Using Bulk Submission Export (RIM)

Vault can export submission dossiers for up to 1,000 applications. Bulk export is particularly useful when extracting submissions for product divestiture, product collaboration, and outsourced publishing. Note that you must initiate bulk export from a report.

Unlike the single submission export, bulk export sends dossiers to your Vault’s file staging. From here, you can download it at your convenience.

Note: This feature is only available on RIM Submissions Archive Vaults.

How to Export

You can initiate a bulk export directly from the Submissions or Applications tabs using the Bulk Export from Submissions Archive record action.

Note: The legacy Export Submissions Archive Applications action is deprecated and no longer supported in 26R3. Instead, you can use the Bulk Export from Submissions Archive object action from the Applications and Submissions tab, or alternatively use the bulk action from a Vault report that includes the Application or Submission object

Using the All Actions menu from All Applications tab or All Submissions tab, navigate to the Perform Bulk Action submenu and make a selection for all records (see Selection Limits below) or the current page of records.
Using the Refine Selection page, ensure the Application(s) or Submission(s) that are selected are what you want to export from the Submissions Archive. Click Next once you’ve completed refining
On the Choose Action page, select the Record Actions radio under the Manage Records menu, then click Next. Vault has a blank display and checks the records you’re exporting.
On the Choose Record action, select Bulk Export from Submissions Archive (affects all records), and click Next
Review the Confirmation screen, and if it meets your expectations for what will be exported, click Finish
Wait for the Vault Notification that looks like this example:
- Details in this notification are used as Folder Names for the output location on the Vault File Staging Server (where the Bulk Export is output)
  - “412323” is the Job ID for the Export job
  - “u0724167” represents the Bulk Export-initiating User’s system-managed ID, which is a Folder that can be found at the root level of the Vault File Staging Server.
  - Submissions Archive Bulk Export 412323 is ready for download from the Vault File Staging Server (189 files, 0.10 GB), in the following location: /u0724167/Submissions Archive Export/412323

Note: Vault displays a banner message that says “Performing bulk updates. You will receive a notification when processing is complete. Learn more”, however no updates are being performed by this action. This is confirming that the Submissions Archive Bulk Export is underway.

Limits

Selection Limits

From the Submissions grid, you can select up to 1,000 Submissions.
From the Applications grid, you can select up to 50 Applications.

Note: If your selection exceeds these limits, the Export from Submissions Archive action is hidden.

Export Output & Capacity

Vault routes bulk exports to your File Staging Server (FSS). Vault sends a notification with a download link or instructions to access the FSS.

Ensure your Submissions Archive Export folder on the FSS does not exceed the 1TB capacity limit, or the export will fail.

Output Folder Structure

The export generates a Job ID folder on the FSS containing:

A master set of system-generated summary files for the entire bulk job: export_results.csv, manifest.csv, and export_warnings.csv (if applicable).
Individual Application subfolders, which contain the corresponding exported Submission folders and dossiers. Application-level correspondence is located in an output folder at the level of the Application folder. Submission-level correspondence is nested in the Submission folder.

Bulk Export Considerations

Vault only exports submissions that meet an eligible Dossier Status. For example, if the Dossier Status is blank there is no content in Submissions Archive, and so Vault will not export those in the Bulk Export. If you select 1000 submissions but 300 of the submissions have a blank Dossier Status, Vault skips these submissions.

How to Access File Staging

See Accessing Your Vault’s File Staging.

Export Files & File Formats

You can find all exported content in the Submissions Archive Export folder, within your personal user folder on file staging. The folder structure and folders match those used during submission import.

Your export also includes:

Manifest: This file shows a log of all files in the export and information about the documents.
Export Summary: This CSV includes a complete list of submissions exported with a relative folder path to the submission folder and field values for the Submission record. (This includes any Submission object fields set to Display in default lists and hovercards.) If your export includes correspondence, the CSV also shows a list of correspondence documents and their metadata.
Correspondence: When enabled, the correspondence documents are in Submissions Archive Export, within a folder that matches the document type, subtype, or classification of the material. Vault names each correspondence file using its Document Name value.
Failure Log File: This file shows information for each file that failed to export.

Note: Vault does not generate duplicate files when exporting via file staging. Exports with duplicate files can cause mismatched file counts between the Manifest and those available on file staging.

Export Job Progress

Admins can monitor the status of the Submissions Archive bulk export job from Admin > Operations > Job Status.

The following permissions control your options for bulk exporting submission archives:

Type	Permission Label	Controls
User License Type	Full User	Ability to access the Export Submissions Archive Applications action on a report.
Security Profile	Dashboards & Reports: Read Dashboards and Reports	Ability to view and run reports. Bulk export is only accessible from reports.
Security Profile	Objects: Reports: Read	Ability to view and run reports. Bulk export is only accessible from reports.
Security Profile	Objects: Reports: Create	Ability to create new reports. This access is necessary if another user has not created and shared a report with the Application Product Country Indication report type.
Security Profile	RIM Submissions Archive: Bulk Export	Ability to access the Export Submissions Archive Applications action on a report; by default, this permission is only granted to users with the standard System Administrator or Vault Owner security profiles.
Security Profile	File Staging: Access	Ability to access file staging in order to download the exported files.
Object Sharing Settings	Viewer	(On Submission records and Application records) Ability to view the object records that you will be exporting, if Custom Sharing Rules are enabled for these objects.
Document Role	View Document	(On archive binder) Ability to access the archive binder.
Document Role	Download Source	(On documents in the archive) Ability to download the source file for a given document via export.

Configuring Bulk Export from Submissions Archive

If your Vault uses custom Application or Submission object types, an Admin must enable the Bulk Export from Submissions Archive object action on those object types before users can perform bulk exports. Vault automatically makes this action available on the standard Application and Submission object types, so no additional configuration is required.

To configure the bulk export action on the Application and Submission objects:

Navigate to Admin > Configuration > Objects and select Application or Submission.
Open the Object Types tab.
Click Actions.
From the Actions menu, select Edit Object Type Actions.
Select the Bulk Export from Submissions Archive checkbox and click Save.
Review the default settings (for example, ensure Available in All Lifecycle States is selected) and click Save.
Return to the Object Types tab and click Actions to view the object type actions matrix.
For each custom object type that should support bulk export, select the Bulk Export from Submissions Archive checkbox.
Click Save.

Note: Ensure that you configure the appropriate Atomic Security or Object Action permissions in your permission sets so that users have the ability to execute this action.