Veeva Scanner

Introduction

The Veeva Scanner allows extracting documents, audit trails and their related information from any supported Veeva Vault.

Veeva Scanners can be created, configured, started and monitored through migration-center Client, while the corresponding processes are executed by a migration-center Job Server and the migration-center Veeva Scanner respectively.

A scanner is the term used in migration-center for an input adapter. Using a scanner module to read the data that needs processing into migration-center is the first step in a migration project, thus scanning also refers to the process used to input data to migration-center.

Scanners and importers work as jobs that can be run at any time and can even be executed repeatedly. For every run, a detailed history and log file are created. Multiple jobs can be created or run at a time, each being defined by a unique name, a set of configuration parameters and a description (optional).

Prerequisites

Network

The scanner uses FTP/S to download the content of the documents and their versions from the Veeva Vault environment to the selected export location. This means the content will be exported first from the Veeva Vault to the Veeva FTP server and the Veeva scanner will then download the content files via FTP/S from the Veeva FTP server. So, the necessary outbound ports (i.e. TCP 21 and TCP 56000 – 56100) should be opened in your firewalls as described here:

http://vaulthelp.vod309.com/wordpress/admin-user-help/admin-basics/accessing-your-vaults-ftp-server/

https://support.veeva.com/hc/en-us/articles/216008767-Error-Connection-refused-by-server-Unable-to-Connect-to-FTP-Site-Using-Vault

Veeva Scanner Properties

To create a new Veeva Scanner job click on the New Scanner button and select “Veeva” from the adapter type dropdown list. Once the adapter type has been selected, the parameters list will be populated with the Veeva Scanner parameters.

The Properties of an existing scanner can be accessed after creating the scanner by double-clicking the scanner in the list or by selecting the Properties button/menu item from the toolbar/context menu. A description is always displayed at the bottom of the window for the selected parameter.

Multiple scanners can be created for scanning different locations, provided each scanner has a unique name.

Common Scanner Parameters

Veeva Scanner Parameters

Additional Configuration Settings

There is a configuration file for additional settings for the Veeva Scanner located under the …/lib/mc-veeva-scanner/ folder in the Job Server install location. It has the following properties that can be set:

Working with Veeva Scanner

The Veeva Scanner connects to the Veeva Vault by using the username, password & server name from the configuration. The FTP/S connection is done internally by following the standard instructions computing the FTP username from the server and the user. Additionally, to use the proxy functionality, you have to provide a proxyUser, proxyPassword, proxyPort & proxyServer.

The scanner can export all the versions of a document, as a version tree, together with their rendition files and audit trails if they exist. The scanner will export the documents in batches of provided size using the condition specified in the configuration.

Exporting Documents & Versions

The Veeva Scanner uses a VQL query to determine the documents to be scanned. By leaving the documentSelection parameter empty, the scanner will export all available documents from the entire Vault.

A Crosslink is a document created in one Vault that uses the viewable rendition of another document in another Vault as its source document.

For scanning the crosslink it is necessary to set the exportCrossLinkDocuments checkbox from the scanner configuration. The scanned crosslink object will have isCrosslink attribute set to true and this is how you can separate the documents and crosslinks from each other.

Exporting Renditions

The scanner configuration view contains the exportRenditions parameter, which let you export the renditions. Moreover, you can specify exactly, which rendition files to be exported by specifying the desired types in the renditionTypes parameter.

If the exportRenditions parameter is checked and the ‘renditionTypes parameter contains annotated_version__c, rendition_two__c values, then just these two renditions will be exported.

Exporting Audit Trails

We are strongly recommending you to use a separate user for the migration project, because the Veeva Vault will generate a new audit trail record for every document for every action (extracting metadata, downloading the document content, etc.) made during the scanning process.

Veeva Scanner allows scanning audit trails for every scanned document as a distinct MC source object. The audit trails will be scanned as ‘Veeva(audittrail)’ objects if the checkbox scanAuditTrails is set. The audited_obj_id attribute contains the source system id of the document that has this audit trail.

Exporting Binders

The Veeva Scanner allows you to extract the binders in such a way that they can be imported in a OpenText Documentum repository as Virtual Documents. The feature is provided by three parameters: scanBinders, scanBinderVersions, maintainBinderIntegrity. On Veeva Vault side, the binders are managed just as the documents, but having the binder__v attribute set to true.

To fully migrate binders to virtual documents, you have to scan them by maintaining their integrity to be able to rebuild them on Documentum side.

The scanner will create a relationship between the binder and its children. Moreover, the scanner supports scanning of nested binders. The relationship will contain all the information required by the Documentum importer.

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