Using the CLM Admin Console

The CLM Administration tab manages the integration with Vault.

Managing the Integration User

The Veeva CRM Connection Management section enables admins to define an integration user whose credentials are used to integrate with Vault. Ensure the integration user's language is set to English in Vault and CRM.

To define the integration user:

  1. Select Edit under the Veeva CRM Connection Management section of the CLM Administration tab.
  2. Enter the Salesforce username and password for the integration user account.
  3. Select the Is this a SandBox? check box, if applicable.

    For sandboxes, the Salesforce login URL is https://test.salesforce.com.

  4. Select Submit.
  5. Select Validate to authenticate the Salesforce credentials.
  6. Select Save.

Managing Connections Between CRM and Vault

The Vault Connection Management section enables admins to define connections to the Vault instances hosting CLM content. Each org can connect to one or many Vault instances.

To define a connection:

  1. Select New under the Vault Connection Management section of the CLM Administration tab.
  2. Enter the Vault Name and Vault URL.

    The Vault URL cannot be modified after saving. The Vault connection must be deleted and another Vault connection created.

  3. Enter the Vault username and password for the integration user account.
  4. Enter the Vault Presentation WHERE Clause, if applicable. This allows admins to specify the criteria of the content to sync to CRM.
  5. Select the Connection Type. The default value is Binder and Slides.
  6. Select the Include Non Steady State check box to sync all content that is not expired.

  7. Select Save.
  8. Select Validate to authenticate the Vault credentials.

Filtering CLM Content from Vault

There are features that allow the subscription to filter the CLM Content from Vault.

The Vault WHERE clause is a filtering mechanism that enables CRM to subscribe to certain Presentations from Vault (i.e. WHERE language__v = English). It is only supported on the Presentation Binder.

Include Non Steady State is a boolean that enables CRM to subscribe to CLM based on the document state in Vault. Each document is assigned a state derived from the lifecycle. A document state is either classified as Steady or Non-Steady. It is recommended that documents in Non-Steady State be excluded from Production. Documents in Non-Steady State are not final, not production-ready, and can be deleted. Documents in Steady State are final, production-ready and cannot be deleted. When Include Non Steady State = True, CRM subscribes to both Non-Steady and Steady State CLM documents from Vault. When Include Non Steady State = False, CRM only subscribes to Steady State CLM documents from Vault. See Using Document States for more information,

Status__v is not supported in a WHERE clause.

Error Message

Reason

Solution

Clm_Presentation_vod is missing access on following required fields:

OR

Key_Message_vod is missing access on following required fields:

OR

Clm_Presentation_Slide_vod is missing access on following required fields

There are required fields for CLM-Vault Integration. If the CRM Integration User does not have access to any one of these fields, the integration will fail. The integration will generate an error message identifying the <ObjectName> and <fieldnames> Before starting the integration, enable visibility to the integration fields for the CRM Integration User

Before starting the integration, enable visibility to the integration fields for the CRM Integration User.

INVALID_FIELD: Please update the mappings

OR

INVALID_FIELD_FOR_INSERT_UPDATE error message

The field mapping was not updated after the CRM Integration User lost visibility to one of the fields.

Select Compare CRM to Vault on the mapping table. Then reattempt to sync the integration.

Failed to upsert [N] records into SF DB, status code: INVALID_FIELD error message: Foreign key external ID: [Vault Directory External Id] not found for field External_ID_vod in entity Directory_vod

The Directory that is referenced by CLM in Vault does not have a match in CRM.

Create a Directory in CRM if one does not exist. Ensure that External_Id_vod in CRM and external_id__v in Vault values match.

Failed to upsert [N] records into SF DB, status code: INVALID_FIELD error message: Foreign key external ID: [Vault Survey External Id] not found for field External_ID_vod in entity Survey_vod

The Survey that is referenced by CLM in Vault does not have a match in CRM

Create a Survey in CRM if one does not exist. Ensure that External_Id_vod in CRM and external_id__v in Vault values match.

Failed to upsert [N] records into SF DB, status code: INVALID_FIELD error message: Foreign key external ID: [Vault Product External Id] not found for field VExternal_Id_vod in entity Product_vod

The Product that is referenced by CLM in Vault does not have a match in CRM.

Create a Product in CRM if one does not exist. Ensure that External_Id_vod in CRM and external_id__v in Vault values match.

Failed to upsert [N] records into SF DB, status code: INVALID_FIELD error message: Foreign key external ID: [Vault Detail Group Picklist Key] not found for field VExternal_Id_vod in entity Product_vod

The Detail Group that is referenced by CLM in Vault does not have a match in CRM.

Create a Detail Group in CRM if one does not exist. Ensure that VExternal_Id_vod in CRM matches the picklist key in Vault.

Failed to upsert [N] records into SF DB, status code: DUPLICATE_VALUE error message: duplicate value found: Presentation_Id_vod duplicates value on record with id: [CLM Presentation Id]

The field Presentation_Id_vod is required to be non-unique for the CLM-Vault integration.

Remove the unique condition on Presentation_Id_vod.

Failed to upsert [N] records into SF DB, status code: DUPLICATE_VALUE error message: duplicate value found: Media_File_Name_vod duplicates value on record with id: [Key Message Id]

The field Media_File_Name_vod is required to be unique for the CLM-Vault integration.

Remove the unique condition on Media_File_Name_vod.

Shared Resource flag is not set to Yes

In Vault, the slide is referenced but not defined as a Shared Resource.

Set Shared Resource to Yes for the slide that is supposed to be the Shared Resource or delete the Shared Resource relationship if it is not correct.

Distribution record version does not match with doc id XXXXX

The version of the distribution record is older than the version of the associated document.

Select the appropriate value for the CRM Media Type field for the document in Vault. This field must be populated correctly. For example, for a PNG or JPG file, the CRM Media Type must be Image.

If the error persists, manually upload the distribution package in Vault for the erring document version. See Manually Uploading Distribution Packages for more information.

Mapping Fields from Vault

To map fields in the CLM Admin Console:

  1. Select View Mapped in the Vault Connection Management section to review the fields involved in the CLM integration with Vault.
  2. Select the Compare CRM to Vault button when setting up a new integration, when changes you want to reflect in CRM are made to CRM Rendition Settings in Vault, and any time there are updates to the mapped fields, for example, adding a custom field.

    Out-of-the-box Vault fields cannot be mapped to custom CRM fields.

  3. Select the Show Mapped option from the CRM Fields drop-down list to view a condensed list of CLM Presentation and Key Message fields with a field match between CLM and Vault. The Show All option displays a full list of CLM Presentation and Key Message fields.

Show Mapped is the default field value.

The System CLM Fields lists the core CLM fields for the CLM Presentation and Key Message objects. Certain fields do not have a Vault field match but are still used in integration. Cannot Map displays in the Vault Field Label column for these fields. The Optional CLM Fields lists customer custom fields as well as unrelated and/or depreciated fields for the CLM Presentation and Key Message objects.

When comparing CRM to Vault for a Single-Doc or All connection type, CRM identifies the document types specified within the active CRM Rendition Settings in Vault. This allows the integration to map fields available on any of the document types. The Vault Doc Type column displays which document types apply for system-mapped and optionally-mapped fields. The Vault FLS column lists FLS with respect to Vault Doc Type display order. Vault Administrators should ensure the appropriate multichannel fields are available on document types defined within Vault’s CRM Rendition Settings. Refer to the Vault documentation for more information.