Sending Auto-Published CLM Content via Web Link or QR Code

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

Users can use social messaging apps to send HCPs links to auto-published CLM content from the media library. Any interaction from the recipient with the link itself is tracked, allowing admins to analyze engagement with specific presentations to improve CLM content. See Using Vault's Auto-Publishing for CLM for more information about auto-publishing.

Web links are only supported for auto-published content. Binders and slides are not supported.

For example, Sarah Jones uses SMS to communicate with Dr. Clinton Ackerman. During a call with Dr. Ackerman, Sarah displays a CLM presentation about Cholecap. After the call, Dr. Ackerman asks for a copy of the presentation to review the information, so Sarah sends the link to Dr. Ackerman through the Messages app on her iPad. When Dr. Ackerman selects the link and views the presentation, the activity is tracked in Veeva CRM.

Configuring Sending Links to Auto-Published CLM Content

To allow users to send links to auto-published CLM content:

  1. Grant the CLM integration users the following permissions:

    Object

    OLS

    Record Type Access

    Fields

    FLS

    CLM_Presentation_vod

    n/a

    n/a

    Share_as_Engage_Link_vod

    Edit

    Message_Activity_vod

    CRU

    Vault_Activity_vod

    • Sent_Message_vod
    • Vault_Document_Id_vod
    • Vault_Document_Major_Version_vod
    • Vault_Document_Minor_Version_vod
    • Vault_Doc_Name_vod
    • Vault_Document_Number_vod
    • Vault_Document_Title_vod
    • Vault_Domain_vod

    Edit

    Sent_Message_vod

     

    CRU

     

    Content_vod

     

    • Account_vod
    • Call_vod
    • Capture_Datetime_vod
    • Clm_Presentation_vod
    • Detail_Group_vod
    • Details_vod
    • Engage_Link_vod
    • Key_Message_vod
    • Message_Config_Values_vod
    • Mobile_ID_vod
    • Opened_vod
    • Product_vod
    • Sent_Datetime_vod
    • Sent_From_Platform_vod
    • Sent_Phrase_vod
    • Sent_Via_vod
    • Shortened_Engage_Link_vod
    • To_vod
    • Transaction_Type_vod
    • User_vod
    • VExternal_Id_vod

    Edit

    • Clicked_vod
    • Click_Count_vod
    • Downloaded_vod
    • Download_Count_vod
    • Viewed_vod
    • View_Count_vod
    		Read
  2. Grant the Engage post-processing integration user the following permissions:

    Object

    OLS

    Record Type Access

    Fields

    FLS

    CLM_Presentation_vod

    n/a

    n/a

    Share_as_Engage_Link_vod

    Edit

    Message_Activity_vod

    CRU

    Vault_Activity_vod

    • Sent_Message_vod
    • Vault_Document_Id_vod
    • Vault_Document_Major_Version_vod
    • Vault_Document_Minor_Version_vod
    • Vault_Doc_Name_vod
    • Vault_Document_Number_vod
    • Vault_Document_Title_vod
    • Vault_Domain_vod

    Edit

    Sent_Message_vod

     

    CRU

     

    Content_vod

     

    • Account_vod
    • Call_vod
    • Capture_Datetime_vod
    • Clm_Presentation_vod
    • Detail_Group_vod
    • Details_vod
    • Engage_Link_vod
    • Key_Message_vod
    • Message_Config_Values_vod
    • Mobile_ID_vod
    • Opened_vod
    • Product_vod
    • Sent_Datetime_vod
    • Sent_From_Platform_vod
    • Sent_Phrase_vod
    • Sent_Via_vod
    • Shortened_Engage_Link_vod
    • To_vod
    • Transaction_Type_vod
    • User_vod
    • VExternal_Id_vod

    Edit

    • Clicked_vod
    • Click_Count_vod
    • Downloaded_vod
    • Download_Count_vod
    • Viewed_vod
    • View_Count_vod
    		Read
  3. Grant end users the following permissions:

