Vault Loader: Create & Update Documents

Vault Loader allows you to create new documents in bulk from uploaded source files, document templates, and as content placeholders. You can also update information for existing documents in your Vault.

How to Load Documents

Before loading documents:

To load documents:

  1. In the left panel of the Loader tab, click Load.
  2. For the CSV File, click Choose and select the CSV input file.
  3. In the Object Type picklist, select Documents.
  4. In the Action Type picklist, select Create or Update.
  5. In the Key Field drop-down, select the ID field. This option is only required for the Update action.
  6. Optional: Select the Document Migration Mode checkbox to allow creation of Documents, Document Versions, Document Renditions, Document Relationships, or Documents, Versions, Roles in any state or state type. This also allows you to set the name, document number, and version number in your CSV input file.
  7. Optional: Select the Include updated field values in the output log for verification checkbox to include supported VQL fields in the output logs. VQL query validation will impact performance. Vault does not support this option when archiving documents.
  8. Optional: Click Map Fields to access the field mapping grid.
  9. Click Start Load.

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

Field Mapping

With field mapping, you can choose to map specific fields of the selected object type you wish to load to the columns in your CSV input file. For example, you can map the therapeutic_area__v field name to the Therapeutic Area CSV column when creating an Product object record.

To map fields:

  1. After selecting your CSV file, select Documents from the Object drop-down list.
  2. In the Action Type drop-down, select Create or Update.
  3. In the Key Field drop-down, select the ID field. This option is only required for the Update action.
  4. Click the Map Fields button to access the field mapping grid. You can also load previously saved mapping by clicking the Map Fields drop-down button and selecting Load Saved Mapping.
  5. Optional: Apply any additional column filters.
  6. Optional: Click Clear Fields to clear all existing column mappings.
  7. Optional: Click Automap to enable Vault to automatically map CSV columns to the object columns based on either the matching object label or name.
  8. Optional: Use the Search box to search for a specific object column.
  9. In the CSV Column, select a column name from the applicable drop-down list to map to the desired object field or label. You can enter a page number above the field mapping grid to jump to a specific page, or use the navigation arrows.
  10. Click Save Mapping to save your current column mappings.
  11. Click Start Load.

Auto-Formatting

Since Vault requires certain fields to be in a specific format, Loader uses auto-formatting to convert field values to Vault’s standard format before completing a load. Loader uses auto-formatting for the following field types:

Boolean
Loader ensures that all boolean field values are either True or False prior to loading.
Picklist
When mapping data to a picklist, Loader uses the picklist name, for example, family__c, for lookup prior to loading. If you don’t provide the name for the picklist, Loader can also use the picklist label, for example, Family, for lookup.

Additional Details

  • Vault uses yellow highlighting for required CSV columns
  • The drop-down lists in the CSV column displays (no mapping) for available columns of the CSV
  • Select (no mapping) to un-map a previously mapped column
  • Already mapped fields are unavailable in the CSV column drop-down until they are un-mapped

Preparing the CSV Input File

Document fields vary between Vaults and between document types. The following list includes the fields that are required, as well as several sample fields that cover the different field types. Some of these fields won’t apply when creating unclassified documents. We recommend using Loader to extract column headers and basing your CSV input on that file. You can only add relationships through multi-value relationship fields using ID values or through a lookup based on a unique field. name__v is not a unique field. When uploading a document with a multi-value field, input the values as a comma-separated list without spaces between values.

Note: You must use UTF-8 encoding in your CSV file to create or update documents using Vault Loader.

Column Header Field Example Value Notes
id ID 486 Required for update actions. This is the internal ID number of the document. You can find ID values by extracting existing documents with Vault Loader.
name__v Document Name Spring 2017 Flyer Required unless the document type uses auto-naming; in this situation, providing a value overwrites the default value.
type__v Document Type Material Required.
subtype__v Subtype Promotional Required if there are subtypes for the selected document type.
classification__v Classification Patient Education Required if there are classifications for the selected subtype.
lifecycle__v Document Lifecycle Material Review Required.
major_version_number__v Major Version Number 1 Required if you’re creating multiple document versions; this would be “1” in “v1.3”. You cannot use this to update past versions of a document. Only the newest version of a document is editable via Vault Loader.
minor_version_number__v Minor Version Number 3 Required if you’re creating document versions; this would be “3” in “v1.3”. You cannot use this to update past versions of a document. Only the newest version of a document is editable via Vault Loader.
file Source File 2017-flyer.pdf References a file on the File Staging Server. In this situation, the file is in the root directory, but you may also create sub-directories and place the files there. File references must include the file extension, for example, “2017-flyer.pdf”.
product__v Product 00P000000000101 References an object record using the document field name (product__v) as the column header and the ID value of the record. You can reference an object record using any object field for which the value must be unique, as in the example inputs.
campaign__c.name__v Campaign > Name Rise Above References an object record using the document field name (campaign__c) plus object field name (name__v) as the column header.
country__v.external_id__c Country > External ID US120 References an object record using the document field name (country__v) plus object field name (external_id__c) as the column header.
audience__c Audience (picklist) Patient,Pharmacist References a picklist option or options using the UI label.
clm_content__v CLM Content false Indicates “No” for a Yes/No type field.
publish_date__c Publish Date (date) 2017-12-03 Populates a date field. Dates must use the YYYY-MM-DD format.

Example Inputs for Creating Documents

You can create the following types of documents:

In addition to the standard Vault Loader permissions, you must be a user or a member of a group with the Create Document Permission for a particular document type in order to create documents of that type using Vault Loader.