Regulatory Documents provides you with the ability to export all document renditions in a binder as a single merged PDF file. This allows you to easily generate a complete file to submit to authorities when registering new products and responding to customer requests for regulatory documents.
Depending on your Admin’s configuration, object, field, and section labels may appear differently than the labels mentioned in this article.
About Exporting a Binder as Merged PDF
When you export a binder as a merged PDF, Vault creates a single PDF for whichever version binding you’ve set, merging all documents with viewable renditions you have permission to view in the exact order in which they appear in the binder. You can export a single PDF for binders that:
- Include two (2) or more documents.
- Do not include another binder.
- Do not include any files without renditions.
- Do not exceed the limitations.
As a best practice, we recommend that you don’t export merged PDFs for binders containing any files exceeding 1 GB.
Exporting a Binder as Merged PDF
To export a binder as a merged PDF:
- Navigate to the applicable binder.
- Optional: Edit the binder as needed to ensure the documents are in the correct order.
- From the binder’s All Actions menu, select Export Binder as Merged PDF.
- Click Continue in the dialog to confirm the export.
The action will fail if any of the following conditions are met:
- Your document role lacks permission to view content for all documents in the binder.
- Vault encounters an unexpected error. Contact your Admin for assistance.
The generated PDF does not overwrite any visible page numbers on binder documents.
Notifications
You’ll receive an email and a Vault notification letting you know if the file was created successfully or if there were any errors. When successful, the notification includes a link to download a ZIP file containing the generated PDF file. The file name is based on the binder’s name, truncated at 100 characters, and with any unsupported characters removed.
The file expires after 14 days. If the file expires, you must run the action again to generate a new file. You are the only user that can download the file. If another user tries to download the file, they will receive an error message.
Limitations
The following limitations apply to exporting a binder as merged PDF:
- Binders can include up to 100 documents.
- Binders can include up to 5,000 nodes (binder, sections, subsections, and documents).
- Generated PDF files cannot exceed 4GB.