Joining an Engage Meeting via Zoom

  • iPad
  • Online (Classic)
  • Online (Lightning)

Engage Meeting hosts can offer attendees the option of joining an Engage Meeting via their Zoom application. Providing attendees this option makes it easier for HCPs and end-users to connect virtually, maintaining the compliant hosting capabilities of an Engage Meeting while also providing the attendee the choice of joining the meeting via their preferred service.

For example, Sarah Jones schedules an Engage Meeting with Dr. Adams and Dr. Ackerman. Dr. Adams joins via the Engage Web Client, but Dr. Ackerman already has the native Zoom application installed on his computer. Dr. Ackerman selects the Zoom URL in the invitation and joins Sarah’s meeting via Zoom.

Considerations

  • This feature is compatible with the Engage Meeting Booking Agents feature. To enable this feature for Booking Agents, enable Booking Agents as end-users for this feature.
  • Remote Sampling and Remote Medical Inquiry are not available for attendees who join using a Zoom URL
  • Hosts can use the Capturing a Signature with Approved Links feature to disburse BRCs to Zoom attendees.
  • Attendees joining using a Zoom URL cannot leave Engage Meeting Experience Ratings
  • Remote_Meeting_Attendee_vod connection records are created for attendees who join an Engage Meeting via Zoom by the Attendance Tracking Process, but those records will have the following fields not populated:
  • Call2_vod

    Zoom Attendees call records still reference the remote meeting via the record’s Remote_Meeting_vod lookup field.

  • Veeva_Remote_Meeting_Id_vod
  • Participant_Id_vod

Configuring Joining an Engage Meeting via Zoom

To enable this feature, grant all users FLS edit permission to the following fields on the Remote_Meeting_vod object:

  • Allow_for_Joining_via_Zoom_vod
  • Zoom_Join_Token_vod

When a meeting host or booking agent schedules an Engage Meeting, the corresponding Zoom URL displays on the meeting details modal.

From this modal, hosts and booking agents can either directly copy the Zoom URL to communicate to attendees, or send the Zoom URL in invitations via email or text.

The Zoom URL only displays if there is at least one attendee who has an Engage URL associated. If no attendees have an associated Engage URL, then the Zoom URL does not display.

Adding the Zoom URL to Approved Email Templates

Approved Email content creators can add the Zoom URL to Approved Email templates using the {{insertEngageAndZoomJoinURL[Language Code]}} token.

Click tracking is not supported for Approved Emails containing the {{insertEngageAndZoomJoinURL[Language Code]}} token.

The token’s [Language Code] parameter must be replaced with one of the following language values to render the text of the token in that language:

be – Belarusian

ga – Gaeilge (Irish Gaelic)

pt_BR – Portuguese (Brazil)

bg – Bulgarian

hr – Croatian

pt_PT – Portuguese (Portugal)

bs – Bosnian

hu – Hungarian

ro – Romanian

cs – Czech

in – Indonesian

ru – Russian

da – Danish

it – Italian

sk – Slovak

de – German

ja – Japanese

sl – Slovenian

el – Greek

ka – Georgian

sr – Serbian

en_US – English

ko – Korean

sv – Swedish

es – Spanish

lt – Lithuanian

th – Thai

es_MX – Spanish (Mexico)

lv – Latvian

tr – Turkish

et – Estonian

mk – Macedonian

uk – Ukrainian

fi – Finnish

nl_NL – Dutch

vi – Vietnamese

fl – Flemish

no – Norwegian

zh_CN – Chinese (Simplified)

fr – French

pl – Polish

zh_TW – Chinese (Traditional)

For example, to insert a token that renders the text in English, the token would be {{insertEngageAndZoomJoinURL[en_US]}}.

In English, the text renders as the following:

Join Meeting [Engage Meeting URL]
Meeting ID: [Engage Meeting ID]
Password: [Meeting Password]
 
If you prefer to join using Zoom [Zoom URL]
Zoom Meeting ID: [Zoom Meeting ID]
Password: [Password]

If Joining an Engage Meeting via Zoom is not enabled, the {{insertEngageAndZoomJoinURL[Language Code]}} token only renders the Engage section of the text:

Join Meeting [Engage Meeting URL]
Meeting ID: [Engage Meeting ID]
Password: [Meeting Password]

When the {{insertEngageAndZoomJoinURL[Language Code]}} and {{addToCalendar}} tokens are used together, the text generated by the {{insertEngageAndZoomJoinURL[Language Code]}} token is included in the description of the .ICS file generated by the {{addToCalendar}} token.

In the BEE Editor, this token can be found by navigating to Merge tags > Remote Meeting and Zoom Invite Links.

Zoom Attendees in Engage Meetings

Attendees joining an Engage Meeting via Zoom have access to all of the same in-meeting functionality as attendees joining via the Engage Meeting Web Client or the HCP Attendee apps, with the exception of Remote Signature Capture and the Rating an Engage Meeting Experience.

Signees who join via Zoom cannot sign for remote samples via the Remote Meeting method. If the host attempts to use this method, they are instead directed to use the Share Link method.

Remote Meeting Attendee Records of Zoom Attendees

When Remote_Meeting_Attendee_vod connection records are created for attendees who join an Engage Meeting via Zoom by the Attendance Tracking Process, some fields are not populated. The table below illustrates the difference between attendees and Zoom attendees:

Remote Meeting Attendee Fields Attendee Joining via HCP Apps Zoom Attendee
Remote_Meeting_vod a3on00000011aaA a3on00000011aaA
Attendee_Type_vod External_Attendee_vod  External_Attendee_vod
Call_vod a046s000000aaAAAAA  
Account_vod

00161000004vuUfAAI

 
Veeva_Remote_Meeting_Id_vod 1386983226  
Meeting_Start_Time_vod 4/15/21 8:00 4/15/21 8:00
Meeting_End_Time_vod 4/15/21 8:22 4/15/21 8:22
Meeting_Duration_vod 22 22
Join_Time_vod 4/15/21 8:01 4/15/21 8:01
Leave_Time_vod 4/15/21 8:20 4/15/21 8:19

Functionality Support for Engage and Zoom Attendees

Functionality

Available to Hosts?

Available to Engage Attendees?

Available to Zoom Attendees?

Call by Phone

Two Way Video

VoIP

Chat and Private Chat

Attendee Screen Sharing

N/A

Password-Protected Meetings

Capturing Remote Signatures

Excluding Windows

Capturing Signature for BRC Samples with Approved Links

Rating an Engage Meeting Experience

N/A

Virtual Background

Online only

Windows only