Managing Study Jobs in the Review Tab


From Review > Study Jobs, you can manage export jobs occurring in your Study from a single location. A job represents a bulk evaluation or action upon collected study data. For example, the Data Export job exports selected study data in CSV or SAS format.

Study Jobs in the Review Tab

Contact Veeva Support to enable the Review tab. Enabling this feature removes permissions for the Casebooks tab from the EDC CRA, EDC Lead CRA,EDC Data Manager, and EDC Lead Data Manager standard security profiles.

Viewing Jobs

From Review > Study Jobs, you can view a history of completed jobs (Job History) and a list of scheduled jobs (Job Schedule). You can filter this list by Study, Type, and Frequency, using the filter drop-down menus.

Job listing filters

Job History

Any in progress and past jobs run in your study display in the Job History subtab of Review > Study Jobs. You can view information about each job, including downloading job logs and any available output files.

Job History in the Study Jobs Subtab

Job Schedule

You can view all of your scheduled jobs in the Job Schedule sub-tab of Review > Study Jobs. You can create new jobs from this area, as well as run scheduled jobs on an ad hoc basis, and delete existing jobs.

Job Types

From Review > Study Jobs, you can initiate Detail PDFs and Data Export type jobs to export your Study data from Vault.

Vault limits any exported data to what you have permission to view. For example, if you have access to three sites, but your study includes five sites, you can only export data for those three sites.

Summary

The table below summarizes the job types available in Review > Study Jobs:

Job Description
Detail PDFs Export a series of Detail PDFs. You can choose to include the audit trail and any queries for each Casebook. You can also choose which sites to export. The resulting ZIP file contains a folder for each Site with a PDF for each subject Casebook.
Data Export 1 Export study data in a formatted output file. You can choose to export data in SAS or CSV format. You can also select an FTP destination for your data export.

1If your vault does not have any configured View Set Definitions, you are unable to create a Data Export job. Contact your Veeva Services representative for details.

Detail PDFs

The Detail PDFs job exports subject Casebooks as PDFs, including any entered data within those Casebooks. Optionally, this export can include query and audit trail information. Learn more about Detail PDFs here.

Job Options

The following options exist for Detail PDFs jobs:

  • Include Queries: Select this checkbox to include queries in your PDF.
  • Include Audit Trail: Select this checkbox to include the related audit trails in your PDF.
  • Scope: Select Export all sites to include all Sites for the Study, generating a closeout PDF. Select Select Sites to choose which Sites to include. If you chose Select sites, use the Arrow buttons to move Sites from Available to Selected. Sites in Selected are included in the PDF export.

Output

When the Detail PDFs job finishes, you can download a ZIP file containing a folder for each Site. Each of those site folders contains a Detail PDF for each subject Casebook at that Site.

Data Export

The Data Export job exports study execution data as a series of either CSV or SAS files, in a format determined in your study’s design.

The Data Export job may not be available in your vault. Contact your Veeva Services representative for details.

Job Options

The following options exist for the Data Export job:

  • View Set: Select a View Set to base your export on. View set availability depends on your vault’s configuration and your study design. Contact your Veeva Services representative for details.
  • Export File Type: You can export data as CSVs for as SAS files. Choose one.
  • Include Merged View: Select this checkbox to include a merged view in your export.

Output

When the Data Export job is complete, you can download a ZIP file containing either CSVs or SAS files, depending on your selections. Extract the contents and view the exported data in your preferred file viewer.

Running Jobs

CRAs and data managers can create new, ad joc jobs for Detail PDF generation and, if enabled, data export.

To run a job:

  1. Navigate to Review > Study Jobs.
  2. Click + New Jobs. New Job button

  3. In the New Job dialog, select a Study. New Job dialog

  4. Select a Job Type. See details about each job type above.
  5. Depending on the selected Job Type, different options display. Make the required selections.
  6. Click Save.
  7. 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.

Scheduling Jobs

In addition to running ad hoc jobs, lead data managers can schedule regularly recurring jobs for Detail PDF generation and, if enabled, data export.

You must have a Study Role with the Manage Jobs permission to create scheduled jobs. Users with the standard CDMS Lead Data Manager study role have this permission by default.

To schedule a job:

  1. Navigate to Review > Study Jobs.
  2. Click + New Jobs. New Job button

  3. In the New Job dialog, select a Study. New Job dialog

  4. Select a Job Type. See details about each job type above.
  5. Depending on the selected Job Type, different options display. Make the required selections.
  6. Select a Frequency.
  7. Depending on your Frequency selection, select a time for Run at and set the days to run the job.
  8. Enter a Name for your job.
  9. Click Save.
  10. 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 Job Runs

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

To run a job:

  1. Navigate to the Job Schedule subtab in Review > Study Jobs.
  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 the Job Schedule subtab in Review > Study Jobs.
  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 EDC now runs your job using the updated schedule.

Deleting a Job

To delete a job:

  1. Navigate to the Job Schedule subtab in Review > Study Jobs.
  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 Review > Study Jobs > Job History, 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. For example, a link to download the ZIP file for a Data Export job.

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

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

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 standard CDMS Clinical Research Associate and CDMS Data Manager application roles and the standard Data Review security profile can create ad hoc (unscheduled) jobs by default. Users with the standard CDMS Lead Data Manager and Lead Data Manager security profile can create ad hoc and scheduled jobs by default.

If your vault uses custom Study Roles, you must have a Study Role with the following permissions:

Type Permission Label Controls
Functional Permission Review Tab

Ability to access the Review tab

Functional Permission Manage Jobs

Ability to create, edit, and delete scheduled jobs

Functional Permission Generate Detail PDF

Ability to export detail PDFs

Learn more about Study Roles.

Profile Permissions

Users with the EDC Data Manager and EDC Lead Data Manager security profiles can complete the actions described above.

If your vault uses custom security profiles, you must have a security profile with the following permissions:

Type Permission Controls
Security Profile Tabs: Review Ability to access the Review tab
Security Profile Objects: EDC Job: Create, Edit Ability to create new jobs
Security Profile Objects: Scheduled EDC Job: Create, Edit Ability to schedule new jobs

Learn more about permission sets