eTMF customers rely heavily on planned documents to understand the content they expect to collect for a given study and site. The Automatch Content with Planned Placeholders feature saves users time and reduces the burden of document reconciliation and deletion created by duplicate documents. You no longer need to locate the correct planned document before uploading a source file. You can now simply upload and populate fields. When uploading files or when classifying documents, Vault will suggest documents that do not yet include content.
There are two parts to this feature, which an Admin can turn on separately or together:
- Automatch on new file upload: Finds matching placeholders when you upload a file to create a new document. This feature is not available when uploading multiple files.
- Automatch on classify: Finds matching placeholders when you classify an unclassified document. This feature is not available when classifying multiple documents at once.
How to Use Automatch on File Upload
When you use automatch on file upload, Vault merges your uploaded file with the selected content placeholder, making it the existing document’s source file. The assigned Owner for the existing document does not change.
To use the automatch feature:
- Upload files as you would when creating a new document.
- Select a document type.
- Select a Study, (optional) Study Country, and (optional) Site. You must enter these details on the Upload Files page in order for Vault to find matches.
- Click Next.
- Any matches appear on the following page. Use the radio buttons to select a matching document. If you don’t want to add the file to an existing document, choose Create a new document.
- Click Next.
- Populate or edit document fields as needed. Changes you make here apply to the selected placeholder.
- Click Save.
Changes to Upload Files Page
When automatching on new file upload is enabled, there are several changes to the Upload Files page:
- The page uses the new searchable document type selector, even if this feature is not enabled for the Vault.
- The Study, Study Country, and Site document fields may appear on this page under the document type selector if those fields exist on the selected document type, rather than on the page where users typically populate fields for a new document.
How to Use Automatch on Classify
When you use automatch on classify, Vault merges the source file from the unclassified document with the selected placeholder, making it the placeholder’s source file. There is no change to the assigned Owner for the placeholder document or the unclassified document, but the unclassified document automatically moves into Obsolete status. Vault also creates a Supporting Document relationship on the placeholder, which points to the unclassified document.
To use the automatch feature:
- Locate your unclassified document and select Complete from the document’s Actions menu.
- Choose a document type, subtype, and classification.
- Click OK.
- Any matches appear on the following page. Use the radio buttons to select a matching document. If you don’t want to merge with an existing document, choose Classify existing document.
- Click Next.
- Populate or edit document fields as needed.
- Click Save.
Matching Criteria
For Vault to suggest a matching document:
- The document must be a content placeholder, meaning that it does not include a source file.
- The document must have exact matches for the Study, Study Country, and Site document fields.
- The document must be in Planned state or the starting state of the lifecycle. For the standard eTMF Lifecycle, this is either Planned or In Progress, but may vary in your Vault’s configuration.
- You must have the Edit Documents permission on the matching placeholder.