How to customize dashboards and reports in Veeva Vault

If you work in life sciences, there’s a decent chance you’re dealing with Veeva Vault. Maybe you’re drowning in data, or maybe your boss just wants another “quick” dashboard. Either way, you want your reports and dashboards to actually make sense for your team—not just look pretty for a demo. This guide is for admins, power users, or honestly, anyone who’s tired of default settings and wants to shape Vault to fit real-world needs.

Let’s get into how you can customize dashboards and reports in Veeva Vault, without getting lost in the weeds (or the hype).

1. Know What You’re Working With

Before you start clicking around, it helps to understand what Veeva Vault actually offers (here’s the official page, if you’re new). In Vault, “reports” are how you pull together data—think lists, summaries, or charts—while “dashboards” are collections of those reports, bundled in one place for quick access.

A few quick truths: - You don’t need to be a coder—but some admin skills help. - Customization is limited by your Vault edition and permissions. If you can’t find a feature, you might not have access, or your org just doesn’t pay for it. - Keep it simple. Fancy dashboards are tempting, but if nobody uses them, what’s the point?

2. Start With the Data: Building Custom Reports

You can’t make a good dashboard without the right reports. Here’s how to build reports that actually tell you something useful.

Step 1: Figure Out What You Need

Talk to your users. What do they actually want to see? (Spoiler: It’s usually not a pie chart.)
Write it down. Clarity saves you time when you’re setting up filters and columns.

Step 2: Create a New Report

Go to the Reports tab in Vault.
Click Create or New Report.
Pick a report type. Most people use:
Tabular: Just rows and columns. Good for exports.
Summary: Lets you group and subtotal stuff.
Matrix: Fancier, but honestly, most people don’t need this.
Choose your base object—this is the main data you’re reporting on (Documents, Workflows, etc.).

Step 3: Add Filters and Columns

Columns: Only show what matters. If you need to scroll sideways, you’re showing too much.
Filters: Cut out the noise. Use “Created Date,” “Status,” or whatever’s relevant.
Sorting: Set a default sort that makes sense (most recent first is a safe bet).

Pro tip: Don’t overcomplicate the logic. If you need to write a novel in your filter criteria, the report probably needs to be split into two.

Step 4: Use Summaries and Grouping (If You Have To)

Group by one or two fields max. Grouping by more just confuses people.
Use summaries for counts or averages, but only if someone actually wants them.

Step 5: Save and Share

Name it clearly (“Active SOPs by Department” beats “Report 7” every time).
Set permissions—only share with people who need it.
If you need it on a dashboard, mark it as “Available for Dashboards” (or similar).

3. Build Dashboards That Don’t Suck

A dashboard should answer a question at a glance. If you’re building a dashboard for your team, keep it tight and focused.

Step 1: Create a Dashboard

Go to the Dashboards section.
Click Create Dashboard.
Give it a name and description that actually means something.

Step 2: Add Reports to Your Dashboard

You can add any report that’s marked as available for dashboards.
Drag and drop reports into position.
Limit to 4-6 reports per dashboard. More than that, and people tune out.

Step 3: Tweak the Layout

Put the most important report top-left. That’s where eyes go first.
Use charts sparingly. Bar charts and numbers work—donuts and 3D graphics are mostly just for show.
Resize report widgets so everything fits without endless scrolling.

Step 4: Set Filters and Interactivity

Use dashboard-level filters for things like date ranges or departments.
Let users tweak filters, but don’t expect everyone to do it—set useful defaults.

Honest take: Vault dashboards aren’t as slick as Power BI or Tableau. They’re functional, but don’t expect magic. If you need advanced visuals, you’ll probably have to export your data.

4. Permissions: Don’t Skip This

Nothing kills a dashboard faster than “You don’t have access.” Vault’s permissions are complex, so double-check who can see what.

Reports and dashboards respect underlying object permissions.
If a user can’t see a document, it won’t show up in their report—even if you can see it.
Test with a “regular user” account to make sure everything works as expected.

5. Common Pitfalls (and How to Dodge Them)

Here’s what usually trips people up:

Trying to do too much in one report. Split it up. You’ll get better performance and fewer headaches.
Ignoring the refresh schedule. Vault reports aren’t always live. If your numbers seem off, check when the data last updated.
Bad naming conventions. “Monthly Metrics” means nothing six months from now. Be specific.
Forgetting to update dashboards. If your process changes, your dashboards should too.

6. Pro Tips for Better Dashboards and Reports

Build for real use, not for show. If nobody looks at it, it’s just busywork.
Less is more. Show only what people need.
Review quarterly. Set a calendar reminder to clean up old reports and dashboards.
Document as you go. A quick note in the description field can save you or your replacement a lot of time later.

7. When to Ignore the Built-In Tools

Veeva Vault’s built-in reporting is solid for status updates and simple metrics. But:

If you need cross-object reporting, heavy analytics, or fancy visuals, you’ll hit limits fast.
In those cases, export the data and use Excel, Power BI, or whatever your team likes.
Don’t waste time wrestling with Vault if it’s not built for what you need.

Keep It Simple, Iterate Often

Customizing dashboards and reports in Veeva Vault isn’t rocket science, but it does take a little planning. Start with what your users actually need, keep your reports focused, and don’t be afraid to clean house when things get messy. You can always add complexity later—start simple, get feedback, and adjust as you go. That’s how you actually make Vault work for your team, not just for the demo.