# Configuring Text & Claims Management PromoMats provides the ability to create and manage reusable text assets through the _Text Asset_ (`annotation_keywords__sys`) object. The _Text Asset_ object includes two unique object types: * The _Claims_ (`claims__v`) object type contains all the information for an individual claim, including the product, country, and match text. * The _Reusable Text_ (`reusable_text__v`) object type contains information related to reusable text assets, including match text, product, country, and reusable text type. You can navigate to **Business Admin > Objects > Text Assets** to create and edit _Text Asset_ records.
## About Claims Linking Claims allow you to automate the generation of reference links on claim statements in promotional materials. You can configure claims and associated references, allowing users to create four types of link annotations: * **Suggested Links**: Vault generates pending links for non-exact text matches when the _Auto-Linking_ action is initiated manually, through an entry action, or based on the [Auto-Linking settings][6]. These links must then be reviewed to be accepted or rejected. Non-exact matches may occur due to the following issues: * **Word Variance**: A single extra word within the document text compared to the _Text Asset_ record (applicable only to text of 25 words or less and is nonconfigurable). * **Punctuation**: Differences in punctuation between the document text and the _Text Asset_ record. * **Synonyms**: Vault's Thesaurus functionality expands searches to find results that include predefined synonyms. * **Stemming**: Vault's search functionality returns inflections of search terms. * **Stop Words**: Vault's list of common words are removed from document content searches. * **Approved Links**: When a user accepts a pending link, it becomes an Approved link. * **Auto-Accepted Links**: Vault generates Auto-Accepted links for exact text matches when the _Auto-Linking_ action is initiated manually, through an entry action, or based on the [Auto-Linking settings][6]. These links do not require review or approval. * **Claim Links**: Users can select the _Claim_ type to manually select a claim based on matching fields. ### Enabling & Disabling Suggested Links {#enabling-disabling} Auto-Linking must be enabled on the specific document lifecycle states where you want it to be available, and link annotations must be enabled in your Vault's _Application Settings_. To enable Suggested Links: 1. Navigate to **Admin > Configuration > Document Types**. 2. From the **Actions** menu next to the document type or subtype you want to enable, select **Edit Details**. 3. In the **Annotations** tab, under _Enable Suggested Links Action_, select **Enable Action** or **Do not Enable Action**. For document types, you can choose **Inherit from Base Document** to allow or disallow the _Suggested Links_ action based on the setting of the base document type. Similarly, document subtypes and classifications can inherit enablement from their parent document type. Alternately, you can choose to enable or not enable the action individually for each specific document type, subtype, or classification. Next, you can add the _Auto-Linking_ user action and entry action to any document lifecycle state. If you do not configure these actions, users can perform the _Auto-Linking_ action by clicking **Suggest Links** () on a document in any state. If you configure the user action or entry action, Vault only displays _Suggest Links_ () accordingly. Then, you must add the _Suggest Links_ user action or entry action to any document lifecycle state. You can also add the [_Suggest Links with Rejected Links_][5] user action to any document lifecycle state. When users perform this action, Vault includes previously rejected suggestions with new links.
### Configuring the Text Asset Auto-Linking Settings {#auto-linking} In the _Text Asset Auto-Linking Settings_ page, you can configure Auto-Linking to run automatically when a document is uploaded based on selected document lifecycles and lifecycle states, improving efficiency and providing substantiation earlier in the document lifecycle. You can also configure Auto-Linking to restrict which active _Text Asset_ object types are included to ensure that Auto-Linking runs only on object types that require substantiation. For object types, if none are selected, it means that all active and inactive object types are included for Auto-Linking. To configure Auto-Linking: 1. Navigate to **Admin > Configuration > Application Configurations**. 2. Under _PromoMats Configuration_, select **Text Asset Auto-Linking Settings**. 3. In the _Auto-Linking Lifecycle States_ section, you can select multiple active lifecycle states associated with the active document lifecycles for the document types that have Suggested Links enabled. 4. Optional: Click **Edit** to adjust the list of document lifecycles and lifecycle states displayed on the table in the _Auto-Linking Lifecycle States_ section. 5. Click **Save**. 6. In the _Auto-Linking Object Types_ section, you can select multiple active object types to include for auto-linking. 7. Optional: Click **Edit** to adjust the list of object types in the picklist in the _Auto-Linking Object Types_ section. 8. Click **Save**.
