Using File Transfer Protocol (FTP) Connections to Export Jobs

Screenshot of the Study Settings tab with the Export Jobs section open.

You can create up to ten File Transfer Protocol (FTP) connections to automatically export survey data from Studio.

Overview

  • Exports run as an automatic daily transfer with the option to request immediate ad hoc transfers as needed.
  • You can choose to export to the following locations:
    • Veeva Clinical Database Vault (CDB): Creating an FTP connection with a CDB Vault requires that your study’s site and participant records match in both the CDB Vault and the Vault connected to your study. For example, if a site connected to your study doesn’t match a site in CDB, the FTP upload will be successful, but the data isn’t visible in CDB because no matching record exists. CDB creates error logs in these instances. You can only create one CDB connection.
    • External FTP: Use an external FTP of your choice. This option allows you to tailor your file names and zipped folder options.
  • If selected, External FTP exports can include a log.txt file containing the following information about each .CSV file included in the upload:
    • CSV File Name
    • Extract Start Datetime
    • Extract End Datetime
    • Number of Records
  • Daily survey data transfers occur at 03:00 UTC.
    • CDB transfers include all data from your study’s collection.

Creating an FTP Connection

To create an FTP connection, complete the following steps:

Important: The Study Number in eCOA Vault must match the Study Name in the CDB Vault because the manifest file that eCOA automatically generates uses the Study Number from eCOA Vault.

  1. In Studio, access the Study Settings tab for the study and select Export Jobs.
  2. Select Create Job, and select FTP Connection or CDB Connection.
  3. To create an FTP Connection, add the following information:
    • Connection Type: The connection type. You can select FTPS, FTP, or SFTP. This field is required.
    • Job Name: The external identifier you can use to identify each job.
    • Server URL: The FTP’s URL. This field is required.
    • Port: The FTP’s port. This field may or may not be required by your FTP site.
    • Destination Folder: The path to the FTP folder where the ePRO data is uploaded. If you do not enter a destination folder, we will upload the data to the FTP’s home directory.
    • Authentication Type: You can select SSH Keypair for an SFTP connection Type or Username and Password for any of the types.
    • Username: Your FTP site username. This field is required.
    • Password: Your FTP site password. This field is required if you selected an Authentication Type of Username and Password.
    • Public Key Name: Select the public key name, or select Generate New Key and enter a unique name. The Public Key is generated for you to copy and paste into your other system, or you can select Download .PUB File. This field is required if you selected an Authentication Type of SSH Keypair.
    • Data Types: Select which data exports you want to include in the job. All report types are available for selection.
    • Settings: Specify your preferred export settings. You can configure your filenames to include or tokens to include the exact date and datetime. Special characters and whitespace are not permitted.
      • Export the data types into one .zip file: Turn this option on to export all items into the same zipped folder.
      • Include a file with a log of the export: Turn this option on to include the log file described in the overview above and name it according to your requirements.
  4. To create a CDB Connection, add the following information:
    • Job Name: The external identifier you can use to identify each job.
    • Server URL: Your Veeva CDB URL.
    • Port: Not required for CDB connections.
    • Destination Folder: If you’re a CDMS Vault Owner, enter your user folder as the destination folder (for example, uVaultUser123/workbench/). If you’re not a CDMS Vault Owner, enter workbench/ as the destination folder.
    • Username: The username format is server+email. For example, if your Vault server is us.veeva.com and your email is user@veeva.com, enter us.veeva.com+user@veeva.com.
    • Password: Your Vault password.
    • Display One Table per Survey: Turn this option on if you want each survey to be exported in separate tables.
  5. Select Test Connection to test your connection with your credentials. The result shows either Passed or Failed. If Failed is displayed, confirm your credentials and try again.
  6. When your result shows Passed, select Save.

Initiating a Transfer on an Ad Hoc Basis

Studio users can initiate a transfer on an ad hoc basis.

To initiate an immediate transfer, complete the following steps:

  1. In Studio, access the Study Settings **tab for the study and select **Export Jobs.
  2. Select the Run Export icon () next to the export you want to run.
  3. One of the following options will be displayed:
    • If CDB Connection, confirm your intent to run the export.
    • If External FTP, confirm the following:
      • Files to include in the export
      • File names
      • Whether you want to receive separate files or a single zipped file

Updating an FTP Connection

  1. In Studio, access the Study Settings tab for the study and select Export Jobs.
  2. Select the Edit icon () next to the export you want to update.
  3. Update any information by following the guidelines in the Creating an FTP Connection section.
  4. After you test your connection and your result shows Passed, select Save.

Inactivating an FTP Connection

After you create an FTP connection, you can disable the FTP connection information. The initial connection details will be retained.

To inactivate an FTP connection, complete the following steps:

  1. In Studio, access the Study Settings tab for the study and select Export Jobs.
  2. Select the Edit icon () next to the export you want to inactivate and select Deactivate This Job.
  3. Select Deactivate,
  4. The job is deactivated.

Reactivating an FTP Connection

You can reactivate an FTP connection. The initial connection details will be retained.

To reactivate an FTP connection, complete the following steps:

  1. In Studio, access the Study Settings tab for the study and select Export Jobs.
  2. Select the Edit icon () next to the export you want to reactivate and select Activate This Job.
  3. Re-enter your password, and select Save.
  4. The job is activated.