Registration & Dossier Management provides you with the ability to assess if a registration item’s objective can be accomplished by amending an existing registration or if a new registration is required for a location’s specific regulations. You can search existing active registrations based on Admin-defined filters. Vault identifies which of the matching registrations you can use to register the product or if you must amend any of the matching registrations before you can use them to register the product. You can then select the most appropriate registration and start the appropriate registration for a country’s specific regulations.

Depending on your Admin’s configuration, object, field, and section labels may appear differently than the labels mentioned in this article.

Creating a Registration Item

Before conducting a local impact assessment, you must first create the new Registration Item on which you will conduct the assessment. To create a Registration Item:

  1. Navigate to the appropriate Registration Item.
  2. Click Create.
  3. Enter a Name.
  4. Select a Location to filter the appropriate Regulated Categories.
  5. Select a Regulated Category to determine which Admin-configured criteria to use to match existing Registrations.
  6. Optional: Enter values for non-required fields as needed. After creating the record, you can automatically populate certain fields using the Generate Registration Data action.
  7. Click Save.

Conducting a Local Impact Assessment

When configured by your Admin, your Registration & Dossier Management Vault includes several actions on Registration Items to support local impact assessments that you trigger in the following order:

  1. Generate Registration Data: Automatically populates certain fields on the Registration Item.
  2. Local Impact Assessment: Identifies all existing Registrations (including registration objectives) that you can use to register the Registration Item, including Registrations that you must amend before submitting.
  3. Create Registration and Objective: Creates and relates the appropriate Registrations (including registration objectives) for the Registration Item.

Depending on your Admin’s configuration, the record may need to be in a specific lifecycle state for the options to appear in the All Actions menu. If you don’t see the actions in the All Actions menu, the actions may be part of an entry action. See Automatically Triggering Local Impact Assessments for more details.

Generating Registration Data

You can automatically populate certain fields on a Registration Item with field values of existing Registration Items in the same Regulated Category based on Admin-defined criteria.

To generate registration data:

  1. Navigate to the appropriate Registration Item.
  2. From the All Actions menu, select Generate Registration Data.
  3. When notified, review the populated fields on the Registration Item.

Conducting a Local Impact Assessment

The Local Impact Assessment action identifies any existing registrations you can use for the Registration Item based on Admin-defined criteria, including any registrations that require an amendment. Vault identifies potential matches in the Matching Registrations and Matching Registration Objective fields and indicates the appropriate Regulatory Process Type based on the matches (New, No Action Required, or Amendment). Then, you can review the matches and select the appropriate registrations for the Registration Item.

To conduct a local impact assessment:

  1. Navigate to the appropriate Registration Item.
  2. From the All Actions menu, select Local Impact Assessment to identify potential matches. When the action completes, Vault populates the Matching Registration, Matching Registration Objective, and Regulatory Process Type fields based on the number of registration matches:
    • If zero (0) Registrations match, the Matching Registrations and Matching Registration Objectives fields remain blank. Vault populates the Regulatory Process Type field with New to indicate that a new registration is required.
    • If one (1) Registration matches, Vault populates the applicable Matching Registrations and Matching Registration Objective fields with the matching record names and populates the Regulatory Process Type field with the applicable value.
    • If multiple Registrations match, Vault populates the Matching Registrations field with Matching Registrations Found. The Regulatory Process Type field remains blank.
  3. If one (1) or multiple Registrations match:
    • Click on the binocular icon in the Matching Registrations field to open the Search Registration dialog and review all matches. Unmatching fields on partially matching Registrations are indicated with an alert (Alert Icon) icon.
    • Select the appropriate Registration for the Registration Item. After selecting a record, details appear in the dialog footer describing how the selection determines the Regulatory Process Type.
    • Click Save to return to the Registration Item record and populate the Matching Registrations or Matching Registration Objective and Regulatory Process Type fields based on your selection.

Search Registration Dialog

Creating a Registration & Registration Objective

After triggering the Local Impact Assessment action and selecting the appropriate Registrations, you can trigger the Registration and Registration Objective action. This action either relates the Registration Item to the existing matching records you selected or creates and relates new Registration records.

To do this, navigate to the appropriate Registration Item and select Create Registration and Objective from the All Actions menu. Vault automatically creates and relates the appropriate records based on the values in the Matching Registration, Matching Registration Objective fields:

If Matching Registration is… And Matching Registration Objective is… Outcome
Blank Blank Vault creates and relates a new parent Registration record to a new child registration objective type of Registration record and relates the Registration Item to the child Registration record.
[Registration] Blank Vault creates a new child registration objective type of Registration and relates it to the matching parent Registration record and the Registration Item. The existing Registration record is up-versioned.
[Registration] [Registration Objective] Vault relates the Registration Item to the matching parent Registration record and incomplete child registration objective type of Registration record. The existing Registration records are up-versioned.
Matching Registrations Found Any No records are created. You must first select an applicable Registration.

When you trigger the Create Registration and Objective action, Vault first validates that the outcome of the previously run Local Impact Assessment action is still applicable. If the values of the Matching Registration and Matching Registration Objective fields are no longer valid, Vault does not create or relate any new records and instead instructs you to re-trigger the Local Impact Assessment action.

If you did not previously trigger the Local Impact Assessment job to populate the Matching Registrations and Matching Registration Objective fields for the Registration Item, Vault creates and relates new Registration records when you trigger the Create Registration and Objective action.

Automatically Triggering Local Impact Assessments

Depending on your Admin’s configuration, your Vault may automatically run the Generate Registration Data, Local Impact Assessment, and Create Registration and Objective actions when a Registration Item record enters a specific lifecycle state rather than, or in addition to, the actions being available to you in the All Actions menu. Ensure the Regulated Category field is populated, then change the state of the record from the Workflow Actions menu to trigger the appropriate entry action.

Notifications

When Vault finishes each of the actions (Generate Registration Data, Local Impact Assessment, and Create Registration and Objective), you’ll receive an email and a Vault notification. The notification lets you know if the action was successful or if there were any errors.

Limitations

Vault supports up to 20 matching Registrations. If more than 20 records are found, the Local Impact Assessment job will fail. If a matching Registration is related to just one (1) Registration Item that is also inactive, Vault displays up to 19 matching Registrations in the Search Registration dialog.