Setting up Approved Emails

You can set up an approved email and make it available for CRM in a few simple steps:

• Create a template and upload an Assets rendition.
• Optional: Add relationships between the email template and content documents in the Vault using the provided relationship types.
• Optional: Create one or more email fragments. Add relationships between the email fragments and other documents in the Vault using the provided relationship types. Upload an Assets rendition if needed.
• Optional: If needed, update the download settings on the attached documents.
• Optional: Create one or more template fragments and upload Assets renditions for each.
• Move the template, template fragments, and email fragments into Staged state for a staging test. Users can do this through a workflow or a configured state change user action.
• Move the template, template fragments, and email fragments into Approved state so that CRM users can access them.
• Optional: Generate a preview of your email templates for different devices and browsers with the Litmus integration.

Note that Vault does not support Security Overrides on any document fields used for Approved Email.

How to Set Up Email Templates

To set up an email template:

1. Create a new document with the document type Email Template. Include the HTML file as the source file. If your Vault uses the BEE email template editor, create a placeholder and select Edit Email from the document’s actions menu to configure the HTML.
2. Under Assets in the document fields, upload a ZIP file with the asset files (images, etc.) used in the email template’s HTML. Note that file names can’t include certain special characters (%, /, ?). If your Vault uses the content/_comm_medical_share/bee-email-template-editor.md email template editor, Vault generates this ZIP file automatically.
3. Optional: Add relationships between the email template and related documents (prescribing information, etc.) using the provided relationship types.
4. Optional: Under Related Email Fragments in the document fields, search for and select the email fragments. See details below.
5. Set the Restrict Fragments by Product field. See details below.
6. Optional: Select a Consent Check setting.
7. Set the Survey field.

About the Consent Check Picklist

The Consent Check picklist provides Admins another level of granularity to determine how consent is applied.

• Select Yes and Vault will only send emails to a recipient if valid consent exists.
• Select No and Vault will send emails regardless of consent status.
• Select Default or do not make a selection.
• Receipts and Double Opt-in do not enforce consent.

Vault applies consent settings from the Consent Check picklist only to emails you create from the specific template you are currently configuring. Consent check settings for other emails are not affected.

How to Set Up Email Fragments

To set up an email fragment:

1. Create a new document with the document type Email Fragment. Include the HTML file as the source file and be sure to select one (1) product in the document fields.
2. Optional: Under Assets in the document fields, upload a ZIP file with the asset files (images, etc.) used in the email fragment’s HTML.
3. Add relationships between the email fragment and related documents (prescribing information, etc.) using the provided relationship types.
4. Set the Survey field.

Configuring Entry Actions

You can also add the Set state for prior Email Fragment versions entry action which, when configured on an Approved Email lifecycle state, sets prior email fragments to the selected state. This action only transitions Email Fragment documents, and does not affect Master Email Fragments.

For example, while configuring the entry action on the Deleted state, you select the Deleted state as the state Vault should set the prior fragments to. When document VV-1234 reaches the Deleted state in version 1.3, Vault also sets the previous versions to the Deleted state.

How to Set Up Template Fragments

To set up a template fragment:

1. Create a new document with the document type Template Fragment. Include the HTML file as the source file.
2. Under Assets in the document fields, upload a ZIP file with the asset files (images, etc.) used in the template fragment’s HTML.

How to Set Up Key Messages

To add key messages:

1. Add the shared Key Message object reference field to the Email Template and Email Fragment document types. Learn more about Managing Document Fields.
2. Ensure that a Key Message (key_message__v) object record exists in Vault for each key message that exists in CRM The values in the External ID (external_id__v) fields of both object records must be identical.
3. From the Library, edit each Email Template or Email Fragment document to add the desired object reference in the Key Message field.
4. Update Key Messages mapping in the Approved Email Admin page in CRM.
5. From Vault, sync with CRM.

How to Set Up Master Email Fragments

To set up a email master fragment:

1. Create a new document with the document type Master Email Fragment. Include the HTML file as the source file and be sure to select at least one product in the document fields.
2. Optional: Under Assets in the document fields, upload a ZIP file with the asset files (images, etc.) used in the master email fragment’s HTML.
3. Add relationships between the master email fragment and related documents (prescribing information, etc.) using the provided relationship types.

How to Use Master Email Fragments

You can use master email fragments to automatically create email fragments from a document in Vault. Note that this action is only available on documents that meet certain criteria. To create an email fragment from a master:

1. Open the original document that you want to turn into an email fragment.
2. From the document’s actions (gear) menu, select Create Email Fragment.
3. In the Select Master Email Fragment dialog, choose a master email fragment.
4. Click Create to start creating the new Email Fragment document. This may take a few minutes.

