When you enable CLM Integration, Vault will automatically create most of the configuration elements that you need to use the feature. This article explains the additional steps you’ll need to complete and provides information on some of the configurations that are automatically provided.
To use CLM Integration, an Admin (with a security profile that grants the necessary access) must complete these configurations:
- Create object data records: Create object data records for the Product object. If you are using the Survey, Directory, or Keyword objects, create records for these as well. These records correspond to entities in CRM, so you must verify that the object fields used to match records between Vault and CRM are correct.
- Set up manual send actions: Vault automatically sends documents to CRM when they meet the necessary criteria. You may need to configure additional user actions that allow users to manually push a document if the automatic send fails. The default CRM Content Lifecycle already includes user actions for some states.
- Set up lifecycle state send actions: Configure lifecycle state entry actions that send a document to CLM. Vault automatically sends Multichannel Slide documents when the distribution package or certain metadata change, but does not automatically send when the document changes states. To ensure that approved content is sent to the production environment, we recommend that you set up this entry action on the Steady state.
- Set up withdraw actions: Configure lifecycle state entry actions that automatically withdraw documents from CLM. For withdrawal, you must specify the environment. Vault automatically makes Withdraw from Stage CLM and Withdraw from Production CLM user actions available once a document version is published, so you do not need to configure those actions. We recommend that you configure entry actions for the Superseded and/or Obsolete state to withdraw from both stage and production environments. This ensures that old versions are removed, even if users forget to do so manually.
Associated Configuration Options
Note: Some configuration options must be enabled by Veeva Services. To import and activate all multichannel components in Vault, contact Veeva Services.
When CLM Integration is enabled, the following become available in your Vault:
- Document Types: Users can apply the Multichannel Slide and Multichannel Presentation document types to content that will be sent to CLM.
- Document Fields: CLM Integration includes a robust set of document fields that control the options on a document once it’s published in CRM.
- Vault Objects: The Survey and Directory objects hold metadata that corresponds to records in CLM. The Distribution object tracks send to CLM actions for documents. Vault automatically creates Distribution object records and uses them to store details like where and when a particular document was sent to CLM, as well as error messages when auto-sending fails. The CRM Message Template object holds approved messages that CRM users can select when sharing content as web links.
- Rendition Types: To successfully publish presentations and slides, a document must have a distribution package in a format appropriate to CRM. For this, users have various distribution package rendition types.
- Distribution to China: If your organization distributes content to Chinese customers, you can enable the shared document field Use China CDN which can be used to indicate that Vault should replicate the content to the China-hosted CDN.
- Lifecycle: You can choose to use the CRM Content lifecycle or another for Multichannel Slide documents.
- User Actions for Sending: Vault automatically adds the Send to CLM user actions to CRM Content Lifecycle states, but you can also configure this action for other lifecycles. Because the feature automatically sends content, manual user actions serve to allow re-sending in case of errors during the automatic send.
- User Actions for Creating Presentations: Add the Create Presentation user action to any lifecycle states from which users should be able to auto-generate a presentation.
- User Actions for Obsolete State Types: Initiate the Obsolete related presentation and slides user action to automatically move Multichannel Slides and Multichannel Presentations to their lifecycle’s obsolete state when the document they were generated from moves to an obsolete state. The Obsolete dropped slides user action moves Multichannel Slides removed from a Multichannel presentation to their lifecycle’s obsolete state.
Data records that you create for the Directory and Survey objects must correspond to entities that exist in CRM. CRM uses the External ID object field to match data records from Vault. Verify that the values for External ID match the values in CRM.
When using CLM Integration, it’s important that products are set up properly in both Vault and CRM.
Data Records created for the Keyword object maps to a Keyword field which already exists in CRM. The Keyword field must be active in Vault and enabled in CRM. CRM does not use the External ID (like Survey and Directory) but “Copy to Another Vault” uses the External ID.
CLM Preview allows users to preview content from a browser window to quickly see how the content will look and how the interactive HTML elements behave. However, there are several limitations to rendering CLM content in a browser. We recommend that you review this information before enabling.
To enable, navigate to Admin > Settings > Application Settings and select the Enable CLM Preview checkbox.
The Preview action has several limitations:
- CLM Preview is only available in English at this time.
- You must use a browser that supports HTML5, for example, the latest versions of Chrome™, Firefox®, and Safari®, or Internet Explorer™ 11+.
- Preview does not display browser controls in the same way that some native browsers will.
- Some HTML files will not render properly, depending on how the HTML is coded.
- Content CSS cannot use 100% width and 100% height.
- PPTX presentations are not supported.
- PDF content embedded in HTML is not supported.
- Video content embedded in HTML is not supported.
- Links in PDF content are not supported.
HTML File Name Field
HTML content in some Vaults uses an older packaging structure. In these packages, the main HTML page is not called index.html.
If your Vault uses this packaging structure, add the shared HTML File Name field to the Multichannel Slide document type. Users will need to populate the HTML File Name field on slides in order for previews to work.
Permissions for Preview & Email Options
The CLM Preview action only requires the View Document lifecycle role permission. Users with the ability to preview can also use the email option inside the preview window to send content links to any email address.
Users who open the content link without an active session on the Vault cannot use the email option.