Vault Loader: Extracting Metadata


Vault Loader allows you to export object records, users, and groups in CSV format. Many users utilize these exports to create a template for CSV input files when creating, updating, or “upserting” Vault data. You can also use the extracts for detailed data analysis and processing in another application, or for migrating data into another vault.

How to Extract

To extract metadata and files from your vault:

  1. Using the left panel of the Loader tab, navigate to the Extract page.
  2. Select an Object Type
  3. Optional: Select the Include Non-editable Fields checkbox.
  4. Optional: Select the Only Extract Column Headers checkbox.
  5. Optional: In the Where Clause field, enter fields on which to filter. 
  6. Click Extract.

Vault begins processing the request. When finished, you’ll receive a Vault notification and email with request details and CSV output files. Learn more.

Extract Types & Limits

Extract Type Output Limit
Object Record Metadata CSV output 1,000,000
Object Relationships CSV output 10
Users CSV output 1,000,000
Groups CSV output  1,000,000

Vault Loader can also hit a limit in terms of query size (10,000 character maximum). If you see this error, update your extract settings to include fewer fields, for example, by not including non-editable fields or by choosing specific fields to include.

Include Non-editable Fields

Select this option to extract both editable and non-editable fields. Non-editable fields include data like creation/modification dates. Extracting all fields and values provides you with a more complete record of the data in your vault, which is useful for data analysis in other applications. Note that these extracts only include non-editable fields that are required.

When extracting metadata for subsequent editing and reloading, do not include non-editable fields. Except for ID, non-editable fields are not allowed in the input.

Only Extract Column Headers

Select this option to extract only field names. This kind of extract provides you with an input file template to which you can add values to create new records.

Using the Where Clause Field

The Where Clause field allows you to filter the extract. For example, extract metadata only from Studies where:

product__v = 'cholecap' AND organization__v = 'veepharm'

You can filter on any field configured on the selected object type. When extracting object records, you can click into the Where Clause field and then access the token {…} icon to search for fields.

The Where Clause field supports all available Vault Query Language (VQL) parameters. You can use operators like AND, OR, etc. to perform more precise extracts. These VQL queries must be under 2,000 characters.

To include the filter information in your notifications, add the ${vaultLoaderWhereClause} token to the extractjobcomplete__v and extractjobfailure__v notification templates

Reindexing

Vault indexes metadata to facilitate quick searching and to effectively apply access controls. Vault extracts depend on the indexed metadata. When values change or when users create new object records, Vault must update the index. While reindexing is in progress, newly created object records may not be included in your extract. In most cases, the reindexing takes less than one (1) minute.

ID Values

All extracted records include their system-managed ID values. When performing update or upsert actions, IDs are the primary method of identifying existing records in your input files. Although these are not editable, ID values are always included in the first column of the output.

Object Reference Fields

Object extracts identify object references using the external_id__v and name__v fields, in addition to the internal id field.

For example, a Study object record extract might look like this:

id name__v product__c product__c.name__v product__c.external_id__v
OBE000000000303 VVT-475 00P000000000202 Veeofen VVT
OBE000000000304 DTZ-012 00P000000000101 Deetoza DTZ

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