### Auto-Approving Claims & Text Assets When configured, Vault can automatically approve _Text Assets_ in the _PreLaunch_ state when linked documents enter a steady state. To enable auto-approval, add the **Auto-Approve Claims** entry action to the steady state document lifecycle state. For those using standard document types, we recommend adding the entry action to the _Approved for Use_ state in the _General_ lifecycle. Vault notifies users when the entry action completes via email and the _Notifications_ page. The entry action validates any preconfigured entry criteria and required fields for each _Text Asset_. If any of these checks fail, the job completes and the document moves to the steady state, but the _Text Asset_ remains in its current state. ### Automatically Bringing Forward Annotations You can also configure the _Bring Forward Annotations on Version Create_ setting for document types to automatically bring forward Auto-Links. This setting does not affect manually brought forward annotations. ## Managing the Claims and Reusable Text Library Before users can generate links, you'll need to complete the following steps, which are detailed below: * Confirm that the appropriate reference documents exist in your Vault. Upload additional documents if necessary and classify them with a document type that is enabled as a target for Suggested Links. * Create anchors on reference documents using the _Create Anchors_ tool. * Create claims either manually or from existing link annotations. * Review and approve claims via the [_Text Asset_ lifecycle][1]. Vault only uses claims in the _Approved_ state to suggest links. ### Creating New Claim and Reusable Text Records Claims and _Reusable Text_ assets are managed as object records within Vault. To create a new claim: 1. From the **Text Assets** tab, click **Create**. 2. In the _Create Text Asset_ dialog, select **Claim** and click **Continue**. 3. Enter the **Primary Country** where the claim will be used. 4. Select a **Primary Product**. 5. Enter the **Match Text**. This is the wording that will be used to suggest links to reference documents. By default, the match text must be between five (5) and 1500 characters. 6. Optional: Enter a **Category** for the claim. 7. Optional: Select a [**Language**][2]. 8. Click **Save**, or to enter another claim, click **Save + Create**. You can edit or add additional information to a claim by clicking **Edit** from the Claim Info page. To create a new _Reusable Text_ record: 1. From the **Text Assets** tab, click **Create**. 2. In the _Create Text Asset_ dialog, select **Reusable Text** and click **Continue**. 3. Optional: Enter the **Primary Country** where the text will be used. 4. Optional: Select a **Primary Product**. 5. Enter the **Match Text**. This is the wording that will be used to suggest reusable text to reference documents. By default, the match text must be between five (5) and 1500 characters. 6. Optional: Enter a **Reusable Text Type** for the asset. 7. Optional: Select a [**Language**][2]. 8. Click **Save**, or to create another record, click **Save + Create**. You can edit or add additional information to a claim by clicking **Edit** from the Reusable Text Info page. #### Managing Languages {#managing-languages} To add a language: 1. Navigate to **Admin > Settings > Language & Region Settings** and click **Edit**. 2. Select the **Enable multilingual document handling** checkbox and click **Save**. 3. Navigate to **Business Admin > Objects > Languages** and click **Create**. 4. Enter the language **Name**. 5. Select a corresponding **Language**. 6. Optional: Enter a **Language Code** and the **Vault PromoMats UUID**. 7. Click **Save**. After creating a _Language_ value, navigate to **Business Admin > Objects > Country Language** and click **Create**. Select a **Country** and a **Language** to create a join, indicating that the _Language_ selected is approved for use in the specified _Country_. This populates the _Language_ field available during _Text Asset_ creation. Vault only uses _Language_ as a matching field on documents where the _Language_ field is available.
