Vault File Manager is a desktop application for Windows operating systems that help users to manage file checkout and check-in. Vault File Manager provides similar functionality to Enhanced Checkout (retired in 19R3).
For more information on Vault File Manager, see:
- Vault File Manager for Windows
- Configuring Vault File Manager
- Vault File Manager Authentication Support
Can I use Vault File Manager with my Mac?
No. We have focused our efforts on supporting Windows operating systems. Mac users can still use standard checkout functionality.
Do I have to use Vault File Manager?
No. There is no requirement that you use Vault File Manager, but we highly recommend it. One of the major benefits to users is ensuring that you check in the correct file. Another is knowing where your checked out file is so that you can work on it. Vault File Manager makes it easier to see all your checked out documents in one place.
What benefits are there to Vault File Manager?
Vault File Manager makes it easier to work with checked out documents. It supports the best of Enhanced Checkout’s functionality (retired in 19R3), including auto-opening files and check-in from the document Actions menu in your vault.
It also provides new functionality that was not available with Enhanced Checkout:
- You can see various document details (Name, Document Number, Document Type) from the Vault File Manager desktop application.
- You can check out and check in documents in bulk.
- You can quickly switch between Vaults to see what files are checked out for each.
- You can upload and download large files.
Over time, we will be making more improvements to Vault File Manager.
Are there any limitations with Vault File Manager?
The main limitation to be aware of is how you authenticate with your Vault: do you log in with a username and password (fully supported for Vault File Manager) or Single Sign-on (only supported for certain identity providers). If you use an identity provider other than Okta, Ping, or ADFS, or Azure AD, we recommend getting help from Veeva Managed Services to set up authentication with Vault File Manager.
How do I get Vault File Manager?
When you check out documents to Vault File Manager (single documents or using bulk actions), you will see an option in the Vault page to download the desktop application. This is the most common way for users to get the setup.exe file. Users can install it without having any administrator privileges on their machine because the application is lightweight and lives in the user’s directory.
Some organizations have worked to include Vault File Manager as part of a package that they push out to all users, but be aware that the version of Vault File Manager will automatically update when a user logs in for the first time.
When will enhancements happen for Vault File Manager?
Vault File Manager will only receive functional updates that align with Vault General Release. There are no automatic updates during Vault Limited Releases. At general release time, Vault File Manager receives updates with the general release PODs.
Can I test the new version before General Release?
No. When Pre-Release PODs are upgraded to the latest Vault General Release, the newest version of Vault File Manager becomes available to customers.
I checked in my document from Vault File Manager. Why don’t I see the new version?
The Doc Info page will not update automatically when you check in a new version of the document from Vault File Manager. You will need to refresh your browser or navigate away from the Doc Info page and back.
We are looking into an enhancement to automatically refresh the Doc Info page, but there is no timeline yet.
How will Vault File Manager work with CrossLink documents?
You cannot check out CrossLink documents with Vault File Manager, or through any other checkout functionality. You can check out the source document. If you update the source document by checking out to Vault File Manager and checking back in, Vault will update the CrossLink document automatically. There is no difference between this and any other method of updating the source file for a CrossLink’s source document.
Can I use Vault File Manager to transfer files from a shared network drive?
We do not recommend using Vault File Manager to transfer files from a shared network drive. The transfers will have varying rates of success, as the network traffic on a shared drive can result in slow or unstable uploads.
Additionally, shared drives may allow file path lengths to exceed the 256-character limit enforced by Windows. When the limit is exceeded, Vault File Manager returns an error: “Location specified does not reference a valid import”.
Is it more common for users to check out multiple documents or a single document?
Vault File Manager was originally built to provide a bulk checkout option, but many users are now using it as a replacement for Enhanced Checkout. It is capable of functioning for both single document and multi-document checkout.
Can I check a file back in without editing? Does this affect the document version?
Any time that you check in a document (through Vault File Manager or any other method), Vault will version the document. Vault does not check whether the new source file contains changes. If you have not made changes to the file, we recommend using Undo Checkout.
If I have access to multiple Vaults, could I accidentally check in to the wrong Vault?
No. When checking out to Vault File Manager, there is no way to accidentally check in a file to the wrong Vault. In Vault File Manager, you log into a specific Vault and only see the files associated with that Vault. Only the file you initially checked out can be checked in to the same document.
Using standard checkout, there is nothing that prevents users from selecting the wrong file during check-in, and thus uploading a file to a different Vault.
What determines the download speed when downloading to Vault File Manager?
Download speeds using Vault File Manager should be similar to the speed when downloading from Vault using the browser.
Where does Vault File Manager save downloaded files? What makes them available offline? Is this something we will need to map or secure?
Vault File Manager saves files in a directory specific to its files. This directory is not expressly locked or hidden, but users should only interact with the files through the Vault File Manager desktop application only.
Can Vault File Manager be linked to our Single Sign-on client?
Yes. Vault File Manager currently supports Ping Federated, Okta, ADFS, and Azure. Other SSO providers have been configured for customers through Veeva Managed Services engagements.
Can I track which users are using Vault File Manager?
Yes. When a user connects to a Vault in Vault File Manager, the Vault File Manager User object creates or updates their record with the date they last connected and the version of Vault File Manager they used. To track which users are using Vault File Manager, navigate to Business Admin > Objects > Vault File Manager Users. Admins can also create a custom report type for the Vault File Manager User object.
What does the Remove File option do?
In the event that someone uses the Undo Checkout action from Vault on a document that is checked out to Vault File Manager, Vault File Manager does not automatically delete the checked out files. The Remove File action exists so you can remove the file from Vault File Manager in that situation.
If you use the Undo Checkout action inside Vault File Manager, the application automatically removes the file from your computer.
Will I be able to customize the column headings in a future release?
No. We plan to limit the amount of Vault File Manager configuration to ensure that it continues to be easy to use. Vault File Manager is not intended to be as data rich as Vault itself, but rather to show more context than a single downloaded source file normally would.
How many files can I check out at once? Is this configurable?
Vault File Manager does not limit the number of documents that can be checked out at once. We do not offer a configuration option to set a limit. However, a bulk document action can only check out up to 1,000 documents at once.
Will updates to Vault File Manager be automatically installed?
Yes. Vault File Manager will automatically update when there are urgent hotfixes available, and at General Releases. However, your organization’s System Administrator can manage and prevent automatic updates using registry keys.
Limited Release versions of Vault File Manager automatically update with new Limited Release functionality. We recommend only using the Limited Release versions of Vault File Manager when testing with a Limited Release or pre-release Vault.
If you need to access the Limited Release version of Vault File Manager, contact your Customer Success Manager.
Can we block automatic updates?
Yes, but we do not recommend it. Your organization’s IT department can control updates using registry keys. Registry keys specify the highest-numbered version of Vault File Manager that users can install. When updating, Vault File Manager will respect the maximum version specified in the registry key, if present. Note that blocking automatic updates may prevent users from receiving critical bug fixes.
If your organization has worked to include Vault File Manager as part of a package that they push out to all users, be aware that without registry key control Vault File Manager will automatically update when a user logs in for the first time.
Will I lose my progress on documents when Vault File Manager updates?
No. When Vault File Manager updates, the application retains any edits you’ve made to checked out files.