MSD Veeva PromoMats Glossary

Here is a index of all the terms utilized on Veeva PromoMats:

• Library: The Library is where all your documents live. If your Admin has configured custom tabs, you may have additional tabs that house documents with a specific document type. From both the Library tab and custom documents tabs, you can browse using different views, search, and various filters to find documents. If you use a particular search, view, and set of filters frequently, you can also use them to create a custom view.
• Portal: The Country/Region Portal, available as part of the Vault PromoMats application, is an integral part of Veeva’s digital asset management capabilities. With Country/Region Portal, Brand Managers can curate and share specific content with Country/Region Teams in a simplified user interface. Curated content provides users with the most relevant material, and content filters aid users in finding the correct assets. Managing content in Country/Region Portal helps to promote reuse of existing materials and prevent duplicate work.
• Placeholder: is a container for one or several documents.
• Resource: Finished and approved promotional job material, ready to be produced or published and sent customers.
• Source file: is a component in an editable format or high resolution.
• Storycard: Document with reusable, channel-agnostic content that can be combined with formatting and channel (for example, an email or iPad Starter Template) to create Material 
• Storyline: The Storyline is a way of organizing StoryCards and its structure is formed by Chapters and Subchapters, according to the content of a specific brand. E.g.: StoryCards can be divided in scientific studies, in patient type, efficacy, safety, etc. depending on the brand marketing strategy. 
• Widget: Filter preset.
• Starter Template: Document that contains a layout for a specific resource type (such as an email or iPad), which markets can then copy and localize; used in conjunction with story cards 
• Non Assembler Starter Template: In Design templates prepared for a product communication channel. They have predefined brand styles, which will automate color and typography to match the product’s branding guidelines.
• Assembler.project.json: Code file with the Assembler information. Do not delete. 
• Lifecycles State: Lifecycle are a sequences of states (Draft, In Review, etc.) that a document goes through during its life. For each individual state, Admins can configure various settings, including entry criteria, automated document actions, user-initiated actions, and user permissions. A document’s current state appears in the Status field. Here is a list with the most common states:
  • Draft 
  • Pending content Upload
  • Pending Approval
  • Approve for Production (AFP) – This status is given by medical legal team and it’s main characteristic is that is a steady state version.
  • Approve for Distribution (AFD) – This status is given by business team and it’s main characteristic is that is a steady state version.
  • Cancelled – This status is given by business team and it’s main characteristic is that is a steady state version.
• Document Type: The Document Type and Subtype fields are standard globally. A key differentiator across Document Types is life cycle (for example, some follow a workflow for review / certification, others are reviewed within or in the context of another Document Type). Additionally, not all Document Types are intended to be used for customer engagement in the form they are in or as that Document Type.^a  Additionally, while some Document Types (such as References and Components) use a global scheme to classify below Document Subtype, Materials use market-specific Resource Types to further classify that Document Subtype. ​​​​​​​The definitions below provide guidance on choosing the most appropriate option:
• Claim Document: Document with curated, reusable statements / assertions about a specific topic
• Utility Card: Binder^b with a curated, reusable collection of content(typically, approved brand logos, campaign imagery, and reference citations), created to facilitate sharing 
• Material: A complete HH resource that combines content, formatting, and channelfor the purpose of customer engagement. Supporting Document Types (such as Components, License Files, and  References) are typically attached / linked to the Material. Materials undergo Local Review Team approval before use / distribution in the market.
• Reference: Document that substantiates or supports content in other Document Types
• Component: An individual element (such as an image, a multimedia file, a supporting document, or an Assembler file) in the makeup of a Material. Typically, Asset Librarians / Content Stewards manage the workflow for individual Components, with Review Team review occurring during the Material workflow, when the Components are combined to create a complete HH resource. ​​​​​​​
• License File: Document with permissions, contracts, or other supporting documentation for intellectual property (IP) being used within other Document Types (for example, the permissions documentation for images that your market pays another company or entity to use in local Material). License Files are attached to rights records, which are assigned to licensed Components.
• Health Authority Form: Document with the basic framework / template for capturing information for the local Health Authority / Regulatory Agency (for example, form used to accompany regulatory submission of promotional material)
• Multichannel Presentation: Binder^b with one or more Multichannel Slides delivered via Veeva CRM to the field sales team. Multichannel Presentations are the production files that correspond to a Material that has Review Team approval.​​​​​​​
• Multichannel Slide: A CRM document type to indicate individual slide elements in the Multichannel Presentation
• Email Template: Production HTML document for a Veeva CRM email. The content of the email template is approved in a separate, corresponding Material document.
