CRM Vault Metadata Sync gives you the option to have Veeva CRM manage CRM Products, Directories, Surveys, and Content Types in Vault. This process provides the necessary objects, fields, and reference constraints to properly push and sync CRM metadata to your Vault.
Using this feature requires additional setup and integration in Veeva CRM.
Integration
Currently, the integration for CLM, Approved Email, and Engage integration uses the External ID of Vault’s Product object. When CRM Vault Metadata Sync is configured, CRM will push detail, detail topic, and detail group products into the CRM Product object. The integration between Vault and CRM can use either the current Product object, or the CRM Product object. In CRM, the field mappings for CLM, Approved Email, and Engage for Portals will be updated to show both CRM Product and Product.
During integration, CRM checks if the CRM Product field is populated on the document first before checking the Product field. If both fields are populated, CRM prioritizes CRM Product.
CRM Vault Metadata Sync Objects
When you enable CRM Vault Metadata Sync, CRM will push CRM products from a specific CRM Org into the following objects:
| Object | Description |
|---|---|
| CRM Products | CRM pushes all Detail and Detail product records to this object |
| CRM Detail Group Object | CRM pushes all Detail Group product records into this object. |
| CRM Product Group | Join object for the many-to-many relationship between CRM Detail Group and CRM Products. This stores the Product relationship between the Detail, Detail Topics, and Detail Groups objects. |
Document Fields
The following document fields appear on documents or binders when using CRM Vault Metadata Sync. All Multichannel document fields are shared fields. Although these fields apply primarily to the Multichannel Presentation and Multichannel Slide document types, you can add the following document fields to any document type:
| Field | Document Type | Function |
|---|---|---|
| CRM Org | Shared field | Filters CRM metadata. |
| CRM Product | Shared field | For integration with CRM. |
| CRM Product Group | Shared field | Select Product Groups. For integration with CRM. |
| CRM Detail Group | Shared field | Select Detail Groups. For integration with CRM. |
You can also edit the CRM Product, CRM Product Group, and CRM Detail Group fields to allow users to select multiple values:
- Navigate to Admin > Configuration > Document Fields.
- Under Shared Fields, select one of the CRM fields.
- Click Edit.
- Select the Allow user to select multiple values checkbox.
- Click Save.
Reference Constraints
Pre-configured reference constraints are provided on the CRM Product and CRM Detail Group object reference document fields. These constraints allow you to filter CRM Products by CRM Org, and CRM Detail Groups by CRM Products. These can be modified or removed depending on your use case.
You can also manually configure additional constraints on object reference fields to filter as needed.
Example: Filtering CRM Org by Country
You can set up dynamic reference constraints to filter CRM Products by Country. You can configure this by setting up an additional constraint on the Country object reference field.
To filter CRM Org by Country:
- Create a custom object join object with a many-to-many relationship between Country and CRM Org.
- Add CRM Org and Country as parent objects.
- Add the following dynamic reference constraint to the CRM Org document field:
id IN (SELECT id FROM country_org_join__cr WHERE country__c CONTAINS {{this.country__v}}).
Example: Filtering by CRM Org
To set up constraints to filter by CRM Org on the existing Survey, Directory, and Content Type fields, apply the following VQL expression to each of the above fields:
crm_org__v CONTAINS {{this.crm_org__v}}
Note that this will not display existing Survey, Directory, or Content Type records that do not have the new CRM Org object field populated.
Enablement
The new objects for this feature, CRM Product, CRM Product Group, CRM Org, and CRM Detail Group are available in all current and new PromoMats and MedComms application Vaults. The document fields for this feature are inactive by default. To use this feature, you must activate these fields and add them to the appropriate document types.
You must perform additional enablement and configuration tasks in CRM to have CRM manage the Product, directory, survey, and content type records in Vault in CRM.