Managing Jobs in EDC Tools


From the EDC Tools area, you can manage jobs occurring in your Study. By interacting with these jobs in EDC Tools, you can save time by reviewing and initiating jobs in from a single location. A job represents a bulk evaluation or action upon collected study data. For example, a Query Rules job evaluates all collected study data against the chosen rule.

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.

Viewing Existing Jobs

EDC Tools > Jobs has two subtabs, Job History and Job Schedule

Job History

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

Note: Depending on your vault’s configuration, job logs and output files may expire after a certain number of days. Jobs continue to display in the Job History sub-tab even after any files expire.

Job History in EDC Tools > Jobs

Job Schedule

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

Scheduled Jobs in EDC Tools > Jobs

Adding a Job

You can add job instances to your vault on an ad hoc basis from EDC Tools.

To add a job:

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

  3. Select a Type.
  4. Different options display depending on the type of job you selected. Select the required options.
  5. Select a Frequency. To run the job just once after you click Save, choose Run Now. Otherwise, choose from the available scheduling options.
    New Job using Weekly for Frequency

  6. Enter a Name for your job.
  7. Click Save.
  8. If you chose Run Now, Vault begins the job after you click Save. When finished, Vault sends you an email notification with a link to download the job log and any relevant output files. For scheduled jobs, 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.

Ad Hoc Runs of Scheduled Jobs

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 EDC Tools > Jobs.
  2. Scroll to the Job you want to run.
  3. From the Actions menu, select Run Now.
    Run Now Action in the Jobs Actions Menu

  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 EDC Tools > 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.

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 EDC Tools > 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 History subtab until they expire.

Job Status

Vault displays the status of your job in the 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 Types

The following job types are available in Vault CDMS. Note that some jobs display in the Job History, even if you cannot initiate that job type from EDC Tools (for example, an ODM Export job, which is initiated from Studio).

Job Description Added When
Schedulable in EDC Tools > Jobs
Audit Trail Export

Export a ZIP file containing a CSV version of the audit trail for each Casebook in the Study that you have permission to view. The ZIP file also contains a CSV list of all deleted Subjects in the study. The Audit Trail Export also includes audit information for deleted records in your Study, such as those deleted by retrospective amendments.

An EDC Tools user initiates an Audit Trail Export job from EDC Tools > Jobs

Data Export

Exports study execution data as a series of either CSV or SAS files, in a format determined in your study’s design, to either download or send to a configured FTP location.

An EDC Tools user initiates a Data Export job from EDC Tools > Jobs

Data Listing

Export Study data in a simplified CSV file. You can choose which Forms to include and which Sites to export data from.

An EDC Tools user initiates a Data Listing job from EDC Tools > Jobs

Detail PDFs

Export Study data in a simplified CSV file. You can choose which Forms to include and which Sites to export data from.

An EDC Tools user initiates a Detail PDFs job from EDC Tools > Jobs

DMR Re-assignment

Updates the DMR Requirement Mode of all existing Items in the Study to match the assigned Review Plan

An EDC Tools user initiates a DMR Re-assignment job from EDC Tools > Jobs

Query Rules

Use this job type to have Vault evaluate a rule against existing data, for example, if the rule logic changes or it is a new rule. Select the Run in Preview Mode checkbox to run the job without creating queries. Vault sends you an email with the results of the job.

An EDC Tools user initiates a Query Rules job from EDC Tools > Jobs

SDV Re-assignment

Updates the SDV Requirement Mode of all existing Items in the Study to match the assigned Review Plan

An EDC Tools users initiates a SDV Re-assignment job from EDC Tools > Jobs

Vault Coder Jobs
To schedule or run these jobs, your vault must include the Vault Coder application.
Autocoding and Suggestions

Run the autocoding and suggestions algorithms, attempting to autocode any pending Code Requests and creating suggestions

An EDC Tools user initiates an Autocoding and Suggestions job from EDC Tools > Jobs

Code Request Export

Export a CSV file of all Code Requests for a Study, including details about each Code Request and what each request was coded to.

An EDC Tools user initiates a Code Request Export job from EDC Tools > Jobs

Reconstitute Code Requests

Updates existing Code Requests to use updated form configuration, and, if applicable, recreates previously deleted Code Requests to reference the updated configuration

An EDC Tools user initiates a Reconstitute Code Requests job from EDC Tools > Jobs

Logged in Job History, Initiated Elsewhere
These jobs are logged in EDC Tools > Jobs > Job History, but they originate elsewhere, either in EDC Tools or Studio.
ODM Import

Imported an ODM XML document into vault

A Studio user imports an ODM XML document when creating a casebook version

ODM Export

Exported an ODM XML document from vault

A Studio user exports an ODM XML document when publishing a casebook version

Prospective Amendment

A retrospective amendment upgrades existing subject Casebooks to a new casebook version, applying the design changes to existing data.

An EDC Tools user runs a retrospective amendment from EDC Tools > Casebook Versions

Retrospective Amendment

A retrospective amendment upgrades existing subject Casebooks to a new casebook version, applying the design changes to existing data.

An EDC Tools user runs a retrospective amendment from EDC Tools > Casebook Versions

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.

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 Study 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

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

Learn more about permission sets.


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