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 be incomplete. You should check the
export_warnings.csvfile and review any 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. Click the included link to download a ZIP file.
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 Large Submissions
If submissions exceed Vault export limits and you have the correct permissions, you can choose to export the submissions to Vault file staging rather than reducing your export size. To access file staging, see Accessing Your Vault’s File Staging.
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. From here, you can download the export at your convenience. Your export also includes a Manifest log file, an Export Summary file, correspondence documents (if enabled), and a failure log file.
You must have a security profile with both the RIM Submissions Archive: Export and File Staging: Access permissions to export large submissions to file staging.
Limits
Vault places some limits on exports:
- Exports cannot include more than 50,000 files.
- The total export cannot exceed 5.3GB (5368709120 bytes).
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.