Vault File Manager Overview

Vault File Manager allows you to view and download files that have been sent to Veeva File Staging. You can use Vault File Manager to download output files for any extract jobs that you can send to an FTP connection, including the following jobs:

  • Code Request Export
  • Data Change Extract
  • Study Data Extract

Vault File Manager can only be used on Windows OS. If you have questions about Vault File Manager, see the Vault File Manager FAQ .

Note: We recommend that Windows users install Visual C++ Redistributable for Visual Studio 2015 to use Vault File Manager.

Vault File Manager supports several Identity Providers (IDPs) including the following:

  • Ping Identity
  • ADFS
  • Okta
  • Microsoft Azure AD
  • VeevaID

Prerequisites

Required Permissions

Users with the CDMS Data Manager, CDMS Lead Data Manager, and CDMS User Administrator study roles can perform the actions described below by default. If your vault uses custom Study Roles, your role must grant the following permissions:

Type Permission Label Controls
Functional Permission Vault File Manager Access

Ability to access and use Vault File Manager.

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

Learn more about Study Roles.

To enable users to log into Vault File Manager, confirm that your authentication method is supported for Vault File Manager . You may need to configure authentication to allow users to log into Vault File Manager using your corporate identity system. Learn more about frequently asked questions about Vault File Manager .

Vault File Manager

Download Vault File Manager

How to Install Vault File Manager

To install Vault File Manager

  1. Download the Setup.exe file linked above.
  2. Double-click the downloaded file to begin installation.
  3. Follow the instructions to review and accept the Vault File Manager License Agreement and NLog copyright notice.
  4. Enter your Vault login credentials when prompted.

To complete these steps, you must have the correct permissions.

How to Log In to Vault File Manager

Open Vault File Manager from the Windows Application menu or desktop. Sign in to Vault File Manager with your Vault User Name. If an Admin previously configured your Vault with single sign-on, Vault asks you to log into your identity provider after you enter your user name. If single sign-on is not configured, Vault directs you to log into your Vault using your Vault or VeevaID Password.

If the Vault File Manager client is already open but logged out, select Log In from the Actions menu. Vault File Manager autofills the User Name field based on your last login.

Using Vault File Manager with your File Staging Server

Accessing Your File Staging Server in Vault File Manager

Once logged into Vault File Manager, you can access your Vault’s file staging server in Vault File Manager by clicking the File Staging tab. This tab displays your root folder in the staging server and up to 1,000 items per page. Vault Owners can see root folders for all Vault users.

Downloading Documents and Folders

To download documents to your staging server using Vault File Manager, right-click on the document or folder and select Download. Indicate a download location in the dialog and click Save. You can monitor the progress from the Downloads tab. This tab also displays the progress of all files in a selected folder and its subfolders.

To download multiple documents, click the checkboxes next to the desired files and folders, then click the Bulk Actions menu and select Download. Indicate a download location in the dialog and click OK. You can monitor the progress of each document from the Downloads tab.

File Path Maximum: If a file path is longer than the Windows maximum of 256 characters, Vault File Manager displays a tooltip stating that the file path limit was exceeded. This tooltip becomes visible when hovering on the status of the downloaded document or folder.

Managing Documents and Folders

To move a document in your staging server using Vault File Manager, right-click on the document and click Move, then navigate to a new folder and click Move File to save your changes or Cancel to abandon the move.

You can also right-click on documents to copy the file path, rename, and delete files on the staging server.

To manage folders on the staging server, click the folder name in the breadcrumb and select New Folder, Rename, or Delete.

To move or delete multiple documents or folders, click the checkboxes next to the desired files, then click the Bulk Actions menu and select the action.

Switching Between Vaults

If you have access to multiple Vaults with a single user profile, you can switch between them from the Vault Selector in Vault File Manager.

If you have multiple Vault accounts, you must use the Log Out option from the Actions menu in order to switch between accounts.

Event History

Select Event History from the Actions menu to see a log of events in the Vault File Manager client, including errors that occurred.

In-App Help and Feedback

Select Help from the Actions menu to open this page in Vault Help, or select Give Feedback to open the Veeva Support suggestions page where you can provide feedback on the application and suggest future enhancements.

Downloading Vault File Manager Logs

Before contacting Veeva Support while troubleshooting Vault File Manager, click the profile icon and select Save Log Files, then click Save (as zip file). These logs help Veeva Support during the troubleshooting process.

Vault File Manager Statuses

The following statuses are possible:

Status Description
Preparing Download Vault is preparing the document download.
Download Canceled The document download process was canceled.
Download Corrupted The download failed due to a corrupted file.
Download Failed The document download process failed.
Downloading The document download process started.
Download Interrupted The download was interrupted and is currently paused.
Download Pending The document download process is pending.
Finalizing Download The download is complete and Vault is validating the document.
Complete The document download is complete.
Retrying Vault is retrying the download after an interruption in the operation.
Unknown Error An unknown error occurred.

Limitations

Vault File Manager has several limitations:

  • Vault File Manager only supports Windows version 10 and later.
  • Vault File Manager does not support localization.
  • Vault File Manager requires a user’s Windows computer to have .NET Framework 4.8 or later. Users with operating systems older than Windows 10 may need to install or update .NET Framework.
  • Vault File Manager does not auto-open all file types. For example, EXE files do not automatically run when checked out.
  • When downloading a file or folder from File Staging via Vault File Manager, the file path must be under 256 characters in length. If the file path for your downloads is longer than 256 characters, you can use an alternative FTP client to access File Staging for your vault.