Vault Loader

Note Only Vault Admins have access to 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

Best Practice

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

Available Bulk Actions	File	Batch Size
Extract Document Metadata	CSV output	up to 1,000,000
Extract Document Version Metadata	CSV output	up to 1,000,000
Extract Document Source Files	CSV output with links to file staging	up to 10,000
Extract Document Renditions	CSV output with links to file staging	up to 10,000
Extract Document Relationships	CSV output	up to 1,000,000
Extract Object Record Metadata	CSV output	up to 1,000,000
Extract Users	CSV output	up to 1,000,000
Extract Groups	CSV output	up to 1,000,000
Create & Update Documents	CSV input	unlimited; CSV must be under 1GB
Create & Delete Document Relationships	CSV input	unlimited; CSV must be under 1GB
Create & Delete Document Attachments	CSV input	unlimited; CSV must be under 1GB
Add Document Versions	CSV input	unlimited; CSV must be under 1GB
Add Document Renditions	CSV input	unlimited; CSV must be under 1GB
Update & Delete Document Roles	CSV input	unlimited; CSV must be under 1GB
Create, Update & Delete Object Records	CSV input	unlimited; CSV must be under 1GB
Create Object Record Attachments	CSV input	unlimited; CSV must be under 1GB
Create & Update Users	CSV input	unlimited; CSV must be under 1GB
Create & Update Groups	CSV input	unlimited; CSV must be under 1GB
Update & Delete Object Record Roles	CSV Input	up to 500; CSV must be under 1GB

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, 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

Important Do not load records with Record Migration Mode turned On.

Best Practice

Test your data load in Sandbox first before loading data into Production
Download the provided templates to create your actual loaders from
Delete the provided example data in the templates when replacing with your own data

Persons Loader

Template Download Persons Loader template ().

Important

This template should only be used for creating Personnel who will not have access to the system (will not have a User account). For example, Principal Investigators, Sub-Investigators, 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)