Imagine that you’re about to board a plane and need to edit content in several different Vault documents. With Vault File Manager, you can use a bulk document action to check out the documents and download the source files to Vault File Manager on your Windows computer. You can also use the document Actions menu to check out individual documents to Vault File Manager. The installed client shows your list of checked out documents, which you can update even while you’re offline. When you’re back online, you can even use the client to check documents in without opening Vault.

If you have questions about Vault File Manager, see the Vault File Manager FAQ.

How to Install Vault File Manager

You can download the Vault File Manager installer from the User Profile page under Settings. Vault also prompts you to download the installer when you first use the Document Check Out bulk action. Follow these installation steps:

  1. Download the Setup.exe file and double-click to begin installation.
  2. Follow the instructions to review and accept the Vault File Manager License Agreement and NLog copyright notice.
  3. Enter your Vault login credentials when prompted.

Vault continues to prompt you to install Vault File Manager during the Document Check Out bulk action until you select the Don’t show again checkbox in the dialog.

To complete these steps, you must have the correct permissions and the Provision File Manager from Vault option must be enabled in your Vault. If the Provision File Manager from Vault option is not enabled in your vault, contact your Admin or Customer Success Manager for the latest installation file.

How to Log In to Vault File Manager

Open Vault File Manager from the Windows Application menu or desktop. Sign in to Vault File Manager with your Vault User Name and Password.

If the Vault File Manager client is already open but logged out, select Log In from the Actions menu. Vault File Manager autofills the User Name field based on your last login.

Checking Out Documents

To check out documents, you must log into Vault using your browser. You cannot check out documents from the Vault File Manager client.

How to Check Out Individual Documents

To check out documents:

  1. Log into Vault using your browser.
  2. From the document Actions menu, choose Check Out to File Manager. If you are not already logged into Vault File Manager, Vault prompts you to open it.

Documents download automatically. Vault File Manager displays a progress bar that shows the document’s download status and automatically opens the file in the assigned application when the download is complete.

After editing a document, you must save it to the same location. Moving the file to another location will prevent Vault File Manager from checking in the document.

How to Bulk Check Out

To check out documents using the bulk action:

  1. Log into Vault using your browser.
  2. Select documents and choose Perform Bulk Action from the Actions menu. For details on document selection, see Using Bulk Document Actions.
  3. On the Choose Action page, select Document Check Out and click Next.
  4. On the Confirmation page, click Finish.
  5. Open the Vault File Manager client.

Documents download automatically. Progress bars show the download status for each document. Vault File Manager can download up to eight (8) documents at once. Additional documents in the queue show as “Pending download.” Hover over a document’s progress bar and click Skip File to place it at the end of the download queue or Cancel to cancel the checkout. Once the download is complete, open a document by double-clicking on the name from the document list, or right-click and select Open with to open the document in a different application.

Troubleshooting Document Download

If you don’t see your checked out documents in the client within a few sections:

  • Check that you’re logged in with the correct user profile.
  • Check that you have the correct vault selected.
  • Click the Refresh button.
  • Check that you’re connected to the internet.

How to Check In

To check in documents from Vault File Manager when you’ve finished making changes:

  1. Open the Vault File Manager client.
  2. Use the checkboxes to select one or more documents for check-in.
  3. Click Check In.
  4. Optional: Add a comment in the Description field. This description applies to all documents selected for check-in.
  5. Click Check In.

Vault File Manager uploads the new versions to your Vault and automatically deletes local files.

Progress bars show the upload status for each document. Hover over a document’s progress bar and click Skip File to place it at the end of the upload queue or Cancel to cancel the check in. Vault File Manager can upload up to eight (8) documents at once.

To check in documents from Vault when you’ve finished making changes:

From the Doc Info page, click on the Actions menu, select Check In from Vault File Manager.

Viewing Version Descriptions

To see the entered description in Vault, navigate to the checked-in document. Expand the Version History Doc Info fields panel and hover over the version number, or select Version History from the document Actions menu.

Checking in New Versions

If you want to check in a new file rather than checking in the version in Vault File Manager, first undo the checkout. The file remains in the Vault File Manager client, but you will not be able to check it in. For example, Gladys checks out a document via Vault File Manager, but then a coworker emails her an updated version of the document. The version in Vault File Manager is no longer the latest. Rather than checking in from Vault File Manager, she must undo the checkout and then use the Upload New Version action in Vault.

