# Configuring for Study Archival

Vault supports the one-click [archiving of studies](/en/lr/66648/), including study documents, TMF-related objects, and audit trails, to allow for supervision after a clinical trial is complete. This feature requires some configuration before users can archive studies and access archived studies.



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      <p><strong>Note</strong>: If your Vault includes a custom <em>Study</em> lifecycle state that maps to the <em>Archived</em> status, you must <a href="/en/lr/66651/#retire-legacy">retire that lifecycle state</a> before adopting the Study Archival feature.</p>
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## Configuration Overview

-   Contact Veeva Support to enable Study Archival in your Vault. Note that this also enables the Lifecycle for Study, Study Country, and Study Site feature. If this feature is not already enabled in your Vault, you will need to complete additional configuration to [manage _TMF objects_ with lifecycles](/en/lr/39215/).
-   Optional: Configure the **Initiate Study Archival** [user action on appropriate _Study_][4] object types.
-   Configure the **Initiate Study Archival** user action on relevant _Study_ [lifecycle states][18].
-   Configure [Atomic Security] [5] for the **Initiate Study Archival** user action on the _Study_ object.
-   Configure [cascading archive][6] from _Study Countries_ to _Study Sites_.
-   If applicable, [remove legacy archival configuration][2].
-   Grant [archival-related permissions][7] to the appropriate users.

The **Initiate Study Archival** user action is automatically available on the _Closing_ lifecycle state of _Studies_ for users with the [_Manage Archive_][7] permission but can be configured on other states.

## Configuring the Initiate Study Archival User Action {#initiate-study-archival}


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      <p><strong>Note</strong>: If you configured the <strong>Initiate Study Archival</strong> (<code class="language-plaintext highlighter-rouge">archive_study__v</code>) user action on the <em>Closing</em> lifecycle state prior to 21R1.3, you must first transition to the <em>Enable Archive Study from Any State</em> feature before configuring the <strong>Initiate Study Archival</strong> <code class="language-plaintext highlighter-rouge">archive_study_all_states__v</code> user action described in this section. See <a href="/en/lr/66651/#transition-steps">details about how to complete the transition steps</a>.</p>

<p>The new <strong>Initiate Study Archival</strong> (<code class="language-plaintext highlighter-rouge">archive_study_all_states__v</code>) user action released in 21R1.3 will not be available to configure in your Vault until you complete the steps in this section.</p>
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You can configure the **Initiate Study Archival** [user action on specific types of the _Study_](/en/lr/32857/#user-actions) object:

1.  Navigate to **Admin > Configuration > Objects > Study > Object Types**.
2.  From the **Object Types** tab, click **Actions**.
3.  From the **Actions** menu, click **Edit Object Type Actions**.
4.  Select the checkboxes to assign the **Initiate Study Archival** user action to specific object types.
5.  Click **Save**.

### Study Object Types {#study-object-types}

You can configure the **Initiate Study Archival** [user action](/en/lr/59885/#define-actions) on specific types of the _Study_ object. We suggest using _Initiate Study Archival_ for the **Action Label**.

### Study Lifecycle States {#lifecycle-states}

Configure the **Initiate Study Archival** user action on all applicable _Study Lifecycle_ states. We suggest using _Initiate Study Archival_ for the **Action Label**.

### Atomic Security for the Study Archival Action {#atomic-security}

You must [configure Atomic Security](/en/lr/47850/) for the **Initiate Study Archival** user action on the applicable _Study Lifecycle_ states so that only the appropriate users can access the action:

1.  Navigate to **Admin > Configuration > Object Lifecycles > Study Lifecycle > States >** and click on the applicable state in the _States_ section.
2.  In the _Atomic Security: Actions_ section, click **Edit**.
3.  Set the default _State Behavior_ to **Hide** for the _Change State to Archive_ and _Initiate Study Archival_ actions.
4.  To allow your archivists to execute the _Change State to Archive_ and _Initiate Study Archival_ actions, click **+ Role Override**.
5.  In the dialog, select the appropriate _Application Role_ and click **OK**.
6.  Set the override behavior for the _Change State to Archive_ and _Initiate Study Archival_ actions to **Execute** for the archivist role.
7.  Navigate to **Admin > Configuration > Object Lifecycles > Study Lifecycle > States > Archived** and click **Edit** in the _Atomic Security: Actions_ section.
8.  Set the default _State Behavior_ to **Hide** for the _Re-activate Study_ action.
9.  To allow your archivists to execute the _Re-activate Study_ action, click **+ Role Override**.
10. In the dialog, select the appropriate _Application Role_ and click **OK**.
11. Set the override behavior for the _Re-activate Study_ action to **Execute** for the archivist role.

