Accessing ISI and PI Documents for CLM Content in the HCP Content Player

  • CRM Desktop (Mac, Windows)
  • iPad
  • iPhone

When users send web links for CLM content, links to the associated Important Safety Information (ISI) and Prescribing Information (PI) documents are included in the HCP Content Player, allowing HCPs to access both the CLM content and the ISI and PI documents from the same web link. This ensures users satisfy compliance regulations requiring ISI and PI documents to be available to HCPs whenever they view promotional content. In Vault, content creators indicate if the web link for a presentation includes ISI and PI documents. Both ISI and PI documents must exist in Vault. Content creators must create ISI and PI documents for the same product and language as the presentation in Vault. These documents must be in Steady State.

Only PDF files are supported for ISI and PI documents.

Configuring Associated ISI and PI Documents for CLM Content

To enable associated ISI or PI documents for CLM content:

  1. Ensure Sharing CLM Content via Web Link or QR Code is configured.
  2. Ensure Using Salesforce Files in Veeva CRM with Lightning is configured.
  3. Grant the CLM integration user the following permissions:

    Object

    OLS

    Record Type Access

    Fields

    FLS

    CLM_Presentation_vod

    n/a

    n/a

    • External_Display_Name_vod
    • ISI_Document_vod
    • PI_Document_vod

    Edit

    Key_Message_vod

    n/a

    n/a

    • ISI_Document_vod
    • PI_Document_vod

    Edit

    Reference_Document_vod

    CRU

    • ISI_vod
    • PI_vod
    • CDN_Path_vod
    • Distribution_Channel_vod
    • Document_Id_vod
    • Language_vod
    • Name
    • Product_vod
    • Status_Details_vod
    • Status_vod
    • Vault_DNS_vod
    • Vault_GUID_vod
    • Vault_External_Id_vod
    • Vault_Last_Modified_Date_Time_vod
    • Veeva_Distribution_vod
    • Version_vod
    • VExternal_Id_vod

    Edit

    Veeva_Distribution_vod

    CRUD

    CRM_Content_vod

    CDN_Status_vod

    Read

    • Distribution_Channel_vod
    • Status_Details_vod
    		Write

  4. Grant the CLM integration user access to the following Apex classes:

    • VeevaDistributionRecordManagement
    • VeevaDistributionTriggerHelper
  5. Grant the CDN Distribution integration user the following permissions:

    Object

    OLS

    Record Type Access

    Fields

    FLS

    Veeva_Distribution_vodCRUCRM_Content_vod
    • CDN_Path_vod
    • CDN_Status_vod
    • File_Name_vod
    • File_Type_vod
    • Last_Processed_Date_vod
    • Last_Published_File_vod
    • Last_Published_Version_vod
    • Processing_Status_vod
    • Status_Details_vod
    		Edit
    CDN_Path_Contains_Org_vodRead
  6. Enable the CRM CDN Distribution Administration tab.
  7. Navigate to the CRM CDN Distribution Administration tab.
  8. Enter the CDN Distribution integration user's credentials in the Vault Login Credential Management section. This user is used to process the Veeva_Distribution_vod records created from publishing ISI/PI documents to CRM.
  9. Grant end users the following permissions:

    Object

    OLS

    Record Type Access

    Fields

    FLS

    CLM_Presentation_vod

    n/a

    n/a

    • ISI_Document_vod
    • PI_Document_vod

    Read

    To allow users to send custom presentations with associated ISI and PI documents via web link, grant FLS Edit permission.

    Key_Message_vod

    n/a

    n/a

    • ISI_Document_vod
    • PI_Document_vod

    Read

    To allow users to send custom presentations with associated ISI and PI documents via web link, grant FLS Edit permission.

    Reference_Document_vod

    R

    		n/a
    • CDN_Path_vod
    • Distribution_Channel_vod
    • Document_Id_vod
    • Language_vod
    • Name
    • Product_vod
    • Status_Details_vod
    • Status_vod
    • Vault_DNS_vod
    • Vault_GUID_vod
    • Vault_External_Id_vod
    • Vault_Last_Modified_Date_Time_vod
    • Veeva_Distribution_vod
    • Version_vod
    • VExternal_Id_vod

    Read

  10. Activate the Full Sync VMOC for the Reference_Document_vod object for the appropriate platform.
  11. Update the field mapping for the appropriate Vault connection in the CLM Admin Console to ensure the External_Display_Name_vod field in CRM is mapped to the external_display_name__v field in Vault. See Using Vault's Auto-Publishing for CLM for more information.

In Vault, grant the Vault integration user Edit field permission to the external_display_name__v field on the reference_document__v object.

Syncing ISI and PI Documents

To allow ISI and PI documents to sync to CRM, content admins in Vault must perform the following steps:

  1. Add the CRM Web Link Include ISI and PI (crm_web_link_include_isi_and_pi__v) field to the Multichannel Presentation Document Type, and any other document type with the Publish to CRM (CLM) (publish_for_web_link__v) field added.
  2. Select Yes for the CRM Web Link Include ISI and PI (crm_web_link_include_isi_and_pi__v) field on the document in Vault. Ensure Yes is also selected for the Publish for CRM (CLM) (publish_for_web_link__v) field.

