Note: This article discusses Engage for Portals, not Engage Meeting.
With CLM and Engage Integration, you can use Vault to review and approve content, then seamlessly publish that content to CLM on Veeva CRM for iPad and Windows, or to Engage. Individual Multichannel Slide documents in your Vault become “key messages” in CLM or “slides” in the Engage player, while Multichannel Presentation binders become “presentations.” Veeva CRM intelligently manages syncing, ensuring that the most recent version of content is always available and that content is properly located in either the production or staging environment.
Note: Some configuration options must be enabled by Veeva Services. To import and activate all multichannel components in Vault, contact Veeva Services.
Publishing & Distributing Content
In CLM and Engage Integration, “publishing” (also called “sending”) and “distributing” content are separate ideas. When a document’s fields indicate that it is CLM content and the document includes a valid distribution package, Vault automatically publishes the content to an environment that Veeva CRM can access. Vault re-publishes content any time there is an update to the distribution package. However, this publishing action does not “distribute” the content. To distribute, the document must meet additional criteria and the integration sync process must run. Users can trigger the integration sync process from within CRM or from the CRM Publishing tab in Vault.
The sending action ensures that the correct version of content is always available to CLM or the Engage player. The distribute action ensures that content is ready for publication and makes it available to CRM users or to Engage website viewers.
To publish a Multichannel Slide document, it must meet the following criteria:
- Belong to a Multichannel Presentation binder OR have the field Shared Resource set to Yes
- Have the Publish for Veeva CRM (CLM) field set to Yes OR have the Publish for Veeva CRM (Portals) field set to Yes
- Have a value selected in the CRM Media Type field
- Have a valid distribution package rendition
Publishing Environments
When Vault sends content to CLM or Engage, it can go to one of two environments:
- Staged is an internal testing environment that you can use to ensure that content looks correct.
- Production is the final, public environment.
For a given document, only two versions of the content may exist in CLM or Engage: one on production and one on stage, but Vault may send content multiple times. If a version of the document already exists in the environment to which Vault is sending (stage or production), the new version overwrites the existing version.
When sending, Vault automatically determines the environment it sends to based on the document’s lifecycle state. Documents in their lifecycle’s Steady state go into the production environment. Documents in any other lifecycle state go into the stage environment. If Vault automatically initiates the send or if a user initiates the send, the document’s current state determines the environment. If a lifecycle state entry action initiates the send, the state that a document is moving into determines the environment.
About Send to CLM or Engage Actions
Vault can publish content to CRM or Engage in three ways: automatically, through a manual user action, or through an entry action associated with a lifecycle state change. The second two options may be set up (or not) on your Vault. However, auto-publishing is active on every Vault that uses CLM or Engage Integration. You should only need to use the manual publishing option if an error occurs that prevents Vault from successfully sending a document.
Vault auto-publishes a document when it meets the following criteria:
- Has a valid distribution package rendition
- Has the Publish for Veeva CRM (CLM) field set to Yes OR has the Publish for Veeva CRM (Portals) field set to Yes
Vault also re-publishes content when there are any updates that affect CLM or Engage Integration. These include actions like replacing the thumbnail or poster in a distribution package, uploading a new source file, or editing the CRM Media Type field.
Related Permissions
The following permissions control various actions for CLM or Engage Integration:
| Type | Permission Label | Controls |
|---|---|---|
| Document Role | Edit Document | Ability to add slide documents to a presentation binder using the Create Presentation action or update the ZIP file on an existing document via Multichannel Loader |
| Document Role | Edit Fields | Ability to edit distribution package renditions (upload new thumbnails, etc.) |
| Document Role | Version | Ability to update a slide document using Multichannel Loader or the Create Presentation action |
| Document Role | Start Workflow | Ability to use the Create Presentation action on a document (if Atomic Security for Documents: Active Workflow Actions is not enabled) |
| Document Role | Multi-Channel Actions | Ability to use the Create Presentation action on a document (if Atomic Security for Documents: Active Workflow Actions is enabled) |
| Security Profile | Document: Download Rendition | Ability to download any renditions, including distribution package renditions |
| Security Profile | Object: CRM Message Template: Read, Edit | Ability to see and edit CRM Message Templates |
| Document Type (Presentation) | Create Binder | Ability to create a Multichannel Presentation binder manually or when using the Create Presentation action to generate a presentation binder and slide documents from a document |
| Document Type (Multichannel Slide) | Create Document | Ability to create a Multichannel Slide document manually or when using the Create Presentation action to generate a binder and slide documents from a document |