# Sending Documents & Document Requests With Veeva Site Connect , you can send documents and document requests to any study site. You can send individual documents and document requests to a site from [the Library and *Expected Documents*][3], or send [Site Packages][4] to multiple sites at once using a single bulk action. Vault creates _Distribution Tasks_ to track the contents, status, and destination of each document version transferred via Veeva Site Connect.
## Sending from Library & Expected Documents {#send-from-library-expected-documents} You can send documents to target sites directly from your Library or _Expected Documents_ via user actions. When sending documents, Vault prompts you for different entries depending on the level of the document or document request. Vault determines if a document is site-, country-, or study-level based on the following criteria: * **Site-level**: One or more values in the _Study Site_ document field. * **Country-level**: One or more countries in the _Study Country_ field and no value in the _Study Site_ field. * **Study-level**: One or more values in the _Study_ field and no value in the _Study Country_ field or _Study Site_ field. You can view the following information about if or when each document version has been sent to one or more sites in the document information panel: * **Sent to Site(s)**: _Yes_ or _No_; whether the document version has been sent to at least one site. * **Initial Sent to Site(s) Date**: The first date that the document version was sent to a site. * **Last Sent to Site(s) Date**: The most recent date that the document version was sent to a site. * **Received from Site(s) Date**: The first date that the document version was received from a site. ### Send Documents From Library {#send-from-library} To send documents in your Library to the target Vault: 1. Select the **Send to Sites** option from the document's **Actions** menu. 2. Select an **Action** and **Due Date**. For study and country-level documents, select the **Study Sites** that will receive the document. 3. Optional: Enter **Comments**. 4. Click **Next** or **Send**. 5. For study-level, country-level, and multi-site level documents, select the **Study Sites** that will receive the document. Vault only displays active _Study Sites_ in the dialog. 6. Click **Send**. When you send study-level, country-level or multi-site level documents to study sites, Vault creates _Distribution Tasks_ for each study site. You will receive a notification when the document distribution is complete. Within ten minutes, Vault sends an email to _Study Persons_ with valid _Study Person Responsibility_ records for the _Maintain Essential Documents Responsibility_ for each applicable _Study Site_. In Vaults with the _Enable Subartifacts_ setting enabled, when you send a document to a site, Site Connect populates the _Subartifact_ field on the corresponding _Distribution Task_ with the _Subartifact_ value from the document. When a site completes their 'Revise and Return' _Distribution Task_ for a study-level, or multi-site level document, the system creates a new document in the Clinical Operations Vault with the study site tagged to it. When a site completes and returns a _Distribution Task_ for a site-level document, the system up-versions the document. ### Send Documents & Document Requests From Expected Documents {#send-from-expected-documents} To send matched _Expected Documents_ to the target Vault: 1. Navigate to **Planning > Expected Documents** and select the _Expected Document_. 2. From the **Actions** menu, select the option to send matched documents. If the record contains matched documents, Vault will send a site-specific version of the document to the site. If the record does not contain any matched documents, Vault will send a request to the site to provide the document. 3. Select an **Action** and **Due Date**. 4. Click **Next** or **Send**. 5. For study-level and country-level documents, select the **Study Sites** that will receive the document. 6. Click **Send**. Within ten minutes, Vault sends an email to _Study Persons_ with valid _Study Person Responsibility_ records for the _Maintain Essential Documents Responsibility_ for each applicable _Study Site_. ### Recalling a Document To recall a document: 1. Navigate to the document you want to recall in the Library. 2. From the **Actions** menu, select **Mark Recalled from Site**. 3. Select the **Study Site(s)** from which you want to recall the document. 4. Enter a reason for why the document needs to be recalled. This reason is saved to the corresponding _Distribution Task_. 5. Click **Yes**. Vault strikes through the document name in the row grid on the _Site Home_ page and users can no longer click it. In addition, site users can see the Sponsor or CRO's recall reason in an email and Vault notification. ## Automating Document Exchange with Study Sites Vault provides the ability to automate document distribution and requests sent to study sites. Sponsors and CROs can determine which documents are auto-distributed by setting **Auto-distribute document action** to either **Revise & Return** or **None** on the document. An hourly job titled _Automated Document Distribution_ picks up these documents and creates _Distribution Task_ records only if the _Connected Study_ _Type_ field on the related _Study_ record is set to _Document Exchange_ and _Auto-document exchange_ is enabled on the related _Study Site_ records. Documents also support a _Sponsor/CRO Comments_ field which is included in the _Distribution Task_ that is created for the site.
To create auto-document requests, enable the _Auto-request from Site_ field on _Expected Document_ records. You can also include _Sponsor/CRO Comments_. For site-level _Required_ EDL records, if _Auto-request from Site_ is enabled, Vault creates one or more _Distribution Task_ records with the _Action_ field set to _Provide Original_.
