Aligning Approved Email and CLM Content

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Content alignment allows customers to give the right users access to the right content using content groups. Content groups are groups of users who have access to the same content, allowing admins to efficiently manage the Approved Email and CLM content assigned to large groups of users. Content alignment provides customers with more transparency over what content is available for specific types of users. Customers can use content alignment with Align and/or Vault to further streamline the process. Customers can build dashboards and reports to understand which users have access to which content.

Veeva CRM does not support using both content alignment and custom sharing rules to manage user access to content.

Configuring Content Groups

Content groups can be configured to work with Align and/or Vault in one of the following combinations:

  • CRM only
  • CRM and Align
  • CRM and Vault
  • CRM, Align, and Vault

Configuring Content Groups in CRM

To enable content groups in CRM:

  1. Ensure the Default Sharing Settings for the following objects are set to Private:
    • Approved_Document_vod
    • CLM_Presentation_vod
    • Key_Message_vod
  2. Ensure the UserType field on User records for end users is set to Standard.
  3. Grant admins the following permissions:
    ObjectOLSRecord TypesFieldsFLS

    Content_Group_Content_vod

    CRUD

    • Approved_Document_vod
    • CLM_Presentation_vod
    • Key_Message_vod
    • Approved_Document_vod
    • CLM_Presentation_vod
    • Content_Group_vod
    • Key_Message_vod
    • RecordTypeId
    • Record_Type_Name_vod
    • VExternal_Id_vod

    Edit

    Content_Group_User_vod

    CRUD

    User_vod

    • Content_Group_vod
    • RecordTypeId
    • User_vod
    • VExternal_Id_vod

    Edit

    Content_Group_vod

    CRUD

    Content_Group_vod

    • Country_vod*
    • Description_vod*
    • Detail_Group_vod*
    • Group_vod
    • External_Id_vod
    • Language_vod*
    • Name
    • Product_Group_vod*
    • Product_vod*
    • RecordTypeId
    • Status_vod

    * This field is optional and can be used to provide additional context.

    Edit

  4. Grant the integration user access to the following Apex classes:
    • VeevaContentGroupContentTriggerHandler
    • VeevaContentGroupTriggerHandler
    • VeevaContentGroupUserTriggerHandler
    • VeevaSetupObjectHandler
    • VeevaTriggerHandler
  5. Ensure VMOCs for the following object are Active and Enable Enhanced Sync is selected:
    • Approved_Document_vod
    • CLM_Presentation_Slide_vod
    • CLM_Presentation_vod
    • Key_Message_vod

Configuring Content Groups in Align

To enable content groups in Align, ensure Content Groups in Align are configured and the CRM configuration above is complete.

Configuring Content Groups in Vault

To enable content groups in Vault:

  1. Ensure the CRM Vault Metadata Sync is configured and the CRM configuration above is complete.
  2. Grant integration users the following permissions:
    ObjectOLSRecord TypesFieldsFLS

    Content_Group_Content_vod

    CRU

    • Approved_Document_vod
    • CLM_Presentation_vod
    • Key_Message_vod
    • Approved_Document_vod
    • CLM_Presentation_vod
    • Content_Group_vod
    • Key_Message_vod
    • RecordTypeId
    • Record_Type_Name_vod
    • VExternal_Id_vod

    Edit

    Content_Group_vod

    CRU

    Content_Group_vod

    • Country_vod*
    • Description_vod*
    • Detail_Group_vod*
    • Group_vod
    • External_Id_vod
    • Language_vod*
    • Name
    • Product_Group_vod*
    • Product_vod*
    • RecordTypeId
    • Status_vod

    * This field is optional and can be used to provide additional context.

    Read

  3. Perform the following steps in Vault:
    • Add the crm_content_group__v Shared Field to the appropriate document types.
    • Grant Vault integration users the following permissions:
      ObjectObject PermissionObject TypesFieldsField Permission

      crm_content_group__v

      CRE

      n/a

      • country__v
      • crm_org__v
      • crm_id__v
      • description__v
      • external_id__v
      • id.crm_detail_group__v
      • id.crm_product_group__v
      • id.crm_product__v
      • language__v
      • name__v

      Edit

      crm_org__v

      CRE

      n/a

      • crm__org_id__v
      • name__v

      Edit

Creating and Managing Content Alignment

Content alignment is composed of the following objects:

  • Content_Group_vod - defines a group of users aligned to the same content. A content group can have multiple CRM users and many pieces of CLM and Approved Email content. A corresponding Salesforce Group record is automatically created for each Content_Group_vod record.
  • Content_Group_User_vod - assigns a user to a content group. A user can be assigned to multiple content groups. A corresponding Salesforce GroupMember record is automatically created for each Content_Group_User_vod record.
  • Content_Group_Content_vod - assigns a piece of content to a content group. A piece of content can be assigned to multiple content groups. For Approved Email, a piece of content consists of an Approved_Document_vod record. For CLM, a piece of content consists of a CLM_Presentation_vod record and its associated Key_Message_vod records. For each Content_Group_Content_vod record, a corresponding record is automatically created in the Salesforce Approved_Document_vod__Share, CLM_Presentation_vod__Share, or Key_Message_vod__Share tables.

