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Veeva Vault Integration Guide
Integrate Veeva Vault with enterprise systems through REST and SOAP APIs, document services, asynchronous processing, and selected outbound event capabilities.
Veeva Vault integration options at a glance
Veeva Vault is primarily integrated through its REST APIs for documents, document versions, object records, users, workflows, queries, authentication, and administrative operations. SOAP APIs remain available for selected capabilities and established integrations. Vault also provides document and file operations, asynchronous and batch processing, and selected outbound event or callback patterns whose availability depends on the Vault application, configuration, and release. Martini can consume these APIs, securely manage OAuth or session credentials, orchestrate scheduled or event-driven workflows, transform metadata and files, poll long-running jobs, and expose secured REST APIs for inbound callbacks. Direct production database access is not a standard Vault integration method.
| Integration point | Supported by Veeva Vault? | Common use cases | How Martini supports it |
|---|---|---|---|
| REST APIs | Yes | Primary access to documents, document versions, object records, users, workflows, queries, authentication, jobs, and administrative operations. | Martini can consume Vault REST APIs from workflows, configure the Vault API version by environment, map responses, and handle pagination and errors. |
| SOAP APIs | Limited | Selected Vault capabilities, legacy integrations, and established enterprise implementations where REST does not meet the requirement. | Martini can consume SOAP services and transform XML responses, while allowing REST to remain the default evaluation for new integrations. |
| Webhooks / outbound callbacks | Limited | Selected document lifecycle, workflow, business-action, or configured outbound integration events; coverage varies by application and release. | Martini can expose a secured REST API to receive notifications, validate them, retrieve authoritative Vault state, and deduplicate deliveries. |
| Bulk / async / batch APIs | Yes | Large object operations, document loading or export jobs, long-running processes, and large result sets. | Martini can persist job or batch identifiers, poll status, handle partial results, and retry transient failures without duplicating completed work. |
| File / attachment APIs | Yes | Document metadata, document versions, file content, renditions, uploads, downloads, and controlled document distribution. | Martini can process metadata and binary content as separate workflow concerns, transfer files, and retain version and destination identifiers. |
| Authentication | Yes | OAuth 2.0 and session-oriented API authentication using configured integration users, permissions, scopes, and security policies. | Martini can store credentials and tokens in secrets or environment configuration and use authenticated API consumption without embedding secrets in workflows. |
| Database access | No | Direct access to the underlying Vault production database is not a standard customer integration method. | Martini should use Vault APIs, approved reports, exports, or documented data services instead of assuming direct database connectivity. |
How Veeva Vault exposes data and business events
Veeva Vault REST APIs
Vault REST APIs are the principal integration mechanism for documents, document versions, object records, users, workflows, queries, jobs, and administrative operations. API versions align with Vault releases and should be treated as configurable integration dependencies.
Martini implementation pattern
Martini implementation pattern: a workflow authenticates to Vault, calls the required REST resource, follows pagination or continuation details, maps the response into a canonical model, applies business rules, and writes the result to the target system. The workflow records API version, correlation identifiers, checkpoints, and errors.
Implementation sequence
Veeva Vault SOAP APIs
Vault provides SOAP APIs for selected capabilities and established or legacy enterprise integrations. SOAP coverage does not necessarily match REST coverage, so the required operation and target release should be verified before implementation.
Martini implementation pattern
Martini implementation pattern: a workflow consumes the required SOAP service, handles XML request and response structures, validates the result, and transforms it into the same canonical model used by other integration paths. REST should generally be evaluated first for new capabilities.
Implementation sequence
Veeva Vault outbound callbacks
Vault supports selected outbound or event-oriented integration patterns, but event coverage varies by object, business action, application, configuration, and release. A notification may contain only an identifier rather than a complete business object.
Martini implementation pattern
Martini implementation pattern: expose a secured Martini REST API, validate the callback, use its identifier as a trigger, retrieve authoritative state from Vault, and process the event idempotently. The workflow records event and source timestamps to manage duplicates and out-of-order delivery.
