Veeva CRM integration with PromoMats
In the video below you will watch an end to end about the deployment of a Veeva Approved Emial into veeva CRM. Hence publishing a Veeva email using Veeva Vault PromoMats, and Veeva CRM app.
To correctly deploy a Veeva AE into Veeva CRM, it is IMPORTANT to meet 3 prerequisites:
1. The material needs to be in an Approved For Production status;
2. In Document Details, the method of delivery must be Veeva email;
3. Among the components there may be the Production Package.
1. Create the email template (HTML)
[Internal designers/agency]
Click on Create/Upload
Upload the HTML from the Production Package folder
Document Type: Email Template.
Click NEXT.
2. Fill the Metadata Properly
[Internal designers/ agency]
Complete the Information required fields (shaded in yellow) per your country’s process:
- Name Use local naming convention
- Description recommended
- Country
- Language
- CRM Product Select your product. It will NOT contain your country’s prefix.
- Business Unit – All
- Local fields used in your country
Navigate to the Email Fields and complete the required fields per your country’s process:
- From Address {{userEmailAddress}}
- From Name {{userName}}
- Reply To Address {{userEmailAddress}}
- Reply To Name {{userName}}
- Subject corresponding email subject
- If desired, complete option fields
SAVE the Email Template
3. Upload HTML and images
[Internal designers/ agency]
Upload HTML file by clicking on upload file in the main area in the Email Template placeholder. Where do users can find the HTML and images? They can obtain a Production Package stored in the component’s section of the advertisement material. IMPORTANT. That Production package is a restricted component and only the owner can view it. To make it visible for everyone, the Production Package should be in an Approve for Use status or the digital publisher should have an Asset Librarian role. Are you interested in becoming an Asset Librarian? Submit a ticket by clicking here
Upload images: compress the images folder in a .zip file. Upload the images .zip file by clicking on the Assets’ plus icon.
4. Change status on Email Template
[internal designers / agency]
Press on the gear icon and choose Stage for Testing in the dropdown menu to move forward the Email template to CRM Sandbox environment to check and test.
Choose YES.
5. Quality Check
[internal designers/ agency / Brand manager/ medical reviewer]
The Technical Approver will do a functional review of the AE in the Veeva CRM iRep app (on the iPad or web app) to confirm the AE meets the needs of the device/platform standards.
Note: this step should take place after the original Email Material Document is AFP but before the Material Document is AFD, following your country’s MLR process.
6. Approve for Distribution status for the original Email material
[Brand manager] If the functional check is successful, the Job Owner changes de Email Material to AFD status by clicking on the gear icon.
[internal designers/ agency / Brand manager/ medical reviewer]
The Technical Approver links the original Email Material to the Email Template: From within the Email Template document, navigate to the Linked Document tab in the Information panel
- Click the blue + sign to add the Email Material. Search by document number or your favorite list and click the green + sign to add the document, then choose Close.
7. Approve for use status for the Email template and Email/Template fragment
[internal designers/ agency / Brand manager/ medical reviewer]
If the Email Material is AFD, and linked, the Technical Approver manually moves forward the Email Template document and Template Fragment from STAGED to APPROVED by clicking on the Gear icon.
This status moves automatically the AE to Veeva CRM Production. It stays on the sales team’s iPad App until it expires automatically, when the Email Material does expire.