Extracting Code Request Data

Coder users with EDC Tools permissions can initiate a Code Request Export job to export a CSV file detailing all Code Requests. Users can choose to export that file to an FTP destination, or simply download the file when the job is complete.

Seek the assistance of a SAS programmer if you wish to combine the Code Request Export file and a Data Export in order to review study and coding data together. The files can be joined together by using key value pairs, specifically Subject ID and Form Sequence, and in some cases Subject ID and Item Group Sequence.

Prerequisites

Users with the CDMS Clinical Coder Administrator and a security profile that provides access to EDC Tools are able to perform the actions described above by default. If your vault uses custom Application Roles, your role must have the following permissions:

Type Permission Label Controls
Standard Tab EDC Tools Tab

Ability to access the EDC Tools tab

Functional Permission Manage Jobs

Ability to create, edit, and delete scheduled jobs

If your Study contains restricted data, you must have the Restricted Data Access permission to view it.

Learn more about Study Roles.


Accessing EDC Tools

To access the EDC Tools administration area, click the Tools tab in the primary navigation bar, and then click EDC Tools.

Access EDC Tools from the Tools Tab

By default, once you open EDC Tools, Vault displays a list of automated deployment Studies. You can use the Automatic and Manual radio buttons to switch between these listings. Select Manual to access your manual deployment Studies.

Select Automatic or Manual

For manual deployment Studies, click on the Study to open EDC Tools for that Study. For automatic deployment Studies, click on the Study to open the Deployments page. From here, you can click on an Environment to open EDC Tools for that study environment.

Once you’ve entered the EDC Tools area, select your Study if you have access to more than one Study. To return to the study list, click Back to Study Listing.

Create a Code Request Export Job

You can run or schedule a Code Request Export in the Job Schedule sub-tab of EDC Tools > Jobs:

  1. Navigate to EDC Tools > Jobs for your Study.
  2. Click + New Job.
  3. Select Code Request Export for Type.
  4. Optional: Once Code Request Export is selected, an option will come up to choose an FTP connection if you wish to export using an FTP. You must configure a Connection to use this option. Leave the External Connection field blank if you do not wish to export to a FTP connection. You will be able to download the export from Study Tools > Jobs > Job History after the job has run. Scheduled Code Request Export

  5. Select a Frequency. To run the job just once after you click Save, choose Run Now. Otherwise, choose from the available scheduling options.
    Schedule a Code Request Export Job

  6. Click Save.
  7. If you have selected Run Now, the job will begin once you have clicked Save. Scheduled jobs will be run at the configured time. Once the job is completed, Vault sends you an email notification with a link to download the job log and relevant out each time the job runs.

The CSV file produced will contain Site, Study, Form, and Code information for all Code Requests within the study.

Example Code Request Export File

You can also download the job log and output file from Jobs > Job History. Click Download () to begin a download.

Download

Job Status

Vault displays the status of your job in EDC Tools > Jobs, along with other details about the job. You can click the Information () icon for additional details about a job.

Status Meaning
In Progress Vault is currently performing the job.
Failed The job instance encountered one or more errors.
Completed The job instance completed without errors.

Job Logs & Output Files

Vault provides a CSV job log file for each job. This log includes details about which objects were affected by the job and whether the job was successful on each object. When applicable, Vault also provides a link to the output files from a job.

To access these files, click Download () in either the Log or File column.

These files expire. Once the file expires, Vault continues to display the job in this list, but you can no longer download the file.