To ensure smooth collaboration, we offer different ways for you to share data and documents depending on their frequency and volume. Below, you’ll find the available options and when to use them.
🔄 Frequent Data Updates
For recurring or high-volume data (e.g., EDC, Central Lab), we recommend automated, secure transfer methods:
Directly from the Vendor:
👉 We are vendor-agnostic - we can integrate with any vendor platform. For reference, here’s the list of vendors we’ve worked with previously
Login access to vendor platform: Request access for a read-only account so we can retrieve the data directly from the vendor. We will provide you with the e-mail and credentials that need access.
API access: This is the preferred option, as it allows us to programmatically access and update the data in real time.
SharePoint Site (Dedicated): Upload files to a secure, dedicated SharePoint site where Rivia has programmatic access. This should be set up by your organization. 👉 See Instructions.
sFTP Site: Upload files securely through an sFTP site hosted by your organization. Please make sure that access to the sFTP has been provided to the Rivia Team.
⬆️ Sporadic Data Updates
For ad-hoc or less frequent data transfers (occurring less often than monthly), the following options are available in addition to those above:
Standard SharePoint: Share files via our existing SharePoint instance.
Email: Send data files directly by email.
Data Upload in Rivia: Use the "Data upload" tool in Rivia to submit data directly. 👉 See below for instructions
📑 Supported File Types (All Data Transfers)
We support the following formats for all data sharing methods:
Structured data: CSV, TSV, Excel (XLS/XLSX)
SAS files: XPT, SAS7BDAT
Flat files: TXT (delimited)
Other: Please contact us if your data had a different format.
📂 Document Sharing
For documents (e.g., Protocol Documents, SAP File, annotated eCRF):
Standard SharePoint: Share files via our existing SharePoint instance.
Email: Send documents as attachments directly by email.
Data Upload Portal: Use the "Data upload" tool in Rivia to submit documents directly.
💬 Integration Status of Your Data in Rivia
Once Rivia has access to your file, we'll begin to map the data into our system. The status of this integration will be logged either in our individual Success Plan file for that study (shared with your team when we kicked off your engagement with Rivia), or in a pre-existing Data Source Inventory file that is also shared with your team.
You'll be notified via email of the integration status when it's complete, or if we run into any questions. Integration of data can take anywhere from one day to several weeks depending on the complexity and size of the data set.
🔔 Important Notes:
Always notify us (via [email protected] or in-Rivia chat) when data or documents are uploaded - except for automated programmatic transfers.
New Data Sources: Each new vendor/source will be assessed for integration time. In some cases, additional charges may apply for new integrations.
For sandbox data and documents, the Data Upload Portal is the preferred method.