# Working with EDLs Expected Document Lists (EDLs) help you to measure the completeness of projects like clinical studies using the _EDL_ and _EDL Item_ objects. Individual records in the _EDL_ object represent a list of expected documents. _EDL Item_ is a child object of EDL; individual _EDL Item_ records represent a specific type of document. Metadata fields on the _EDL Item_ records indicate how many documents you need to collect (_Expected Steady State Count_). EDL includes functionality to match documents to individual EDL items based on the _Matching EDL Item Fields_ setting for the parent EDL record. The batch matching job is an automatic recurring action through the Job Scheduler that compares documents in the Vault to _EDL Item_ records and then updates both the _Completeness_ value and document counts for each EDL item.

Note: Before you can use this feature, an Admin may need to enable and configure it on your Vault. Depending on your Vault’s configuration, an EDL Item may appear as EDL Item, Expected Document, or a customized label.

## EDL Item to Document Matching {#matching} Vault matches documents to _EDL Item_ records based on the _Matching EDL Item Fields_ setting for the parent EDL record. When matching on a multi-value document field, only one of the values must match the _EDL Item_ record. EDL Item to Document matching may exclude and unmatch inactive document types depending on how it was configured in your Vault. Contact Support to enable this feature. For example, on the "Blitz Campaign" _EDL_ record, the matching fields are set to: _Document Type > Subtype > Classification_, _Country_, _Product_, and _Campaign_. "Television Ad" is an _EDL Item_ record that belongs to this EDL. When the matching job looks for documents, it will consider a document as a match if the document's _Classification_, _Country_, _Product_, and _Campaign_ values are the same as those on the _EDL Item_ record. There are several types of document-to-*EDL Item* matching in Vault: [continuous][1], [on-demand][2], and batch matching. On-demand and manual matching are available to you from the _EDL Item_ record's **Details** page. Continuous matching evaluates documents and _EDL Items_ for matches after you perform actions on either. Vault can also automatically match documents in a regular job, which an Admin can configure in your Vault. The batch matching job updates the _All Document Count_, _Steady State Document Count_, and _Completeness_ fields when matched documents are archived. Continuous, on-demand, or manual matching won't update these fields for archived matched documents. The batch matching job will not execute successfully if there are duplicate document type labels, even if they are inactive. EDL Item to Document Matching only works if the _Document Type_ and _Document Type Detail_ record's _Name_ field has no more than 128 characters.

Note: The All Document Count, Steady State Document Count, and Locked Document Count fields are not audited when documents are matched or unmatched to EDL Item records and the count is updated. The Locked Document Count field only applies to manual matches.

In addition, manual matching is only available in Regulatory and RegulatoryOne Vaults.

## How to Create EDLs For _EDL_ records, fill in: * _Name_ * _Matching EDL Item Fields_ (limited to 16 fields) * _Batch Update_ (set to **Yes**) For _EDL Item_ records, fill in: * _Name_ * _EDL_ (parent) * _Expected Steady State Count_ * All fields defined for matching in the parent EDL record Once you've created the records, Vault will update the calculated fields (_Completeness_ and document counts) the next time the batch matching job runs. If you have access, you can also manually trigger matching on individual _EDL Item_ records. ## How to Create EDLs from Templates If your Vault has _EDL Template_ records, you can create EDLs and EDL items from templates. 1. Navigate to the _EDL_ object, either through **Business Admin > Objects** or a custom tab. In Clinical Operations Vaults, this action is available in the _Study_, _Study Country,_ and _Study Site_ objects when configured. In RIM Submissions, this action is available through _Submission_ records. 2. From the **Actions** menu, click **Create EDL from Template**. 3. Select an **EDL Template**. 4. Click **Continue**. Vault creates _EDL_ and _EDL Items_ based on the template you selected. Vault first attempts to make an exact match. If there is no exact match, Vault selects the default. Vault populates the _Source EDL Template_ field with the selected template.

Note: Vault does not copy values in Attachment fields when the Create EDL from Template action is used.