How to Undo Checkout

In Vault File Manager, right-click a single document and select Undo Checkout. This simultaneously removes the file from Vault File Manager and reverts the checkout in Vault.

To undo checkout in Vault, navigate to the document and choose Undo Checkout from the Actions menu. Note that this requires you to manually remove the file from Vault File Manager.

Working in Vault File Manager

Configuring Vault File Manager

To enable Vault File Manager or configure an OAuth profile, see Configuring Vault File Manager.

Opening Documents

Open a document by double-clicking on the name from the document list, or right-click and select Open with to open the document in a different application.

Vault uses the VFM File Security Policy object to determine which file types Vault File Manager should open automatically. By default, VFM File Security Policy records auto-open most common file types. Admins can configure which file types automatically open.

Sorting Documents & Viewing Document Details

Click the column headers in Vault File Manager to sort documents by Name, File Extension, Document Number, Document Version, Document Type, File Size, Status, date the document was Checked Out, or date the document was Updated. The Updated column indicates the last time that you opened the file and saved it locally. Hover over a date in this column to see the full date and time.

If all file information doesn’t fit in the window, a scrollbar appears at the bottom of the client. You can also adjust column width to change how information displays. Text may wrap when you shrink column size.

Downloading Large Rendition Files

To download the rendition using Vault File Manager, navigate to Renditions in the Files panel on the Doc Info page and select Download to Vault File Manager from the Actions menu next to the rendition.

When you download rendition files above 4 GB in size, Vault prompts you to use Vault File Manager for improved speed and performance.

Switching Between Vaults

If you have access to multiple vaults with a single user profile, you can switch between them from the Vault Selector in Vault File Manager.

If you have multiple Vault accounts, you must use the Log Out option from the Actions menu in order to switch between accounts.

Event History

Select Event History from the Actions menu to see a log of events in the Vault File Manager client, including errors that occurred.

In-App Help and Feedback

Select Help from the Actions menu to open this page in Vault Help, or select Give Feedback to open the Veeva Support suggestions page where you can provide feedback on the application and suggest future enhancements.

Reporting on Vault File Manager Users

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. Admins can see which users are using Vault File Manager by navigating to Business Admin > Vault File Manager Users. Admins can also create a custom report type for the Vault File Manager User object.

About Vault File Manager Statuses

The following statuses are possible:

Status Description
Check In Complete The document check in process is complete.
Check In Failed The document check in process failed.
Check In Pending The document is pending check in.
Checking In File Vault File Manager is checking in a file.
Download Canceled The document download process was canceled.
Download Failed The document download process failed.
Download In Progress The document download process started.
Download Pending The document download process is pending.
New The document download process is complete.
None The document has no status.
Not Checked Out The document is not checked out.
Opened The document was opened.
Undo Check Out Complete The undo document check out process is complete.
Undo Check Out Failed The undo document check out process failed.
Unknown Error An unknown error occurred.

Limitations

Vault File Manager has several limitations:

  • Vault File Manager only supports Windows version 10 and later.
  • Vault File Manager currently only supports authentication using Vault credentials or OAuth with Ping Identity, ADFS, Okta and Microsoft Azure AD.
  • Vault File Manager does not support localization.
  • Vault File Manager requires a user’s Windows computer to have .NET Framework 4.8 or later. Users with operating systems older than Windows 10 may need to install or update .NET Framework.
  • Vault File Manager does not auto-open all file types. For example, EXE files do not automatically run when checked out.

The following permissions control actions related to Vault File Manager:

Type Permission Label Controls
Security Profile Application: Document: Vault File Manager Ability to check out documents using the Check Out to File Manager action or Document Check Out bulk action and download large rendition files using Vault File Manager.
Security Profile Application: Document: Bulk Update Ability to perform bulk actions.
Security Profile Application: Document: Download Rendition Ability to download large rendition files using Vault File Manager.
Security Profile Application: File Staging Access Ability to connect to your vault via Vault File Manager.
Document Role Edit Document Ability to check out and check in the document.