Vault Loader allows you to load data to your Vault or extract data from your Vault in bulk. Loader is particularly useful during migrations and on-boarding. Extracted information downloads to a .CSV file, which you can load back into your Vault or into other systems.
Enabling Vault Loader
To enable Vault Loader, navigate to Admin > Settings > General Settings and select the Enable Vault Loader UI checkbox. Once enabled, the Loader tab appears in the Vault’s primary tab collection. The location of the Loader tab may differ in Vaults where Vault Loader was previously enabled.
Vault Owners can access Vault Loader by default; other users require the necessary permissions.
Vault Loader Actions
Vault Loader provides the extract and load actions below.
Extract Actions
Extract actions allow you to export document, object, user, and group metadata into a .CSV file. Batch size limits apply when using extract actions.
Load Actions
Load actions allow you to import .CSV files to create, update, and delete documents, objects, users, groups, and their related metadata.
The .CSV file inputs for most load actions do not have a limit for the number of rows. Object record role load actions are limited to 500 rows. All .CSV files for load actions must be under 1GB in size.
The following load actions are available:
- Create and update documents
- Create and delete document attachments
- Create and delete document relationships
- Create and update document renditions
- Assign and remove users and groups from document roles
- Create document versions
- Create documents, versions, and roles
- Create and update legacy users
- Create and update groups
- Create, update, and delete object records
- Create and delete object record attachments
- Assign and remove users and groups from object record roles
Concurrent Loader Jobs
Users can initiate concurrent Loader jobs, which Vault processes asynchronously by queuing them. Vault starts Loader jobs if the POD it is located on has open slots to run jobs, otherwise they are queued for processing in the order submitted.
Sequential Loader Tasks
When used via the Vault Loader API, a single job can contain up to ten tasks, which can be for the same or different Objects and Documents. The tasks within a single Loader job are always processed sequentially, and data from the previous tasks are committed to Vault. This allows users to load in Parent and Child records in a single job as different tasks.
Notifications & Output Files
Vault shows the status of Loader jobs in Admin > Operations > Job Status and also sends notifications for both successes and failures. The notification and job details display whether or not No Triggers was used in Record Migration Mode. Admins can modify the notification message templates if needed.
Success & Failure Log Files
After each load, Vault creates separate success and failure logs as .CSV files. You can download these files from the Vault notification or email notification. Vault deletes these files after 16 days. Both files contain the system-managed id values of each record.
If you select the Include fields in output log checkbox when loading, Vault queries the fields and validates that the fields were successfully created.
Note: If a raw object record encounters a uniqueness constraint error during a Loader job that creates, updates, or deletes records, the entire batch fails.
Failure Logs
Failure logs include the following information:
- Error messages for each record that failed to load
- Original data alongside corresponding errors
- Row IDs from the original .CSV file for the corresponding row
- Lines that Vault Loader skipped due to a mismatch in column counts
You can review and fix errors from within the error log. Once you correct any errors, you can re-import the failure log.
Unexpected Errors
Occasionally, something such as a server restart may happen while a Vault Loader job is running that prevents the system from detecting the status of one or more records. In this case, you may see the following message in the failure logs:
An unexpected error occurred. Please verify the status of this record and reload if necessary.
To resolve this, check the status of the affected record(s) manually and reload them if needed.
About the Vault Loader Command Line Tool
With the Vault Loader command line tool, you can manage files and folders on your Vault’s file staging server, load data to your Vault, or extract data from your Vault directly from the command line. Learn more about using the Vault Loader Command Line Tool.
How to Use the File Staging Server
See Accessing Your Vault’s File Staging Server to learn about connecting to the server. Note that you must use UTF-8 encoding in your .CSV files.
How to Use the Server for Inputs
To reference files:
- Connect to the file staging server for your Vault.
- Upload files to the server. You can put these in the root directory or in your personal subdirectory. You can also create a new subdirectory for them.
- Add the file column to your .CSV input and enter the path/name of each file relative to the file staging server root directory, for example, u60613/Dec-2015-Batch/Gludacta_Brochure.pdf.
How to Use the Server for Extracts
When Vault Loader exports files as part of an extract, you can find those files on your staging server. The .CSV output includes the file column that shows the filename and location, relative to the file staging server’s root directory. When an export includes documents or document versions with multiple rendition types and you select the Include Renditions checkbox, the .CSV output includes a separate row for each rendition type.
Note: The staging server can store any number of files but the maximum number displayed is 64,998. Extracted files and folders on the server are automatically deleted every 72 hours by default. This auto-deletion timeframe does not apply to files that users upload to the file staging server.
Migration Mode
To add document versions or renditions, or to set document numbering during import, you must select the Document Migration Mode checkbox.
To create or update object records in any lifecycle state or state type and with minimal validation, or set standard and system-managed fields such as Created By, you must select the Record Migration Mode checkbox. To bypass record triggers, select No Triggers.
Auditing
Starting with the 24R3 release, Vault no longer tracks Vault Loader actions in the System Audit History, including data export. These changes were previously tracked in Vault releases 18R3 to 24R2. Actions that occurred after your Vault upgraded to 18R3 and before it upgraded to 24R3 will still appear in the System Audit History.
In all releases, Vault Loader actions on documents appear in the Document Audit History, and actions on object records appear in the Object Record Audit History.
About the User Object
You can use Vault Loader to create and update User records with the user__sys object. This allows you to update custom fields on User records, as well as standard fields such as Manager. Because Vault synchronizes User records with Legacy User accounts, Vault automatically updates Legacy User accounts when you create or update User records.
Note: Usernames are case sensitive. Entering usernames with incorrect capitalization may result in account creation or update failures.
Related Permissions
By default, only Vault Owners have access to Vault Loader. To extend this functionality to other users or groups, assign them to a custom security profile that includes the permissions below.
To perform any actions through Vault Loader, users must also have the correct access for the action. For example, users cannot update documents on which they do not have role-based permissions or create users without the appropriate security profile.
Additional permissions and restrictions apply for file staging server access.
| Type | Permission Label | Controls |
|---|---|---|
| Security Profile | Application: Vault Owner Actions: Vault Loader | Grants ability to use the Loader tab. Users must have both this permission and Application: API: Access API to download files. |
| Security Profile | Tabs: Loader: View | Grants the ability to view the Loader tab. |
| Security Profile | Application: API: Access API | Grants the ability to run API commands via Vault Loader. Users must have both this permission and Application: Vault Owner Actions: Vault Loader to download files. |