Vault lets you export a dossier for each submission and select specific components within the eCTD structure, if needed. Because the export maintains the same folder structure used during import, you can use this option to leverage exported submissions or components for other regions. Exporting can also simplify the process of distributing dossiers with local affiliates or publishing partners.
If you need to export all the submissions for an application, see Using Bulk Submission Export.
Note: This feature is only available on RIM Submissions Archive Vaults.
How to Export
To export a submission dossier:
- Navigate to the Submission record in Admin > Business Admin or a custom tab.
- Choose Export from the Actions menu.
- From the Refine Selection page, review the structure of components. Select Export entire submission archive to include all components, or use the checkboxes to select specific components or subsections
- If a Submission has Enable Continuous Publishing set to Yes, the exported dossier package may appear incomplete. For these submissions, the Refine Selection page will omit submission structure and/or documents that are actively being published. Wait for Continuous Publishing to complete before exporting.
- Refer to the
export_results.txtfile for details on warnings or errors.
- Click Next.
- From the Confirmation page, review the summary. Click Finish to begin exporting.
- Vault sends a notification when the process is complete. The download method depends on the compressed submission size:
- Submissions smaller than 5 GB: The notification includes links to download the submission dossier as a ZIP file and the Export Summary files as a separate ZIP file. The submission and export summary file links will expire 14 days after the export request.
- Submissions larger than 5 GB: Vault delivers the submission dossier uncompressed to the File Staging Server (FSS). The notification identifies the location of the export in the user’s folder under Submissions Archive Export, organized by the numeric Job ID.
Note: This behavior applies to exports initiated through the Vault user interface. The Single Submission Export public API always delivers the submission, compressed to the File Staging Server, regardless of the export size.
Note: Vault will not include the following characters in the file name of an export: <,>,:,”“,/,|,?,*
Exporting Published Submissions
You can export submissions published by Veeva Publishing via the Archive Export API. Any submission, regardless of whether it was published in Vault or imported into the system, can both be completed via the API. Published submissions with the following Dossier Status values can be exported:
- Publishing Active
- Publishing Inactive
- Transmission Failed
- Transmission Successful
- Transmission in Queue
- Transmission in Progress
Exporting Correspondence Documents
When you initiate an export, Vault selects Export entire submission from Submissions Archive by default. The Correspondence folder includes both Application-level and Submission-level correspondence documents.
You can use the Expand All and Collapse All actions to quickly navigate the submission hierarchy.
Note: To ensure optimal performance, Vault displays a maximum of 5,000 items (sections and files for export) per expand request. If a section or submission contains more than 5,000 items, Expand All displays the first 5,000.
Key Considerations
For Large Submissions, if there are items that are not visible after clicking Expand All, that means the maximum number of items viewable at one time is reached. Refresh your browser to reset the Refine Selection page, and click into specific sections to expand rather than using Expand All.
Partial Export Limitations
When selecting specific items for a partial submission export, you can select up to 1,000 individual items in the submission. If your selection exceeds this limit, Vault disables the Next button. To avoid this, select the parent section folder when exporting all of its items, rather than selecting each document individually. Full submission exports do not have a selection limit.
Export Output
Note: Vault no longer generates the legacy export_results.txt file.
Vault separates your export into two compressed files:
[Application Folder Name from Source File Path]-[Submission Folder Name from Source File Path].zipcontains the exported submission dossier files.[Application Folder Name from Source File Path]-[Submission Folder Name from Source File Path]-export-summary.zipcontains the system-generated CSV files, includingexport_results.csv,manifest.csv, andexport_warnings.csv(if applicable).
Exporting US eCTD Grouped Submissions
You can export a US eCTD Grouped Submission from either the Lead Submission or a Related Submission.
When you export a Related Submission, Vault automatically exports the associated Lead Submission in the background. You do not need to navigate to the Lead Submission before starting the export.
This behavior applies to both US eCTD 3.2 and US eCTD 4.0 Grouped Submissions.
Exporting Large Submissions
If the total file size of the submission exceeds the 5.0 GB user interface download limit, Vault seamlessly routes the submission, uncompressed, directly to your Vault’s File Staging server.
When the export is complete, you will receive a Vault notification and email containing a Job ID and the specific file staging path. You can find your uncompressed submission in the Submissions Archive Export folder within your personal user folder on file staging. The folder structure matches the hierarchy used during the original submission import.
From the File Staging server, you can download the export at your convenience. Your export also includes a Manifest CSV file, an Export Summary CSV file, export Correspondence documents (if enabled), and a file.
To access your exported files, see Accessing Your Vault’s File Staging.
Note: You must have a security profile with the File Staging: Access permission to retrieve large submissions. If you do not have this permission, Vault still successfully exports the uncompressed submission to the server, but you must contact a Vault Admin to retrieve the files for you.
Limits
Vault places limits on exports:
- The total compressed export package cannot exceed 5.0 GB when downloading directly from the Vault user interface. Submissions exceeding this limit are automatically routed to the File Staging Server (FSS).
- If the Submissions Archive Export folder on the File Staging Server (FSS) already contains more than 1 TB of data, the user initiating the bulk export receives a notification to clear space in the folder before Vault can export additional submissions to that location.
Related Permissions
The following permissions control your options for exporting an archive:
| Type | Permission | Controls |
|---|---|---|
| User License Type | Full User | Ability to access the Export action on a Submission record |
| Security Profile | RIM Submissions Archive: Export | Ability to access the Export action on a Submission record; 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 connect to file staging and download files extracted during a submission export (document source files and renditions); this permission does not grant the ability to upload files to file staging or view directories created by other users. |
| Security Profile | Tabs: Viewer: View | Ability to access the Viewer tab. |
| Object Sharing Settings | Viewer | Ability to view the Submission record if Custom Sharing Rules are enabled for the object. |
| Document Role | View Document | (On Submissions Archive) Ability to access the Submissions Archive. |
| Document Role | Download Source | (On documents in the archive) Ability to download the source file for a given document via export. |
Note: If your Vault has the Show inactive Applications and Submissions in Viewer setting enabled, the Export and View actions remain visible for submissions with a status of Inactive, provided the user has the appropriate permissions configured in the Submission Object Lifecycle.