Updating Auto-Published Presentations

When content creators auto-publish updated versions of existing CLM documents from Vault to CRM, they can control whether the CLM integration updates the existing key message records in CRM or expires the existing records and creates new records, depending on the types of changes made to the presentation. For example, content creators can choose to update existing records after fixing a typo but create new records after adding slides to a presentation. This ensures custom presentations referencing key messages stay up-to-date, saving end users time and effort when managing their custom presentations.

Configuring Updating Auto-Published Presentations

Both CRM and Vault must be configured for this feature.

To configure this feature in CRM:

  1. Grant the CLM integration user FLS Edit permission to the Slide_Versioning_Method_vod field on the CLM_Presentation_vod object.
  2. Navigate to the CLM Admin Console.
  3. Update the field mapping for the appropriate Vault connection in the Vault Connection Management section to ensure the Slide_Versioning_Method_vod field is mapped correctly.

To configure this feature in Vault:

  1. Navigate to Admin > Configuration > Document Fields.
  2. Add the crm_slide_update_method__v Shared Field to the document types used for auto-publishing.

Updating Auto-Published CLM Key Messages

After CLM content syncs from Vault, key messages are updated or expired depending on the value in the Slide_Versioning_Method_vod field:

Value

Key Message Behavior

Update_Existing_Slides_vod

The Key_Message_vod records are updated. Any custom presentation referencing these Key_Message_vod records are also updated.

Create_New_Slides_vod

The Key_Message_vod record is expired and a new Key_Message_vod record is created for all slides in the presentation. Custom presentations continue to reference the expired Key_Message_vod record. End users must manually update these custom presentations.

No value

The Key_Message_vod record is expired and a new Key_Message_vod record is created for all slides in the presentation. Custom presentations continue to reference the expired Key_Message_vod record. End users must manually update these custom presentations.

Best Practice for Updating Auto-Published Presentations in Vault

Veeva recommends requiring content creators to manually populate the CRM Slide Update Method (crm_slide_update_method__v) field on a document every time they update it to a new version. This ensures the correct update method is used to auto-publish each new Steady State version of the document.

Vault admins can create Entry Criteria and Event Actions for the document types and document lifecycle states used for auto-publishing.

To create Entry Criteria for a document lifecycle state:

  1. Navigate to Admin > Configuration > Document Lifecycles.
  2. Select the lifecycle used for document types for auto-publishing.
  3. Select States.
  4. Select Steady State.
  5. Select Entry Criteria.
  6. Select Edit.
  7. Select Create Rule.
  8. Add criteria for the Publish for Veeva CRM (CLM) and CRM Slide Versioning Method fields.
  9. Select Save.

Entry Criteria should be created for any lifecycle state customers use to sync CLM content to CRM.

To create an Event Action for the Create Draft lifecycle action:

  1. Navigate to Admin > Configuration > Document Lifecycles.
  2. Select the lifecycle used for document types for auto-publishing.
  3. Select Event Actions.
  4. Select Create Draft.
  5. Select Edit.
  6. Select Create Event Action.
  7. Add Update field actions for the Publish for Veeva CRM (CLM) and CRM Slide Versioning Method fields.
  8. Select Save.

Considerations