# Submission Import Configuration (RIM) RIM Submissions Archive allows users to [import final submission dossiers](/en/lr/28082/) for your organization's records and later review. This article discusses the configuration required to allow users to import submissions in your Vault.
## Setting Up Submissions Archive Document Fields Before users can import submissions, you must complete the following: * Associate the _Applications_ (`applications__v`) document field with the _Submissions Archive_ document type. * Associate the following document fields with the _Submissions Archive > Content_ document type: * _Submissions_ (`submissions__v`) * _Archive Sections_ (`archive_sections__v`) * _Submissions Archive Document Section_ (`submissions_archive_document_section__v`) * Optional: Contact Veeva Support to have the _Submissions Archive Document Section_ field populated on existing Submissions Archive content in your Vault. When users import a submission dossier, Vault automatically populates these document fields. You can configure [Dynamic Access Control](/en/lr/31824/) to define more granular rules about submission content. For example, you can configure a custom field, _Financial_, to group related sections, and create a lookup to the grouping field on the _Submissions Archive_ document type. You can then migrate current Dynamic Access Control rules to leverage the new document lookup field. ## Object Configuration You can enable several submission import options by configuring Vault objects: * Enable [attachments](/en/lr/15057/#customizestandardobjects) on the _Submission_ object to allow Vault to add import results as attachments on _Submission_ records. Users can then access import results more easily. * Add the _Dossier Details_ lookup field and the _Dossier Status_ field to all _Submission_ object types and page layouts. This allows users to access the related _Dossier Details_ records that Vault creates or updates when users import or re-import submissions. ## Duplicate Content Detection Enable [Duplicate Content Detection](/en/lr/63141/) to allow Vault to reuse existing Submissions Archive documents based on the MD5 checksum value rather than creating duplicate documents. We recommend enabling this option for all RIM Vaults. ## Automatic Sequence ID Generation Enable the **Automate the Sequence ID creation** checkbox on the **Admin > Settings > Application Settings** page to allow Vault to [automatically calculate and assign a _Sequence ID_](/en/lr/65236/#sequence-id) (`xml_submission_id__v`) when users create a new _Submission_ record. ## Submission Import Settings {#import-settings} There are several submission import settings that you can enable or disable from the **Admin > Settings > Application Settings** page. ### Imports with Unreferenced Files You can allow users to upload files that aren't referenced in the eCTD XML, for example, European working documents or Swiss submission cover letters. Select the **Import files not referenced in the eCTD XML** checkbox to allow submission imports with unreferenced files. ### Bulk Submission Imports From a list of _Submission_ records, users can start a [bulk action](/en/lr/33725/) to import a single dossier to multiple submissions. Select the **Enable Submission dossier import through Bulk Action** checkbox to allow bulk submission import in your Vault. ### Enable Submission Imports with Invalid XMLs By default, Vault prevents users from importing submissions with invalid XMLs through the Vault UI. To allow users to import submissions with invalid XMLs, set the **Allow imports to proceed with invalid XML** checkbox. When a submission XML is invalid, Vault will display a warning but won't block the submission import. ### Enable Submission Level ZIP Imports By default, Vault prevents users from importing ZIP files located inside the submission folder. When the **Process Zip imports at the Submission level** checkbox is set, Vault processes all ZIP file uploads as if the file contents were created at the submission level of the application, and files at the root of the ZIP become attachments of the submission. If attachments are not enabled, Vault places the files at the root of the Submissions Archive Viewer. ### Automatic Record Population from Imported XML When the **Automatically populate records based on Imported Submission XML** checkbox is set, Vault automatically reads the incoming XML file and populates or overwrites missing or discrepant key Vault record fields. Vault displays a tooltip on cursor hover of the application setting label that explains what the application setting does. The text displays as: “When enabled, Vault will populate select fields on Object Data from values in an incoming eCTD XML. **Learn more**.” Click **Learn More** to navigate to a Vault Help article that explains the Application Setting functionality. ## Submissions Archive Viewer Settings {#viewer-settings} There are several settings for the Submissions Archive Viewer that you can enable or disable from the **Admin > Settings > Application Settings** page.
