Sending Engage Meeting Invitations via Approved Email

  • Browser
  • CRM Desktop (Windows)
  • iPad

Approved Email can be used to send meeting invitations to up to 50 attendees at once. Email templates are designated as invitations for an Engage meeting in PromoMats / MedComs, enabling meeting hosts to send meeting details and ICS to attendees, including attendee-specific URLs for joining the Engage meeting.

Users on CRM Desktop (Windows) can also schedule Engage meetings from within a High Performance Call Report and send emails to HCPs with the meeting details, using Approved Email.

Enabling Approved Email Invitations

To configure Approved Email invitations:

  1. Ensure Approved Email is configured.
  2. Ensure High Performance Call Report is configured.
  3. Ensure Engage Meeting is configured.

  4. Grant CRM Approved Email integration user the following permissions:

    Object OLS Record Types Fields FLS
    Approved_Document_vod n/a Remote_Meeting_vod n/a n/a

    Remote_Meeting_vod

    n/a

    n/a
    • Allow_for_Joining_via_Zoom_vod
    • Dial_In_Numbers_vod
    • Meeting_Id_vod
    • Zoom_Join_Token_vod

    Edit
    Sent_Email_vod n/a Remote_Meeting_vod
    • Call2_vod
    • Related_Transaction_ID_vod
    		 Edit

  5. Grant end users the following permissions:

    Object OLS Record Types Fields FLS
    Sent_Email_vod n/a Remote_Meeting_vod
    • Call2_vod
    • Related_Transaction_ID_vod
    		 Edit
  6. Ensure the Disabled Approved Email Entry Points Approved Email setting does not contain RemoteMeeting_vod.

  7. Upload an email template to Vault PromoMats/MedComms and set the type to Engage Meetings Invite Template. Email templates should include the following tokens:

    • Add to Calendar - {{addToCalendar}}
    • Meeting Datetime - {{parentCallDatetime}}
    • Meeting URL - {{Call2_vod__c.Cobrowse_URL_Participant_vod__c}}
    • Meeting Password - {{Call2_vod__c.Remote_Meeting_vod__r.Meeting_Password_vod__c}}

      If meeting passwords are enabled, this token displays the password in the invitation.

    Click tracking is not supported for Approved Emails containing the {{Call2_vod__c.Cobrowse_URL_Participant_vod__c}}token. Click tracking interferes with universal linking, which impacts the HCP experience and prevents the Engage app from launching on their device.

  8. Ensure meeting hosts have access to all appropriate Approved_Document_vod records with a type of Remote_Meeting_vod.
  9. Ensure the ENGAGE_LINK_APPS_vod Engage Custom Setting contains ApprovedEmail.

Invitations do not send to business accounts.

Adding 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.

To make it easier for attendees to join the audio of an Engage meeting via dial-in, Engage hosts can add dial-in numbers to invitations sent to attendees. If both the {{addToCalendar}} and {{insertZoomDialInNumbers}} tokens are included in the template, Approved Email adds an ICS calendar reminder to the invite that contains the Zoom Dial-In Number.

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 scheduled start time of the meeting.

Updates to existing calendar reminders are not supported.

Considerations

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

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