Approving, Upversioning, and Deleting a Collection

Upversioning a Collection

If your study has changes, such as protocol amendments or the addition of new languages, you can create a new version. Each round of UAT also creates another version, incrementing the version number by one decimal point. For example, Version 1.2 becomes Version 1.3. A new version is an exact copy of the previous version before changes are made.

You cannot start UAT for a collection until the following requirements are met:

All translations for all languages are uploaded.
At least one schedule is configured for each survey.

If you’re unable to approve a collection, hover over Start UAT to view the list of required actions.

To upversion an approved collection, complete the following steps:

In Studio, select New Version. A new version opens.

Note: During the UAT cycle, you can start a new version from the latest minor version or revert back to the last approved major version. After deleting the last minor version, the system will prompt you to choose a base version:

The last superseded minor version: Veeva recommends this option to retain all recent changes.
The last approved version: Excludes recent minor version changes.

Make necessary changes to the new version.
Select Start UAT, and enter a Summary of Changes. See Performing User Acceptance Testing (UAT) on a Collection for more information.
Select Finish UAT and complete one of the following steps:
1. If additional changes are needed, select No, make changes and repeat Steps 2 through 4.
2. If the collection passed UAT, select Yes, complete UAT.

The new version is saved.

Approving a Collection

Once the collection includes all required surveys, languages, schedules, and notifications, you can approve it for use in Veeva eCOA. Approval increments the Version number to the next whole number. For example, Version 1.2 becomes Version 2.0. The approved version is an exact copy of the previous version.

To approve a collection, complete the following steps:

Open the collection and select the Approve button.
Enter a Summary of Changes and select Approve.

Sites connected to your study will receive an email notification for the new version to review and activate in eCOA in the following circumstances:

If changes to participant surveys in the new version affect a language they support.
If the newly approved version makes global changes to the collection, such as adding new participant surveys, notifications, or events.

See the Activating eCOA and Later Study Versions at Your Site page in eCOA Help for Sites for more information.

Deleting a Collection

You can delete the following types of collections:

A newly created collection that has never been approved.
The latest, unapproved version of a collection.

To delete a collection, complete the following steps:

Open the collection and select Delete Collection from the Actions menu ().
When the confirmation pop-up appears, add a reason and select Delete.

The collection version is deleted.

Note: When creating a new version of a previously approved collection after deleting its latest version, the system will prompt you to choose a base version. Veeva recommends selecting the last superseded minor version to retain all recent changes.