# Working with Dossier Binders (Registration & Dossier Management)

[Registration & Dossier Management](/en/lr/71498/) provides you with the ability to create and export a Dossier Binder for a specific requirement that includes a list of all expected documents needed for a submission. Vault organizes the documents in nested hierarchical sections that match the _Requirement_ hierarchy structure.

Before creating a Dossier Binder, review the hierarchical structure and matched documents in the [Requirement Hierarchy Viewer](/en/lr/623829/) and make any necessary changes.

Depending on your [Admin's configuration](/en/lr/76894/), object, field, and section labels may appear differently than the labels mentioned in this article.

## About Dossier Binder Creation {#about-creation}

When configured by your Admin, Registration & Dossier Management includes an action on the _Requirement_ object that lets you create a Dossier Binder based on all related _Requirement_ child records, their related _EDL Items_, and applicable matched documents. Your Admin may also configure this action to run as part of a change to a _Requirement's_ lifecycle state.

When you trigger the _Create Binder_ action on a _Requirement_ record, Vault creates a Dossier Binder for that requirement and does the following:

 * Labels the binder with the same label as the parent record.
 * Populates the _Binder_ field on all _Requirements_ in the hierarchy.
 * Assigns a document type and lifecycle to the Dossier Binder based on your Admin's configuration.
 * Creates a top-level parent section in the binder for the parent record.
 * Creates sections for each _Requirement_ record based on the displayed order in the [Requirement Hierarchy Viewer](/en/lr/623829/) that meets the following criteria:
    * The _Dossier Folder_ checkbox is selected. If no records in the hierarchy have the checkboxes selected, Vault creates the binder without subsections.
    * The _Exclude from Binder_ checkbox is unselected.
 * Adds [matched documents][2] according to related _EDL Item_ records and sorts them based on the order of their associated _Requirement_ and then by document name.
 * Populates the _Requirement_ field on all documents in the binder with the label of the parent record.

Vault executes the _Create Binder_ action as the "System User" instead of the user who triggered the action.

### How Vault Adds Documents to a Dossier Binder {#adding-documents}

Vault automatically adds matched documents to the relevant binder sections for every _EDL Item_ related to each _Requirement_. Vault applies the following rules when adding documents:

 * Vault binds documents to [locked steady state versions](/en/lr/32749/#auto-locking). If there are no locked versions, the documents are left unbound.
 * If there is no corresponding _Requirement_ section because the _Dossier Folder_ checkbox on the related _Requirement_ is clear, Vault adds the document to the next section up in the hierarchy.
 * If multiple _EDL Items_ related to a _Requirement_ contain the same document, Vault adds only a single instance of the document to the section.
 * If you have not related any _EDL Item_ records to the _Requirements_ in the hierarchy, Vault still creates the Dossier Binder but does not populate it with any documents.
 * Vault does not add any [binder types of documents](/en/lr/15089/) to the Dossier Binder.

#### Dossier Binders with Shared Requirements {#shared-requirements}

If you [generated _Requirements_](/en/lr/71503/) with the _Generate Requirements_ or _Update Requirements_ actions after specifying a root _Requirement_ in the _Source Dossier_ field, Vault adds documents depending on if you [customized](/en/lr/71503/#customizing) any of the generated _Requirements_:

* For any _Requirement_ on which you ran the _Customize_ action: Vault adds document versions matched to the shared source _EDL Items_ related to the source _Requirement_.
* For any _Requirement_ on which you did not run the _Customize_ action: Vault adds document versions matched to the _EDL Items_ generated by the _Customize_ action.

The _Use Source_ checkbox is automatically selected on _Requirements_ with shared requirements, excluding any _Requirements_ on which you ran the "_Customize_. If you clear the _Use Source_ checkbox, Vault will not include the shared documents in the Dossier Binder.

## Creating a Dossier Binder {#create}

To create a Dossier Binder:

 1. Navigate to an active root _Requirement_ record.
 2. Select the **Dossier Folder** checkboxes on the appropriate _Requirement_ records in the related records hierarchy. Vault only creates binder sections for related child records with _Dossier Folder_ checkboxes selected.
 3. Optional: Clear the **Use Source** checkbox for any _Requirement_ that you do not want to [reuse shared documents][9].
 4. Optional: Select the **Exclude from Binder** checkbox for any _Requirement_ to exclude any optional and supporting documents that you do not want to include in the generated binder. 
 5. From the **All Actions** menu, select the appropriate action depending on your business needs:
    * **Create Binder** to create a new binder. If you don't see the _Create Binder_ option in the **All Actions** menu, the action may be part of an entry action. See [Automatic Dossier Binder Creation][4] for more details.
    * **Create and Export Binder** to create and export a new binder. If binder creation fails, Vault does not prepare the binder for export.

