Setup for CoBrowse and Engage for Portals

CoBrowse and Engage for Portals are platforms designed to provide the ability to share marketing and product material via a website interface. Users view presentations in the Engage Media Player, which is embedded in any website, with access via a link to an HCP. This allows users to view product information at their leisure and eliminates the need for a sales rep to be present.

The Engage Media Player enables users to view and interact with content and provides the ability to capture content usage on the web. The content usage is stored in Veeva CRM for future analysis.

Engage for Portals integrates with Veeva Vault for content management capabilities, content life cycle, and approvals. It also offers integration with Veeva Approved Email with intuitive administration consoles in both Veeva Vault and Veeva CRM, and advanced debugging capabilities.

Setup and Administration

Architecture

Engage for Portals consists of four major integrated components that have specific functionalities:

  • Veeva CRM - This is the Engage hub responsible for Account matching, activity tracking, and content authorization
  • Veeva Vault - Used as the content management system, Veeva Vault ensures the latest version of approved content is pushed to the web and available for use in Engage for Portals. Veeva Vault is also responsible for packaging content and creating web-optimized video distributions.
  • Engage Media Player - The player is what gets deployed to customer hosted websites. The player is designed to play rich web-optimized content on any browser and platform (i.e., online or mobile device)

    Content Distribution Network (CDN) - In order to deliver quality content at the speed required in the consumer space, global network infrastructure presence is necessary. Veeva utilizes an enterprise grade CDN to ensure content is delivered well within the acceptable time frame.

Engage for Portals User Roles

There are several types of Users who interact directly with Engage for Portals functionality.

User Type

Responsibilities

Platform

Access to Objects

Access to Fields

Configuration

Content Loader - Veeva Vault (Typically the someone from the Content Agency)

Uploads content as documents

Associates documents to a binder

Pushes content to CDN

Preview content

Veeva Vault

 

 

 

Content Administrator - Veeva Vault

Maintaining the content lifecycle required by Engage for Portals.

Ensuring content is tagged with the appropriate metadata (websites, KeyMessages)

Ensuring content is being pushed to the CDN appropriately

Previewing deployed content

Veeva Vault

 

 

 

Content Administrator - CRM

Ensuring content is deployed correctly via the Content Deployment Console

Making sure websites and Key Messages are available in CRM

Activate/deactivate deployments in preparation for content go-live

CRM – housed in a VF page called Engage_Content_Administrator_vod

Multichannel Content

Multichannel Content Assets

Multichannel Activity

Multichannel Activity Lines

Sites

Content Deployments

Veeva External ID on Product_vod

Veeva External ID on Key_Message_vod

Profile assigned to the VF page

Custom Web Tab to house the Engage_Content_Administrator_vod web page and set tab to Default for Content Admin profile.

Metadata Sync Administrator

Ensure metadata sync process is running correctly

Setup Veeva Vault Connections

Setup CRM integration User for Engage for Portals processes

CRM

Multichannel Content

Multichannel Content Assets

Multichannel Activity

Multichannel Activity Lines

Sites

Content Deployments

Veeva External ID on Product_vod

Veeva External ID on Key_Message_vod

 

Integration User - CRM

Login used by the system to perform all integration tasks in CRM including creating and updating records when syncing with Vault.

CRM

 

 

 

Integration User - Vault

Must be a system administrator

Login used by the system to perform all integration tasks in Vault

Vault

 

 

 

Rep User

Drive traffic to Engage for Portals content using Approved Email.

CRM

 

 

 

Configuration Steps by Application

Engage for Portals configuration requires specific steps in both Veeva Vault and Veeva CRM. For more information, see Working with Engage Content and About CLM & Engage Integration in Veeva Vault's documentation. This document provides an overview of the important areas of Engage for Portals in Vault.

Veeva Vault Configuration

The Veeva Vault configuration required by Engage for Portals is split into two major categories: content lifecycle setup and general content setup. See Vault documentation for more complete instructions.

Content Lifecycle setup process:

  • Setup a content lifecycle (update or create new) which manages content on the CDN. You can use the CRM Content Lifecyle, which is delivered when the Engage Integration is enabled in Vault, or you can create your own.
  • At least one lifecycle state needs ‘Send to Engage’ as an entry action for the content to be pushed to the CDN.
  • At least one lifecycle state needs ‘Withdraw from Engage’ as an entry action for content to be removed from the CDN when obsolete.
  • When creating the entry action for with draw, select the content directory to withdraw. The options are ‘Production’ or ‘Stage’. If the content in the lifecycle was previously in a steady state lifecycle state, there is content in the ‘Production’ directory. If the content was in any other non-steady state lifecycle state, the content is in the ‘Stage’ directory.
  • Ensure at least the ‘Engage Content?’ flag is selected before automatically sending to/withdrawing from Engage for Portals.
  • If the Content User needs the ability to explicitly send and withdraw content from the CDN, place the User action, ‘Send to Engage’ on the lifecycle state required.
  • ‘Send to Engage’ only displays if the ‘Engage Content?’ flag is selected.

General Content Setup process:

  • Create Website Objects in Veeva Vault (required) (See Vault documentation for more information.)The URL__v field is required and must be unique. This is the exact location of the deployed Engage Media Player. The URL__v field value in Vault and the URL_vod__c field on the Site_vod object in CRM must match for the integration to work properly
  • Create KeyMessage Objects in Veeva Vault (optional) (See Vault documentation for more information.)
  • Create Multichannel Presentation (doc type) Binders for your content. These are represented as Multichannel_Content_vod records in CRM.
  • Select the Engage Content Flag for the Multichannel Presentation Binder.
  • Align the Presentation to one or more of the website records created in Step 1. These are the websites which are approved to display this presentation.
  • Add content (doc type Multichannel Slide) to the Multichannel Presentation Binders. These are represented as Multichannel_Content_Asset_vod records in CRM.
  • If applicable, add KeyMessage references for each piece in the Multichannel Presentation Binder. Adding a KeyMessage reference allows reporting to identify which Key Messages were viewed by an HCP.
  • Ensure the CRM Media Type is populated appropriately for each piece in the Engage Binder.
  • If the content is HTML, ensure the proper HTML attributes are populated.
  • HTML Height/Width: Populate these if the content is a fixed size. This centers the content relative to the view port.
  • HTML File Name: Populate this field if the main HTML file in distribution package is one directory level below the root. The directory name must be the same as the HTML file name.
  • Once the attributes are set, the content can be pushed to the CDN via the methods outlined in the lifecycle setup section. Once pushed to the CDN, the Engage metadata service pulls the content metadata into CRM.