# EDL Administration

Expected Document Lists (EDLs) help your organization to measure the completeness of projects like clinical studies. The feature achieves this using the _EDL_ and _EDL Item_ objects, as well as automatic and manual processes that match documents to individual _EDL Item_ records and populate document count and completeness fields. Learn more in [Working with EDLs](/en/lr/32749/).


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      <p><strong>Note</strong>: In RIM Vaults, EDLs are labeled as <em>Content Plans</em>.</p>
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## Setup Overview

To set up EDL, you need to complete the following processes:

  * Enable EDLs
  * Set up custom matching fields
  * Activate the matching job
  * Set up EDL templates
  * Configure an _EDL Item with Matched Documents_ report type (optional)
  * Restrict EDL actions with [Atomic Security](/en/lr/47850/) (optional) 

## How to Enable EDLs

Select the **Enable Expected Documents Lists (EDL)** option in **Admin > Settings > General Settings** to turn on this feature. 

_EDL Item_ to document matching can also exclude and unmatch inactive document types. Contact Veeva Support to enable this additional functionality.

## Automatic Document Matching {#automatic-document-matching}

Automatic matching links documents to _EDL Item_ records based on matching field values. With EDL item matching, there are several options for matching documents: batch matching, continuous matching, and manual matching.

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      <p><strong>Note</strong>: Manual matching is only available in Regulatory and RegulatoryOne Vaults.</p>
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### How to Set Up Custom Matching Fields {#custom-fields}

Matching fields are criteria that Vault uses to match individual documents to an _EDL Item_ record. Often, you'll need to set up custom matching fields. These can be text-, picklist-, or object-type fields.

To set up a new matching field:

  1. From **Admin > Configuration > Document Fields**, verify that the document field exists. If you plan to match on document type, also verify that the field applies to the specific document type. Make a note of the document field name, for example, _product\_\_v_.
  2. From **Admin > Configuration > Objects > EDL Item > Fields**, verify that an analogous field exists. Verify that the field name matches that of the document field, excluding the suffix, for example, _product\_\_c_. If an analogous field doesn't exist, create a new field on the object. Picklist fields on _EDL Item_ cannot be multi-value. The _EDL Item Field Label_ cannot exceed 40 characters.
  3. From **Business Admin > Picklists > EDL Matching Field**, add a new picklist value. The value name must match that of the document and object fields, for example, _product\_\_c_. You may only add 20 fields to this picklist.

### Continuous Matching {#continuous}

The [continuous matching feature](/en/lr/32749/#continuous) matches _EDL Items_ to documents whenever you make a change to documents or _EDL Item_ records. Continuous matching has a limit of 1,000 documents per EDL item. This feature is automatically enabled when you enable EDLs and [activate batch matching][1].

Continuous matching is disabled for documents you create or update in [Document Migration Mode](/en/lr/54028/) or if the batch matching job is inactive.



### Activating Batch Matching {#activating_batch_matching}

The _Match EDL Items to Documents_ job definition within the [job scheduler](/en/lr/24762/) is inactive by default. To activate it, navigate to **Admin > Operations > Job Definitions** and select the job definition. Click **Edit** and set the **Status** field to _Active_.



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      <p><strong>Note</strong>: The batch matching job will not execute successfully if there are duplicate <a href="/en/lr/618/">document type</a> labels, even if they are inactive.</p>
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Batch matching evaluates all _EDL Items_ with the **Status** field set to _Active_.

If needed, you can change the scheduling, job owner, or document conditions. You cannot create new jobs with the _Match EDL Items_ job type. If your Vault uses a document state like _Not Needed_, rather than deleting unneeded documents, you may want to add a condition that excludes documents in that status, so that Vault doesn't include them in _EDL Item_ matching document counts.

### How to Manually Trigger Batch Matching Jobs

Vault runs the matching job daily. If needed, you can trigger the job to start immediately.

  1. Open **Admin** > **Operations** > **Job Status**.
  2. Find the job definition. In the **Actions** menu, choose **Start Now**.



## Manual Matching {#manual_matching}

[Manual _EDL Item_ to document matching](/en/lr/32749/#manual) enables users to manually match and unmatch documents, lock the _EDL Item_ match to a specific document version, and exclude specific matched documents from completeness counts.

In RIM Vaults, this feature is enabled by default.

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      <p><strong>Note</strong>: When manually matching or unmatching documents while the matching job is inactive, the <em>All Document Count</em>, <em>Completeness</em>, and <em>Steady State Document Count</em> fields are updated only when a document is manually matched or unmatched. For example, if a document not yet in <em>Steady</em> state is manually matched, it moves to the <em>Steady</em> state but the <em>Steady State Document Count</em> field does not update with a new value.</p>
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## Matched Document Version Locking {#matched-document-version-locking}

You can lock a matched document version to an EDL Item. By default, you can only lock documents in the Steady and Superseded lifecycle states, but you can configure other document lifecycle states to be lockable as well. All locked documents in any such lifecycle states are tracked for each EDL Item in the _Locked Document Count_ field.

To enable locking documents in additional lifecycle states, you must:

* Populate document lifecycle states in the _Lockable Document States_ field.
* Configure the new field in the _EDL Item_ object page layout.

### How to Enable Matched Document Version Locking

1. Navigate to **Admin > Settings > General Settings** and locate the **Expected Document List (EDL) Options** section.
2. In the **Lockable Document States** field, select up to ten (10) active document lifecycle states.
3. [Configure the object page layout](/en/lr/26387/#fields) to display the [_Locked Document Count_](/en/lr/32749/#edl-fields) field. Vault maintains this field as matched documents are locked, unlocked, and unmatched. Admins in RIM Submissions Vaults can also configure the [_Progress Icon_ formula field](/en/lr/64518/) to reference _Locked Document Count_.