Only the following document types and subtypes are supported for ISI and PI documents in Vault:

Vault Type

Document Type

Subtypes

PromoMats

reference__c*
  • important_safety_information__c
  • fpi_full_prescribing_information__c

PromoMats

reference_document__vs
  • important_safety_information__vs
  • prescribing_information__vs
MedComms

medical_library__c*
  • important_safety_information_isi__c
  • prescribing_information__c
MedComms

medical_library__vs
  • important_safety_information_isi__vs
  • prescribing_information__vs

* If this document and its subtypes do not exist in your Vault, create them manually.

To sync ISI and PI documents along with CLM content in CRM, CRM admins must perform the following steps:

  1. Navigate to the CLM Admin Console.
  2. Select Edit for the appropriate Vault connection in the Vault Connection Management section. Populate the Reference Documents WHERE Clause field. This step is optional.

  3. Select View Map for the same Vault connection.
  4. Select Compare CRM to Vault to update the field mappings.
  5. Ensure Vault_ISI_Document_Id_vod and Vault_PI_Document_Id_vod display in the System Mapping section. Since Related ISI and PI are relationships in Vault, these fields are not mapped to any Vault fields.
  6. Select Return to Previous Page.
  7. Select Sync in the CLM Subscription History section.
    • A Reference_Document_vod record is created for each available ISI document and PI document. The ISI_vod and PI_vod fields on CLM_Presentation_vod and Key_Message_vod records are populated with the associated Reference_Document_vod records.

      For each combination of language and product for an ISI document, for example, English and Cholecap, only one Reference_Document_vod record is created. Similarly, for each combination of language and product for a PI document, only one Reference_Document_vod record is created.

    • For each Approved ISI and PI document, the source file is retrieved from Vault and stored in CRM as a Salesforce File. This File is then published to the CRM CDN and its publishing status is tracked on a Veeva_Distribution_vod record. The Salesforce File is associated with the Veeva_Distribution_vod record and with the appropriate Reference_Document_vod record. The Veeva_Distribution_vod record is also associated with the Reference_Document_vod record.
    • If an existing Veeva_Distribution_vod record is associated with an Approved Reference_Document_vod record but the document is not published to the CRM CDN, the publishing process for the document is retried. Admins can manually prepare Veeva_Dictribution_vod records for publishing by updating the Processing_Status_vod field to Ready_to_Publish_vod.
    • If a published ISI or PI document is no longer Approved, it is withdrawn from the CRM CDN. Admins can manually prepare Veeva_Dictribution_vod records for withdrawal by updating the Processing_Status_vod field to Ready_to_Withdraw_vod.
  8. Confirm the ISI_vod and PI_vod lookup fields on each CLM_Presentation_vod and Key_Message_vod record are populated with the Reference_Document_vod records that have the same Language_vod and Product_vod values, including empty values.

Allowing ISI and PI Document Downloads from the HCP Content Player

Content creators in PromoMats/MedComms control whether a download button displays in the HCP Content Player for ISI and PI documents, allowing HCPs to view the documents without an internet connection and save a copy for reference.

To do so, populate either or both of the following fields with the value CRM in the External Viewer section of the auto-published document in PromoMats/MedComms:

  • Allow PDF Download – Recipients can download a PDF rendition of the auto-published presentation. This field maps to the Allow_PDF_Download_vod field on the Reference_Document_vod record in CRM.
  • Allow Source Download – Recipients can download the source file for the auto-published presentation. This field maps to the Allow_Source_Download_vod field on the Reference_Document_vod record in CRM.

If both fields are populated, selecting the download button in the HCP Content Player displays a dropdown menu with the options PDF and Source File.

Configuring ISI and PI Document Downloads

To allow web link recipients to download ISI and PI documents from the HCP Content Player:

  1. Grant CLM integration users the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    Reference_Document_vod

    n/a

    n/a

    • Allow_PDF_Download_vod
    • Allow_Source_Download_vod

    Edit

  2. Grant Engage post-processing integration users the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    Message_Activity_vod

    n/a

    n/a

    Reference_Document_vod

    Edit

  3. Grant end users the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    Reference_Document_vod

    n/a

    n/a

    • Allow_PDF_Download_vod
    • Allow_Source_Download_vod

    Read

    Message_Activity_vod

    n/a

    n/a

    Reference_Document_vod

    Read

  4. Update the field mappings for the appropriate Vault connection in the CLM Admin Console to ensure the following fields are mapped correctly:
    • Allow_Source_Download_vod in CRM = allow_source_download__v in Vault
    • Allow_PDF_Download_vod in CRM = allow_pdf_download__v

    See Using Vault's Auto-Publishing for CLM for more information.

Managing Display Names for ISI and PI Documents

Content creators can define display names for ISI and PI documents in Vault PromoMats/MedComms. Display names display for ISI and PI footer links and in the HCP Content Player. This ensures the correct names display to HCPs when viewing content from a web link.

To manage display names for CLM content, see Managing Presentation Display Names.

When creating or editing an ISI or PI document in Vault, content creators can populate the crm_external_display_name__v field with the appropriate display name. This field is mapped to the External_Display_Name_vod field on the appropriate Reference_Document_vod record as part of the CLM integration.

When HCPs access an ISI or PI link in the HCP Content Player, the document displays in a new tab and the display name displays at the top of the browser window.

Viewing Associated ISI and PI Documents for CLM Content in the HCP Content Player

When an HCP selects the web link for CLM content with associated ISI or PI documents, the content displays in the HCP Content Player in the browser and the associated ISI and PI documents for each slide are available as links below the slide in the bottom left corner of the window.

Selecting the link for an ISI or PI document displays the document in a new tab. Views and downloads of the documents are tracked on Message_Activity_vod records in CRM.

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