# Document Reconciliation

Document reconciliation allows you to verify that relevant study documents exist in your Clinical Operations Vault and a site's eISF in their SiteVault, ensuring that the site uses the appropriate documents to conduct the trial. When document reconciliation is triggered, Vault compares all transferrable _Steady_ state documents and documents that have already transferred between Vaults via Veeva Site Connect and creates _Document Check_ records for all documents that do not match. You can then send the latest _Steady_ state version or request it from the site's SiteVault.



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      <p><strong>Note</strong>: This feature is only available on Clinical Operations Vaults with <a href="/en/lr/64231/">Veeva Site Connect</a> enabled. Some <a href="/en/lr/71272/">Admin configuration</a> is required before you can utilize the document reconciliation feature in your Vault.</p>
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## Triggering Document Reconciliation

Depending on the configuration of your Vault, you can trigger document reconciliation in several ways:

* Automatically, when a _Study Site_ record moves to a specific lifecycle state.
* Automatically, when a _Monitoring Event_ record moves to a specific lifecycle state (CTMS Vaults only).
* Manually, by selecting the option to check site documents from the **Actions** menu on a _Study Site_ record after closing any open _Document Check_ records.
* Manually, by selecting the option to check site documents from the **Actions** menu on a _Monitoring Event_ record (CTMS Vaults only). This action overwrites any existing _Document Check_ records associated with the _Monitoring Event_ record. Note that there is only one set of _Document Check_ records associated with a _Monitoring Event_ at any given time.

When document reconciliation is triggered, Vault creates a parent _Site Document Check_ record for each _Study Site_ and _Document Check_ child records for all transferrable _Steady_ state documents and documents already transferred between Vaults via Veeva Site Connect. Vault creates records asynchronously, meaning that there may be a delay before you see the new records. If configured, Vault sends a notification when the job is complete.

## Reviewing Document Verification Status

When document reconciliation is complete, you can review the verification status of all relevant documents in the document reconciliation section of the related _Monitoring Event_ or _Study Site_ record.

### Reviewing Document Check in Study Sites

After the document reconciliation job completes, Vault lists all _Site_ _Document Check_ records in the related section of the _Study Site_ record. Click on a parent record's name to see all _Document Check_ child records.

### Reviewing Document Checks in Monitoring Events (CTMS)

After the document reconciliation job completes, Vault lists all _Document Check_ records in the related section of the _Monitoring Event_ record.

### Verification Status

Review the status of each _Document Check_ and determine if any actions are required to reconcile open records.

| Icon | Lifecycle State | Verification Status | Description
|-|-|-|-
| <img class="inline" src="https://platform.veevavault.help/assets/images/ctms-low-risk-score.png" alt="Closed Icon" style="" /> | Closed | Matched | The same Steady state version of the document exists in both Vaults.
|---
| <img class="inline" src="https://platform.veevavault.help/assets/images/ctms-medium-risk-score.png" alt="Open Icon" style="" /> | Open | Action Needed | The latest Steady state version of the document is missing from one or both Vaults.

## Reconciling Open Document Checks

To send the latest _Steady_ state version of a document to the site or to request the latest _Steady_ state version of a document from the site:

1. Click on the **Actions** menu of a _Document Check_ record.
2. Select the option to reconcile documents.
3. In the _Send Document_ dialog, select an **Action**.
4. Optional: Select a **Due Date**.
5. Optional: Enter a **Comment**.
6. Click **Send**.
7. In the _Send to Site(s)_ dialog, click **Yes** to send the document version or document request to the target SiteVault.

## Closing Open Document Checks

You can manually move open _Document Checks_ to the _Closed_ lifecycle state. You may do this if, for example, you know that the site manually uploaded the latest _Steady_ state version of a document to their SiteVault and so it does not need to be transferred via Veeva Site Connect. To do this, select the option to manually close from the **Actions** menu of a _Document Check_ record.