• Email Fragment: Block of HTML content that users can link to within an Email Template (Note: A single email may include multiple email fragments, and a single email fragment may contain multiple document links.)
• Template Fragment: Document with reusable HTML template content for use in Email Templates 
• Document Subtype for Material: The fields in the Document Information panel vary by Document Type, but they may also vary by market. The fields below are examples under the Material document type for Global HQ; the “definitions” provide guidance on the populating those fields. 
• ​​​​​​​Variable Content Form: Derivative document created through the use of Assembler and an automation bot
• Advertisement: Typically, a document created for publishing in a paid media outlet for a specific duration—for example, a print or digital journal ad, billboard, tv commercial, radio ad, or online video ad (Note: This subtype is sometimes used when other subtypes do not apply.)
• Artbank: Document that is a curated collection of images, logos, photographs, illustrations, or other visual representations 
• Disease Awareness: Document created for a health care professional (HCP) audience to advance their understanding about a disease / condition, without reference to our Company’s products.​​​​​​​
• External Affairs Resource: Document created by the Global Communications Team for the media or general public
• Healthcare Professional  Resource: Document created for a health care professional audience to advance their understanding of a specific topic that is not Disease Awareness
• Internal Communication: Document created for an internal audience (for example, employees, suppliers that support our Company) (see also MEETING MATERIAL and TRAINING)
• Market Access: Document that communicates a product’s value proposition, to facilitate market access, pricing, or reimbursement of that product; usually created by the Global Market Access Team
• Market Research: Document created to facilitate customer feedback (for example, about a product, therapeutic area, or service) to inform business decisions
• Meeting Material: Document that supports an internal meeting where only an internal audience (for example, employees, suppliers that support our Company) will be present (Note: If the document supports an external meeting, the subtype Exhibit / Convention should be used.)
• Patient Education: Document created for a consumer audience to advance their understanding of a specific topic—whether that material is delivered to a health care professional who then delivers it to the consumer or whether that material is delivered directly to the consumer 
• Regulatory Document: Document from or in support of submission to the local Health Authority / Regulatory Agency​​​​​​​
• Training: Document created for an internal audience (for example, employees, suppliers that support our Company) to advance understanding of a specific topic or to sharpen a particular skill (Note: Materials for health care professionals on how to use a specific product / device would be better classified as a HEALTHCARE PROFESSIONAL RESOURCE with a resource type of EDUCATION RESOURCE.)
• Education Resource: A resource that provides its intended audience with information on a specific topic (for example, product or disease information, latest techniques, new standards, best practices) 
• Document Information: The fields in the Document Information panel vary by Document Type, but they may also vary by market. The fields below are examples under the Material document type for Global HQ; the “definitions” provide guidance on the populating those fields. 
• Name: A concise but descriptive job title  
• Description: A high-level overview of what is being created; provides more detail than the name 
• Country: Country / market that is approving the document 
• Resource Type: [Select the specific type of document being created.]
• Agenda: A schedule or listing of topics to be addressed during a meeting
• Artbank: A collection of images, logos, photographs, illustrations, or other visual representations; typically combined with formatting and channel to create other Resource Types; not approved for customer engagement in this form
• Audio: A recording of sound / words that can be replayed 
• Banner / Digital Ad: An advertisement created for publishing in a paid digital media outlet for a specific duration (for example, an online ad)
• Briefing Document: Document with a problem statement and a proposed solution or recommendations or a desired outcome.
• Brochure / Leaflet: A thin (if printed) or short (if digital) booklet, typically with text and images 
• Data Available Package: A supporting reference that includes unpublished product information; it is created to support HH content when the HH content cites that information 
• Detail Aid: A comprehensive resource that includes a product’s core strategic messages and is intended to facilitate product discussion between a field sales representative and a health care provider (see also specific resource type, such as IPAD RESOURCE). Also called a sales aid or visual aid.
