Note: This feature is only available in Vaults licensed for both RIM Submissions and RIM Submissions Archive. Active Dossier generation from Global Content Plan Dispatch requires a license for RIM Registrations.
Important: Vault can only use active Regulatory Objective relationships during the calculation, including active Submission Regulatory Objectives. This means that if the parent Submission or Regulatory Objective is in a lifecycle state where records are inactive, the calculation will not run.
## Configuring Active Dossier Workflows
### Configuring an Active Dossier Workflow for Submissions {#submission-workflow}
Vault includes a system action that generates _Active Dossier_ records automatically after the submission lifecycle state change is applied. Configure a new [object workflow](/en/lr/33550/) that includes this system action as follows:
1. Navigate to **Admin > Configuration > Workflows** and click **Create**.
2. Select the **Object Workflow** type in the _Create Workflow_ dialog and click **Continue**.
3. Enter a **Label**. We recommend _Generate AD records from Submissions_.
4. In the **Lifecycle** field, select **Submission Lifecycle**.
5. Set the **Allow auto-start from entry action and event action** checkbox.
6. Click **Save** to save the workflow and begin adding steps.
7. Create a **Generate AD Records** step and select the **System Action** type.
8. In the **System Action** field, select **Populate the Active Dossier**.
9. Click **Save**.
10. Activate the workflow.
#### Disabling Submissions Archive Path from Active Dossier Generation
You can use the **Disable Archive Population Path** setting on the **Populate Active Dossier** workflow system action to only search the Content Plan documents and metadata to create records. If you select the **Disable Archive Population Path** setting, Vault disregards the documents associated in the Source References relationship on the Submissions Archive documents when populating the Active Dossier.
If you are using Veeva Submissions Publishing, the published Archive document and related Archive node are set based on the Published Document on the Content Plan Item. If a Content Plan is not published with Veeva Submissions Publishing, then the Archive fields will not be set on the records created from the Content Plan.
#### Enabling Active Dossier Global Tracking
You can use the **Enable Active Dossier Global Tracking** setting on the **Populate Active Dossier** workflow system action to update Active Dossier records created from Global Content Plan Dispatch from _Dispatched_ to _Submitted_ status when the same document version is submitted in a Submission Content Plan, without
product or study metadata comparison. When **Enable Active Dossier Global Tracking** is de-selected, Active Dossier records created from dispatch are updated from _Dispatched_ to _Dispatched, Not Submitted_ when the same document version is submitted in a Submission Content Plan and its submission relationships do not match those of the dispatched record.
## Configuring Active Dossier Generation from a Global Content Plan Dispatch {#configuring-active-dossier-generation-from-global-content-plan-dispatch}
When Global Content Plan creation and dispatch are configured in your Vault, enable the _Populate Active Dossier_ action to generate [Active Dossier](/en/lr/71782/) records from a dispatch.
1. In the _Content Plan_ lifecycle, update the configured _Dispatch Global Content Plan_ user actions to use the _Populate Active Dossier_ configuration option. When following the [recommended configuration for Content Plan Dispatch](/en/lr/77855/#configuring-object-actions), these actions appear in the _Draft_ and _Baselined_ states.
2. In the _Event_ lifecycle, update the configured _Dispatch Global Content Plan_ user actions to use the _Populate Active Dossier_ configuration option. When following the [recommended configuration for generating Global Content Plans](/en/lr/77854/#configuring-the-event-lifecycle), these actions appear in the _Planned_, _In Progress_, _In Regulatory Assessment_, and _Regulatory Assessment Complete_ states.
3. Optional: Use the [_Active Dossier Loader_ object][11] to set the relevant _Event_, _Activity_, and _Needs Submission_ values in existing _Active Dossier Item Detail_ records.
Note: For optimal feature performance, we recommend enabling Attachments on the Submission and Event objects, as well as enabling the Enable Content Plan Comparison Application Setting. Otherwise, Active Dossier records may generate inconsistently from the Global Content Plan dispatch.
Note: For Veeva to properly maintain Active Dossier records, you cannot delete standard Active Dossier Template records, nor update a standard record’s RIM UUID Reference Model fields.
We recommend updating the *Name* on existing _Active Dossier Template_ records to match the _Display Name_ for easier readability of the _Root_ record when the multiple hierarchy selector is displayed in the Viewer. This includes renaming the existing _Root_ record for CTD with the _Vault RIM UUID_ of f2d76f48-91bc-4a31-b254-3cdaaa81fc14 so that the hierarchy selector displays that Root name instead of the current auto-numbered string, for example "ADT-000089".
## Loading Active Dossier Records {#loading-active-dossier-records}
If your organization is adopting Active Dossier to replace an existing custom solution or an external system for tracking submitted documents in Vault, you can use the _Active Dossier Loader_ object to generate the necessary records. We recommend leveraging [Vault Loader](/en/lr/26607/) to create _Active Dossier Loader_ records in bulk.
Once you've [migrated source documents](/en/lr/26605/) into your Vault Library, prepare a CSV input file containing the required and optional object fields to load to the _Active Dossier Loader_ object.
When you load data to the _Active Dossier Loader_ object, Vault uses it as an intermediate staging object to assess the standing of _Active Dossier Item_, _Active Dossier Item Detail_, and _Active Dossier Structure_ object records in your Vault. Following the assessment, Vault creates or updates these records according to the input file.
The CSV output file Vault sends once the load is complete does not include the _Active Dossier Item_, _Active Dossier Item Detail_, and _Active Dossier Structure_ records it created based on the Active Dossier Loader object data. You can confirm these records directly in your Vault, or extract the data from each object using Vault Loader.
The sections below outline the _Active Dossier Loader_ [required][12] and [optional][14] object fields to include in your CSV input file, as well as the target objects and fields Vault creates, populates, and updates during the loading process.
### Required Fields {#required-fields}
The table below describes the fields required to load to the _Active Dossier Loader_ object.
Note: To prevent invalid metadata combinations, only one of the fields marked with an asterisk (*) can be populated. For example, the Active Substance field should remain blank when the Product field is populated.
Note: If Dynamic Access Control is enabled in your Vault for any of the below objects, a corresponding matching or custom sharing rule must be in place to ensure users can view and work with records.
Note: Fields marked with an asterisk (*) are collectively the minimally-required fields to which users must have Edit access in order to create Active Dossier records in the Editor. If a user is missing Edit permission to any of them, the drag-and-drop action fails.
Note: If Dynamic Access Control is enabled in your Vault for any of the below objects, a corresponding matching or custom sharing rule must be in place to ensure users can view and work with records.