Managing dates effectively in Vodori is crucial for maintaining compliance, ensuring operational efficiency, and providing accurate reporting. Understanding how dates function and are viewed within the platform helps your teams better manage document lifecycles, adhere to regulatory standards, and sustain operational integrity.

• Types of Date Functionality
• Date of First Use (DOFU)
• DOFU and FDA Submissions
• Expiration Date
• Time zones

 

Types of Date Functionality

Vodori supports three main types of date functionalities, each serving a specific purpose:

1. Date Picker

• Allows users to select a specific date manually.
• Useful when exact dates are known upfront or need frequent adjustments.
• Can be pre-populated to suggest common date choices but remain editable by users.
  • Note: When a date auto-populates and a document is in draft, revisiting the details screen will continuously update the date based on the auto-population rules.
• Can add minimum or maximum functionality date functionality so users can only choose within a specific date range.

2. System Set Dates

• Automatically populated based on defined system or workflow events.
• Examples includes "Date of First Use" (DOFU) and Expiration Dates, which can trigger automatically upon job completion.
  • When a document reaches its Date of First Use, the document becomes approved and the Date of First Use field populates with the date of that transition. (R27)
• Certain system-set dates can be captured and used for reporting and exports, can be included within 2253 forms, or certification reports.

3. Rule-Based Dates

• Automatically calculated dates based on predefined business rules. Can have different expiration date rules based on criteria such as country or type of document, job start and job completion dates.
• Ideal for compliance-driven scenarios, ensuring dates adhere strictly to regulatory or business guidelines.
• Once set, users cannot manually adjust these dates, there is no date picker available.
• As of R27, the expiration date can be configured to calculate based on another date field. 

Before job completion:

After job completion:

Important Use Cases and Considerations

Date of First Use (DOFU)

• As of R27, Date of First Use populates with the date that a document transitions to Approved for Use. 

• If the field is not required and there is no date set, the Date of First Use will reflect the date that the document transitioned to Approved.
• If a user chooses a specific date for the Date of First Use, the final Date of First use will reflect either: 
  • • The date the user input, if it is in future* at the time the job ends
      OR
    • The date the job ends, if the user’s input date is in the past at the time the job ends
      
• If a System Set date is selected for the Date of First Use when the document is submitted for review, the job completes will be reflected as the Date of First Use, which will align with the date the document transitions to "Approved".
  

*If the Date of First Use is in the future at the time the job is approved, the document will transition to a "Scheduled" status upon completion of the job. When the date is met, it automatically transitions to "Approved."

 

DOFU and FDA Submissions

When the FDA Submissions module is in use and a given document is flagged as ‘Submit to FDA’=Yes, the Date of First use behavior is as follows:

• If the DOFU is set to a specific date in the future, the status transitions to Scheduled when the job completes. 
• The DOFU is updated when the document's associated submission is marked 'Submitted to FDA,' which could be later than the originally set DOFU. 
• The DOFU does not change when the document's associated submission status is updated to 'Ready for dissemination'

 

Expiration Date

• Defines when documents are no longer valid or compliant.

• Can be set based on business requirements such as, certain Regions, Document Type, or other document details.

• Once a document meets the expiration date, it will transition to an "Expired" status and gets automatically hidden from the library but can be viewed using library filters. 

• A revision will need to be created in order to revive this document.
• For customers who leverage our API, expired documents are automatically removed from any downstream system.

Health Authority Submission Dates

• Includes critical dates like:
  • Health Authority Submission Date
  • Health Authority Response Date
  • Certification Date by a Responsible Pharmacist
• Essential for compliance within European Union regulatory environments.

Time zones

Time zones matter! Dates appear based on the browser's time zone, UTC, or user-specified timezones from users profile section. Always verify timezone settings in user profiles to ensure accurate date displays.

• Dates and times viewed within the Vodori platform such as the details screen, audit trail, job summary report, Analytics reports (both UI and exports) show in the users browser timezone.
• Customers who purchased premium reporting will see the UI and CSV exports show dates in Coordinated Universal Time (UTC)
• Customers who leverage Certification reports,  2253 forms, audit trail CSV export:
  
  • Shows dates according to user’s preferred timezone as set in their profile
  • Certification reports include timezone with timestamp.
  • If no timezone is set in user’s profile, timezone on these exports uses Americas/Chicago (CST)
• If a user’s notification preferences are to receive a daily digest, the email is delivered at 9:00 AM according to the timezone set in the user’s profile. If no timezone is set, email is delivered at 9:00 AM CST