    Object

    OLS

    Record Type Access

    Fields

    FLS

    CLM_Presentation_vod

    n/a

    n/a

    • Share_as_Engage_Link_vod
    • Vault_DNS_vod
    • Vault_Doc_Id_vod
    • Vault_External_Id_vod
    • Vault_GUID_vod
    • Vault_Last_Modified_Date_Time_vod

    Read

    Key_Message_vod

    n/a

    n/a

    • Vault_DNS_vod
    • Vault_Doc_Id_vod
    • Vault_External_Id_vod
    • Vault_GUID_vod
    • Vault_Last_Modified_Date_Time_vod

    Read

    Message_Activity_vod

    R

    n/a

    • Activity_vod
    • Activity_Datetime_vod
    • Client_Device_vod
    • Client_Name_vod
    • Client_OS_vod
    • Client_Type_vod
    • IP_Address_vod
    • Sent_Message_vod
    • User_Agent_vod
    • Vault_Document_Id_vod
    • Vault_Document_Major_Version_vod
    • Vault_Document_Minor_Version_vod
    • Vault_Doc_Name_vod
    • Vault_Document_Number_vod
    • Vault_Document_Title_vod
    • Vault_Domain_vod

    Read

    Sent_Message_vod

    CRU

    n/a

    • Account_vod
    • Call_vod
    • Capture_Datetime_vod
    • Clm_Presentation_vod
    • Detail_Group_vod
    • Details_vod
    • Engage_Link_vod
    • Key_Message_vod
    • Message_Config_Values_vod
    • Mobile_ID_vod
    • Opened_vod
    • Product_vod
    • Sent_Datetime_vod
    • Sent_From_Platform_vod
    • Sent_Phrase_vod
    • Sent_Via_vod
    • Shortened_Engage_Link_vod
    • Status_vod
    • To_vod
    • Transaction_Type_vod
    • User_vod
    • VExternal_Id_vod

    Edit

    • Clicked_vod
    • Click_Count_vod
    • Downloaded_vod
    • Download_Count_vod
    • Viewed_vod
    • View_Count_vod

    Read

  4. Enable all the picklist values for the following fields for all available record types:
    • Sent_Message_vod
    • Sent_Via_vod
    • Transaction_Type_vod
    • Message_Activity_vod
    • Activity_vod
  5. Add the zvod_Timeline_Message_vod field to the Account_Overview_Layout_vod object page layouts used by end users. This allows users to view sent message details for an account on the account timeline. See Using the Timeline View for more information about the account timeline.
  6. Add the Share_as_Engage_Link_vod field to the CLM_Presentation_vod object page layout.
  7. Ensure the picklist values for the Sent_Via_vod and Transaction_Type_vod fields on the Sent_Message_vod object are active for all record types.
  8. Navigate to Engage Settings.
  9. Populate the following Engage Settings appropriately:
    • ENGAGE_LINK_ACCOUNT_SELECTION_vod – Determines if users must select an account before sending a link. Populate with one of the following values:
    • 0 – Users are required to select an account. This is the default value.
    • 1 – Users cannot select an account. After selecting a sharing option, users can select the recipient if not already populated.
    • ENGAGE_LINK_APPS_vod – References the ENGAGE_LINK_APPS;;EngageLink Veeva Message. Edit the list in the Veeva Message to control the number and order of sharing options available for users to send links with accounts. Available values are:
    • Messages
    • WhatsApp
    • Line
    • EngageConnect
    • CopyURL (includes QR code)

      • WhatsApp, CopyURL, and QR code are supported on CRM Desktop (Mac) and CRM Desktop (Windows).

      Use the format App1;;App2.

  10. Ensure VMOCs are active for the following objects for the appropriate platforms:
    • Sent_Message_vod, with the following where clause:
    • WHERE (Account_vod__r.Name != NULL AND CreatedDate = LAST_N_DAYS:90)
    • Message_Activity_vod
    • Engage_Link_Settings_vod

To allow an auto-published CLM presentation to be sent as a link in CRM, Vault content admins must ensure the Publish for Veeva CRM (Web Link) (publish_for_veeva_crm_web_link__v) field is set to Yes on the presentation.