### Transitioning to the New Study Archival User Action {#transition-steps}

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      <p><strong>Note</strong>: If you configured the legacy <strong>Initiate StudyArchival</strong> (<code class="language-plaintext highlighter-rouge">archive_study__v</code>) user action on the <em>Closing</em> state of the <em>Study</em> lifecycle prior to 21R1.3, that action will remain available to users in your Vault until you complete the transition steps in this section.</p>

<p>The new <strong>Initiate Study Archival</strong> (<code class="language-plaintext highlighter-rouge">archive_study_all_states__v</code>) user action released in 21R1.3 will not be available to configure in your Vault until you complete the steps in this section.</p>
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1.  Navigate to **Admin > Configuration > Objects > Study > Actions > Initiate Study Archival** (`archive_study__v`) and click **Edit**.
2.  Update the **Label** to "Initiate Study Archival (Legacy)" to easily differentiate it from the new _Initiate Study Archival_ user action and click **Save**.
3.  Configure the new **Initiate Study Archival** [user action](/en/lr/59885/#define-actions) on all applicable _Study Lifecycle_ states.
4.  Configure the new **Initiate Study Archival** [user action](/en/lr/32857/#user-actions) on appropriate _Study_ object types.
5.  Copy any existing [Atomic Security configurations][5] on the **Initiate Study Archival (Legacy)** user action to the new **Initiate Study Archival** user action.
6.  Navigate to **Admin > Configuration > Objects > Study > Actions > Initiate Study Archival (Legacy)** and click **Edit**.
7.  Change the **Status** to **Inactive** and click **Save** to inactivate the legacy user action.
8.  Navigate to **Admin > Settings > Application Settings** and click **Edit**.
9.  In the _eTMF Features_ section, set the **Enable Archive Study from Any State** option and click **Save** to enable the new **Initiate Study Archival** user action. Note that when you enable this feature, Vault will automatically hide the **Initiate Study Archival (Legacy)** user action from all _Study_ object types and lifecycles, so make sure you have already copied over all Atomic Security configurations to the **Initiate Study Archival** (`archive_study_all_states__v`) user action before completing this step.
10. Configure the new **Initiate Study Archival** on the appropriate _Study_ [object types][17] and [lifecycle states][18].

## Configuring Cascading Archival from Study Country to Study Site {#cascading-archive}

You can configure your Vault to automatically archive _Study Sites_ when the associated _Study Countries_ move to the _Archived_ lifecycle state. Note that you must do this for Vault to archive _Study Sites_ and _Study Countries_ when the archival job runs:

1.  Navigate to **Admin > Configuration > Object Lifecycles > Study Country Lifecycle** and click on the **Archived** state in the _States_ section.
2.  In the [Entry Actions](/en/lr/59885/#entry-actions) section, click **Edit**.
3.  Click **Create Entry Action**.
4.  Select **Change related object lifecycle state** from the actions dropdown menu.
5.  For **Related Object**, select **Study Sites**.
6.  For **Change State To**, select **Archived**.
7.  Set the **Conditions on Related Records** checkbox.
8.  For **Condition**, select **Exclude related records in the following lifecycle states**.
9.  For **Related Record's State**, select **Not Selected**
10. Click **Save**.

## Removing Legacy Archival Configuration {#retire-legacy}

If your Vault includes existing configurations or business processes that have helped you to archive content before enabling the Study Archival feature, we recommend reviewing those configurations and removing them where they are no longer applicable. For example, an "archived" document lifecycle state and supporting archival workflow and business processes.

## Related Permissions {#related-permissions}

Users can complete all steps in this article with the standard _Business Admin_, _System Admin_, or _Vault Owner_ security profile.

If your Vault uses custom security profiles, your profile must grant the following [permissions](/en/lr/22824/):

| Type | Permission Label | Controls |
|:--------|:-------|:--------|
| Security Profile | Application: Search: Manage Archive | Ability to execute the **Initiate Study Archival** action on **Study** records, upload documents to archived studies, create new records associated with archived studies, and edit metadata for archived studies. |
| Security Profile | Application: Search: View Archive | Ability to view archived documents. Note that users with View permission must also have a role on the archived document to view the document. |
| Security Profile | Objects: Study: Object Action Permissions: Initiate Study Archival: View | Ability to view the **Initiate Study Archival** action on **Study** records. |
| Security Profile | Objects: Study Archival Initiation: Read, Create, Edit, Delete | Ability to execute the **Initiate Study Archival** action on **Study** records. Note that this permission only applies to the [legacy][12] **Initiate Study Archival** `(archive_study__v)` user action. |
| Security Profile | Tabs: Archive: View | Ability to access the **Archive** tab. |

[2]: #retire-legacy
[4]: #initiate-study-archival
[5]: #atomic-security
[6]: #cascading-archive
[7]: #related-permissions
[12]: #transition-steps
[17]: #study-object-types
[18]: #lifecycle-states