Vault Loader allows you to load data to your Vault or extract data from your Vault in bulk. Loader is particularly useful during migrations and on-boarding. Extracted information downloads to a CSV file, which you can load back into your Vault or into other systems. Click on an action name in the table for details.
| Available Bulk Actions | File | Batch Size |
|---|---|---|
| Extract Document Metadata | CSV output | up to 1,000,000 |
| Extract Document Version Metadata | CSV output | up to 1,000,000 |
| Extract Document Source Files | CSV output with links to file staging server | up to 10,000 |
| Extract Document Renditions | CSV output with links to file staging server | up to 10,000 |
| Extract Document Relationships | CSV output | up to 1,000,000 |
| Extract Object Record Metadata | CSV output | up to 1,000,000 |
| Extract Users | CSV output | up to 1,000,000 |
| Extract Groups | CSV output | up to 1,000,000 |
| Create & Update Documents | CSV input | unlimited; CSV must be under 1GB |
| Create & Delete Document Relationships | CSV input | unlimited; CSV must be under 1GB |
| Create & Delete Document Attachments | CSV input | unlimited; CSV must be under 1GB |
| Add Document Versions | CSV input | unlimited; CSV must be under 1GB |
| Add Document Renditions | CSV input | unlimited; CSV must be under 1GB |
| Update & Delete Document Roles | CSV input | unlimited; CSV must be under 1GB |
| Create, Update & Delete Object Records | CSV input | unlimited; CSV must be under 1GB |
| Create Object Record Attachments | CSV input | unlimited; CSV must be under 1GB |
| Create & Update Users | CSV input | unlimited; CSV must be under 1GB |
| Create & Update Groups | CSV input | unlimited; CSV must be under 1GB |
| Update & Delete Object Record Roles | CSV Input | up to 500; CSV must be under 1GB |
How to Enable Vault Loader
To enable Vault Loader, go to Admin > Settings > General Settings. Once enabled, the Loader tab appears in the Vault’s primary navigation bar. The location of the Loader tab may differ in Vaults where Vault Loader was previously enabled.
Loader Permissions
By default, only Vault Owners have access to the loader. To extend this functionality to other users or groups, assign them to a custom security profile that includes the Vault Loader permission, and the View permission for the Loader tab.
To perform any actions through Loader, you must also have the correct access for the action. For example, you cannot update documents on which you don’t have role-based permissions or create users without the appropriate security profile.
There are additional permissions and restrictions for file staging server access.
Concurrent Loader Jobs
Users can initiate concurrent Loader jobs, which Vault processes asynchronously by queuing them. Vault starts Loader jobs if the POD it is located on has open slots to run jobs, otherwise they are queued for processing in the order submitted.
Sequential Loader Tasks
When used via the Vault Loader REST API, a single job can contain up to 10 tasks, which can be for the same or different Objects and Documents. The tasks within a single Loader job are always processed sequentially, and data from the previous tasks are committed to Vault. This allows users to load in Parent and Child records in a single job as different tasks.
Notifications & Output Files
Vault shows the status of Loader jobs in Admin > Operations > Job Status and also sends notifications for both successes and failures. Admins can modify the notification message templates if needed.
Success & Failure Log Files
After each load, Vault creates separate success and failure logs as CSV files. You can download these files from the in-Vault notification or email notification. Vault deletes these files after 16 days. Both files contain the system-managed id values of each record.
If you select the Include fields in output log checkbox when loading, Vault queries the fields and validates that the fields were successfully created.
Failure Logs
Failure logs include:
- Error messages for each record that failed to load
- Original data alongside corresponding errors
- Row IDs from the original CSV file for the corresponding row
- Lines that Vault Loader skipped due to a mismatch in column counts
You can review and fix errors from within the error log. Once you correct any errors, you can re-import the failure log.
About the Vault Loader Command Line Tool
With the Vault Loader command line tool, you can manage files and folders on your Vault’s file staging server, load data to your Vault, or extract data from your Vault directly from the command line. Learn more about using the Vault Loader Command Line Tool.
How to Use the File Staging Server
See Accessing Your Vault’s File Staging Server to learn about connecting to the server. Note that you must use UTF-8 encoding in your CSV files.
How to Use the Server for Inputs
To reference files:
- Connect to the file staging server for your Vault.
- Upload files to the server. You can put these in the root directory or in your personal subdirectory. You can also create a new subdirectory for them.
- Add the file column to your CSV input and enter the path/name of each file relative to the file staging server root directory, for example, u60613/Dec-2015-Batch/Gludacta_Brochure.pdf.
How to Use the Server for Extracts
When Vault Loader exports files as part of an extract, you can find those files on your staging server. The CSV output will include the file column that shows the filename and location, relative to the file staging server’s root directory. When an export includes documents or document versions with multiple rendition types and you select the Include Renditions checkbox, the CSV output includes a separate row for each rendition type.
Note: The staging server can store any number of files but the maximum number displayed is 64,998. Extracted files and folders on the server are automatically deleted every 72 hours by default. This auto-deletion timeframe does not apply to files that users upload to the file staging server.
Migration Mode
To add document versions or renditions, or to set document numbering during import, you must select the Document Migration Mode checkbox.
To create or update object records in any lifecycle state or state type and with minimal validation, or set standard and system-managed fields such as Created By, you must select the Record Migration Mode checkbox. To bypass record triggers, select No Triggers.
Auditing
Starting with the 24R3 release, Vault no longer tracks Vault Loader actions in the System Audit History, including data export. These changes were previously tracked in Vault releases 18R3 to 24R2. Actions that occurred after your Vault upgraded to 18R3 and before it upgraded to 24R3 will still appear in the System Audit History.
In all releases, Vault Loader actions on documents appear in the Document Audit History, and actions on object records appear in the Object Record Audit History.
Clinical Staging Server Loader (Clinical Operations Only)
In Clinical Operations Vaults, you can use your Vault’s File Staging Server server to load object record data into Vault. See Creating & Updating Records With Vault Staging Server for details.
About the User Object
You can use Vault Loader to create and update User records with the user__sys object. This allows you to update custom fields on User records, as well as standard fields such as Manager. Because Vault synchronizes User records with Legacy User accounts, Vault automatically updates Legacy User accounts when you create or update User records.