This is a familiar situation encountered during migration when certain records are challenging to transfer because they are integral to the veeva vault’s lifecycle entry action. A comparable issue arises during milestone migration in the clinical vault for studies.
What are the different approaches for generating milestones:
Custom utility: Develop a custom utility which calls apply template API endpoint for generating milestones as per the story events configured within templates. There must be different templates present for study, sites and countries.
Lifecycle state transition: Configure bulk actions within your clinical vault to apply state changes in bulk for studies, countries, and sites. Please ensure that all entry criteria are included in your list so that a seamless transition occurs. This will trigger all the entry actions during this process, and milestones will also be generated.
Query-based: Create a dump for your templates and provide a level such as study, site, or country to identify the milestone story event entries. In another table, extract the source data that includes date information, start date, end date, etc. Now create a join query to obtain the final set of results that will help prepare the loader CSV file. Make sure you load this CSV with migration mode enabled.
Few points to remember:
Date updates to be done as per the source system during migration.
Planned dates will trigger updates baseline dates.
Start dates and finish dates can’t be updated together, otherwise %complete will not be updated in the vault.
If a roll-up occurs to update key dates, you will need to check the trigger points, such as how subject-related milestones take data from the available subject records within the veeva vault.
If specific fields are used for dates, it is essential to verify that those fields contain values before generating milestones during migration. However, if the start and end dates are identical, the start dates can be modified later according to the source system.
Thanks.