Use Define-XML version 2.1 (the current version as of 2025, with Define-XML v2.1.10 released October 2025) as required by FDA's Study Data Technical Conformance Guide for NDA/BLA/IND submissions
For each SDTM dataset (domain), create an ItemGroupDef element with the Name attribute matching the SAS dataset name (e.g., DM, AE, LB), the Domain attribute, and IsReferenceData set to Yes for SUPP-- datasets
For each variable in each domain, create an ItemDef element specifying: OID, Name, DataType, Length or SignificantDigits, Label, and Origin (e.g., CRF, Derived, Assigned, Protocol) along with the controlled terminology reference (CodeListRef) for coded variables
Include the leaf element in ItemGroupDef pointing to the physical dataset file (XPT or SAS) via the xlink:href attribute, and specify the ArchiveLocationID linking to the external file location
Add the AnnotatedCRF and SupplementalDoc leaves in the GlobalVariables section to reference the annotated CRF PDF and reviewer's guide, as required in FDA submission packages
Validate the completed Define-XML file using Pinnacle 21 Community (or Enterprise) to check for rule violations against the FDA's SDTM Implementation Guide and the Define-XML specification before final packaging
Known gotchas
Define-XML v2.0 is still accepted by FDA but v2.1 is recommended; verify the specific version requirement in the FDA's current Study Data Technical Conformance Guide for the submission type
The CodeList OID referenced in a CodeListRef must exist in the same Define-XML file or in a separately defined CodeList element; dangling references cause Pinnacle 21 validation errors that FDA reviewers will flag
Dataset file names in leaf href attributes must exactly match the physical XPT filenames in the submission (case-sensitive on some systems); a mismatch causes the FDA's CDISC data loader to fail silently
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