• Email: An electronic mail message
• Guidance Document: A document that offers assistance / instruction on a specific topic—for example, from a medical society or other health organization (see also HEALTH AUTHORITY GUIDANCE)
• Health Authority Guidance: A document that offers assistance / instruction on a specific topic from or pertaining to the local Health Authority / Regulatory Agency 
• Image / Infographic: A document that uses graphic elements to communicate information visually than text (Note: Single images intended to be used within Material, not as Material, should be uploaded as Document Type = Component.)​​​​​​​
• Invitation: A formal request to be present or participate in an event or activity (for example, in a meeting, conference, training, or workshop)
• iPad Resource: Content delivered via the iPad channel  
• Joint Working Agreement and Documentation
• Journal Ad: An advertisement created for publishing in a periodical (such as a medical or scientific journal), including any accompanying summary of safety information
• Letter: A communication addressed to a person or an organization 
• Master Content: Reusable content; typically combined with formatting and channel to create other Resource Types; not approved for customer engagement in this form
• Mobile Application: Software that is designed to be downloaded and run as a standalone program on a mobile device (such as a smartphone or tablet computer)
• Patient Support Program: A subset of Patient Programs that include a mechanism allowing direct, 2-way communication between our Company (or a third party acting on our behalf) and patients, patient caregivers, or health care professionals, including doctors, nurses, pharmacists, and health aides (see Patient Support Programs)
• Press Material: Resource created by the Global Communications team for the media or general public, to communicate our Company’s position on a specific topic
• Reprint: Resource that contains intellectual property created / approved / distributed by someone other than our Company (see Reprints of Published Materials)
• Reprint Carrier: A holder for a reprint; some carriers highlight key information / results within the reprint
• Script: Text created to facilitate an event or dialogue (for example, text for a video voiceover, call center conversation, market research questions)
• Selected Safety Information: Reusable content from product labeling (see Selected Safety Information [SSI]); typically combined with formatting, channel, and other content to create other Resource Types
• Slide Set: A collection of slides pertaining to a specific topic. Also called a slide deck or a slide presentation.
• Social Media: A form of electronic communication whereby information is shared with a community / audience via an online platform
• Speaker Slide: Content for a speaker presentation, for example, at an exhibit / convention
• Text Links: Electronic links that provide direct access from one marked location in a document to either another location, inside or outside that document 
• Video: A recording of images, text, and, possibly, audio that can be replayed (for example, on a television screen or computer display) (see also AUDIO)
• Webcast: Transmission of a live event (for example with sound and images) via the Internet 
• Website: A collection of pages on the Internet that share a single, unique domain name
• Product: Brand for which the material is being created  
• Material Intent: [Select “promotional” or “non-promotional”, as appropriate]
• Language: [Select the appropriate language] 
• Launch Material: [Select “Yes” only if the document promotes the launch of a new product, indication, or formulation within the launch period (see Launch Content).]
• Content Source: [Select ALL relevant sources of content (see Content Source Field: Reclassification of Values for value definitions)]
• Branding: [Select “Branded”, “Co-Branded”, or “Unbranded.”]
• Branded: It mentions or suggests a product or service; it may include use of branding elements, such as the color palette, with or without the brand name.
• Co-Branded: It mentions or suggests two or more products or services; it may include use of branding elements, such as the color palette, with or without the brand name.
• ​​​​​​​Unbranded: It neither mentions nor in any way suggests a product or service (see also BRANDED). 
• Document Version Number: a document’s version number is in the format x.y where “x” is the major version and “y” is the minor version. There is a lifecycle state entry action that will increment a document’s major version and reset the minor version back to zero. The document version number is a standard field used to track version history for documents. Depending on your vault’s field-level security, users may be able to modify the initial version number when creating new documents.
• Document number/ Document ID: Every element uploaded on PromoMats has its own identification. This identification are defined on the information box of each component/material. 
• Request Content: Process when the job owner share the placeholder with the content creator to upload the material on it.
• Annotate: Annotations are comments and markings made within the document viewer to provide feedback on the document.
• Anchor (document linking): Document links allow you to link specific pages or paragraphs between documents in your vault. When a user creates a link, Vault then creates a reusable anchor on the target document. Once created, other users can reuse that anchor for links from other documents. Users to add multiple anchors to a single link annotation. For example, a specific chart in a promotional piece could use multiple other documents as references. The user could create a single link annotation and add as many different links to anchors to it as needed, or the user could create a linked document relationship directly.
• Bring Forward Annotations: Bring forward annotations helps you to take the annotations of older versions of the project, as well as annotations of copied projects.
• Reference: Document that substantiates or supports content in other Document Types
• Reclassify: Reclassifying a document refers to changing the document type, subtype, and or classification after it has been created.
• User Profiles: Security profiles are how Vault applies permission sets to individual users. Each profile has one or more associated permission sets.
  • Viewer
  • Job Owner
  • Content Creator
  • Business/Medical Approvers
  • Content Steward
  • Asset Librarian
• Sharing Rules: For objects that use Dynamic Access Control, sharing rules are a systematic way of assigning users/groups to roles on object data records. Unlike manual assignment, these rules use an Admin-defined query to dynamically select the records to which Vault will apply a specific sharing setting. For document lifecycle roles that use Dynamic Access Control, sharing rules are a systematic way of mapping Auto Managed Groups to specific lifecycle roles so that user roles are more systematic.