Implementation sequence
Veeva Vault document and file APIs
Vault provides APIs for document metadata, versions, file content, renditions, uploads, downloads, and related document operations. Metadata and binary content may need separate processing steps.
Martini implementation pattern
Martini implementation pattern: retrieve an eligible document version, evaluate lifecycle and approval state, download or upload binary content separately from metadata, transform metadata, and record source and destination identities. Large or long-running operations can be combined with job polling.
Implementation sequence
Veeva Vault asynchronous jobs
Vault provides asynchronous and batch-oriented processing for selected large or long-running operations. The precise operations depend on the API version and Vault application.
Martini implementation pattern
Martini implementation pattern: submit the operation once, persist the returned job or batch identifier, poll status using bounded intervals, process successful or partial results, and reconcile the final outcome. The workflow avoids resubmitting work when the original status is uncertain.
Implementation sequence
Common Veeva Vault integration patterns
Pattern 1: Distribute approved Vault documents
When to use this pattern
Use this pattern when approved Vault content must be distributed to a repository or business application while preserving document version identity and lifecycle controls.
Integration direction
Example Mapping
| Veeva Vault Field | Canonical Field | Target Field |
|---|---|---|
| document_id | sourceDocumentId | objectKeyPrefix |
| version_number | sourceVersion | objectMetadata.version |
| lifecycle_state | approvalState | objectMetadata.lifecycleState |
| document_file | binaryContent | objectBody |
Martini implementation pattern
A scheduled or event-triggered Martini workflow queries eligible documents, retrieves the exact approved version and rendition, validates lifecycle rules, transforms metadata, transfers the binary file, and stores the Vault document ID, version, checksum, and S3 identifier. Duplicate deliveries and transient transfer errors are handled through idempotency and bounded retries.
Martini capabilities used
- workflows
- API consumption
- data mapping
- business rules
- file handling
- error handling
Pattern 2: Synchronize Vault object records
When to use this pattern
Use this pattern when configured Vault object records must be synchronized with an enterprise application such as Salesforce, SAP S/4HANA, or Workday.
Integration direction
Example Mapping
| Veeva Vault Field | Canonical Field | Target Field |
|---|---|---|
| id | vaultRecordId | External_Vault_ID__c |
| name | displayName | Name |
| status__v | lifecycleStatus | Status__c |
| modified_date__v | sourceModifiedAt | Last_Vault_Update__c |
Martini implementation pattern
Martini retrieves paginated object records using a modification watermark, maps configured custom and reference fields, distinguishes create, update, inactive, and deleted states, and upserts the target using the Vault record ID as an external key. Validation failures are isolated while transient API or destination errors are retried.
Martini capabilities used
- scheduled workflows
- API consumption
- pagination
- data mapping
- business rules
- reconciliation
- error handling
Pattern 3: Process Vault lifecycle notifications
When to use this pattern
Use this pattern when the relevant Vault application and configuration can emit an outbound notification for a document lifecycle, workflow action, or selected business event.
Integration direction
Example Mapping
| Veeva Vault Field | Canonical Field | Target Field |
|---|---|---|
| event_id | sourceEventId | Correlation ID |
| document_id | vaultDocumentId | Document reference |
| lifecycle_state | currentState | Compliance status |
| modified_date | eventOccurredAt | Source timestamp |
Martini implementation pattern
Martini exposes a secured REST API to receive the notification, validates and deduplicates it, retrieves authoritative Vault state rather than trusting a partial payload, and creates or updates the target workflow. Event identifiers, source timestamps, and document versions protect against duplicate or out-of-order delivery.
Martini capabilities used
- API exposure
- webhook consumption
- workflows
- API consumption
- business rules
- idempotency
- error handling
Pattern 4: Migrate Vault documents or records in bulk
When to use this pattern
Use this pattern for controlled migrations between Vault and another repository when the volume or processing time requires pagination, checkpoints, and asynchronous job coordination.
