Connecting to an FTP Server from EDC Tools


Each vault in your domain has its own FTP server, which supports various features including Vault Loader, Data Export, and the Veeva Vault CTMS integration. The FTP server is a temporary storage area for files you’re uploading to or extracting from Vault. For example, when exporting data using a Data Export job, you can choose to export the resulting CSV to your FTP server. From Tools > EDC Tools > FTPs, you can create Connections between your vault’s FTP server and the FTP server of other vaults or external FTP destinations.

Note that if you refresh your vault, all files will be removed from the FTP server.

Uses for FTP Connections

  • Sending subject milestone data to Vault CTMS 
  • Exporting study data for extraction & analysis in an external tool
  • Destination for study data exported in SAS format

Server URL

The URL for each staging server is the same as the corresponding vault, for example, veepharm.veevavault.com.

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.

Creating an FTP Connection in EDC Tools

You can create a Connection between your vault’s FTP server and another vault’s FTP server or an external FTPS/SFTP server in Tools > EDC Tools > FTPs.

To create a new Connection:

  1. Navigate to Tools > EDC Tools > FTPs.
    Connections in EDC Tools

  2. Click + Add FTP. Add FTP button

  3. Enter an FTP Name. Empty Add FTP dialog

  4. Choose an FTP Type. Choose Veeva Vault to connect to another vault’s FTP server, or choose FTPS or SFTP to connect to a non-Vault FTP server.
  5. Fill the required fields. See field details below.
  6. Click Save.

Vault creates the FTP Connection. You can now reference this FTP Connection when scheduling jobs.

Connection Field Details

Field Description
Username Enter the Username associated with your account on that server. For Veeva Vault connections, this is your login user name, or the user name of a configured, generic user account within your vault.
Password Enter the Password associated with your account on that server. For Veeva Vault connections, this is your login password, or the password of a configured, generic user account within your vault.
Host Enter  {DNS}.veevavault.com for Veeva Vault-type Connections, or the host name for FTPS/SFTP-type Connections. For example: “veepharm” is the DNS in veepharm.veevavault.com.
Port This does not typically need to be added and will default to Port 21.
Destination Directory (FTPS and SFTP only) Enter the URL for your destination directory.

How to Edit an FTP Connection

To edit an existing FTP Connection:

  1. Navigate to the FTP Connection you want to edit in EDC Tools > FTPs.
  2. Hover over the FTP Connection to display the Actions menu.
  3. From the Actions menu, select Edit. Vault opens the Edit FTP dialog. Edit action

  4. Make your changes.
  5. Click Save.

Testing your Connection

You can test your FTP Connection from EDC Tools > FTPs.

  1. From EDC Tools > FTPs, scroll to the FTP Connection that you want to test.
  2. Hover over the FTP Connection to display the Actions menu.
  3. From the Actions menu, select Test FTP. Test FTP action

  4. Vault tests your connection. If unsuccessful, Vault displays an Error dialog. If successful, Vault displays a Success dialog. Click OK to close.

How to Access FTP Servers

You can access your vault’s staging server using your favorite FTP client or through the command line.

Use the following settings with an FTP client:

  • Protocol: FTP (File Transfer Protocol)
  • Encryption: Require explicit FTP over TLS (FTPS). This is a security requirement. Your network infrastructure must support FTPS traffic.
  • Port: This does not typically need to be added and will default to Port 21.
  • Host: {DNS}.veevavault.com. For example: “veepharm” is the DNS in veepharm.veevavault.com.
  • User: {DNS}.veevavault.com+{USERNAME}. This uses the same user name that you log in with. For example: veepharm.veevavault.com+tchung@veepharm.com. You can also use the user name of a configured, generic user account within your vault.
  • Password: Your login password for this vault (this is the same password used for your standard login), or the password of a configured, generic user account within your vault.
  • Login Type: Normal
  • Transfer File Type: Transfer files as binary

How to Delete an FTP Connection

To delete an FTP Connection:

  1. Navigate to the FTP Connection you want to delete in EDC Tools > FTPs.
  2. Hover over the FTP Connection to display the Actions menu.
  3. From the Actions menu, select Delete. Delete action

  4. In the Delete FTP confirmation dialog, click Continue.

Vault deletes the FTP Connection.

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 Lead Data Manager application role and a Security Profile that grants access to the EDC Tools can 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 FTP

Ability to create and edit FTP Connections in EDC Tools

Learn more about Study Roles.

Profile Permissions

Users with the Vault Owner or System Administrator security profiles can automatically perform the actions described in this article.

If your vault uses custom security profiles, you must have the following permissions to perform the actions described above:

Type Permission Controls
Security Profile EDC: Study Tools: Access Ability to access the EDC Tools area of Vault EDC.
Security Profile Application: FTP Staging: Access Ability to access vault’s FTP staging server.
Security Profile Application: Access API Ability to make an API call, which is required to create and update records via FTP.
Security Profile Objects: Connections: Create, Edit Ability to create and edit Connections in your vault.

Staging Server Permissions

To download files from the staging server, you must have the standard Vault Owner or System Admin security profile or have a custom security profile that includes the FTP Staging: Access permission.

The staging server does not support SAML SSO authentication.