Running & Scheduling Study Jobs

From Review > My Studies > Job Schedule, 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

Prerequisites

Users with the standard CDMS Clinical Research Associate and CDMS Data Manager study roles create ad hoc (unscheduled) jobs by default. Users with the standard CDMS Lead Data Manager study role 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
Standard Tab 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

If your Study contains restricted data, you must have the Restricted Data Access permission to view it.

Learn more about Study Roles.


Viewing Jobs

From Review > My Studies > Job History, you can view a history of completed jobs. You can filter this list by 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 > My Studies. 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 > My Studies. 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 > My Studies > Job History, 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 > My Studies > Job Schedule:

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.
Study Data Extract Extract and download study execution data. You can choose to export data in SAS or CSV format and select an FTP destination for your data export. This job will extract Sites, Subjects, Forms, Queries, Links, and fields Intentionally Left Blank (ILB) in the chosen study.
Form Progress Listing Lists all forms in a study. Restricted forms will be included if the “Restricted Data” option has been checked.
Query Detail Listing Lists all queries in a study. Restricted queries will be included if the “Restricted Data” option has been checked. Choose options for Query Status (Open, Answered, Closed, Resolved) and Query Teams (Data Management, Clinical, Coding, Site, Administration, Safety, Other) as well as which Forms and Sites to include in your listing.
Subject Progress Listing Lists all subjects in a study. Restricted casebooks will be included if the “Restricted Data” option has been checked.
Event Progress Listing Lists all events in a study. Restricted events will be included if the “Restricted Data” option has been checked.

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.

Form Progress Listing

The Form Progress Listing job lists all forms in a study and includes the following columns:

Column Header Column Data
Study STUDY
Country COUNTRY
Site SITE
Subject SUBJECT
Subject Status SSTATUS
Event Group Label EVENTGROUP
Event Label EVENT
Event Group Sequence Number EGSEQ
Event Date EVENTDT
Form Label FORM
Form Sequence Number FSEQ
Form Status FSTATUS
Number of Submits NUMSUBMITS
Restricted Form RESTR
Complete COMPLETE
Late LATE
Days Overdue DAYSOD
SDV Plan SDVPLAN
SDV Override Plan SDVOVERRIDE
SDV SDV
SDV Required SDVREQ
SDV % SDVPERC
SDV Age SDVAGE
SDV Date SDVDT
DMR Plan DMRPLAN
DMR Override Plan DMROVERRIDE
DMR DMR
DMR Required DMRREQ
DMR % DMRPERC
DMR Age DMRAGE
DMR Date DMRDT
Frozen FROZEN
Freeze Date FROZENDT
Locked LOCKED
Lock Date LOCKEDDT
Signed SIGNED
Sign Date SIGNEDDT
Last Signed Date LASTSGNDDT
Total Queries TQUERY
Open Queries OQUERY
Answered Queries AQUERY
Closed Queries CQUERY
Last Run of Listing LASTRUN
Form Vault ID FORMID

Query Detail Listing

The Query Detail Listing job lists all queries in a study and includes the following columns:

Column Header Column Data
Study STUDY
Country COUNTRY
Site SITE
Subject SUBJECT
Subject Status SSTATUS
Event Group Label EVENTGROUP
Event Label EVENT
Event Group Sequence Number EGSEQ
Event Date EVENTDT
Form Label FORM
Form Sequence Number FSEQ
Item Group Label IG
Item Group Sequence Number IGSEQ
Item OID (External ID) ITEMOID
Item Label ITEMLABEL
Query ID QUERYID
Query Status QSTATUS
Restricted Query RESTR
Query Team QTEAM
Days Unresolved DAYSUNR
Manual Query MANUAL
Query Rule QRULE
Original Query Text QTEXTCREATED
Latest Query Comment QTEXTLATEST
Latest Query Answer Text QTEXTANSWER
Item Value Now ITEMVALNOW
Item Value Changed ITEMVCHG
Query Caused Data Change QDATACHG
Created Date CREATEDDATE
Created By CREATEDBY
Created By Role CREATEDBYR
Created by Query Team CREATEDBYTM
Answered Date ANSWEREDDATE
Answered By ANSWEREDBY
Answered by Role ANSWEREDBYR
Answered by Query Team ANSWEREDBYTM
Closed Date CLOSEDDATE
Closed By CLOSEDBY
Closed By Role CLOSEDBYR
Closed by Query Team CLOSEDTM
Last Run of Listing LASTRUN
Query Vault ID QUERYVID