Once you have completed these steps, end users can view and lock matched document versions in any of the lifecycle states you have selected.


## EDL Templates {#how_to_set_up_edl_templates}

Templating for EDL uses the _EDL Template_ and _EDL Item Template_ objects. Vault uses these templates when users initiate the **Create EDL from Template** action.

Prior to V16, templating used a field (_Is Template_) on the EDL object. These objects replace that functionality.

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### How to Create EDL Templates

  1. Navigate to the _EDL Template_ object, either through a custom tab or in **Business Admin > Objects**.
  2. Click **Create**.
  3. Fill the required fields, as well as any additional fields required for your template.
  4. Click **Save**.

After creating your EDL template, you can create and associate _EDL Item Templates_ with it.

### How to Create EDL Item Templates {#how-to-create-edl-item-templates}

1. Navigate to the _EDL Item Template_ object, either through a custom tab or in **Business Admin > Objects**.
2. Click **Create**.
3. Fill the required fields, as well as all fields required for matching in the _EDL Template_.
6. Click **Save**.

### Object Types & EDL Templates {#object_types}

We recommend not using object types for _EDL Templates_ and _EDL Item Templates_, as it can cause the _Match EDL Items_ job to fail. If you decide to enable object types on _EDL Templates_ and _EDL Item Templates_, we recommend that you contact your Vault representative first.

If you don't have the following fields configured for every object type, the _Match EDL Items_ job will fail and you may be unable to create EDLs from templates.



#### Fields on EDL Template & EDL

  * _Last Matched Time_
  * _Iterations without Updates_
  * _Copied From_
  * _Source EDL Template_
  * _Parent_ (if enabled)

#### Fields on EDL Item Template & EDL Item

  * _All Document Count_
  * _Completeness_
  * _Steady State Document Count_
  * _Source EDL Template_
  * _Source EDL Item Template_

## Reporting on EDL Items & Matched Documents {#reporting}

You can configure report types in your Vault to report on _EDL Items_ and their matched documents. You can use an _EDL Item with Matched Documents_ report type to see which documents matched to which _EDL Item_ record without navigating to each individual _EDL Item_ record. To configure this report type, use _EDL Item_ as the **Primary Reporting Object**, and report on both the _Matched Documents_ object and _Documents_.

Vault automatically creates _Matched Documents_ records during _EDL Item_ to document matching. This complex join object represents the relationship between the _EDL Item_ and the matched document.

The _Matched Documents_ object only has reportable fields when manual matching is enabled. You can report on the following _Matched Document_ fields:

  * _Version is Locked_
  * _Source_
  * _Include in Total_
  * _Created By_
  * _Created Date_
  * _Modified By_
  * _Modified Date_

Vault includes the most recent document version in the report. If the version is locked via manual matching, Vault shows that specific version.

##  Restricting EDL Actions with Atomic Security {#restricting-edl-atomic-security}

You can restrict the following actions in an EDL item's lifecycle state using [Atomic Security for objects](/en/lr/47850/):

  * _Create Placeholder_
  * _Create Document from Template_
  * _Upload_
  * _Match Documents_
  * _Add Document_ (manual matching)
  * _Remove Document_ (manual matching) 
  * _Lock Version_ (manual matching)
  * _Unlock Version_ (manual matching)
  * _Exclude Document_ (manual matching)
  * _Include Document_ (manual matching)
  * _Viewing the Add Document button_ (manual matching)

By default, users with the _Objects: EDL Item: Edit_ and _Application > EDL Matching > Edit Document Matches_ permissions can execute these actions and view the _Add_ button. Users that previously had permissions to perform these EDL item or manual matching actions can continue to do so.

## Related Permissions

You can complete all steps in this article with the standard _System Admin_ or _Vault Owner_ profile.

If your vault uses custom security profiles, your profile must grant the following [permissions](/en/lr/22824/):



|Type|Permission Label|Controls|
|--- |--- |--- |
|Security Profile|Objects: EDL|Ability to create and edit EDL records; necessary for working with templates|
|Security Profile|Objects: EDL Item|Ability to create and edit EDL Item records, including object actions; necessary for working with templates|
|Security Profile|Objects: EDL Template|Ability to create and edit EDL Item Template records. View permission needed to create EDLs from a submission.|
|Security Profile|Objects: EDL Item Template|Ability to create and edit EDL Template records.  View permission needed to create EDL Items from a submission.|
|Security Profile|Admin: General Configuration: Edit|Ability to enable features in General Settings|
|Security Profile|Admin: Jobs: Edit|Ability to edit the batch matching job definition|
|Security Profile|Application: EDL Matching: Run|Ability to access the "start" action on scheduled batch matching job|
|Security Profile|Application: EDL Matching: Edit Match Fields|Ability to edit the EDL Matching Field value on an EDL record; necessary to define custom matching fields on a template|
|Security Profile|Application: EDL Matching: Edit Documents Matches|Ability to lock the document version matched with an EDL Item record, exclude or include matched documents in summary fields, and manually match or unmatch documents from an EDL Item|
|Security Profile|Admin: Objects: Edit|Ability to edit the EDL Item object configuration; necessary to edit field definitions for custom matching fields|
|Security Profile|Admin: Picklists: Edit|Ability to edit picklists; necessary to edit picklist for custom matching fields|
|Security Profile|Admin: Report Types: Create|Ability to create and edit new report types; necessary to create an EDL Item to Matched Documents report type.|

Learn more about [permission sets](/en/lr/22824/).


 [1]: #activating_batch_matching