Veeva Vault - OpenText Core Signature Integration and Automation

Common Integration Use Cases Between Veeva Vault and OpenText Core Signature

Veeva Vault and OpenText Core Signature complement each other well in regulated life sciences environments where controlled content must move through formal review, approval, and signature steps. Veeva Vault manages the document lifecycle, compliance, and auditability, while OpenText Core Signature adds legally binding electronic signature execution to accelerate approvals and reduce paper-based routing.

• Regulated document approval with electronic signatures

  Flow: Veeva Vault to OpenText Core Signature

  Use Veeva Vault to manage drafting, review, and approval of controlled documents such as SOPs, quality manuals, validation protocols, or clinical procedures. Once the document reaches the final approval stage, it is sent to OpenText Core Signature for legally binding signatures from required approvers. After completion, the signed document and signature certificate are returned to Veeva Vault for controlled storage, versioning, and audit retention.

  Business value: Shortens approval cycles, removes manual printing and scanning, and preserves a compliant audit trail for regulated records.

• Quality management document sign-off

  Flow: Veeva Vault to OpenText Core Signature

  Quality teams can route CAPA records, deviation investigations, change controls, and batch-related quality documents from Veeva Vault to OpenText Core Signature when formal sign-off is required. The signature workflow can enforce sequential or parallel approvals based on role and authority level, then automatically return the signed record to Vault for quality system traceability.

  Business value: Improves turnaround time for quality decisions and reduces delays in manufacturing or release activities caused by paper-based approvals.

• Clinical trial document approvals requiring investigator or sponsor signatures

  Flow: Veeva Vault to OpenText Core Signature

  Clinical operations teams can use Veeva Vault to manage trial documents such as site agreements, delegation logs, protocol acknowledgements, and essential documents. When a document requires external or internal signature, Vault sends it to OpenText Core Signature for execution by investigators, sponsors, or study staff. The signed version is then stored back in Vault as part of the trial master file.

  Business value: Supports faster study startup and cleaner inspection readiness by keeping signed clinical records centralized and complete.

• Medical, legal, and regulatory review approval routing

  Flow: Veeva Vault to OpenText Core Signature

  For promotional materials, label updates, or regulatory submissions, Veeva Vault can manage the review workflow across medical, legal, regulatory, and compliance stakeholders. Once content is approved in principle, OpenText Core Signature captures final sign-off from designated approvers before the asset is released or submitted. The signed approval record is then linked back to the content object in Vault.

  Business value: Creates a defensible approval record for audits and inspections while reducing bottlenecks in cross-functional content governance.

• Controlled distribution acknowledgment for field and affiliate teams

  Flow: Veeva Vault to OpenText Core Signature

  When Veeva Vault distributes updated controlled documents such as product claims, approved presentations, or compliance policies to field teams, affiliates, or partners, OpenText Core Signature can be used to capture acknowledgment of receipt and acceptance. This is especially useful when organizations need proof that users reviewed updated materials before using them externally.

  Business value: Improves compliance monitoring and provides evidence that critical updates were formally acknowledged by recipients.

• Supplier and partner agreement execution tied to controlled documents

  Flow: Veeva Vault to OpenText Core Signature

  Veeva Vault can store controlled templates and supporting documents for supplier quality agreements, confidentiality agreements, or partner onboarding packets. Once the document package is finalized, OpenText Core Signature handles execution by external parties and internal approvers. The completed signed package is then archived in Vault alongside related quality or compliance records.

  Business value: Speeds onboarding of vendors and partners while maintaining a single source of truth for signed agreements and supporting documentation.

• Signature completion status synchronization for workflow control

  Flow: Bi-directional

  Veeva Vault can initiate signature requests in OpenText Core Signature and receive real-time status updates such as sent, viewed, signed, declined, or expired. Vault can use these updates to advance workflow steps, notify stakeholders, or escalate overdue approvals. Once signed, the final document and certificate are automatically returned to Vault for retention and downstream use.

  Business value: Gives business users visibility into approval progress and enables automated workflow decisions without manual follow-up.

• Audit-ready archival of signed records and signature evidence

  Flow: OpenText Core Signature to Veeva Vault

  After a document is signed in OpenText Core Signature, the final PDF, signature audit trail, timestamp evidence, and signer metadata can be pushed into Veeva Vault as a controlled record. Vault then applies retention rules, access controls, and lifecycle management according to the document type and regulatory requirements.

  Business value: Ensures signed records are preserved in a compliant repository and simplifies inspection preparation and records management.