How Creation from Master Email Fragments Works

When you create a new Email Fragment document from a master email fragment and an original document, Vault:

• Creates a new document with the Email Fragment document type and sets its status to Draft
• Copies the following field values from the original document to the new Email Fragment document: Name, Title, Country, Detail Group, and Product
• Copies the following relationship and field values from the Master Email Fragment document to the new Email Fragment document: Embedded Viewer, CRM Territory, Lifecycle, Assets, Related ISI, Related PI, and Other Related Documents
• Copies the source file from the Master Email Fragment document to the new Email Fragment document, with Vault tokens replaced by their corresponding values; for example, the token ${title__v} is replaced by the original document’s Title value.
• Creates a Related Pieces (PromoMats) or Related Medical Content (MedComms) relationship on the new Email Fragment document, pointing to the original document

Related Permissions & Original Document Criteria

To access the Create Email Fragment action:

• You must have a security profile that grants the Approved Email permission. By default, this is only available to System Admins and Vault Owners.
• You must have the Create Document permission on the Email Fragment document type. This is assigned through document type configuration.
• The original document cannot be a binder.
• The original document cannot be any of the following document types: Email Template, Template Fragment, Email Template, or Master Email Template.
• The original document must be in a lifecycle state where an Admin has set up the Create Email Fragment user action.

Automatically Creating Email Fragments

Vault automatically creates Approved Email fragments. To configure automatic master email fragment creation:

1. Navigate to Configuration > Document Fields and add the Publish for Veeva CRM (Email) field to applicable document types.
2. On the Document Fields page, click the Master Email Fragment document type.
3. Click Targeted Document Type, then click Edit.
4. Under Status, select Active.
5. Click Save.

To automatically create email fragments, select the Publish for Veeva CRM (Email) checkbox while creating a document and complete the following fields:

• Targeted Document Type
• CRM Product
• Product
• Country
• Language

Vault matches these fields with the closest corresponding steady state Master Email Fragments and creates an email fragment from the document. If there are multiple matches, Vault creates a fragment for each Country specified.

Vault uses a Master Email Fragment to automatically generate email fragments for the document type indicated in the Targeted Document Type field.

Document field values from the original document transfer to the email fragment.

Configuring Entry Actions

You can also add the Update Email Fragment State entry action to document lifecycle states and select the target state of the Approved Email lifecycle. This allows Vault to update auto-published email fragments with a relationship to a given document. You cannot configure this entry action on the Approved Email lifecycle. Before configuring this entry action, verify that the Approved Email lifecycle is defined on the Email Fragment document type.

By default, the steady state for email fragments requires a set Expiration Date. If you want the Update Email Fragment State entry action to send the fragment to the steady state, you’ll first need to navigate to Configuration > Document Fields and click the Expiration Date field. Click Edit and clear the Do not copy this field during Make a Copy checkbox, then click Save. This enables Vault to automatically populate the Expiration Date and allows the entry action to set the fragment to the steady state. If you do not want Vault to copy the Expiration Date for documents using other lifecycles, you can add an event action to the affected lifecycle states to set the Expiration Date field to NULL.

Configuring Notifications

When the fragment creation process is complete, you’ll receive an email and a Vault notification. The notifications include a list of the created fragments and a list of any failures. You can edit these notifications by navigating to Configuration > Notification Templates.

HTML Source Files

HTML that you upload as source files for Approved Email must be UTF-8 encoded prior to uploading.

Document Download & Fit Options

If your Vault’s configuration allows this, you will see an External Viewer section in the field panel of the Doc Info page for documents that may be attached to emails. From here, you will see:

• Allow PDF Download: This multi-select object picklist references the Website object. To allow viewable rendition downloads from the Approved Email external viewer, select Approved Email.
• Allow Source Download: This multi-select object picklist references the Website object. To allow source file downloads from the Approved Email external viewer, select Approved Email.
• Document Fit: This picklist lets you specify the default document zoom in the Approved Email viewer: Fit Width or Fit Height.

If you allow downloading, recipients will see a Download menu in the viewer when they open linked documents. Note that downloading is not allowed for video files, regardless of the document settings.

External Viewer Tracking

When configured, you can track and report on the number of views per document viewed through an external viewer.

Restricting Email Fragments

Some organizations may need to restrict which email fragments a user in Approved Email may select for a given email template. Vault allows you to do this in two ways, described below. Note that setting up these restrictions requires additional configuration in Veeva CRM.

• Related Email Fragments relationship type: You can choose to restrict email fragments by adding relationships between an email template and specific email fragments using this relationship type. If this setting is enabled, users in Approved Email will only be able to select email fragments from those which are explicitly linked to the email template. When Publish Approved Email Fragments for Veeva CRM is enabled, the relationship is version-specific.
• Restrict Fragments by Product document field: For each email template, this field allows you to restrict the list of fragments that users can insert into an email template, based on the Product specified for the email template. This field defaults to Yes, which restricts fragments by product.

Email Template Type

Email Template Type is a standard field on the Email Template document type. The value that you select in this field dictates where, in CRM, the email template is available for selection. For example, if a user is scheduling a CoBrowse session and uses the “Send Email Invitation” button, that user can only select email templates where CoBrowse was selected in the Email Template Type field. If you choose not to use this field, all email templates will have Standard Template Type.

Content Type Object & Document Field

The Content Type (crm_content_type__v) object allows you to associate specific content types, such as medical communications and safety information, with email templates. Your Admins can define content types.

Content Type is a standard field on the Email Template document type. With this field, you can specify the related content type for an email template.

Email Domain Field

The Email Domain (email_domain_v) field allows you to specify a domain for sending approved emails. It overrides the value defined in CRM.

File Size Limit

These limits apply to renditions as well as source files:

• Any file must be under 4GB in size.
• You cannot upload zero (0) byte files.