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 to the UAT stage before you can approve it for use. Perform UAT to confirm that your collection and its surveys, schedules, notifications, events, and rules (if applicable) 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 perform these actions on a sandbox study that does not have a collection created.
- In the sandbox eCOA Vault, create a new study to represent the study that you are conducting UAT on.
- In the production eCOA Vault, access the study’s Studio and open the study version that UAT is being performed on.
- Select the ellipsis button next to the version number, and select Copy UAT Setup Code.
- In the sandbox eCOA Vault, access the study’s Studio.
- Select Use UAT Code, enter the code from Step 3, 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 create a new version of 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.
Note: If you do not allow caregivers to answer surveys as part of your study, you do not need to test their survey access.
| # | Step | Testing User Role | Instructions | Additional Resources |
|---|---|---|---|---|
| 1 | Add Study Countries and Sites | Sponsor/CRO Staff | In the sandbox eCOA Vault, create the study 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 new study versions. You can only set this field when creating the site. |
See the following information: |
| 2 | Add Site Users | Sponsor/CRO Staff | Create the site users you want to use for testing. Note: We recommend using email aliases for site users. For example, if Site User 1’s email address is john.doe+1@veeva.com and Site User 2’s email address is john.doe+2@veeva.com, notifications for both participants are sent to john.doe@veeva.com. Not all email providers support email aliases. We recommend using Gmail. |
Managing Site Users |
| 3 | Create Participants | Site Staff | In the sandbox Veeva eCOA, 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: 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. |
Onboarding Participants in eCOA Help for Sites |
| 4 | Register and Log In To MyVeeva for Patients | Study Participant |
|
See the following pages in eCOA Help for Sites: |
| 5 | Add Participant Event Dates and Times | Site Staff |
|
Working with 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.
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Starting an In-Person Survey 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. | Answering Surveys 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.
|
See Running Reports and Using a File Transfer Protocol (FTP) Connections to Export Jobs 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.
 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 a Collection |
Testing the MyVeeva for Patients Android, iOS, and Web Apps
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 to ensure that the app knows your participant was created in a sandbox for UAT.
Android or iOS
Registering as a New Participant
- As a site user in the sandbox Veeva eCOA, create a participant or caregiver. See Onboarding Participants for more information. Note the activation code that is generated when you create the participant.
- Download the MyVeeva for Patients Android app from Google Play or the MyVeeva for Patients iOS app from the App Store.
- Open the app. In the Username field, enter |sbx to indicate that the participant was created in a sandbox.
- Select Register with Activation Code.
- Enter the activation code that was generated as part of Step 1. If you forgot it, you can generate a new one.
- Complete the registration steps. You are logged in as the participant.
Logging In
- Open the MyVeeva for Patients app.
- In the Username field, enter the username you set and |sbx at the end to indicate that the participant was created in a sandbox.
- For example, if your participant’s email is jane.doe+1@veeva.com, enter your username as jane.doe+1@veeva.com|sbx.
- Enter your password.
- When the app requests a multifactor authentication code, enter any six digits. You are now logged in as the participant.
Web
Registering as a New Participant
- As a site user in the sandbox Veeva eCOA, create a participant or caregiver. See Onboarding Participants for more information. Note the activation code that is generated when you create the participant.
- Go to https://patients-sbx.myveeva.com.
- Select Register with Activation Code.
- Enter the activation code that was generated for this participant when you created it in Veeva eCOA. If you forgot it, you can generate a new one.
- Complete the registration steps. You are logged in as the participant.
Logging In
- Go to https://patients-sbx.myveeva.com.
- Enter your username and password.
- When the app requests a multifactor authentication code, enter any six digits. You are now logged in as the participant.
Making Changes during UAT
The following types of changes require a new round of UAT to be started:
- Surveys, schedules, groups, languages, and rules
- In-Person Access setting
The following types of changes apply immediately to the UAT Sandbox:
- Participant ID format
- Study Resources
To make changes to your collection with a new round of UAT, perform the following steps:
- In the Production eCOA Vault, navigate to the collection version with the status UAT In Progress.
- Select Finish UAT and No, make changes.
- Make changes to your collection and start a new round of UAT.
Testing a New Version
If you want to test the effects of accepting a new version, 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.
Note: 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, 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.