## Continuous Matching {#continuous} After any of the following events, Vault automatically evaluates documents and _EDL Items_ for new or updated matches: * Upload a new document * Update a matching field value on a document * Document enters or leaves its lifecycle's _Steady_ state * Update a matching field value on an _EDL Item_ record * Update a matching lookup field on an _EDL_ record Vault displays a banner notification on the current page when matching documents. Starting in 19R3, the continuous matching process updates the calculated fields on new _EDL Item_ records (_Completeness_ and document counts) for all matched documents that are not locked to a _Steady_ state, even if the _Batch Update_ field is set to **No** or left blank. This enables Vault to more accurately track an _EDL Item_'s completeness. Vault will not update tracking fields on existing records where _Batch Update_ is set to **No** or left blank unless you update the _EDL Item_ record or the matched document, triggering continuous matching. To update all existing existing records, contact Veeva Support. ## On-Demand Matching {#on-demand} Sometimes, you need to immediately find matching documents and update counts and completeness for a specific EDL item. To do this, use the **Match Documents** option from the _EDL Item_ record's **Actions** menu. This action works the same as the batch matching job, but only affects a single EDL item. The action is only available if the _EDL Item_ record is active and _Batch Update_ is set to _Yes_. ## How to Create Documents from EDL Items {#upload} You can create documents by uploading source files from an _EDL Item_ record: 1. Navigate to the _EDL Item_ record detail page or a list page showing the record. 2. From the record **Actions** menu, choose **Upload**. 3. Vault selects a document type based on the EDL item and auto-fills certain fields based on the _EDL Item_ values. 4. Proceed with the standard document creation process. The next batch matching job will match the newly created document to the _EDL Item_ record. ### Creating Placeholders from EDL Items {#placeholders} You can also create placeholder documents from _EDL Items_. You can create placeholders from individual records or as a bulk action. ### Creating Documents from Templates for EDL Items Documents can also be created from templates for EDL Items by selecting **Create Document from Template** from the record **Actions** menu. The _Create Document from Template_ action is only available if one of these two conditions exist: * The _Document Type_ field on the _EDL Item_ contains a document type that has templates. * The _Document Type_ field on the _EDL Item_ is not populated, and the user has permission to create at least one document type with templates. ### Defaulting Document Fields When you create a placeholder or upload a document from an _EDL Item_ record, Vault defaults similar document fields to match those on the _EDL Item_ record, for example, the _Study_ field. Vault defaults field values for the following field types: * Text * Number * Date * DateTime * Yes/No * Picklist (single & multi-value) * Object Reference ## EDL & EDL Item Field Explanations {#edl-fields} When creating, editing, or reviewing _EDLs_ and _EDL Items_, you can refer to these field explanations.

Field Name	Explanation	Objects
Matching EDL Item Fields	Defines the fields that Vault will compare to match individual EDL Item records to documents; see details.	EDL
Batch Update	Controls whether the standard batch matching job will look for matches based on this record Vault automatically sets this to "No" once the matching job has run a certain number of times without detecting any change. By default, this number (called Maximum EDL Iterations) is 10. If you need to change this, contact Veeva Support.	EDL
Last Matched Time	(Non-editable) Indicates the last time the batch matching job found a match for EDL Items in this EDL	EDL
Iterations without Updates	(Non-editable) Indicates the number of times the batch matching job has looked for matches and found no new documents or updates to matched documents for EDL Items in this EDL	EDL
EDL	Parent EDL record	EDL Item
Steady State Document Count	(Non-editable) Indicates the number of matching documents in their lifecycle's Steady state (including Superseded), according to the last batch matching job and any manual match changes	EDL Item
All Document Count	(Non-editable) Indicates the total number of matching documents, according to the last batch matching job and any manual match changes	EDL Item
Expected Steady State Count	Allows you to indicate the number of documents that you expect to collect for this EDL Item	EDL Item
Completeness	(Non-editable) Indicates whether document collection for this EDL Item is complete; see details.	EDL Item
Locked Document Count	Indicates the number of locked documents for an EDL Item.	EDL Item

## Completeness {#completeness} The _Completeness_ field provides three statuses:

Status	Conditions
Not Started	EDL Item: Expected Steady State Count is one (1) or greater Documents: No matching documents located in any lifecycle state
In Progress	EDL Item: Expected Steady State Count is one (1) or greater Documents: Matching documents found, but fewer are in their lifecycle Steady state than the expected number
Complete	EDL Item: Expected Steady State Count is one (1) or greater Documents: Matching documents found and at least the expected number are in their lifecycle Steady state OR EDL Item: Expected Steady State Count is zero (0)

## Related Permissions You can complete all steps in this article with the standard Business Admin, System Admin or Vault Owner profile. An Admin may configure Atomic Security to allow or prevent you from performing certain actions in specific lifecycle states. If your Vault uses custom security profiles, your profile must grant the following permissions:

Type	Permission Label	Controls
Security Profile	Objects: EDL Item: View	Ability to access the Match Documents action on an EDL Item record.
Security Profile	Objects: EDL: Create, Edit	Ability to create and edit EDL records, including object actions; necessary for working with templates.
Security Profile	Objects: EDL Item: Create	Ability to create EDL Item records; necessary for working with templates.
Security Profile	Objects: EDL Item: Edit	Ability to edit EDL Item records; necessary for working with templates. Ability to upload documents to EDL Item records; if Sharing Settings are enabled on EDL Item, you must also have the Editor role.
Security Profile	Application: EDL Matching: Run	Ability to access the Match Documents action on an EDL Item record.
Security Profile	Application: EDL Matching: Edit Match Fields	Ability to edit the EDL Matching Field value on an EDL record.
Security Profile	EDL Matching: Edit Document 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.

[1]: #continuous [2]: #on-demand [3]: #manual [5]: #lock [6]: #exclude