Exporting Account Plans to PowerPoint

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Users can now export account plan information to a PowerPoint file, enabling account managers to present information about the overall progress of an account plan to leadership teams who do not use CRM.

After using the Export to PowerPoint feature to generate an output file, users can modify the file to reformat the slides or pull in additional data.

For example, Alex is preparing the 2018 Account Plan presentation for Chilton Memorial Hospital. Alex leverages existing real-time information from an ongoing Account Plan by exporting it to a PowerPoint so he can report on the progress to the leadership team to further improve the plan.

Configuring Exporting Account Plans to PowerPoint

To enable this feature:

  1. Ensure Account Plans are configured.
  2. Populate the Account_Plan_Object_Hierarchy Veeva Setting with a comma-delimited list of the user's Account Plan hierarchy. The hierarchy provided by Veeva OOTB is Plan_Tactic_vod__c.Account_Plan_vod__r, Account_Tactic_vod__c.Plan_Tactic_vod__r, Call_Objective_vod__c.Account_Tactic_vod__r.

This step is required only when using the {{Hierarchy}} token. Child records from objects that are not part of the hierarchy setting but have a lookup relationship to an Account Plan can be exported using the {{FieldAPIName}} token.

The terms in the hierarchy must begin with the top level and move from general to specific. Cyclical hierarchies are not supported.

Example using the default hierarchy: A Call Objective is associated to an Account Tactic which is associated to a Plan Tactic which is associated to an Account Plan: Call Objective > Account Tactic > Plan Tactic > Account Plan.

  1. Enable the Export_to_PowerPoint VisualForce page for the appropriate profiles.
  2. Place the Export_to_PowerPoint VisualForce page on the appropriate Account Plan page layout.

The Export_to_Powerpoint VisualForce page must be in a dedicated, single-column section on their Account Plan page layout with the Title Export to Powerpoint.

Using Exporting Account Plans to PowerPoint

Admins must first create a PowerPoint with the appropriate tokens to import data from Account Plans. The tokens are used to pull the appropriate values into the PowerPoint. The template is provided to users to use during the export process. Not all tokens are listed in the following table; any objects that look up to the Account Plan can be used.

Data Token Description Example Token

Account Plan

{{Account_Plan_vod__c.FieldAPIName}}

Pulls fields from the Account Plan header record

{{Account_Plan_vod__c.Description}}

Parent {{Account_Plan_vod__c.RelationshipName.FieldAPIName}} Pulls fields from any record which the Account Plan looks up to {{Account_Plan_vod__c.Account_vod__r.Name}}

Child

{{FieldAPIName}}

Pulls all child records from objects that have a lookup relationship with the Account Plan. For example, SWOT, Goal, Account Team Member, Key Stakeholder, or Medical Insight.

The second row is where the token for the record that looks up to the Account Plan is placed. The object relationship token must be in the top-left column of the table.

The cell in the first column of the first row contains a token formatted as {{object.relationship}}.

{{Account_Team_Member_vod__c.Account_Plan_vod__r}}

{{SWOT_vod__c.Account_Plan_vod__r}}

{{Action_Item_vod__c.Account_Plan_vod__r}}

Hierarchy {{Hierarchy}}

Pulls in all records associated to the Account Plan defined by the hierarchy in the Account_Plan_Object_Hierarchy_vod Veeva Setting.

The cell in the first column of the first row contains a token formatted as {{hierachy}}. In the output file, the found {{hierarchy}} token string is removed, leaving any additional data in that field, and every other field in the first row, unaffected.

The tokens in the second row must be formatted as {{Object.FieldAPIName}}

second row – {{Action_Item_vod__c.Status_vod__c}}

The first row is reserved for header labels, so the first cell contains both the token and the first column header label. In the output file, the token string is removed leaving only the label. The output file removed the found {{object.relationship}} token string, leaving any additional data in that field, and every other field in the first row, unaffected.

Values in the first row are expected to be column labels. Populate table columns according to token fields in the second row of each column. Data should start in the second row and token strings should be removed. Token fields can reference child object header level data or lookup fields on the child object. Child object header level field token format: {{fieldAPIName}} where the object is defined in the table level token. Child object lookup field token format: {{RelationshipName.fieldAPIName}}

Child and Hierarchy tokens can only be placed in the top left cell of a table.

If the number of records within the Account Plan exceeds the number of available rows, the slide is duplicated and the report process continues populating data on the next slide.

Admins can download a sample PowerPoint file provided by Veeva Systems.

To export an Account Plan to PowerPoint:

  1. Navigate to the Export to PowerPoint section of the Account Plan.
  2. Select the template .pptx file for the export process. Ensure the .pptx file is less than 30mb.
  3. Navigate to the exported file in the folder you have set for downloaded items.

If the export process takes longer than 20 minutes, the process terminates.

This feature does not support the conversion of tokens which are contained within shapes or SmartArt. If the user wishes to use shapes containing tokens in the PowerPoint, any tokens must be contained within a text box overlaid on top of the shape for the conversion process to work correctly.

This feature is meant to save end users time and effort they would otherwise spend moving data from Veeva to PowerPoint presentations. In an effort to give customers full control of their PowerPoint templates, there is the possibility that output presentations may have too much data or data that is formatted in a way that is not ideal for presenting. A simple example is a long text field whose value might run off the bottom of a slide. Users should review their output presentations to ensure all text and data is spaced appropriately.