Using Advanced Text Search in the Media Library

  • CRM Desktop (Mac, Windows)
  • iPad
  • iPhone

This functionality is available on iPhone on December 8, 2022.

When searching for CLM content in the media library, users can use advanced text search to easily locate the presentation slide containing the searched text and navigate directly to the slide. Users can also filter the search results using the configured filters.

Advanced text search only supports approved content.

As a best practice to ensure text is correctly processed for advanced text search, content creators should use a font size of 12 px or larger in all content.

The following CLM content types are supported:

  • PowerPoint
  • PDF
  • HTML

    When manually uploading a distribution package for HTML content to Vault, ensure a high resolution (more than 300 DPI) poster.png image is included in the package. This allows HTML content to display in advanced text search results. See Manually Uploaded Distribution Packages for more information.

  • Images

For example, Larry Lakes is an MSL with 1000 presentations in his media library. He wants to find a presentation about Cholecap, but cannot remember the presentation name. Larry remembers one of the slides in the presentation contains the words “cholecap competitor.” He searches the phrase in the Advanced Text Search field and applies the Cholecap product filter to the results. The correct presentation slide displays first in the search results. Larry selects the first result and displays the slide without needing to navigate from the beginning of the presentation.

Configuring Advanced Text Search

Ensure initial configuration is complete before enabling this functionality.

Ensure VMOCs for CRM Desktop (Windows) or CRM Desktop (Mac) are configured.

To enable advanced text search in the media library:

  1. Enable Notes in the CRM org. See Salesforce’s documentation for more information.
  2. Grant the integration user FLS edit permission to the Rendition_MD5_vod field on the following objects:
    • CLM_Presentation_vod
    • Key_Message_vod
  3. Grant end users FLS read permission to the Include_Attachments_vod field on the VMobile_Object_Configuration_vod object.
  4. Navigate to Multichannel Settings.
  5. Select Manage.
  6. Select Edit.
  7. Enter 1 for the CLM_CONTENT_SEARCH_vod setting.
  8. Select Save.
  9. Navigate to the VMobile Object Configurations tab.
  10. Ensure the ContentDocumentLink VMOC is active for the appropriate platform.
  11. Ensure the Key_Message_vod VMOC is active for the appropriate platform and the Include Attachments check box is selected.

Advanced text search is not available immediately after it is enabled. For content published from Vault, Veeva CRM may take several hours to process the text in all the presentation slides in the media library as Content Notes, including presentations not downloaded to the device. Any time content is added to the media library after advanced text search is already enabled, Veeva CRM may take up to 2 hours to process the text in the new presentation slides. Admins can view the status of the Content Note processing in the Content Search Process History section of the CLM Admin Console.

To use advanced text search with content not published from Vault, admins must manually process the text for each key message:

  1. Enable Notes in the CRM org. See Salesforce’s documentation for more information.
  2. Add the Notes related list to the Key_Message_vod object page layout.
  3. Copy the text from the content of the appropriate key message.
  4. Navigate to the Key_Message_vod record for the key message.
  5. Navigate to the Notes related list.
  6. Select New to create a Note for the Key_Message_vod record.
  7. Enter a name for the Note.
  8. Paste the copied key message text in the text field.
  9. Select Done.
  10. Data load the ContentVersion record related to the Note with the CLM_Search_vod field set to True.

Alternatively, data load the records for the following objects according to the Salesforce data model:

  • ContentNote
  • ContentVersion
  • Ensure the CLM_Search_vod field is set to True
  • ContentDocumentLink

Using Advanced Text Search in the Media Library

Users can easily navigate between standard search and advanced text search in the search bar. Standard search is selected by default. See Searching the Media Library for more information about using standard search.

As best practice to return the most relevant and specific search results, users with large media libraries should include multiple words in their search terms.

Users must have an active internet connection to use advanced text search.

On the iPad platform, users can select the search icon to display the search screen and select the Advanced Text Search tab.

On the CRM Desktop platforms, users can select the search icon to display the drop-down menu and select Advanced Text Search.

Advanced text search is not a type-ahead search. Users must enter the search terms and select Search or select the Enter key to start the search. A list of presentation slides displays in the search results, restricted by the user’s visibility to the presentations in the media library. When searching for presentations during a call, restricted products, allowed products, and segmentations are all respected and only display what is available for the account.

Emojis larger than 4 bytes cannot be searched.

To apply filters to the search results, select the filter icon and select the appropriate filters. See Using Presentation Attributes to Filter Presentations for more information about configuring and using filters.

Search results and filters do not reset when navigating between standard search and advanced text search.