File vault is an add-on module, that allows you to upload very big files and associate them with a subject and data event. The file vault can be scaled up in size from 100 GB to 4 TB and allows for individual files of up to 20 GB a piece.
The file vault allows for any file format to be uploaded. It simply stores the file without any attempts to run/execute/render the file. The file vault can be accessed on a link unique to the study and log-in uses the same credentials as logging into the Greenlight Guru Clinical app.
Note: Only users with a Greenlight Guru Clinical account can get access to a file vault.
Enable File Vault
The file vault is enabled as an add-on when creating a study or by clicking "Edit study".
- Go to [Study Name] > Study Info
- Click on Edit Study
- Go to Add-ons and enable File Vault
Once the file vault has been enabled, it will automatically be created by the system.
Accessing the File Vault
To access the file vault, go to the left-side menu and click on the File Vault button.
This will open the file vault in a new tab in the browser.
Upon accessing the file vault via Greenlight Guru Clinical, the user will automatically be logged in to the file vault. If the file vault is accessed via the file vault link (not via Greenlight Guru Clinical), the user will be prompted to log in with the same credentials as to Greenlight Guru Clinical.
From the File Vault overview you can manage all the previously uploaded data, allowing you to download the files by pressing the cloud icon next to the data file of interest, and to delete a file by pressing the garbage can icon. Lastly, you can sort the data by site, subject, and/or data event using the toggle filter, which is found in the upper right corner next to the uploading function.
File Vault Permissions
To grant users access to the file vault, go to:
- Go to [Study Name] > Collaborators
- Click on Roles
- Create a Role that has one or several of the File Vault Permissions
The permissions related to the file vault are:
| Permission | Related Actions |
| File Vault Upload | Upload files to the File Vault |
| File Vault Download | Download files from the File Vault |
| File Vault List | See the list of uploaded files in the File Vault |
| File Vault Replace | Replace a file with a new file in the File Vault |
| File Vault Delete | Delete files in the File Vault |
Upload Files to the File Vault
To upload data, press the black cloud in the upper right corner:
A window will appear where you can specify the specific site, subject, and data event the data file is connected to. Lastly, choose the data file to upload. If needed, you can upload more files at once by selecting multiple files in your folder.
Click the Upload File(s) button.
After the file has been uploaded it will appear in the overview:
Download Files from the File Vault
To download files from the File Vault, navigate to the main view, the file list, and click on the cloud icon:
The file will be downloaded and can be stored where you wish. The format of the file will be identical to the uploaded file.
Delete Files from the File Vault
To delete a file from the File Vault, navigate to the main view, the file list, and click on the trashcan icon:
Replace Files in the File Vault
To replace a file in the File Vault, upload a file with the same file name as an existing file. When clicking Upload File(s), a window will appear where you can enter the reason for replacing the existing file:
Once the reason for replacing the file has been entered, the file will be replaced.
File Vault Audit Log
To keep track of actions, File Vault has an audit log enabling you to see what has been edited, when, and by whom. The audit log button is found in the upper right corner and will bring you to an overview of all actions, displayed in chronological order.
The File Vault audit log will show the following information:
- Timestamp
- Action
- User ID
- Message
The possible actions are:
| Action Name | Description |
| Login | Logged in to the File Vault |
| List Files | Viewed the list of File Vault Files |
| Upload | Uploaded a file to the File Vault |
| Download | Downloaded a file from the File Vault |
| Delete File | Deleted a file from the File Vault |
| Replace File | Replaced a file in the File Vault |
The message describes which actions were performed and by whom, for example, “user@email.xom listed files for study: Study Name, page: 1, files listed: 3”.