Integration direction
Example Mapping
| Veeva Vault Field | Canonical Field | Target Field |
|---|---|---|
| document_id | sourceId | List item external ID |
| version_number | sourceVersion | Document version |
| title__v | documentTitle | File name |
| document_file | binaryContent | File content |
Martini implementation pattern
A Martini workflow reads source pages, downloads files or records, transforms metadata, uploads each item, and persists source-to-target mappings. For asynchronous Vault operations it polls job status, resumes from durable checkpoints, reports partial outcomes, and prevents duplicate uploads after retries.
Martini capabilities used
- workflows
- pagination
- file handling
- data mapping
- asynchronous orchestration
- checkpoints
- reconciliation
Applications commonly integrated with Veeva Vault
Veeva Vault can be integrated with adjacent enterprise applications to coordinate regulated content, reference data, workflows, analytics, and document distribution. These patterns depend on the customer’s Vault application, configuration, validation requirements, and permissions rather than implying a packaged integration.
| Application | Scenario | Direction | Martini Pattern |
|---|---|---|---|
| Salesforce | Synchronize customer, account, product, commercial reference data, document links, or approval metadata between Salesforce and Vault. | Salesforce → Martini → Veeva Vault | Martini can consume Salesforce and Vault APIs, preserve source identifiers, map configured object and document metadata, apply lifecycle rules, and reconcile creates and updates. |
| SAP S/4HANA | Align product, material, supplier, quality, or manufacturing reference data with regulated documents and Vault records. | SAP S/4HANA → Martini → Veeva Vault | A Martini workflow can retrieve SAP data, transform it into Vault object or document metadata, submit API requests, and record Vault identifiers and processing outcomes. |
| Workday | Provide worker, organization, or role-related information for Vault processes involving controlled training, users, or organizational references. | Workday → Martini → Veeva Vault | Martini can schedule source retrieval, map worker and organization references to configured Vault fields, validate permissions and required values, and report rejected records. |
| ServiceNow | Link quality, safety, compliance, incidents, or operational workflows with Vault documents and controlled content metadata. | ServiceNow → Martini → Veeva Vault | Martini can orchestrate ServiceNow and Vault API calls, exchange stable identifiers and document metadata, apply routing rules, and avoid unrestricted replication of regulated files. |
| Snowflake | Consolidate Vault object metadata, document metadata, approved exports, or operational data for reporting and analytics. | Veeva Vault → Martini → Snowflake | Martini can extract paginated Vault data or approved exports, normalize custom fields, write structured results to Snowflake, and checkpoint the source watermark. |
| Amazon S3 | Store exported document files, migration staging data, or approved renditions in cloud object storage. | Veeva Vault → Martini → Amazon S3 | A workflow can retrieve document metadata and content separately, apply lifecycle and approval rules, transfer files to S3, and retain document version, checksum, and destination identifiers. |
| DocuSign | Coordinate signing processes in which a Vault-controlled document is sent for signature and the completed artifact is returned to Vault. | Veeva Vault → Martini → DocuSign | Martini can retrieve the eligible Vault version, submit it to DocuSign, track the signing result, validate the returned artifact, and create or update the appropriate Vault document. |
| Microsoft SharePoint | Distribute selected content for collaboration while retaining Vault as the controlled source for regulated documents. | Veeva Vault → Martini → Microsoft SharePoint | Martini can synchronize approved document versions and metadata, enforce direction and version authority rules, and capture target identifiers for reconciliation. |
How to build a Veeva Vault integration in Martini
Objective
Establish a controlled connection to the target Vault domain using an integration user, the configured API version, and the authentication method approved for the customer environment.
Instructions in Martini
- Configure the Vault domain and API version as environment values
- Use OAuth 2.0 or session authentication as supported by the Vault configuration
- Store client credentials, tokens, and passwords in Martini secrets
- Apply least-privilege Vault permissions for documents, objects, files, and workflows
Objective
Select scheduled synchronization, an API-led invocation, or a verified Vault outbound event based on the coverage and reliability required for the business process.