Vault creates _Distribution Task_ records based on the _# Expected_ value and the _All Document Count_ value. When the _# Expected_ field value is greater than the _All Document Count_ field value, Vault creates _Distribution Task_ records for the difference between the two values. For example, if the _# Expected_ value is five and the _All Document Count_ field value is two for an _Expected Document_ record, Vault creates three _Distribution Task_ records. Vault creates additional _Distribution Tasks_ when the _# Expected_ value increases. Vault also cancels open _Distribution Task_ records when the _# Expected_ value decreases or when the system matches documents to an _Expected Document_ record via manual upload, which increases the _All Document Count_ value. The default _Due Date_ is set to one week from distribution task creation for all site tasks, but you can change this value within the _Distribution Task_ record. Sites receive an email notification once a day for all documents and document requests sent via automated document exchange. The emails are sent everyday at 8:30 a.m. in the Vault's Timezone. To enable auto-document distribution: 1. Navigate to **Admin > Configuration > Document Fields**. 2. Locate the relevant document type and click **Add > Existing Shared Field > Auto-distribute document action**. This action adds the _Auto-distribute document action_ field to documents assigned with the selected document type. 3. Optional: Select **Add > Existing Shared Field > Sponsor/CRO Comments**. This action adds the _Sponsor/CRO Comments_ field to documents assigned with the selected document type. Although optional, this field is recommended. 4. Click **Ok**. 5. Navigate to **Admin > Configuration > Objects > Study Site > Layouts > Study Site Detail Page Layout**. 6. Add the **Auto-document exchange** field to the **Details** section of the layout. 7. Click **Save**. It is recommended to add _Auto-distribute document action_ and _Sponsor/CRO Comments_ to document types with Site Connect-related process names . It is also recommended to enable the _Auto-distribute document action_ and _Auto-document exchange_ fields during document or _Study Site_ object lifecycle state changes with desired conditions via an entry action or event action, such as using the _Process Name_ value or by classification. Use another event or entry action to clear these fields when the document or _Study Site_ record reaches a state not desired for auto-distribution.
To enable auto-document requests creation: 1. Navigate to **Admin > Configuration > Objects > Expected Document > Layouts.** 2. Add **Auto-request from site** and **Sponsor/CRO Comments** to each desired object layout. 3. Click **Save**. We recommend enabling _Auto-request from Site_ on _Expected Document_ records either manually with a field default via an event action , or by defaulting values from the related _Template Expected Document Auto-request from Site and Sponsor/CRO Comments_ fields. Use another event action to clear the field when the record enters a state not desired for sending auto-requests to sites. ## Sending Site Packages {#sending-site-packages} With Site Packages, you can send multiple documents and document requests to one or more _Study Sites_ for a _Study_ or _Study Country_. The pre-configured *Site Package Definition* that you select for a Site Package determines which template of documents your Vault will exchange with a site. ### Define Site Packages {#define-site-packages} Select the option to send Site Packages from the **Actions** menu of an active _Study_, _Study Country_, or _Study Site_ record. After selecting a **Site Package Definition** and **Due Date**, Vault displays a list of _Study Sites_ associated with the _Study_ or _Study Country_. Select the **Study Sites** that will receive a package and click **Next** to preview the Site Packages. ### Preview Site Packages {#preview-site-packages} Vault displays each Site Package for individual sites. Click on a package to view the documents and document requests included in that Site Package. To modify the contents of a Site Package, click **+ Add** to include additional documents and document requests or hover over an item and click the **X** icon to remove it from the package. Click into the **Comments** column to enter any relevant comments for individual documents. Depending on the *Site Package Definition* you selected for the Site Package, you may see default values in the *Comments* fields that an Admin has configured. Vault displays a red exclamation icon (Site Package Issue Icon) if an issue prevents Vault from sending a document or document request to the site. Hover over the icon to see the issue details. For example, Vault only sends documents in states that have been configured for the **Send Documents to Sites** user action and will indicate if one of the documents in the Site Package is not in the correct state.
After making adjustments and resolving any outstanding issues, click **Next** to confirm the Site Packages. Vault will remove documents with unresolved issues from the Site Package. Preview Site Packages ### Confirm Site Packages {#confirm-site-packages} Review the Site Packages that Vault will send to each _Study Site_. The summary includes an overview of how many items Vault will send to each _Study Site_. Click **Send** to send the Site Packages to the sites. ## Received from Site Notifications After any requested documents have been created in the Clinical Operations Vault from a specific _Study Site_, the requesting user receives a summary notification alerting them of the documents created. The frequency of these notifications varies based on Admin configuration . [3]: #send-from-library-expected-documents [4]: #sending-site-packages