Sending Zoom Meeting Invites via Approved Email

With Approved Email, meeting hosts can send meeting invites to up to 100 Zoom meeting attendees at once. The Approved Email template can contain tokens to ensure that all of the meeting details, for example, the date and time, meeting URL, and password are included in the email.

Configuring Zoom Meeting Invites via Approved Email

To configure this feature:

1. Ensure Configuring Approved Email is complete.
2. Ensure Scheduling and Starting Zoom Meetings is configured.
3. Grant content creators and Approved Email integration users the following permissions:

   Object	OLS	Record Types	Fields	FLS
   Approved_Document_vod	CRU	Zoom_Meeting_Invite_vod	n/a	n/a

4. Grant end users the following permissions:

   Object	OLS	Record Types	Fields	FLS
   Sent_Email_vod	CRU	Zoom_Meeting_Invite_vod	n/a	n/a

5. Ensure the Engage_Link_Apps_vod Engage Link Setting which is applicable to the user contains the value ApprovedEmail.
6. Ensure the Disabled Approved Email Entry Points Approved Email setting does not contain Zoom_Meeting_Invite_vod.
7. Grant meeting hosts Read access to at least one Approved_Document_vod record with the Zoom_Meeting_Invite_vod object type.

Sending Zoom invites to attendees ignores Approved Email Consent rules by default unless Setting Consent at the Email Template Level is enabled.

Creating an Approved Email Invite Template

Content Creators must create an Approved Email invite template before meeting hosts can send meeting invites. The template can be created in BEE. Follow the guidelines below when creating an Approved Email invite template for Zoom meetings in Vault PromoMats/MedComms.

• Set the template type to zoom_meeting_invite_template_vod
• Email templates can include the following tokens for populating key details:
• Meeting Datetime – {{parentCallDatetime}}
• Meeting URL – {{Call2_vod.Zoom_Remote_Meeting_vod.Zoom_Meeting_Join_Link_vod}}
• Meeting Password – {{Call2_vod.Zoom_Remote_Meeting_vod.Meeting_Password_vod}}

Other tokens in the template can personalize the message to the recipient.

Adding a Calendar Reminder to a Zoom Meeting Invite

Content creators can add a calendar reminder to a Zoom meeting invite by including the {{addToCalendar}} token anywhere in the email template. This token generates an .ICS (Internet Calendaring and Scheduling) file attached to the Zoom meeting email invite.

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

Sending Zoom Meeting Invite via Approved Email

To invite attendees to a Zoom meeting on Browser via Approved Email, select Send Invite on a call report with a scheduled Zoom meeting.

To invite attendees to a Zoom meeting on iPad via Approved Email:

1. Select Share Invite on a call report with a scheduled Zoom meeting.
2. Select Email.

If only one Zoom meeting template is available, the template displays by default. If more than one Zoom meeting template is available, select the appropriate template. The Recipients field is populated with all account call attendees. User attendees are not included. If Group Emails are enabled, the business account on the call displays as a recipient.

Approved Email meeting invites do not count against the Threshold value for Sent Email.

Sent Email records are created to track engagement and store the details of Approved Email meeting invites and display in the account timeline for invited accounts.

Using .ICS Attachments in Approved Email Meeting Invites

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

• Meeting Title – Call2_vod.Zoom_Remote_Meeting_vod.Meeting_Name_vod
• Meeting Start Time – Call_Datetime_vod field on the Call2_vod object
• Meeting Duration – Duration_vod field on the Call2_vod object. If null, then 30 minutes is the default.
• Meeting Location – Call2_vod.Zoom_Remote_Meeting_vod.Zoom_Meeting_Join_Link_vod
• Meeting Description – Call2_vod.Zoom_Remote_Meeting_vod.Zoom_Meeting_Join_Link_vod

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

Considerations

• Invitations do not send to business accounts
• Updates to existing calendar invitations are not supported

Related Topics

• Scheduling and Starting Zoom Meetings
• Sending Engage Meeting Invitations via Approved Email
• Sending Microsoft Teams Meeting Invitations via Approved Email