Instructions in Martini
- Use a scheduler for broad or predictable incremental synchronization
- Expose a secured Martini REST API only for confirmed callback scenarios
- Verify event coverage for the target Vault application and release
- Define the source watermark, event identifier, or document version used for correlation
Objective
Retrieve authoritative Vault data and content, including paginated results, exact document versions, renditions, or asynchronous job results as appropriate.
Instructions in Martini
- Follow Vault pagination or continuation information
- Treat callback payloads as triggers unless complete data is guaranteed
- Retrieve document metadata and binary content separately when required
- Persist job, batch, document, and object identifiers
Objective
Coordinate Vault calls, target-system operations, validation, business rules, and checkpoints in a maintainable Martini workflow.
Instructions in Martini
- Separate authentication, retrieval, transformation, target writes, and reconciliation
- Use conditional routing for lifecycle, permission, and validation outcomes
- Poll asynchronous jobs with bounded intervals
- Record correlation IDs and source request identifiers
Objective
Convert configured Vault objects, fields, references, document metadata, and files into the target system’s canonical model.
Instructions in Martini
- Document custom object and field mappings explicitly
- Preserve Vault document ID plus version or object record ID
- Normalize dates, statuses, picklists, references, and file metadata
- Keep binary transfer logic separate from metadata mapping when appropriate
Objective
Ensure only valid and authorized content or records are processed and that lifecycle, approval, compliance, and destination rules are enforced.
Instructions in Martini
- Distinguish draft, approved, superseded, and obsolete document states
- Validate required fields, permissions, and target constraints
- Reject stale or out-of-order event updates
- Use external identifiers to determine create versus update behavior
Common Veeva Vault data objects used in integrations
| Object | Typical Use | Common target systems | Martini handling |
|---|---|---|---|
| Documents | Controlled SOPs, regulatory documents, clinical documents, quality documents, metadata, lifecycle states, classifications, renditions, and relationships. | Amazon S3, Microsoft SharePoint, DocuSign, Snowflake, ServiceNow | Martini retrieves metadata and content as needed, applies lifecycle and approval rules, transfers files, and records stable document identifiers. |
| Document versions | Version-specific content, lifecycle state, sharing settings, renditions, and exact content identity. | Amazon S3, Microsoft SharePoint, DocuSign, regulated repositories | Martini treats document ID plus version as the processing identity and can retain status, rendition type, checksum, and target identifiers. |
| Objects | Configured standard and custom Vault models such as products, organizations, countries, sites, studies, and quality records. | Salesforce, SAP S/4HANA, Workday, Snowflake | Martini reads configured metadata, maps custom fields and references explicitly, and avoids assumptions about object names or picklists. |
| Object records | Individual configured records with fields, relationships, lifecycle states, and permissions. | Salesforce, SAP S/4HANA, Snowflake, ServiceNow | Martini preserves Vault record IDs, distinguishes creates from updates, handles pagination, and applies idempotent upsert or reconciliation logic. |
| Batches | Groups of documents or records processed through loading, exporting, or asynchronous operations. | Migration repositories, Snowflake, Amazon S3 | Martini stores batch identifiers, polls status when required, handles partial results, and produces reconciliation outcomes. |
| Workflows | Vault workflow instances, tasks, participants, and lifecycle-driven business processes. | ServiceNow, Salesforce, notifications and reporting systems | Martini can retrieve workflow state or process selected notifications, apply business rules, and correlate actions with source identifiers. |
Authentication and security considerations
Authentication and authorization
Veeva Vault supports OAuth 2.0 and session-oriented API authentication, subject to the Vault release, domain configuration, and security policies. Use dedicated integration users where possible and grant only the document, object, field, file, lifecycle, and workflow permissions required.
- Store OAuth client credentials, session credentials, tokens, and private material in Martini secrets or environment configuration.
- Use HTTPS for API communication and avoid embedding secrets in mappings, source code, or request templates.
- Authentication does not grant access by itself; Vault security profiles, permissions, lifecycle states, document roles, and sharing settings remain authoritative.