#### About the Source Text Asset Field _Source Text Asset_ is a system-controlled field that Vault automatically populates when you perform the _Copy Record_ action. When you copy a _Text Asset_ record, the _Source Text Asset_ field on the new record populates with a link to the originating record. Vault populates the _Source Text Asset_ field when you copy a single record (a "shallow" copy) and a structure of related records (a "deep" copy). ### Relating Text Asset Records to Products and Countries {#text-asset-joins} Using the join objects _Text Asset Country_ and _Text Asset Product_, you can relate _Text Assets_ to multiple products and countries. You can also navigate to **Admin > Settings > Application Settings** and, under _Claims & Reference Management_, select the **Enable Text Asset Country Object Record Creation SDK** and **Enable Text Asset Product Object Record Creation SDK** checkboxes to enable automatic join record creation. Users can search for _Text Asset Country_ and _Text Asset Product_ object records. ### Relating Text Asset Records to Indications Using the join object _Text Asset Indication_, you can relate _Text Assets_ to multiple indications.  To do this, add the primary _Indication / Disease_ field to the _Details_ section along with the _Additional Indications_ section to the _Claims_ and _Reusable Text_ object page layouts. Additionally, with the existing _Indication / Disease_ document field, the Harvest Claims feature automatically includes indication metadata when extracting _Claims_ from documents. ### Creating Claims from Link Annotations {#create-claim-from-link} You can use the _Get Link Annotation Data_ bulk document action and Vault Loader to create _Text Asset_, _Link Target_, and _Text Asset Target_ records in bulk from existing link annotations on a defined set of documents. To extract annotation data from documents via a bulk action, see Using Bulk Document Actions. After completing the bulk document action, download and unzip the link annotation data file. The package contains three files, which must be loaded in numerical order and are named as follows: * **`1_annotation_keywords__sys.csv`**: This file contains data that Vault uses to create new _Text Asset_ object records. * **`2_link_target__sys.csv`**: This file contains data that Vault uses to create new _Link Target_ object records. * **`3_annotation_keyword_targets__sys.csv`**: This file contains data that Vault uses to create new _Text Asset Targets_ object records. #### Creating Text Assets Records Before you begin, you may wish to edit `1_annotation_keywords__sys.csv` in one or more of the following ways: * Add columns and values for any required _Text Asset_ fields not already present in the CSV. This is only necessary if you have added required fields to the _Text Asset_ object. * Edit other specific values as needed. For example, you may wish to revise values in the `match_text__sys` column for brevity. * When you extract link data from a _Steady_ State document, the corresponding `state__v` column defaults to `approved_state__sys`. If you do not wish to create Text Assets in the _Approved_ state from approved documents, you must edit this column value before uploading. To create new _Text Asset_ records: 1. From the **Loader** tab, click the **Choose** button in the **CSV File** fields and select the **1\_annotation\_keywords\_\_sys.csv** file. 2. From the **Object Type** dropdown, select **Text Assets (`annotation_keywords__sys`)**. 3. From the **Action Type** dropdown, select **Create**. 4. Important: Select the **Record Migration Mode** checkbox. 5. Click the **Start Load** button. When creating _Text Asset_ records in _the Approved_ state: * The _Approved_ state must be defined in the CSV. * The _Text Asset_ must pass validation for _Approved_ state. If these conditions are not met, Vault creates the records in _Draft_ state. When creating _Text Asset_ records in the _Approved_ state, loading `1_annotation_keywords__sys.csv` without loading one or both of the additional files results in _Approved_ claims without references. Vault ignores these records when performing the _Suggest Links_ action. #### Creating Link Target Records _Link Target_ records establish the relationships to documents and anchors. To create new _Link Target_ records: 1. From the **Loader** tab, click the **Choose** button in the **CSV File** fields and select the **2\_link\_target\_\_sys.csv** file**.** 2. From the **Object Type** dropdown, select **Link Targets** (`link_target__sys`). 3. From the **Action Type** dropdown, select **Create**. 4. Click the **Start Load** button. Alternatively, you can use the Vault API to create _Link Target_ records by providing just the _Annotation ID_ and _Document Version_ fields in your request. #### Creating Text Assets Target Records _Text Asset Target_ records join _Text Asset_ records to _Link Target_ records. To create new _Text Asset Targets_ records: 1. From the **Loader** tab, click the **Choose** button in the **CSV File** fields and select the **3\_annotation\_keyword\_targets\_\_sys.csv** file. 2. From the **Object Type** dropdown, select **Text Assets Targets (`annotation_keyword_targets__sys`)**. 3. From the **Action Type** dropdown, select **Create**. 