What Is an EDL
The EDL (Expected Document List) is the "receivables checklist" of the TMF: it describes which documents should be collected, how many copies, and whether each is required. Admins configure EDLs via templates, and they are generated automatically onto the study (and its countries/sites) by the Plan Study action.
EDL entries are called Expected Documents (EDL Items). The system measures document completeness against the EDL, and uses it as the source of filing locations for automatic archiving.
Recommended Path: Create Documents from an EDL Item
Creating documents from an EDL Item is recommended — the system carries over fields such as Study and Classification, which maximizes matching success:
- Open the study → Expected Documents list, and open any entry's detail page.
- The detail page shows Document Type / Classification, # Expected, Completeness, etc.; the Matched Documents section is initially empty.
- All Actions → Create Document, choose a creation method (Upload / Placeholder / From Template), fill in the Name and upload the file, then save.
Note
Creating from an EDL Item only pre-fills fields; the match relationship is established automatically after the document is saved.
Matching Rules
The correspondence between documents and EDL Items is maintained by automatic matching. The system compares configured matching fields (typically Study, Study Country, Site, Classification, etc.):
- All configured matching fields equal → match established
- A field empty on both sides → treated as equal
- A value on one side and empty on the other → no match
When creating documents manually, make sure these fields align with the EDL Item.
Common Actions
| Action | Purpose |
|---|---|
| Match Documents | Runs one matching pass for the entry; refreshes Matched Documents and counts |
| Update Related Expected Documents | Syncs # Expected and Requiredness to related entries of the same study (e.g. country/site-level counterparts) |
| Create Document | Creates a document from the entry (Upload / Placeholder / From Template) |
Note
Update Related Expected Documents syncs only counts and requiredness, not document matches.
Checking Completeness
Counts and status on the entry detail page:
| Field | Meaning |
|---|---|
| All Doc Count | Total number of matched documents |
| Steady State Doc Count | Approved steady-state documents among them |
| Completeness | Shows Complete when the threshold is met |
Note
If All Doc Count has a value but Steady State is 0, the matched documents are not yet approved; complete the approval workflow first.
Troubleshooting
| Symptom | Suggestion |
|---|---|
| Matched Documents is empty | Verify the document's Study, Classification etc. match the EDL Item; wait a few seconds and refresh, or run Match Documents |
| Completeness stays Not Started | The document must be saved and all matching fields aligned |
| Related entries unchanged after Update Related | Verify that corresponding country/site-level entries exist in the same study |
Required Permissions & Roles
| Type | Permission | Controls |
|---|---|---|
| Object | EDL / EDL Item: Read, Edit | Viewing lists and entries, editing # Expected and Requiredness |
| Object action | EDL Item: Create Document, Match Documents, Update Related Expected Documents | Creating documents from entries, manual matching, syncing related entries |
| Object | Document: Create, Edit | Saving new documents (matching happens automatically after save) |
Document Contributor has read/write on EDLs and documents; read-only roles (e.g. External Inspector) can view Matched Documents and counts but cannot run actions.