Sending Engage Meeting Invitations via Approved Email

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Engage Meeting can be used with Approved Email to send meeting invitations to up to 50 attendees at once. Email templates are designated as invitations to an Engage Meeting, enabling meeting hosts to send approved content to meeting attendees. Approved Email templates used as Engage Meeting invitations contain meeting information and attendee-specific URLs that attendees use to join the Engage Meeting.

For example, Sarah Jones organizes an Engage Meeting with Clinton Ackerman and Bob Adams. When she schedules the Engage Meeting, she select Send from the Send Invitations screen and selects an Approved Email Template. When Clinton Ackerman and Bob Adams receive the invitation, the email automatically populates with the appropriate participant link and meeting information.

Sending Engage Meeting invitations to attendees ignores Approved Email Consent rules by default unless the Set Consent at the Email Template Level feature is enabled.

Enabling Approved Email Invitations

To enable Approved Email invitations:

  1. Ensure Approved Email is enabled.
  2. Grant integration users the following permissions:

    Object OLS Record Types Fields FLS
    Approved_Document_vod n/a Remote_Meeting_vod n/a n/a
    Sent_Email_vod n/a Remote_Meeting_vod
    • Call2_vod
    • Related_Transaction_ID_vod
    Edit
  3. Grant end users the following permissions:

    Object OLS Record Types Fields FLS
    Approved_Document_vod n/a Remote_Meeting_vod n/a n/a
    Sent_Email_vod n/a Remote_Meeting_vod
    • Call2_vod
    • Related_Transaction_ID_vod
    Edit
  4. Ensure the Disabled Approved Email Entry Points Approved Email setting does not contain RemoteMeeting_vod.
  5. Upload an Engage Meeting email template to Vault and set the type to Remote Meetings Invite Template. Email templates should include the following tokens:

    • Meeting Datetime - {{parentCallDatetime}}
    • Meeting URL - {{Call2_vod__c.Cobrowse_URL_Participant_vod__c}}

    Click tracking is not supported for Approved Emails containing the {{Call2_vod__c.Cobrowse_URL_Participant_vod__c}}, {{EM_Attendee_vod__c.Webinar_Participant_URL_vod__c}}, or {{EM_Event_Speaker_vod__c.Webinar_Panelist_URL_vod__c}} tokens.

    If meeting passwords are enabled, use the {{Call2_vod__c.Remote_Meeting_vod__r.Meeting_Password_vod__c}} token to display the password in the invitation. See Enabling Password-Protected Meetings for more information about meeting passwords.

  6. Ensure meeting hosts have access to all appropriate Approved_Document_vod records with a type of Remote_Meeting_vod in Vault.
  7. Sync to CRM.

Invitations do not send to business accounts.

Adding a Calendar Reminder to an Engage Meeting Invitation

Approved Email content creators can add a calendar reminder to an Engage Meeting invitation.

Calendar reminders can be added to an Engage Meeting invitation by adding the {{addToCalendar}} token anywhere in the Email Template. This token generates an .ICS (iCalendar) file that attaches to the Engage Meeting email invitation.

Veeva recommends providing instructions in the Email Template about opening the attached .ICS file and adding the event to their calendar.

Using .ICS Attachments in Approved Email Invitations

The .ICS attachment is generated automatically when a user sends an Approved Email for an Engage Meeting. The information in the file is generated from the following fields:

  • Meeting Title – Meeting_Name_vod field on the Remote_Meeting_vod object
  • Meeting Start Time – Call_Datetime_vod field on the Call2_vod object
  • Meeting Duration – Duration_vod field on the Call2_vod object
  • Meeting Location – Cobrowse_URL_Participant_vod field on the Call2_vod object
  • Meeting Description – The Cobrowse_URL_Participant_vod field on the Call2_vod record
  • Meeting ID – The Remote_Meeting_ID_vod on the Call2_vod object

By default, the calendar reminder is set to alert the recipient ten minutes before the start of the meeting.

Updates to existing calendar invitations are not supported.

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