4. Click the **Start Load** button. When bulk creating records with Vault Loader, note the following: * The bulk action only exports data from manually created link annotations with text selection. Vault does not export data from manual links with image selection, nor from Suggested, Approved, Auto or Claim Links. * The resulting *Text Asset*'s _Match Text_ is defined by the selected text from the link annotation. You can edit these values before uploading. * Matching field values in a _Text Asset_ record are defined by values in the same fields on the source document. * You must load all three files in numerical order in order to create *Text Assets* with references. * The user performing the Loader action becomes the _Text Asset_ creator. ### About the Create From Annotation ID Field When executing the _Get Link Annotation Data bulk document action,_ Vault generates a unique identifier for each batch and document, found in the `create_from_annotation_id__sys` column of the `1_annotation_keywords__sys.csv` file. After loading the file to Vault Loader, this value is populated in the _Create From Annotation ID_ field. You can filter on this field from the **All Claims** page to view all records from a single loader job. You can also add this field to _Text Asset_ page layouts. ### Configuring the Claim Selector When manually linking to claims, you can configure which field values display in the _Search: Claims_ dialog. Navigate to **Admin > Configuration > Object > annotation_keywords__sys > Fields**. Click the field, and then select the **Display in default lists and hovercards** checkbox to display the field and its values in the _Claims_ dialog. ### Copying Text Asset Records When copying a _Text Asset_ record, you can use hierarchical copy to create a new _Text Asset_ record with the same hierarchy of records by selecting the **Copy Related Records** checkbox in the **Hierarchical Copy** dialog. This will copy any related child _Text Asset Target_, _Match Text Variation_, _Text Asset Brand_, _Text Asset Country_, or _Text Asset Indication_ records to the new _Text Asset_ record. To enable hierarchical copying, select the **Allow hierarchical copy** checkbox in the Parent Object field for the _Text Asset_ child objects. ### Adding Match Text Variations {#match-text-variation} Sometimes, the same claim can be worded in multiple ways. You can configure each _Text Asset_ record to match with variations on the match text by using Match Text Variations and wildcards. Match Text Variations allow you to add up to nine (9) alternate phrases to each _Text Asset_ record. For example, a _Text Asset_ might have the match text "Cholecap can significantly reduce LDL-C when used as directed." Adding "When used as directed, Cholecap can significantly reduce LDL-C" as a Match Text Variation allows you to track both variations in the same _Text Asset_ record. Match Text Variations have their own lifecycle, and must be in the _Approved_ state in order to be used by Suggest Links. When adding or updating Match Text Variations, Vault does not evaluate excluded characters in match text. For example, Vault prevents adding the Match Text Variation "Cholecap© is number one" to a _Text Asset_ with a _Match Text_ or _Match Text Variation_ value of "Cholecap is number one" because they are considered duplicates. To add a Match Text Variation: 1. From the _Text Asset_ record detail page, open the **Match Text Variations** panel and click the **Create** button. 2. Enter a **Name** for the match text variation. 3. Enter the alternate **Match Text**. 4. Click **Save**, or click **Save + Create** to enter additional match text variations. ### Adding, Previewing, & Removing References {#references} _References_ provide proof of the validity of a claim. They can be anchors or entire documents. You can add multiple references to each claim. You can add a reference from the _Text Asset_ record detail page. Click the **Add** button under _References_ to open the _Select Anchors_ dialog. This window displays a list of all the documents in your library that you have _View Document_ permissions for and have a document type configured to enable referencing from suggested links. If you have _View Content_ permissions on the document, you will also see all anchors on those documents. You can choose from the list, use the search bar to find documents, or add filters. You can also hover over the name of the document or anchor for more information, click the name to open the document or anchor, or click the **Preview Link** icon next to an anchor to view the target in a mini-browser window. To preview a document in a mini-browser, click the **View and select anchor in this document** link below the document name. If you have the _Create Anchors_ permission, this link will read **Select or create anchor in this document** and you can create new anchors within the mini-browser. Click on the **plus** (**+**) icon next to each document or anchor you want to add in the _Select Anchors_ dialog, then click **Close** to add the references. From the **Actions** menu next to each reference's name, you can select **Preview** to see a list of existing targets on a record, or select **Remove** to remove the reference and its related _Text Asset Target_ and _Link Target_ records. You must have _View_ and _Execute_ Permissions on the _Preview_ and _Remove_ Object Action Permissions for the Link Target object to use these actions. The _Business Administrator Actions_, _System Administrator Actions_, and _Vault Owner Actions_ standard permission sets include these permissions, but they must be added to other standard permission sets and any custom permission sets. ### Automatically Updating Reference Anchors {#auto-update-ref-anchors} When configured, Vault can automatically update text anchors that substantiate active _Text Assets_ when the reference document enters a new steady state. To enable automatic reference anchor updates, add the **Update Claims Reference Anchors** entry action to the steady state document lifecycle state. For those using standard document types, we recommend adding the entry action to the _Approved for Use_ state in the _Reference Documents_ lifecycle.