### Correspondence Documents You can allow users to view correspondence documents tied to applications and submissions in the Submissions Archive Viewer. See [Enabling Correspondence Documents in Submissions Archive](/en/lr/61009/) for detailed instructions. ### Empty Section Indication Setting the **Enable identifying empty sections in the viewer** checkbox allows Vault to calculate and apply a visual styling in the viewer, indicating which sections in a submission do not contain documents. Once enabled, this setting cannot be disabled. See [Submissions Archive Empty Section Indicator][13] for additional setting and job behavior considerations. ### Email Preferences Configuring the following Notification Templates to _Email Preference: Every Occurrence_ ensures pertinent information is delivered via Vault Notification Emails: * _SubmissionsArchive Import Complete_ (`submissionsarchive_import_complete__v`) * _SubmissionsArchive Import Warning_ (`submissionsarchive_import_warning__v`) ## Configuring Submission Reimport Users may need to replace a submission dossier that was imported previously, for example, when a leaf operation is incorrect or a file needs to be replaced prior to finalizing the dossier. Complete the following step to allow users to remove the previous dossier and import a new one in a single step: 1. Navigate to **Admin > Configuration > Objects > Submissions > Actions** and set the **Reimport** action to _Active_. 2. Add the **Reimport** action to all object types for the _Submission_ object. 3. Update any custom permission sets to include the _Reimport_ object action permissions. 4. Optional: Configure [Atomic Security][9] on _Submission_ lifecycle states to define the states in which users can access the **Reimport** action. ## Configuring Submission Import with Vault File Manager You can set up your Vault to allow users to import submission content using Vault File Manager for Windows. See [Configuring Submission Import with Vault File Manager](/en/lr/63365/) for detailed instructions. ## Configuring Submissions Archive Jobs RIM Submissions Archive includes several jobs to help manage submission documents in your Vault. Navigate to **Admin** > **Operations** > **Job Definitions** to [activate and schedule these jobs](/en/lr/22897/). ### Auto-Delete for Orphaned Submission Documents Submission documents can become orphaned when a user imports them as part of a Submissions Archive dossier, then removes the submission structure. Vault can automatically delete these documents as a daily batch job to prevent users from referencing them. You can enable auto-delete by making the _Submissions Archive Delete Orphaned Files_ standard job active. ### Submissions Archive Harmonization RIM Submissions Archive includes the _Submission Archive Harmonization_ job to correct leaf lifecycle operations. Schedule this job to enable Vault to correct instances when submissions have broken references. In addition to the scheduled daily job, another type of _Submissions Archive Harmonization_ job runs automatically at the end of a Submission import, removal, or reimport if the queue is empty. This job instance corrects the eCTD submission placeholder files Vault creates when processing bulk imports asynchronously. The _Submissions Archive Harmonization_ job only considers submissions and content imported within the last 30 days. Content published directly in Vault is not impacted. If you import eCTD or EAEU submissions out of sequential order, ensure that you import any cross-referenced submissions within 30 days of each other. If cross-referenced submissions fall outside of the 30-day window, the submission structure or documents may not display as expected in the Viewer (for example, displaying a placeholder instead of the actual document that exists in the Submissions Archive). ### Submissions Archive Empty Section Indicator {#empty-section-indicator} When the related Submissions Archive application setting is enabled, Vault calculates the content of all existing imports by immediately activating, scheduling, and queueing the _Submissions Archive Empty Section Indicator_ job. Subsequent calculations (job runs) are processed via Vault Java SDK record triggers: * From Submissions Archive, as submissions are imported or removed. * From Submissions Publishing, when an on-demand or continuous publishing event creates, updates, or deletes nodes. These events include when publishing is set to _Inactive_ on a US Grouped Submission and the system replicates the US Grouped Submission to each of the target applications. Vault schedules the _Submissions Archive Empty Section Indicator_ job to run five (5) minutes after these events to allow their associated jobs to complete. ## Configuring Atomic Security for RIM Actions {#atomic-security} With [Atomic Security](/en/lr/47850/#Atomic_Security_Actions), you can secure RIM standard actions within an object lifecycle based on the state of the record and the user's assigned role. Atomic Security is available for most actions in Submissions Archive Vaults. However, certain actions on the _Submissions_ object are only available in the following conditions: * When _Submissions Archive Status_ and _Dossier Status_ fields are empty or null, the **Import** action is available. * When _Submissions Archive Status_ and _Dossier Status_ fields have a value of _Import in Queue_ or _Import in Progress_, the **Cancel Import** action is available. * When _Submissions Archive Status_ and _Dossier Status_ fields have a value of _Import Successful_, the **Remove Submission** action is available. * When _Submissions Archive Status_ and _Dossier Status_ fields have a value of _Removal in Queue_ or _Removal in Progress_, the **Cancel Removal** action is available. Vault logs all Submissions Archive actions in the audit trail. [9]: #atomic-security [13]: #empty-section-indicator