Importing Vault EDC Data

With Vault CDMS, you can easily move data from Vault EDC into Vault Data Workbench with the Workbench Export job. The Workbench Export job exports your study’s execution data from EDC to the Data Workbench application. In Data Workbench, Vault creates a Core Listing for each Form in your study. Each time you run this job, Vault updates the data within Data Workbench to reflect that in EDC.

Availability: In the current release, Vault Clinical DataBase (CDB) is only available to specific early adopter customers. Contact your Veeva Services representative for details.


Before you can use the Workbench Export job to move data from EDC to Workbench, Veeva Services must perform some additional configuration tasks to connect your Study in EDC to your Study in Workbench. Contact your Veeva Services representative for details.

Users with the standard CDMS Lead Data Manager study role or the Vault Owner security profile can perform the actions described below by default. If your vault uses custom Study 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.

Run the Workbench Export Job in EDC

You can choose to run the Workbench Export job once, or schedule it on a recurring basis.

To create a Workbench Export job:

  1. Navigate to Tools > EDC Tools > Jobs.
  2. Click + New Job. New Job Button

  3. For Type, select Workbench Export.
  4. To run the Workbench Export job once, click Run. To schedule a recurring export job, proceed to step 5.
  5. Select a Frequency other than Run Now.
  6. Enter a descriptive Name for your job. This displays in the Job Name column within the Job Schedule tab.
  7. Select a time to Run at for your job. The New Job dialog to schedule a Workbench Export job, running daily at 12:00AM

  8. Click Save.

Job Statuses

Vault displays the status of your job in the Job History, 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. Contact your Veeva Services representative.
Completed The job instance completed without errors.

This job status only applies to the EDC job, Workbench Export. To check the status of your import into Workbench, go to Workbench > Import > Packages. See details below.

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 or not the job was successful on each object. When applicable, Vault also provides a link to the output files from a job. For example, a link to download the ODM XML file for an ODM Export job.

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

These files expire after six (6) months. Once the file expires, Vault continues to display the job in this list, but you can no longer download the file.

Vault automatically sends the output file to Vault CDB. You can download and view the output from EDC Tools > Jobs or from Workbench > Import.

Importing the Data in Workbench

Workbench automatically imports the data exported from Vault EDC, without any additional action from you. Similarly to how 3rd party data is imported into Workbench, the data exported from Vault EDC is normalized at the Form level.

For the import to finish, a user within your study must open a listing. This moves the import into the Complete status. If no one opens a listing, the import remains in the In Progress status.

Workbench automatically generates a Core Listing for each unique Form in a Study. The default CQL query for these listings is:

SELECT @HDR, * from source.filename

For example, if a Study contains a Chemistry form and a Hematology form, Vault creates two Core Listings: Chemistry and Hematology, using these queries:

SELECT @HDR, * from labs.Chemistry
SELECT @HDR, * from labs.Hematology

Viewing Import Status

You can check the status of your import package from Import > Packages. This page lists the status of every import package, from both Vault EDC and 3rd party tools. You can also download import packages and issue logs (errors and warnings) from this page.

Complete Status: For an import package to move into the Complete import status, a Workbench user in your Study must open a listing. Otherwise, the import stays in the In Progress status.

Downloadable import packages and issue logs only include restricted (blinded) data when downloaded by users with permission to access restricted data.

Any time you import a package into Workbench, Workbench automatically reprocesses the most recent packages for all other sources. For example, when your nightly Workbench Export EDC job runs, and then imports into Workbench, Workbench reprocesses your most recent Lab Data and Imaging packages as well. For earlier packages from the same Source, Workbench marks them as Replaced by the newer package.

You can easily filter the list to show only complete or failed imports using the Import Status Filters. Click Error to show only failed imports, or click Complete to show completed imports.

Workbench Import Statuses

When an import package is able to import with only warnings, Workbench highlights the status in orange to indicate that there are warnings. When import finishes, you can download the issue log to review the warnings.

Status Description
In Progress The import process has begun for this package, and Workbench has not identified any errors or warnings.
In Progress (with warnings) The import process is ongoing, but Workbench has identified a warning.
Error Import failed because there are one or more errors in the import package. Download the issue log and review the errors.
Complete Workbench imported the package successfully, with no errors or warnings.
Complete (with warnings) Workbench imported the package successfully, but there are one or more warnings. Download the issue log and review the warnings.
Not Imported Workbench skipped this package because a newer package for the same source was uploaded before processing began. When a package enters the _Not Imported_ status, Workbench also replaces the processing date with "Replaced".
Reprocess in Progress Workbench has begun reprocessing this package because a new package from another source was imported.
Reprocessed Complete Workbench finished reprocessing this package with no errors or warnings.
Reprocessed Complete (with warnings) Workbench finished reprocessing this package, but there are one or more warnings. Download the issue log and review the warnings.
Reprocessed Error Reprocessing failed because there are one or more errors in the import package. Download the issue log and review the errors.

Download the Import Package

To download the import package:

  1. Navigate to Import > Packages.
  2. Locate your import package in the list.
  3. Click the Package link.
    Click to download the import package

  4. Extract the files from the ZIP folder and view them in a tool of your choosing.

Download the Issue Log

You can download an Issue Log (CSV) that lists all errors and warnings that Workbench encountered while importing the package. See a list of possible errors and warnings here.

To download the issue log:

  1. Navigate to Import > Pacakges.
  2. Locate your import package in the list.
  3. Click View Issue Log to open the Issue Log panel. Open issue log panel

  4. In the Issue Log panel, click Download (). Click to download the error log

  5. Save the CSV file and open it in your chosen viewer.