- Review customer validation, audit, change-control, and electronic-record requirements before deploying regulated workflows.
Operational considerations for Veeva Vault integrations
Design for Vault releases
Vault API versions align with Vault releases. Keep the version configurable and test integrations during release validation, including custom objects, fields, permissions, document behavior, and asynchronous operations.
Protect synchronization reliability
- Follow pagination and continuation mechanisms rather than assuming one response contains all results.
- Use bounded concurrency, backoff, and retry limits for throttling and transient failures.
- Use document ID plus version, object record ID, external IDs, job IDs, and event IDs for idempotency.
- Record lifecycle state, rendition, checksum where available, source timestamps, request identifiers, and correlation IDs.
- Handle callback duplication and out-of-order delivery using event identifiers, versions, or modification dates.
- Test custom fields, picklists, reference relationships, required values, and partial asynchronous results before production rollout.
Why use Martini instead of scripts or point-to-point integrations?
More than a point-to-point script
Martini provides a maintainable integration layer for orchestrating Vault APIs, target applications, document transfers, callbacks, and asynchronous jobs in one workflow model. This reduces duplicated authentication, mapping, retry, and monitoring logic across individual scripts.
- Use reusable workflows and APIs for common Vault retrieval, validation, transformation, and reconciliation behavior.
- Apply explicit mappings and business rules to customized Vault objects, fields, document states, and target models.
- Combine scheduled, API-led, and selected event-driven execution without changing the core integration logic.
- Centralize secrets, error handling, checkpoints, correlation identifiers, and operational monitoring.
- Extend workflows with custom logic when Vault-specific rules or regulated processing requirements need additional flexibility.
Frequently asked questions
Veeva Vault can be integrated primarily through REST APIs for documents, document versions, object records, users, workflows, queries, and jobs. SOAP APIs support selected or established scenarios, while document/file APIs, asynchronous processing, and selected outbound callbacks support content distribution and event-driven workflows. Direct production database access should not be assumed.
Yes. Martini can consume the Veeva Vault REST API, use SOAP where required, process document and file operations, orchestrate asynchronous jobs, and expose secured REST APIs for selected inbound callback patterns. No native Martini Veeva Vault connector is documented in the supplied materials.
No. A dedicated Veeva Vault connector is not required. Martini can integrate using Vault’s confirmed REST APIs, selected SOAP APIs, authentication methods, document and file endpoints, asynchronous operations, and configured outbound notifications or callbacks.
Lonti does not charge an additional per-connector or per-vendor fee to integrate Veeva Vault with Martini. Integrations are subject to the provisioned capacity of the Martini environment. Separate costs may apply from Veeva, infrastructure providers, or other third-party systems depending on subscriptions, usage, and deployment model.
REST should generally be evaluated first for new integrations because it is Vault’s principal API-led mechanism. SOAP can remain appropriate for selected capabilities or established integrations. File and document APIs are relevant for controlled content, while bulk and asynchronous operations suit large or long-running work.
Vault supports selected outbound or event-oriented integration patterns, but it does not provide a universal webhook for every document or object change. Coverage depends on the event, object, Vault application, configuration, and release. Martini can receive confirmed callbacks, or use scheduled REST polling with timestamps, versions, or other incremental markers.
Martini can retrieve paginated Vault resources, preserve document ID plus version or object record ID, map configured fields and relationships to a canonical model, apply lifecycle and validation rules, and write to a target application or data platform. Checkpoints and external identifiers support incremental and idempotent synchronization.
Martini workflows can separate authentication, validation, throttling, network, asynchronous job, and destination errors. Transient failures can be retried with bounded backoff, while permanent failures are routed for review. Stable document, version, object, job, batch, and event identifiers support idempotency and duplicate prevention. Martini can also expose an API façade for approved inbound callback or enterprise access patterns.
Related Martini documentation
Vault APIs
Workflows
Integrate Veeva Vault with confidence
Use Martini to connect Veeva Vault APIs, documents, workflows, and selected outbound events with the enterprise systems that depend on controlled content and configured Vault data.