Staff	After you add participant event datetimes for the study participant, any site surveys associated with those events are available for site staff to submit.	Completing an In-Person Survey in eCOA Help for Sites
8	Export UAT Data from Study Home	Site Staff and Sponsor/CRO Staff	After study participants, caregivers, and site staff submit or miss surveys, the survey and compliance data is available to sites and sponsor users through either Veeva eCOA (Sites) or Study Home (Sponsor) in the eCOA Vault Sandbox. Site Staff: Run the reports from the Study Details tab in eCOA to export Survey and Compliance data. Sponsor Staff: Using Study Home, export Survey and Compliance data from the reports tab.	See Running Reports for information on how to export site-facing UAT survey data.
9	Complete UAT	Sponsor/CRO Staff	When UAT is complete, navigate to the collection in Studio and select Finish UAT, then select the appropriate outcome depending on the outcome of your testing. If UAT passes, select Yes, Complete UAT. If changes are needed, select No, Make Changes. Editing is unlocked and you can resume making changes to the collection. After you make changes, you can start UAT again. If you need to make changes after you have completed UAT, you can select the All Actions button and select Back to Draft to make additional edits. The summary of changes entered before is retained, and you'll have to start and complete the UAT again to move it back to the UAT Passed status. You can't make any more changes after you approve the collection.	Approving an eCOA Collection

Testing an Upversion

If you want to test an upversion, you can set up a new site on a previous version.

When creating a site, you must enter a version number in the Initial Study Version field.

If you do not see the Initial Study Version, then it must first be added to the default page layout for the Study Site object.

Once the field is available in the sandbox environment, you can enter a version number in the Initial Study Version field while you are creating a site. The number you enter in this field must match a version number from the collection list. If this is not entered correctly on creation, then you will need to set up another new site.

Once the previous version has been activated by the site, enter some UAT data before you activate the current version.

Logging In to the MyVeeva for Patients Android, iOS, and Web Apps

Once a collection has been approved in your eCOA Vault sandbox, you can test participant and caregiver survey actions in the MyVeeva for Patients Android, iOS, or web app. To test in the apps, complete the following steps

Android or iOS

1. Download the MyVeeva for Patients Android app from Google Play or the MyVeeva for Patients iOS app from the App Store.
2. Create a participant or caregiver. For more information, see Creating a Participant on the Onboarding Participants page in eCOA Help for Sites.
3. Enter the username from Step 2 with |sbx added to the end. For example, if your participant’s email is jane.doe+1@veeva.com, enter your username as jane.doe+1@veeva.com|sbx.
4. Enter your password.
5. When the app requests a multifactor authentication code, enter any six digits. You’re now logged in.

Web

1. Go to https://patients-sbx.myveeva.com.
2. Enter your username and password.
3. When the app requests a multifactor authentication code, enter any six digits. You’re now logged in.