#### Adding Archived References to Text Asset Page Layout When a text anchor that substantiates a claim is identified as brought forward to the latest steady state version of a reference document, the existing text anchor and document version are moved to _Archived References_ and the text anchor and new document version is added to _References_ as the current substantiation for the claim. To view this section, add a _Related Object_ section for _Text Asset Target > Link Target_ to the _Text Asset_ page layout with the following selections: * Section Name: **Archived References** * Creation Option: **Prevent record addition** * Criteria VQL: `status__v!='active__v'` ### Adding References to Permalink Targets on Text Assets While creating claims, you can add references to permalink targets. Permalink targets are versionless and always link to the latest available version of the referenced document. You can create links to permalink targets such as documents, pages, bookmarks, and named destinations. To add references to permalink targets, [create a reference][4] using the **Permalink** target type. As a result, users can create Suggested Links and Auto-Accepted Links to Permalink targets. Note that Suggested and Auto-Accepted Links to permalink targets are only available when the following feature flags are enabled: * _Enable Copy Link and unlock Permalink Object Type_ * _Enable linking to permalinks_ * _Enable Suggested Links_ ### About Duplicate Text Asset Records You can create multiple _Text Asset_ records with the same field and match text values. However, you can only move one of these duplicate _Text Asset_ records into the _Approved_ state. To approve a different _Text Asset_ record with the same field and match text values, you must first move the previously approved record into a non-steady state. When identifying duplicate _Text Asset_ records, Vault validates all standard fields. For custom metadata, only fields referencing objects are compared, while free-text fields are currently excluded from the check. ### Preventing Duplicate Links {#duplicate-links} When attempting to create an Auto-Link annotation for the same text coordinates as a previously _Rejected_ link, Vault compares the ID of the new link against the ID of the _Rejected_ link. If the ID is the same, Vault does not create an annotation unless users perform the **Suggest Links with Rejected Links** user action. In the event that multiple _Text Assets_ link to the same text coordinates, Vault creates an Auto-Link annotation for the exact match, if one is available. Vault places Auto-Links over the same text coordinates as document link annotations. ### Preventing Invalid Suggested Links To prevent PromoMats from suggesting invalid links, Vault removes associated references from any _Text Asset_ records that reference them and, if the record is in _Approved_ state, returns it to _Draft_ state when: * A user deletes a targeted document or anchor. * A target document enters a lifecycle's _Obsolete_ state. * A target document's document type configuration is changed to be ineligible as a target for Suggested Links. * A target document's document type is changed to a different document type that is ineligible as a target for Suggested Links. Vault prevents you from creating whole-document links to the current document version. Therefore, some situations may result in a Suggested Link or Auto Link that does not include a link component for that reference in the resulting annotation. See About Self-Referencing Links for more information. ### Adding Synonyms {#syn} You can also configure search synonyms for match text by navigating to **Admin > Settings > Search Settings** and setting up a thesaurus, allowing the _Suggest Links_ action to find and match text containing synonyms. See Configuring Search Synonyms for more information. ## Disabling Manual Linking to Text Assets By default, Vault allows users to add claim links to documents manually by selecting approved _Text Asset_ records when adding annotations. To disable this feature, navigate to **Admin > Settings > General Settings** and, in