Vault allows you to schedule data export jobs on the Admin > Operations > Job Definitions page. The Scheduled Data Exports job exports data on a daily basis at 12:00AM in the Vault time zone and can be configured to export object records, audit history, and document metadata directly to your Vault File Staging FTP folder or Amazon S3 Bucket. Vault exports extracted data to a CSV file.

Configuring Scheduled Data Exports

You can configure the job definition on the Job Definitions > Scheduled Data Exports page. Configuring the job definition grants you the role of Job Owner for the Scheduled Data Exports job.

The Scheduled Data Exports job is inactive by default. To activate the job:

  1. Click Edit.
  2. Under Status, select Active.
  3. Click Save.

Selecting Entities to Export

On the Scheduled Data Exports page, you can select which entities Vault exports under Export Configuration. Entities include object records, audit history, and document metadata. Exporting audit history data requires additional permissions.

The following audit history data is available for export:

  • System Audit
  • Login Audit
  • Document Audit
  • Object Record Audit
  • Domain Audit

To add entities to the export:

  1. Click Edit.
  2. Enter the name of the Entities to Export or select an entity from the list.
  3. Use the arrow buttons to move the entity to Selected Entities.
  4. Click Save.

Accessing Exported Data

By default, Vault exports CSV files from the Scheduled Data Exports job to a File Staging Server. Vault uploads files to different locations depending on your security profile. If you have a Vault Owner security profile, Vault uploads files to the root FTP folder. If not, Vault uploads files to your FTP folder.

You can configure Vault to export data to a custom Amazon S3 Bucket by navigating to Admin > Settings > Scheduled Data Export Settings and clicking Edit.

Before Vault can export data, you must set up your Amazon S3 Bucket:

  • Create the buckets that you will need. The bucket name does not impact functionality but needs to be distinct.
  • Grant Read objects, Write objects, and Read bucket permissions on the bucket to the following canonical ID: 6aa09b8b08a72fa7c87711134cbbdca1a855f619b5679ad7a90b9d947420928f. This allows Vault to read and write to your S3 bucket.
  • Select the Read object and Read and Write Object ACL permissions checkboxes.
  • Validate the S3 Bucket you wish to use with Vault Scheduled Data Exports using a verification file. You can download the verification file by navigating to Admin > Settings > Scheduled Data Export Settings and clicking Edit.

Then you’ll need to add your S3 Bucket details to Vault:

  1. On the Scheduled Data Export Settings page, enter your S3 Endpoint.
  2. Enter the S3 Bucket Name.
  3. Click Validate.
  4. Click Save.
  5. Navigate to Operations > Job Definitions > Scheduled Data Exports.
  6. Click Edit.
  7. Under Data Storage Option, select your Amazon S3 Bucket.
  8. Click Save.

Vault uploads data to S3 Endpoints over HTTPS.

You can reset the S3 Bucket configuration by navigating to Settings > Scheduled Data Export Settings and clicking Edit. Click Reset, then click Confirm in the dialog. You cannot reset S3 Bucket configuration if the bucket is selected as the data storage option on the scheduled data export job.

You can also configure AWS settings to become the object owner of the files Vault exports to the bucket. See the AWS S3 documentation for more information on bucket ownership.

Data Export Options

The first time you configure an entity for export, Vault exports the entity’s full data. The subsequent daily export contains data from the previous successful Entity Run Date for the initial full data export to the current execution time. Vault does not automatically export an entity’s full data if a Scheduled Data Exports job previously exported the entity.

To override the Scheduled Data Exports job and force Vault to complete a full data export, select the Enable full data export option under Data Export Options when configuring the job.

You can only execute a full data export once every 30 days. Vault does not export audit history for initial or full data exports.

Notifications

When the export is complete, you’ll receive an email and a Vault notification. The notifications include a link to the search results for Scheduled Data Exports filtered by the applicable Job ID and the filepath of the export folder. Vault also notifies you upon partial completion or failure of the Scheduled Data Exports job.

If a job run is unsuccessful, the next job will process the data to a maximum of 14 days.

Formatting in Exported Data

Vault formats exported data as follows:

  • Exported document metadata includes inactive document fields.
  • Unique, empty value fields on multi-value objects, displayed as “,,” in files extracted from Vault Loader, are empty in Scheduled Data Exports files.
  • When escaping characters, Vault does not add backslash (\) characters to field values with an existing backslash.
  • When escaping characters, Vault adds two pairs of double quotes for multi-value fields with commas. For example, Vault escapes "ab,c" or "ab,c,def" as """ab,c""" and """ab,c"",def".
  • Currency fields in Vault objects export with an extra decimal place. For example, 1.0 exports as 1.00.
  • DateTime fields on Document and Document Version exports include seconds in the timestamp.

Limitations

  • After the initial export, Vault only exports data updated since the last successful job run.
  • All columns are exported, including inactive fields.
  • Available and selected entities are limited to data that the Job Owner can view.
  • Exporting platform objects and document relationships is not supported.
  • Job schedule time and frequency cannot be modified.
  • Vault removes files placed on the Vault File Staging FTP after the FTP File Staging Retention time expires.
  • Vault does not export deleted records in initial or full data exports. Daily data exports contain deleted records.

You can complete all steps in this article with the standard System Admin or Vault Owner profile. If your Vault uses custom security profiles, your profile must grant the following permissions:

Security Profile

Admin: Operations: Jobs: Read
Grants read-only access to Operations > Job Definitions.
Admin: Operations: Jobs: Edit
Grants ability to edit existing job definitions.
Admin: Operations: Jobs: Interact
Grants ability to manage scheduled job instances (start, stop, cancel, among others).
Application: File Staging: Access
Grants ability to connect to the file staging server and download files extracted using Vault Loader (document source files and renditions).
Objects: Scheduled Data Export: Read
Grants ability to view records for the Scheduled Data Export object.
Admin: Logs
Grants ability to view and export log data for System Audit, Login Audit, Document Audit, Object Record Audit, and Domain Audit in scheduled exports.