The process of creating and managing content groups, and assigning users and content to each group depends on whether the customer is integrating CRM with Align and/or Vault.

Creating and Managing Content Alignment in CRM Only

To align content in CRM:

For customers who are only using CRM, admins must manually create or data load all Content_Group_vod, Content_Group_User_vod, and Content_Group_Content_vod records for each content group.

  1. Define content groups. Create Content_Group_vod records with the Content_Group_vod record type and populate at least the following fields:
    • Name - name of the group
    • Status_vod - Active. Set to Inactive when deactivating but not deleting a content group. Approved_Document_vod__Share, CLM_Presentation_vod__Share, and Key_Message_vod__Share records for all content are deleted and users no longer have access to that content.
    • External_Id_vod - unique ID of the group

      • Define a naming convention and use optional fields, for example, Country_vod, Description_vod, and Language_vod, to provide additional context for the content group, which may be useful across teams.

  2. Assign users to each content group. Create Content_Group_User_vod records with the User_vod record type and populate at least the following fields:
    • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
    • User_vod - lookup to the User record
  3. Assign content to content groups.
    • To assign Approved Email content, create Content_Group_Content_vod records with the Approved_Document_vod record type and populate at least the following fields:
      • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
      • Approved_Document_vod - lookup to the Approved_Document_vod record
      • Record_Type_Name_vod - Approved_Document_vod
    • For a CLM presentation, admins must create Content_Group_Content_vod records for the presentation and each of its associated key messages.

      Sub-presentations are treated the same as CLM presentations and Shared Resources are treated the same as key messages. Admins must create Content_Group_Content_vod records for a sub-presentation and its key messages, as well as for a Shared Resource. Veeva recommends data loading Content_Group_Content_vod records for key messages (including Shared Resources) first, followed by CLM presentations (including sub-presentations).

      • Create Content_Group_Content_vod records with the CLM_Presentation_vod record type and populate at least the following fields:
      • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
      • CLM_Presentation_vod - lookup to the CLM_Presentation_vod record
      • Record_Type_Name_vod - CLM_Presentation_vod
      • For each key message in a CLM presentation, create Content_Group_Content_vod records with the Key_Message_vod record type and populate at least the following fields:
      • Content_Group_vod - lookup to the Content_Group_vod record
      • Key_Message_vod - lookup to the Key_Message_vod record
      • Record_Type_Name_vod - Key_Message_vod

Creating and Managing Content Alignment using Align and CRM

Customers can use Align to manage content groups and users. The content assigned to each content group is managed in CRM.

To align content using Align and CRM:

  1. Create content groups and assign users in Align. Admins in Align manually create content groups and the users are automatically assigned to each group based on territory assignments. Admins then sync the content groups and users to CRM. In CRM, Content_Group_vod and Content_Group_User_vod records are automatically created and linked based on the content groups synced from Align.

    2. When a user is moved from one territory to another, the content groups to which they are assigned are also updated accordingly.

  2. Sync the content groups and users from Align to CRM.
  3. Assign content to each content group.
    • To assign Approved Email content, create Content_Group_Content_vod records with the Approved_Document_vod record type and populate at least the following fields:
      • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
      • Approved_Document_vod - lookup to the Approved_Document_vod record
      • Record_Type_Name_vod - Approved_Document_vod
    • For a CLM presentation, admins must create Content_Group_Content_vod records for the presentation and each of its associated key messages.
      • Create Content_Group_Content_vod records with the CLM_Presentation_vod record type and populate at least the following fields:

        Sub-presentations are treated the same as CLM presentations and Shared Resources are treated the same as key messages. Admins must create Content_Group_Content_vod records for a sub-presentation and its key messages, as well as for a Shared Resource. Veeva recommends data loading Content_Group_Content_vod records for key messages (including Shared Resources) first, followed by CLM presentations (including sub-presentations).

      • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
      • CLM_Presentation_vod - lookup to the CLM_Presentation_vod record
      • Record_Type_Name_vod - CLM_Presentation_vod
      • For each key message in a CLM presentation, create Content_Group_Content_vod records with the Key_Message_vod record type and populate at least the following fields:
      • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
      • Key_Message_vod - lookup to the Key_Message_vod record
      • Record_Type_Name_vod - Key_Message_vod

Creating and Managing Content Alignment using CRM and Vault

Customers can use Vault to manage the content assigned to each content group. Content groups and users must be created and managed in CRM.

To align content using CRM and Vault:

  1. Define content groups. Create Content_Group_vod records with the Content_Group_vod record type and populate at least the following fields:
    • Name - name of the group
    • Status_vod - Active. Set to Inactive when deactivating but not deleting a content group. Approved_Document_vod__Share, CLM_Presentation_vod__Share, and Key_Message_vod__Share records for all content are deleted and users no longer have access to that content.
    • External_Id_vod - unique ID of the group

      • Define a naming convention and use optional fields, for example, Country_vod, Description_vod, and Language_vod, to provide additional context for the content group, which may be useful across teams.

