Vault Loader

Vault Loader allows you to load data to your Vault or extract data from your Vault in bulk. Loader is particularly useful during migrations and on-boarding. Extracted information downloads to a CSV file, which you can load back into your Vault or into other systems.

General Loader Guidance

• Each loader file must remain in CSV format (not Excel)
• The column headers reflect each field you see when manually creating a record in the system. I populated the second row as an example in each file - be sure to delete this row!
• Non-required fields can be left blank
  • If you’re unsure what fields are required, navigate to creating a record manually - the required fields are yellow and the non-required fields are white.

Available Bulk Actions

Notifications & Output Files

Vault shows the status of loader jobs in Admin > Operations > Job Status and also sends notifications for both successes and failures.

Success & Failure Log Files

After each load, Vault creates separate success and failure logs as CSV files. You can download these files from the in-Vault notification or email notification. Vault deletes these files after 16 days. Both files contain the system-managed id values of each record.

If you select the Include fields in output log checkbox when loading, Vault queries the fields and validates that the fields were successfully created.

Failure Logs

Failure logs include:

• Error messages for each record that failed to load
• Original data alongside corresponding errors
• Row IDs from the original CSV file for the corresponding row
• Lines that Vault Loader skipped due to a mismatch in column counts

You can review and fix errors from within the error log. Once you correct any errors, you can re-import the failure log.

About the Vault Loader Command Line Tool

With the Vault Loader command line tool, you can manage files and folders on your Vault’s file staging server, load data to your Vault, or extract data from your Vault directly from the command line.

Migration Mode

To add document versions or renditions, or to set document numbering during import, you must select the Document Migration Mode checkbox.

To create or update object records in any lifecycle state or state type, you must select the Record Migration Mode checkbox. Vault bypasses entry criteria, entry actions, validation rules, event actions, and reference constraints when creating or updating records in migration mode.

Auditing

Vault tracks all Vault Loader actions in the System Audit History, including data export. Each loader action will appear as a single row. Note that only actions which occurred after your Vault upgraded to 18R3 will appear in the System Audit History.

Vault Loader actions on documents also appear in the Document Audit History, and actions on object records appear in the Object Record Audit History.

About the User Object

You can use Vault Loader to create and update User records with the user__sys object. This allows you to update custom fields on User records, as well as standard fields such as Manager. Because Vault synchronizes User records with Legacy User accounts, Vault automatically updates Legacy User accounts when you create or update User records.

Using Vault Loader in Clinical Basics

Persons Loader

• Should only be used for creating Personnel who will not have access to the system (will not have a User account). For example: PIs, Sub-Is, Site Staff.
  • When a User is added to the system, their associated Person record is automatically created
  • All Users have associated Person records
  • Not all Persons have associated User accounts (i.e. site staff who will not have access to the system, but will be tracked on their associated sites)
• Load Persons prior to Study Personnel (the Person record must exist in order to assign them to a Study/Site)
• Non-required fields can be left blank (all but Object Type, Last Name, and Email)
• The first column (object_type__v.name__v) denotes the Person type, synonymous with the initial dropdown dialog in the system when creating a Person (Investigator, Site Staff, etc. - you will almost always be using Investigator and Site Staff):

Study Personnel Loader

• Associated Person record must already exist in the system
• First two columns should match (name__v = person_clin.name__v)
• Study Team Role (team_role__v.name__v):
  • Spyglass Users: Study Contributor, Study Viewer, or TMF Manager
  • Inspector Users: External Inspector
  • Site Personnel (non-Users): Principle Investigator, Sub-Investigator, or Site Staff
• Start Date (start_date__clin): YYYY-MM-DD format
• Study (study__clin.name__v)
• Study Country (study_country__clin.name__v): only populate for site-level personnel (PI, Sub-I, Site Staff), leave blank for Spyglass personnel
• Study Site (site__clin.name__v): only populated for site-level personnel (PI, Sub-I, Site Staff), leave blank for Spyglass personnel
• Grant Access to Study TMF? (create_urs__v): FALSE for site-level personnel, TRUE or FALSE for Spyglass personnel, as appropriate

Organization Loader

• The second column (object_type__v.name__v) denotes the Organization type, synonymous with the initial dropdown dialog in the system when creating an Organization (Institution, Sponsor, Vendor, IRB/IEC):

Location Loader

• Associated Organization record must already exist in the system
• Organization (organization__clin.name__v): must match associated Organization record name exactly