the _Documents_ section, clear the **Allow linking via selection of approved Annotation Keywords records** checkbox. ### Using Wildcards {#wildcards}
Wildcards are formatted as {\*}. ### About Excluded Characters {#excluded-characters} Claim statements often contain certain characters, such as copyright and trademark symbols, whose presence or absence does not affect the meaning of the claim. Vault ignores these characters when evaluating whether a given text string is identical to a _Text Asset_ record's _Match Text_ or _Match Text Variation_. For example, if copyright symbol © is included in Excluded Characters, a _Match Text_ value of "Cholecap works best with a Heart Healthy diet" matches both "Cholecap works best with a Heart Healthy diet" and "Cholecap© works best with a Heart Healthy diet". By default, the set of Excluded Characters is: * Copyright: © * Registered: ® * Trademark: ™ * Servicemark: ℠ ### Editing & Disabling Excluded Characters To edit the list of excluded characters, navigate to **Admin > Settings > General Settings** and click the **Edit** button. Then, in the **Documents** panel, add or remove characters in the _Excluded Characters_ field. Vault limits this field to 20 characters, including spaces. There is a known issue which causes Vault to ignore wildcards in _Match Text_ and _Match Text Variations_ when {curly brackets}, asterisks(*), or both are included in excluded characters. Vault treats each character independently. For example, if you add the word "always" to the set, Vault will treat each letter ("a" and "l" and "w" etc.) as a separate excluded character. To disable excluded characters, clear the **Exclude specific characters when matching Annotation Keywords to content** checkbox. #### Excluding Subscript and Superscript Characters By default, Vault excludes subscript and superscript characters at the end of words when matching _Text Assets_ to text. To include these characters, clear the **Exclude superscript and subscript characters when matching Annotation Keywords to content** checkbox. ## About the Text Assets Lifecycle {#text-asset-lifecycle} The _Text Assets_ lifecycle is an object lifecycle which applies to all _Text Asset_ objects. Newly created claims begin in the _Draft_ state and cannot enter the _Approved_ state unless a user adds at least one (1) valid reference. Only claims in the _Approved_ state are available for use in suggesting links. You can add custom lifecycle states and workflows to suit your organization's needs. While configuring the _Text Asset_ lifecycle, you can enable and add entry criteria to one or more states to verify that a _Text Asset Target_ join record exists between the _Text Asset_ record and a _Link Target_ record. To add this entry criteria to the _Text Asset_ lifecycle: 1. Navigate to **Admin > Settings > Application Settings** and click **Edit**. 2. Under _Claims & Reference Management_, select the **Enable Text Asset Relationship Entry Criteria** checkbox. 3. Click **Save**. 4. Navigate to **Configuration > Object Lifecycles > Text Asset Lifecycle**. 5. Click a **State**. We recommend adding this entry criteria to the _In Review_ state. 6. In the _Entry Criteria_ section, select **Edit**. 7. Click **Create Rule** and add entry criteria as desired, selecting **Text Asset Target Relationship Exists**. 8. Click **Save**.
## Related Permissions You must have _Create_, _Edit_, and _Delete_ permissions on the _Text Asset_, _Text Asset Target_, and _Link Target_ object in addition to _Admin: Configuration: Objects: Create_ and _Edit_ permissions to create and configure objects. You must have _Create_, _Edit_, and _Delete_ permissions on the _Text Asset_, _Text Asset Target_, and _Link Target_ objects to use Text and Claims Management. You must have the _Bulk Update_ document permission to perform the _Get Link Annotation Data_ bulk action. In the Roles section, at least one _Role_ must have the _Delete_ permission assigned to at least one lifecycle state. [1]: #text-asset-lifecycle [2]: #managing-languages [3]: #platform-suggest-links [4]: #references [5]: #duplicate-links [6]: #auto-linking