Defining SMS and WhatsApp Phone Numbers

Admins can define the SMS and WhatsApp phone numbers for an account. This automatically populates the recipient phone number when users send links to the account using Messages and WhatsApp.

  1. Grant end users FLS read permission to the following fields on the Account object:
    • SMS_vod
    • WhatsApp_vod

      • Since WhatsApp does not have an iPad app, WhatsApp Web launches in the browser on the iPad platform. Veeva does not control the behavior of WhatsApp Web.

  2. Navigate to the appropriate Account record.
  3. Select Edit.
  4. Populate the SMS_vod or WhatsApp_vod fields.

    A phone number must be only digits (no symbols), including the country code, and must not contain any leading zeros, for example, 11234567890.

Sending Links to Auto-Published CLM Content

In the media library, users can send the link for an auto-published presentation from the More Actions button:

  1. Select the More Actions menu above the appropriate presentation thumbnail.
  2. Select Send Presentation to view the available sharing options.

    If the ENGAGE_LINK_ACCOUNT_SELECTION_vod Engage Link Setting is set to 0, users are prompted to select an account before the sharing options display.

  3. Select the appropriate app or sharing option.
  4. Select the recipient in the app, if applicable and not already populated. The recipient field is automatically populated if the following are true:
    • The user selected the account before selecting the sharing option
    • The selected sharing option is Messages or WhatsApp
    • The SMS_vod or WhatsApp_vod fields for the account are populated

Web links never expire. If the content for a link expires after the link is generated, selecting the link displays an error message. If users attempt to send a link to expired content, the link is not generated and an error message displays.

Once a link is sent, a Sent_Message_vod record is automatically created with the following fields populated:

If the full URL for an auto-published presentation is sent instead of the shortened URL, the reason is stamped in the Details_vod field on the Sent_Message_vod record.

Field

Value

Record Type

Content_vod

Account

Lookup to the account, if selected

User

Lookup to the user who sent the link

CLM Presentation

Lookup to the CLM_Presentation_vod record

Shortened Engage Link

The shortened version of the Engage Link

Capture Datetime

The datetime at which the sharing option was selected

To

The phone number or ID of the app to which the link was sent (populated only if a number or ID was available when the Send Presentation button was selected)

Sent from Platform

The platform from which the link was sent

Sent Via

The app/sharing option used to send the link

Transaction Type

Vault Content

Call

Lookup to the appropriate Call2_vod record, if the link was launched from a call and an attendee account was selected

Product

The product on the CLM_Presentation_vod record

Detail Group

The detail group on the CLM_Presentation_vod record

Mobile Id

System-generated Id

VExternal Id

The unique identifier of the shortened URL

Users can view the sent message details, including the tracked activities of the sent message, for an account on the account timeline. Select View More to display the Sent_Message_vod record detail.

Each time auto-published CLM content is accessed from its shortened URL or is viewed or downloaded from the Vault Viewer, a Message_Activity_vod record is created with the following fields populated:

Some social messaging apps generate previews of sent links. The preview is generated by accessing the shortened link, which creates a Message_Activity_vod record. Veeva CRM cannot prevent link previews from being generated.

Field

Value

Record Type

Vault_Activity_vod

Activity

Viewed, Downloaded

Activity Datetime

The datetime at which the activity occurred

IP Address

The IP address of the server/device which accessed the URL

User Agent

The User Agent details returned from the IP address

Client Name

The name of the client software

Client OS

The name of the OS family running the client software

Client Type

The type of software used to access the URL

Client Device

The type of device used to access the URL

Document Name

The name of the viewed or downloaded document in Vault

Document Title

The title of the viewed or downloaded document in Vault

Document Id

The Vault identifier of the viewed or the downloaded document

Document Number

The document number of the viewed or downloaded document in Vault

Vault Domain

The domain of the source Vault

Document Major Version

The major version of the Vault document that was viewed or downloaded

Document Minor Version

The minor version of the Vault document that was viewed or downloaded

Considerations