Importing an eConsent Form

You can import eConsent forms into the Veeva eConsent editor using Microsoft Word documents, import codes, or eForm renditions to completely replace all of the content you currently have in a form. For example, you can download a Microsoft Word file, review and edit the form with an EC or IRB, then import the new version. Regardless of which method you use to import your eConsent form or what edits you make in the editor, the original file type of the document in Vault (.PDF or .DOCX) is maintained throughout the document’s life.

Importing Microsoft Word Documents

Word Document Formatting Requirements

  • Styles: You must add styles to your Word document to place content accurately in Word Document templates. If you do not use the styles, the document will not be imported cleanly. Complete the following steps to add styles:
    1. In Microsoft Word, select the text you want to function as section headings and apply the Heading 1 style to each applicable section of text.
    2. Select each heading you want to function as a block heading and apply the Heading 2 style to it.
    3. Select all body content and apply Normal style to it.

    Microsoft Document with a level 1 heading selected and the formatting toolbar displayed, showing the Styles menu expanded and Heading 1 selected.

  • Images: Ensure that any images are .JPG, .PNG, or .GIF files, and ensure that text boxes are not being used to change or add text on top of the images.
  • Lists: Avoid using bulleted and numbered lists in tables.
  • Tables: Ensure that any tables are readable in a portrait format. Landscape tables are converted to portrait.
  • Tracked Changes: Accept or reject tracked changes before you import a file. If you do not, edits and original text are both added as tex in the document.
  • Videos: Add videos after you import the document into the eConsent Editor.
  • Unsupported Items: The items below are not supported. Remove them from your document before uploading it for the best uploading experience.
    • Landscape orientation
    • Multiple columns
    • Comments
    • In-document links
    • Embedded objects, like Microsoft Excel or PowerPoint conetnt
    • Fields
    • Images with links
    • Microsoft Word Art, shapes, and drawings
    • Page breaks
    • Text boxes

Importing the Microsoft Word Document

Important: You must apply the correct Microsoft Word styles to the text before you upload it to ensure that the editor places content accurately in templates. If you do not use the styles, the text will not be imported into the correct sections. See the Styles bullet in the section above for information on adding styles.

Complete the following steps to import an eConsent form from a .DOCX file:

  1. In the eConsent Editor, select the Import icon in the top-right corner.
  2. Select Import Microsoft Word (.DOCX).
  3. Either drag-and-drop the .DOCX file into the box or browse for and select it. The maximum file size is 10 MB.
  4. Select Import Document. Any existing content in the editor is replaced.
  5. Save the document to Vault. We recommend saving a version to Vault before you begin editing so that you always have a version that represents the original imported content.

See Setting the eConsent Form Settings and Working with eConsent Sections and Content Blocks for more information on how to modify the form you imported.

Reverting Imported Edits

If you accidentally uploaded content and overwrote text you wanted to keep, you can select Undo Changes in the message at the top of the page to restore the previous content.

This option is available while you modify content, but if you select any of the check boxes, options, or settings in the sidebar, the message closes and you can no longer undo the changes.

Advanced Importing Options

Importing With Import Codes

Importing with a code allows you to import an eConsent form into the editor from your Vault or someone else’s using a code copied in the participant preview. To share a code, you can send the person importing the document a link to the participant preview or the import code itself.

Complete the following steps to import an eConsent form using an import code:

  1. If you don’t already have the code or haven’t sent it to the person importing the document, complete the following steps:
    1. Open the participant preview. You can access the link given to you, or you can select the Preview option from the Actions menu for the eConsent form in Vault.
    2. Select the Share icon Share Preview icon in the upper-right corner of the participant preview.
    3. Select the Copy to Clipboard icon Copy to Clipboard icon to copy the code. We also include instructions in the dialog for how to use the code if you want to share them.
    4. Continue with Step 2 if you’re importing the document, or send the import code to the person importing the document.
  2. In Vault, create a new blank ICF or a new draft of an existing blank ICF, then select the action to edit the eConsent form from the Actions menu.
  3. Select the Import icon Import icon in the upper-right corner of the editor.
  4. Select Import With Code.
  5. Paste the import code into the box, then select Import Document. All the content in the editor is replaced.
  6. Save the document to Vault. We recommend saving a version to Vault before you begin editing so that you always have a version that represents the original imported content.

See Setting the eConsent Form Settings and Working with eConsent Sections and Content Blocks for more information on how to modify the form you imported.

Importing eForm Renditions

Complete the steps below to import the .JSON file of an eConsent form into the editor. If you’re creating a copy of a document in your own Vault, we recommend that you copy the document in Vault instead.

  1. If you don’t already have the .JSON file or haven’t sent it to the recipient, select Veeva eForm from the download options in Vault for the document.
  2. In Vault, create a new blank ICF or a new draft of an existing blank ICF, then select the action to edit the eConsent form from the Actions menu.
  3. Select the Import icon Import icon in the upper-right corner of the editor.
  4. Select Import JSON.
  5. Either drag-and-drop the .JSON file into the box or browse for and select it. The maximum file size is 10 MB.
  6. Select Import Document. All the content in the editor is replaced.
  1. Review the content and ensure that all content pulled in as expected.
  2. Save the document to Vault. We recommend saving a version to Vault before you begin editing so that you always have a version that represents the original imported content.

See Setting the eConsent Form Settings and Working with eConsent Sections and Content Blocks for more information on how to modify the form you imported.