  2. Assign users to each content group. Create Content_Group_User_vod records with the User_vod record type and populate at least the following fields:
    • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
    • User_vod - lookup to the User record
  3. Sync the content groups to Vault via the CRM Vault Metadata Sync in CRM. Content groups cannot be created directly in Vault.
  4. Assign content to content groups.
    • To assign Approved Email content to a content group, content admins in Vault can select one or more content groups for the crm_content_groups__v field on an Email Template or Email Fragment, or on an auto-published document.
    • To assign CLM content to a content group, content admins can select one or more content groups for the crm_content_groups__v field on a Multichannel Presentation or on an auto-published document.

      • If admins add more content groups to the source document of an auto-published document, the auto-published document must be generated again to include the additional content groups.

  5. Sync content from Vault to CRM.
    • When CRM admins sync Approved Email content from Vault to CRM via the Approved Email Admin Console, Content_Group_Content_vod records are automatically created for each Approved_Document_vod record assigned to a content group and linked to the appropriate Content_Group_vod records via the Content_Group_vod lookup field.
    • When CRM admins sync CLM content from Vault to CRM via the CLM Admin Console, Content_Group_Content_vod records are automatically created not only for each CLM_Presentation_vod record assigned to a content group, but also for each of its associated Key_Message_vod records, including shared resources, and sub-presentations. These records are automatically linked to the appropriate Content_Group_vod records via the Content_Group_vod lookup field.

CRM admins can view the content alignment successes and failures from the last seven days in the Content Alignment Process History sections in the CLM Admin Console and Approved Email Admin Console. Admins receive notification emails after each sync with information about the successes and failures.

Admins must use the CLM Admin Console to manage CLM content alignment and the Approved Email Admin Console to manage Approved Email content alignment.

Creating and Managing Content Alignment using Align, CRM, and Vault

Customers can use Align to manage content groups and users, and Vault to manage the content assigned to each content group. CRM admins manage the integrations between Align and CRM, and CRM and Vault.

To align content using Align, CRM, and Vault:

  1. Create content groups and assign users in Align. Admins in Align manually create content groups and the users are automatically assigned to each group based on territory assignments. Admins then sync the content groups and users to CRM. In CRM, Content_Group_vod and Content_Group_User_vod records are automatically created and linked based on the content groups synced from Align.

    2. When a user is moved from one territory to another, the content groups to which they are assigned are also updated accordingly.

  2. Sync the content groups and users from Align to CRM.
  3. Sync the content groups to Vault via the CRM Vault Metadata Sync in CRM. Content groups cannot be created directly in Vault.
  4. Assign content to content groups.
    • To assign Approved Email content to a content group, content admins in Vault can select one or more content groups for the crm_content_groups__v field on an Email Template or Email Fragment, or on an auto-published document.
    • To assign CLM content to a content group, content admins can select one or more content groups for the crm_content_groups__v field on a Multichannel Presentation or on an auto-published document.

      • If admins add more content groups to the source document of an auto-published document, the auto-published document must be generated again to include the additional content groups.

  5. Sync content from Vault to CRM.
    • When CRM admins sync Approved Email content from Vault to CRM via the Approved Email Admin Console, Content_Group_Content_vod records are automatically created for each Approved_Document_vod record assigned to a content group and linked to the appropriate Content_Group_vod records via the Content_Group_vod lookup field.
    • When CRM admins sync CLM content from Vault to CRM via the CLM Admin Console, Content_Group_Content_vod records are automatically created not only for each CLM_Presentation_vod record assigned to a content group, but also for each of its associated Key_Message_vod records, including shared resources, and sub-presentations. These records are automatically linked to the appropriate Content_Group_vod records via the Content_Group_vod lookup field.

CRM admins can view the content alignment successes and failures from the last seven days in the Content Alignment Process History sections in the CLM Admin Console and Approved Email Admin Console. Admins receive notification emails after each sync with information about the successes and failures.

Admins must use the CLM Admin Console to manage CLM content alignment and the Approved Email Admin Console to manage Approved Email content alignment.

Using Content Groups

When end users in a content group sync Approved Email and CLM content to their devices, only the content assigned to their content group syncs to their devices. My Setup Products for users apply.

Realigning Content Alignment

Admins can realign content alignment from the Content Alignment Process History sections of the CLM Admin Console or the Approved Email Admin Console to fix discrepancies in content alignment object records.

Realigning content recreates the necessary Group, GroupMember, and __Share (Approved_Document_vod__Share, CLM_Presentation_vod__Share, Key_Message_vod__Share) records for content alignment. For example, an admin accidentally deletes a GroupMember record automatically created in Salesforce corresponding to a Content_Group_User_vod record. The admin cannot recreate the record, so they realign content to ensure the record exists again.

Admins receive email notifications when realignment jobs successfully complete or fail with errors.