Subject Progress Listing

The Subject Progress Listing job lists all subjects in a study and includes the following columns:

Column Header Column Data
Study STUDY
Country COUNTRY
Site SITE
Subject SUBJECT
Subject Status SSTATUS
Restricted Subject RESTR
Most Recent Visit LASTVISIT
Date of Most Recent Visit LASTVISITDT
Next Event NEXTVISIT
Entry Complete COMPENTRY
SDV Plan SDVPLAN
SDV Complete COMPSDV
DMR Plan DMRPLAN
DMR Complete COMPDMR
Frozen COMPFROZ
Locked COMPLOCK
Signed COMPSIGN
All Queries Closed COMPQUER
Clean CLEAN
Forms FORMTOT
Forms Complete FORMCOMP
Forms Incomplete FORMINC
Forms Need SDV FORMNSDV
Event Date Need SDV EDTNSDV
Forms Need DMR FORMNDMR
Event Date Need DMR EDTNDMR
Forms Need Freeze FORMNFREEZE
Event Date Need Freeze EDTNFREEZE
Forms Need Lock FORMNLOCK
Event Date Need Lock EDTNLOCK
Forms Need Sign FORMNSIGN
Event Date Need Sign EDTNSIGN
Total MC MCTOT
MedDRA MC MCTOTM
WHODrug MC MCTOTW
MedDRA MC Need Coding MCNCODEM
WHODrug MC Need Coding MCNCODEW
Total Queries TQUERY
Open Queries OQUERY
Answered Queries AQUERY
Closed Queries CQUERY
Last Run of Listing LASTRUN
Subject Vault ID SVOFID

Event Progress Listing

The Event Progress Listing job lists all events for a study and includes the following columns:

Column Header Column Data
Study STUDY
Study Country COUNTRY
Site SITE
Subject SUBJECT
Subject Status SSTATUS
Event Group Label EVENTGROUP
Event Label EVENT
Event Group Sequence Number EGSEQ
Event Date EVENTDT
Event Status ESTATUS
Event Did Not Occur DNO
Event Did Not Occur Reason DNOREAS
Restricted Event RESTR
Early Planned Date PEARLY
Planned Date PTARGET
Late Planned Date PLATE
Event Out of Window OOW
Days Out of Window OOWDAYS
Event Signed ESIGN
Event Signature Date ESIGNDT
Event Frozen EFRZN
Freeze Date EFRZNDT
Event Locked ELOCK
Lock Date ELOCKDT
Last Run of Listing LASTRUN
Event ID EVENTID

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 hoc jobs for Detail PDF generation and, if enabled, data export.

To run a job:

  1. Navigate to Review > My Studies > Job Schedule or Job History.
  2. Click + New Job. 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 > My Studies > Job Schedule.
  2. Click + New Job. 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 your existing scheduled jobs.

To run a job:

  1. Navigate to the Job Schedule subtab in Review > My Studies.
  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 > My Studies.
  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 > My Studies.
  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.

Canceling a Job

You can cancel an In Progress instance of the Data and Definition Export job.

To cancel a job:

  1. Navigate to the Job Schedule subtab in Review > My Studies.
  2. Locate the job that you want to cancel in the Job History.
  3. Hover over the Job to show the Actions menu.
  4. From the Actions menu, select Cancel.
  5. In the confirmation dialog, click Cancel Job.

Vault stops the job and moves it into the Canceled status.

Refreshing the Job History

You can refresh the Job History without refreshing the page to see the most up-to-date job status and any available logs or output files.

Click Refresh () to refresh the log.

Refresh button

Job Statuses

Vault displays the status of your job in the Job History, along with other details about the job. You can click the Information () 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.
Canceled The job instance was canceled.

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.

Log & Output Expiration: These files expire after six (6) months. Once the file expires, Vault continues to display the job in this list, but you can no longer download the file.