# EDL Administration Expected Document Lists (EDLs) help your organization to measure the completeness of projects like clinical studies. The feature achieves this using the _EDL_ and _EDL Item_ objects, as well as automatic and manual processes that match documents to individual _EDL Item_ records and populate document count and completeness fields. Learn more in [Working with EDLs](/en/lr/32749/).
## Setup Overview To set up EDL, you need to complete the following processes: * Enable EDLs * Set up custom matching fields * Activate the matching job * Set up EDL templates * Configure an _EDL Item with Matched Documents_ report type (optional) * Restrict EDL actions with [Atomic Security](/en/lr/47850/) (optional) ## How to Enable EDLs Select the **Enable Expected Documents Lists (EDL)** option in **Admin > Settings > General Settings** to turn on this feature. _EDL Item_ to document matching can also exclude and unmatch inactive document types. Contact Veeva Support to enable this additional functionality. ## Automatic Document Matching {#automatic-document-matching} Automatic matching links documents to _EDL Item_ records based on matching field values. With EDL item matching, there are several options for matching documents: batch matching, continuous matching, and manual matching.
### How to Set Up Custom Matching Fields {#custom-fields} Matching fields are criteria that Vault uses to match individual documents to an _EDL Item_ record. Often, you'll need to set up custom matching fields. These can be text-, picklist-, or object-type fields. To set up a new matching field: 1. From **Admin > Configuration > Document Fields**, verify that the document field exists. If you plan to match on document type, also verify that the field applies to the specific document type. Make a note of the document field name, for example, _product\_\_v_. 2. From **Admin > Configuration > Objects > EDL Item > Fields**, verify that an analogous field exists. Verify that the field name matches that of the document field, excluding the suffix, for example, _product\_\_c_. If an analogous field doesn't exist, create a new field on the object. Picklist fields on _EDL Item_ cannot be multi-value. The _EDL Item Field Label_ cannot exceed 40 characters. 3. From **Business Admin > Picklists > EDL Matching Field**, add a new picklist value. The value name must match that of the document and object fields, for example, _product\_\_c_. You may only add 20 fields to this picklist. ### Continuous Matching {#continuous} The [continuous matching feature](/en/lr/32749/#continuous) matches _EDL Items_ to documents whenever you make a change to documents or _EDL Item_ records. Continuous matching has a limit of 1,000 documents per EDL item. This feature is automatically enabled when you enable EDLs and [activate batch matching][1]. Continuous matching is disabled for documents you create or update in [Document Migration Mode](/en/lr/54028/) or if the batch matching job is inactive.
### Activating Batch Matching {#activating_batch_matching} The _Match EDL Items to Documents_ job definition within the [job scheduler](/en/lr/24762/) is inactive by default. To activate it, navigate to **Admin > Operations > Job Definitions** and select the job definition. Click **Edit** and set the **Status** field to _Active_.
Batch matching evaluates all _EDL Items_ with the **Status** field set to _Active_. If needed, you can change the scheduling, job owner, or document conditions. You cannot create new jobs with the _Match EDL Items_ job type. If your Vault uses a document state like _Not Needed_, rather than deleting unneeded documents, you may want to add a condition that excludes documents in that status, so that Vault doesn't include them in _EDL Item_ matching document counts. ### How to Manually Trigger Batch Matching Jobs Vault runs the matching job daily. If needed, you can trigger the job to start immediately. 1. Open **Admin** > **Operations** > **Job Status**. 2. Find the job definition. In the **Actions** menu, choose **Start Now**. ## EDL Templates {#how_to_set_up_edl_templates} Templating for EDL uses the _EDL Template_ and _EDL Item Template_ objects. Vault uses these templates when users initiate the **Create EDL from Template** action. Prior to V16, templating used a field (_Is Template_) on the EDL object. These objects replace that functionality.
