Note: This auto-filing feature is available in all applications except Clinical Operations. For Clinical Operations Vaults, see Auto-Filing Documents in Study Startups and TMF binders.
To support the heavy reuse of key documents typical in many Vaults, we’ve created a flexible system for auto-filing documents into binders. This auto-filing feature is particularly useful in PromoMats and Submissions Vaults, but is available in all applications, excluding Clinical Operations.
From the actions menu of a binder, you can auto-file documents to the binder using the Auto-File Documents or Refresh Auto-Filing actions. For every section configured to auto-file, Vault searches the Library and assigns documents with matching field values. You can filter the contents of a binder to show only auto-filed documents or only manually-filed documents.
How Auto-Filing Works
This action evaluates the existing contents of the binder as well as all documents in the Library, and then adds/removes documents accordingly. Vault cannot remove documents from a binder if they are version-bound, or if a user manually added them to the binder. Planned documents included in the binder template are considered manually filed documents. When viewing a document, you can find the date a binder was last auto-filed and who performed the action in the Last Filed By field.
When you trigger auto-filing, Vault finds and files all matching documents that you can access in the Library for each binder section, including those that already belong to another binder.
For example, suppose you created a binder that is configured to auto-file all documents for a product. Depending on your Vault’s configuration, Vault may propagate the binder’s filing rules with the product record whose related documents Vault will auto-file. Otherwise, you would select a product value in this binder’s Filing Rules. Vault adds all documents that you have access to and where the product field value matches the value selected in the filing rules.
Incremental Filing (RIM Submissions)
In RIM Submissions Vaults, auto-filing has two different modes: Incremental and Full. Incremental mode is only available for Submission binders.
When you trigger Incremental auto-filing, Vault finds matching documents in the Library for each binder section. Vault only selects matching document versions that do not exist in another binder that references the same Application record as the current binder.
Full filing mode files all matching documents, including those that already belong to another binder.
Note: Full filing mode is the default filing mode in all other cases, including when auto-filing is used outside of RIM Submissions.
How to Trigger Auto-Filing
Vault does not automatically trigger auto-filing when users create or edit documents and binders. To trigger auto-filing for a specific binder, choose Auto-File Documents or Refresh Auto-Filing from the binder’s Actions menu. Vault sends you a notification when the process is complete.
How to Set Up an Auto-Filing Binder
To use auto-filing, an Admin must first configure an auto-filing binder template. Then, users create binders from the configured template and provide values for assigned fields.
- Create a binder from a template configured for auto-filing.
- Select Edit Binder.
- For each section you want auto-filed, select Set Filing Rules from the section’s action menu.
- Select Allow automatic document filing into this section for the section. If you wish to disable auto-filing for a section, you can leave this checkbox cleared.
- Optional: For document type, select Any document type or search for a Selected document type.
- Optional: Add values for the document fields selected by the template.
- Optional: To copy a section, select Copy Section Structure from the section’s actions menu. Note that this will not make copies of planned documents. This copies section structure and metadata only.
Propagate Fields and Values to Subsections
Binder templates set up for auto-filing may have sections configured to Propagate fields and values to subsections. If enabled, this means the section will automatically pass on all of its fields and values to its subsections, or children. Values added this way are called propagated values.
If a new subsection is added under a parent configured to propagate, all values will propagate to this new subsection. If any section is moved within the binder hierarchy, all propagated values will update the next time auto-filing is triggered. Any values manually assigned to a section will remain unless manually removed.
Limits
Auto-filing rules cannot add more than 15,000 documents to a single binder. Note that this limit does not apply to Clinical Operations Vaults.
You cannot add more than 75 filing rules to a binder template.
Related Permissions
Type |
Permission Label |
Controls |
Document Role |
Edit Document |
|
Document Role |
View Document |
Vault only files documents for which you have View Permission when you trigger auto-filing. |