When notified that the Dossier Binder creation completed successfully, you can [view](/en/lr/4390/) and [edit](/en/lr/4422/) your Dossier Binder as needed.

If you selected _Create and Export Binder_, Vault first creates the Dossier Binder, then exports the entire Dossier Binder with all documents in the folder structure that you have permission to download, with the following parameters:

* **Renditions**: _Viewable renditions_
* **Version**: _Follows version binding rule_

### Up-Versioning a Dossier Binder {#up-versioning}

You can up-version an existing Dossier Binder to reflect any updates you've made to the _Requirement_ related records hierarchy, including any changes to _EDL Items_. To do this, trigger the **Create Binder** action or **Create and Export Binder** action to recreate a Dossier Binder on the same parent _Requirement_ record. When the action runs, Vault updates the Dossier Binder to the next applicable version number.

If you selected the _Create and Export Binder_ action, Vault notifies you when the binder export is complete and provides a link to download the ZIP file of the up-versioned binder after creation. If binder creation fails, Vault does not prepare the binder for export.

### Automatic Dossier Binder Creation {#automatic}

Depending on your Admin's configuration, Vault may automatically create a Dossier Binder when a _Requirement_ record enters a specific lifecycle state rather than, or in addition to, the _Create Binder_ action being available to you in the **All Actions** menu.

Ensure that the _Dossier Folder_ checkboxes are selected for the appropriate _Requirements_ records in the related records hierarchy, then change the state of the record from the **Workflow Actions** menu to trigger the _Create Binder_ action.

## Exporting a Dossier Binder {#export}

You can export a previously-created Dossier Binder by executing the _Export Dossier Binder_ action on an active _Requirement_ record. To export a Dossier Binder:

1. Navigate to an active _Requirement_ record.
2. From the **All Actions** menu, select the appropriate action depending on your business needs:
  * **Export Binder** to export a binder you have already [created][3].
  * **Create and Export Binder** to create and export a new binder or to [up-version][5] and export an existing binder. If binder creation fails, Vault does not prepare the binder for export.

Vault exports the entire Dossier Binder with all documents in the folder structure that you have permission to download with the following parameters:

 * **Renditions**: _Viewable renditions_
 * **Version**: _Follows version binding rule_

If configured by your Admin, you can export a Dossier Binder with less than 100 documents as a single [merged PDF file](/en/lr/585085/) with the [Regulatory Documents](/en/lr/484002/) application.

## Notifications {#notifications}

You'll receive an email and a Vault notification letting you know if the Dossier Binder was created or exported successfully or if there were any errors. When you trigger binder creation, the notification also provides details if the Dossier Binder was created but does not contain any unlocked documents or if there are fewer or more matched documents than expected.

When you execute the _Export Binder_ or _Create and Export Binder_ actions, the email and notification include a link to download the ZIP file. The notification also includes the number of files processed and downloaded as well as any documents that failed to export. When you execute the _Create and Export Binder_ action, Vault first notifies you when the binder is created and again when the binder export file is ready to download.

## Limitations {#limitations}

In addition to the [standard export size limits](/en/lr/29681/)  for all Vault binder exports, the following limitations apply to the _Create Binder_ and _Create and Export Binder_ actions:

* Vault supports the following _Requirement_ structures:
  * Up to 100,000 _Requirements_ in a hierarchy.
  * Up to 100 root _Requirements_, with up to 1,000 child _Requirements_ for each root.
  * Up to 2,000 matched expected documents for each root _Requirement_.
  * Up to ten (10) _Requirement_ hierarchy levels.
* The maximum number of sections Vault supports for a generated binder is 2,000.
* Exported Dossier Binder ZIP files cannot exceed 5GB.

[1]: #about-creation
[2]: #adding-documents
[3]: #create
[4]: #automatic
[5]: #up-versioning
[6]: #notifications
[7]: #limitations
[8]: #export
[9]: #shared-requirements