Vault File Manager for Windows️ provides an efficient way for users to import a submission folder or ZIP file to a Submission record in Vault. An Admin must configure Vault File Manager and enable this feature before users can start importing submissions.
Note: This feature is only available on RIM Submissions Archive Vaults. Vault File Manager supports Windows version 7 and later. We recommend that Windows 7 users install Visual C++ Redistributable for Visual Studio 2015 to use Vault File Manager.
Configuring Vault File Manager
Before you can enable submission imports from Vault File Manager, your Vault must be set up to use the Vault File Manager client. See Configuring Vault File Manager for detailed instructions.
Enabling Submission Import from Vault File Manager
Once your Vault is configured to use the Vault File Manager client, you will need to enable submission imports with File Manager and perform additional configurations:
- Navigate to Admin > Settings > Application Settings page and set the Enable Submission Import from File Manager checkbox.
- Add the Application Folder Name field to all Application object types for which users will import submission files from Vault File Manager. We recommend configuring an object field default to populate this field with the Application record’s name automatically. If this field is not configured on the Application object types or is not populated on the Application record, submission folder imports will fail.
- Add the Upload Package ID field to all Submission object types.
- Ensure the Cancel Upload object action is available for all Submission object types. Navigate to Admin > Configuration > Objects > Submission > Object Types and click Actions to add this action to Submission object types.
Granting User Permissions
Users need several permissions to upload submissions from Vault File Manager and perform actions within the client. Add the following permissions to any relevant security profiles:
- Application: RIM Submissions Archive: Import from File Manager. This permission allows users to import submission files from Vault File Manager. Note that users also need the Submissions Archive: Import permission to import from Vault File Manager, but they do not need the Application: File Staging: Access permission.
- Objects: Submission: Object Action Permissions: Cancel Upload: View, Execute. This permission allows users to cancel submission file uploads directly from Vault File Manager.
Considerations for Vault File Manager
When configuring your Vault for Submission Imports using Vault File Manager, keep the following in mind:
- Feature Configuration: The Submissions Archive: Import from File Manager Permission Set > Action is specific to the RIM Submissions Archive import flow, as is the Application Setting: Enable Submission Import from File Manager. While this feature utilizes Vault File Manager, it is controlled by the RIM-specific permissions defined in Granting User Permissions.
- Permissions & File Staging: If users need to import submissions directly from the Vault File Staging server using Vault File Manager, ensure they have the appropriate Submissions Archive Import Permissions. For users that must see the “File Staging” tab menu in Vault File Manager, they will need the Permission Set > Application > File Staging > Access via Vault File Manager
- Troubleshooting Error Messages: If you encounter the error message, “Use of VFM is not permitted. Please check configuration and permission settings,” in AP Usage Logs this typically refers to Vault-level settings such as Admin > Settings > Check Out Settings > Enable check out to File Manager or the Security Profile > Application > Vault Action: Document > Vault File Manager permission. This message does not prevent the Submissions Archive: Import feature from functioning. For more information on these settings, see Configuring Vault File Manager.