About System Tools

You can perform various vault-level configurations from System Tools, as well as deploy those configurations to other vaults.

These configurations include:

  • Create Users and assign their study access
  • Creating custom Study Roles to control user access
  • Creating custom Change Reasons
  • Adding custom objects to the Deployment Whitelist, allowing you to include them in a deployment (Vault Owners only)
  • Adding an external Connection to use the Veeva Learning integration with your vault (Vault Owners only)

Depending on your Study Role, you may only see some areas within System Tools described below.

Accessing System Tools

To access the System Tools area, click the Tools tab in the top navigation bar, and then click System Tools.

System Tools tab

By default, System Tools opens to the Role Management area. You can select from the Navigation Panel to visit other System Tools areas. Learn more about each of these below.

Role Management

Vault CDMS offers a security model allowing users to have different roles in different studies. For your convenience, several standard Study Roles are available by default. You can also create customized Study Roles to fit your organization’s exact needs from the Role Management area of System Tools. Once you create custom Study Roles, a user administrator can assign them to users when adding them to your study.

System Tools > Role Management

Learn more in Managing CDMS Study Roles.

Change Reasons

You can create custom Change Reasons for users to select when marking an event as did not occur, a form as intentionally left blank, deleting a subject, and editing a form or event date.

System Tools > Change Reasons

Learn more in Configuring Reasons for Change.

Custom Objects

You can add custom vault objects to the Deployment Whitelist for your vault, which allows you to include that configuration in deployments.

System Tools > Custom Objects

Learn more in Managing Custom Objects in the Deployment Whitelist.

External Connections

You (a Vault Owner) can view a list of all Connections within your vault, as well as create a new External Connection for use with the Veeva Learning integration.

System Tools > External Connections

Learn more in Managing External Connections.


You can deploy vault-level configuration from your development or sandbox vault to UAT and production, including custom Study Roles, Change Reasons, custom object configuration, reports, and dashboards.

Note that you can’t deploy your study design from this area. You must perform study-level deployments from EDC Tools.

Learn more in the Deploying Vault-level Configuration in System Tools page.

Job History

You can run the Vault Configuration Report in the Job History tab. The Vault Configuration Report generates a Microsoft Excel™ report containing configuration information, including Vault Settings, Study Configuration, Roles, Change Reason Configuration, Security Policies, Report Types, Reports, and Dashboard components for a vault. Vault Configuration Reports include a summary of the vault.

To run the Vault Configuration Report:

  1. Navigate to Tools > System Tools > Job History.
  2. Select Vault Configuration Report from the Type dropdown menu.
  3. Click Run Now. Vault Configuration Report

  4. Vault begins the job. When finished, Vault sends you an email notification with a link to download the job log and any relevant output files.

You need access to all studies to run the Vault Configuration Report.