Scheduling Autocoding and Suggestions Jobs


You can schedule an Autocoding and Suggestions job to run the autocoding and suggestions algorithms daily, weekly, or monthly, or you can run it immediately. This job analyzes all Code Requests that are pending coding and attempts to autocode them and generate suggestions. The Autocoding and Suggestions job is helpful if you are new to using Vault Coder, and you have just begun building a Synonym List, but you want to autocode and provide suggestions for older Code Requests that were created before the matching patterns were available in your Synonym List.

This article provides details specific to the Autocoding and Suggestions job type. For additional details about jobs, see Managing Jobs in EDC Tools.

Veeva recommends that you schedule an Autocoding and Suggestions job once daily at midnight or another time when no one is using Vault Coder.

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.

Scheduling a Job

To schedule a recurring job:

  1. Navigate to EDC Tools > Jobs.
  2. Click + New Job.
  3. For Type, select Autocoding and Suggestions.
  4. Provide a Name for the job.
  5. For Frequency, select Daily, Weekly, or Monthly.
  6. Specify the days and times to run the job.
    New Scheduled Autocoding and Suggestions Job

  7. Click Save.
  8. Vault runs the job at the configured time, and you will receive an email notification with a link to download the job log and relevant output files each time the job runs.

Run a Job Immediately

To run a job immediately:

  1. Navigate to EDC Tools > Jobs.
  2. Click + New Job.
  3. Select Autocoding and Suggestions for Type.
  4. Select Run Now for Frequency.
    New Autocoding and Suggestions Job to Run Now

  5. Click Save.
  6. 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.

Ad Hoc Runs of Scheduled Jobs

You can choose to run an ad hoc instance of any of your existing scheduled jobs.

To run an existing job:

  1. Navigate to EDC Tools > Jobs > Job Schedule.
  2. Scroll to the Job you want to run.
  3. From the Actions menu, select Run Now.
  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.

Editing a Scheduled Job

When needed, you can edit a scheduled job. For example, you may want to have a job run weekly on Friday instead of Thursday.

To edit a job:

  1. Navigate to EDC Tools > Jobs > Job Schedule.
  2. Scroll to the Job you want to edit.
  3. From the Actions menu, select Edit Job.
  4. Make changes to the job definition in the Edit Job dialog.
  5. Click Save. Vault now runs your job using the updated schedule.

Deleting a Job

To delete a job:

  1. Navigate to EDC Tools > Jobs > Job Schedule.
  2. Scroll to the Job you want to delete.
  3. From the Actions menu, select Delete.
  4. In the Delete Record confirmation dialog, click Continue.
  5. Vault deletes the job. The job will not run again. Any job logs and related output files remain available in the Job History subtab until they expire.

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 (i) 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 or not 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 the icon in either the Log or File column.

Which permissions control your access depends on when your vault was created. If your vault uses the Role by Study feature, see the first section, Role by Study Permissions. If your vault does not use the CDMS Role by Study feature, see the second section, Profile Permissions.

Role by Study Permissions

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
Functional Permission EDC Tools Tab

Ability to access the EDC Tools tab

Functional Permission Manage Jobs

Ability to create, edit, and delete scheduled jobs

Learn more about Study Roles.

Profile Permissions

Users with the Vault Owner security profile are able to perform the actions described above by default. If your vault uses custom Security Profiles, you must have the following permissions:

Type Permission Controls
Security Profile EDC: Study Tools: Access Ability to access the EDC Tools area.

Learn more about permission sets.