Using an FTP Connection to Automatically Transfer Survey Data in Studio

You can create a File Transfer Protocol (FTP) connection to automatically transfer 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 one of 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.
    • External FTP: Use an external FTP of your choice. This option allows you to tailor your file names and zipped folder options.
  • Audit trail data can’t be transferred via an FTP connection.
  • 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.
    • The transfers include all data from your study’s collection.

Creating an FTP Connection

To create an FTP connection, complete the following steps:

  1. From the Collections list, select the Actions menu All Actions button in the upper-right corner.
  2. From the drop-down menu, select Create Connection.
  3. In the FTP Connection dialog box, you can create either a CDB connection or an external FTP site connection by adding the following information:
    • CDB: The CDB Connection switch is automatically enabled. To create a CDB connection, enter your CDB Vault credentials in the following fields:
      • Server URL: Provide 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: Enter your Vault password and continue to step 4 below.
      • One Table per Survey: Toggle this switch on if you want each survey to be exported in its own table.
    • External FTP: Toggle the CDB Connection switch to off and enter the following information about the external FTP in the following fields:
      • Connection: The connection type. You can select FTPS or SFTP. This field is required.
      • 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 FTP folder path where the eCOA data is uploaded. If you don't enter a destination folder, we'll upload the data to the FTP's home directory.
      • Username: Your FTP site username. This field is required.
      • Password: Your FTP site password. This field is required.
      • 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.
        • Zip Together: Select to export all items into the same zipped folder.
        • Survey Data: Select to export survey data and name per your requirements. At least one data export must be selected.
        • Adherence Data: Select to export adherence data and name per your requirements. At least one data export must be selected.
        • Log: Select to include the log file described in the overview above and name per your requirements.
  4. 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.
  5. When your result shows Passed, select Submit.

Initiating a Transfer on an Ad Hoc Basis

Vault owners can initiate a transfer on an ad hoc basis.

To initiate an immediate transfer, complete the following steps:

  1. From the Collections list, select the All Actions menu in the upper-right corner.
  2. From the drop-down menu, select Run Now.
  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. From the Collections list, select the All Actions menu in the top right corner.
  2. From the drop-down menu, select Update FTP Connection.
  3. Follow the steps in the Creating an FTP Connection section.
  4. After you test your connection and your result shows Passed, select Submit.

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. From the Collections list, select the All Actions menu in the upper-right corner.
  2. From the drop-down menu, select Inactivate Connection, Click Continue.