Depending on your Vault's configuration, additional template options may be available. See [Working with EDLs in Clinical Operations](/en/lr/31833/) for details. ### How to Create EDL Templates 1. Navigate to the _EDL Template_ object, either through a custom tab or in **Business Admin > Objects**. 2. Click **Create**. 3. Fill the required fields, as well as any additional fields required for your template. 4. Click **Save**. After creating your EDL template, you can create and associate _EDL Item Templates_ with it. ### How to Create EDL Item Templates {#how-to-create-edl-item-templates} 1. Navigate to the _EDL Item Template_ object, either through a custom tab or in **Business Admin > Objects**. 2. Click **Create**. 3. Fill the required fields, as well as all fields required for matching in the _EDL Template_. 4. Optional: In Clinical Operations Vaults, select a **Milestone Type**. Vault will create _Expected Documents_ for milestones of the type you select here when you [Create Milestones from Templates](/en/lr/24430/#how-to-create-from-templates). 5. Optional: In Clinical Operations vaults, select an **Owning Milestone Type**. Vault will create _Expected Documents_ only for the types of milestones you select here when you [Create Milestones from Templates](/en/lr/24430/#how-to-create-from-templates). 6. Click **Save**. ### Object Types & EDL Templates {#object_types} We recommend not using object types for _EDL Templates_ and _EDL Item Templates_, as it can cause the _Match EDL Items_ job to fail. If you decide to enable object types on _EDL Templates_ and _EDL Item Templates_, we recommend that you contact your Vault representative first. If you don't have the following fields configured for every object type, the _Match EDL Items_ job will fail and you may be unable to create EDLs from templates. Clinical Operations vaults include additional fields on these objects. See [Working with EDLs in Clinical Operations](/en/lr/31833/#etmf_edl_fields) for more details. #### Fields on EDL Template & EDL * _Last Matched Time_ * _Iterations without Updates_ * _Copied From_ * _Source EDL Template_ * _Parent_ (if enabled) #### Fields on EDL Item Template & EDL Item * _All Document Count_ * _Completeness_ * _Steady State Document Count_ * _Source EDL Template_ * _Source EDL Item Template_ ## Reporting on EDL Items & Matched Documents {#reporting} You can configure report types in your Vault to report on _EDL Items_ and their matched documents. You can use an _EDL Item with Matched Documents_ report type to see which documents matched to which _EDL Item_ record without navigating to each individual _EDL Item_ record. To configure this report type, use _EDL Item_ as the **Primary Reporting Object**, and report on both the _Matched Documents_ object and _Documents_. Vault automatically creates _Matched Documents_ records during _EDL Item_ to document matching. This complex join object represents the relationship between the _EDL Item_ and the matched document. The _Matched Documents_ object only has reportable fields when manual matching is enabled. You can report on the following _Matched Document_ fields: * _Version is Locked_ * _Source_ * _Include in Total_ * _Created By_ * _Created Date_ * _Modified By_ * _Modified Date_ Vault includes the most recent document version in the report. If the version is locked via manual matching, Vault shows that specific version. ## Restricting EDL Actions with Atomic Security {#restricting-edl-atomic-security} You can restrict the following actions in an EDL item's lifecycle state using [Atomic Security for objects](/en/lr/47850/): * _Create Placeholder_ * _Create Document from Template_ * _Upload_ * _Match Documents_ * _Add Document_ (manual matching) * _Remove Document_ (manual matching) * _Lock Version_ (manual matching) * _Unlock Version_ (manual matching) * _Exclude Document_ (manual matching) * _Include Document_ (manual matching) * _Viewing the Add Document button_ (manual matching) By default, users with the _Objects: EDL Item: Edit_ and _Application > EDL Matching > Edit Document Matches_ permissions can execute these actions and view the _Add_ button. Users that previously had permissions to perform these EDL item or manual matching actions can continue to do so. ## Related Permissions You can complete all steps in this article with the standard _System Admin_ or _Vault Owner_ profile. If your vault uses custom security profiles, your profile must grant the following [permissions](/en/lr/22824/): |Type|Permission Label|Controls| |--- |--- |--- | |Security Profile|Objects: EDL|Ability to create and edit EDL records; necessary for working with templates| |Security Profile|Objects: EDL Item|Ability to create and edit EDL Item records, including object actions; necessary for working with templates| |Security Profile|Objects: EDL Template|Ability to create and edit EDL Item Template records. View permission needed to create EDLs from a study.| |Security Profile|Objects: EDL Item Template|Ability to create and edit EDL Template records. View permission needed to create EDL Items from a study.| |Security Profile|Admin: General Configuration: Edit|Ability to enable features in General Settings| |Security Profile|Admin: Jobs: Edit|Ability to edit the batch matching job definition| |Security Profile|Application: EDL Matching: Run|Ability to access the "start" action on scheduled batch matching job| |Security Profile|Application: EDL Matching: Edit Match Fields|Ability to edit the EDL Matching Field value on an EDL record; necessary to define custom matching fields on a template| |Security Profile|Application: EDL Matching: Edit Documents Matches|Ability to lock the document version matched with an EDL Item record, exclude or include matched documents in summary fields, and manually match or unmatch documents from an EDL Item| |Security Profile|Admin: Objects: Edit|Ability to edit the EDL Item object configuration; necessary to edit field definitions for custom matching fields| |Security Profile|Admin: Picklists: Edit|Ability to edit picklists; necessary to edit picklist for custom matching fields| |Security Profile|Admin: Report Types: Create|Ability to create and edit new report types; necessary to create an EDL Item to Matched Documents report type.| Learn more about [permission sets](/en/lr/22824/). [1]: #activating_batch_matching