Reconciling Zoom Meeting Attendees with Accounts and Users

• Browser
• iPad

To ensure Zoom meeting data is accurate for reporting, Veeva CRM automatically attempts to reconcile Zoom attendees with the correct accounts and users after a meeting ends, allowing users to quickly review and manually update any attendees without an automatic match. This process saves end users time by matching data received from Zoom directly to records in Veeva CRM.

Who can use this feature?

• Browser, iPad Users
• Available to users with Engage licenses. Users do not need to be assigned to Engage groups.
• End Users

Configuring Attendee Reconciliation for Zoom Meetings

To configure this feature:

1. Ensure the following are configured:
   • Scheduling and Starting Zoom Meetings
   • Attendance Reporting for Zoom Meetings
2. Grant admin users the following permissions:

   Object	OLS	Record Types	Fields	FLS
   Remote_Meeting_Attendee_vod	RU	Zoom_Call_Meeting_vod	Account_vod Attendee_Not_On_Call_Report_vod Attendee_Type_vod Attendee_Email_vod External_User_Id_vod MS_Graph_Tenant_Id_vod System_Reconciliation_Processed_Datetime_vod System_Reconciled_Account_Id_vod System_Reconciled_Rule_vod System_Reconciled_User_Id_vod User_vod User_Reconciled_Datetime_vod	Read
   Remote_Meeting_vod	n/a	n/a	Attendee_Reconciliation_Status_vod	Read

3. Grant the Engage integration user the following permissions:

   Object	OLS	Record Types	Fields	FLS
   Remote_Meeting_Attendee_vod	RU	Zoom_Call_Meeting_vod	Account_vod Attendee_Type_vod Attendee_Email_vod External_User_Id_vod System_Reconciliation_Processed_Datetime_vod System_Reconciled_Account_Id_vod System_Reconciled_Rule_vod System_Reconciled_User_Id_vod User_vod Permission to this field is required only when user attendees are enabled to join meetings.	Edit

4. Grant end users the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   Remote_Meeting_Attendee_vod	RU	Zoom_Call_Meeting_vod	Account_vod Attendee_Not_On_Call_Report_vod Attendee_Type_vod User_vod Permission to this field is required only when user attendees are enabled to join meetings. User_Reconciled_Datetime_vod	Edit

5. Navigate to Custom Settings > Engage Settings.
6. Select Manage.
7. Select Edit.
8. Select the Enable Remote Meeting Attendee Reconciliation Engage Setting checkbox.
9. Ensure the Message_vod VMOC uses the following WHERE clause:
   • WHERE Language_vod__c IN (@@VOD_USER_LANG_CD@@,'en') AND Category_vod__c IN ('RemoteMeeting', 'iPad', 'CONTENT', 'CLM'; 'Common', 'EngageLink', 'Engage')

Reconciling Zoom Meeting Attendees with Accounts and Users

When a meeting attendee is reconciled with a person account call attendee or user attendee after a Zoom meeting, the account is stamped on the appropriate Remote_Meeting_Attendee_vod record:

• For calls with one attendee, the meeting attendee data is automatically matched with the account or user on the call
• For calls with multiple attendees, the email address for each attendee provided by Microsoft is matched against the email address on an account or user record
• If a match cannot be found, the field is left blank and end users can populate it later

Since automatic reconciliation is attempted based on the data provided by Zoom, some attempted matches may be incorrect and some attendees may not have matches.

The following fields are populated on each Remote_Meeting_Attendee_vod record for automatic reconciliation:

• Account_vod - Lookup to the Account record of the automatic match
• Attendee_Email_vod - The email address associated with the attendee’s Zoom account
• External_User_Id_vod - The Zoom user ID associated with the attendee’s Zoom account
• System_Reconciliation_Processed_Datetime_vod - The datetime when an automatic account or user match was found for the attendee
• System_Reconciled_Account_Id_vod - The Account ID of the automatic account match
• System_Reconciled_Rule_vod - Indicates how the automatic match was found. Available values are:
• Email_Match_vod - The email address of the Account or User record matched the attendee’s email address provided by Zoom
• One_Attendee_On_Call_vod - There was one account or user on the call, and one attendee joined the meeting
• System_Reconciled_User_Id_vod - The User ID of the automatic user match
• User_vod - Lookup to the User record of the automatic match

End users can review the attempted matches on the call report and update them if needed, as well as manually populate the appropriate accounts or users for attendees without attempted matches. End users can also submit call reports with unreconciled accounts and reconcile them later. If attendance data from Zoom is not available before end users must submit the call, they can first submit the call and reconcile the attendees later.

To review the attendee information for a Zoom meeting on a submitted or unsubmitted call report:

1. Navigate to the call report for the Zoom meeting.
2. Select the header to view the attendee data.
3. Select Check for Updates to ensure the attendee information from Zoom is up to date.
4. Ensure the correct account or user is selected in the Attendees on Call Report drop-down menu for each attendee. If the correct account does not display as an option, users can perform either of the following:
   • Select Add attendees to add the correct Veeva CRM account or user to the call report. This option only displays when the user is configured to manage accounts or users on the call.

   End users cannot manage accounts or users from Attendees on Call Report drop-down menu on submitted calls. To add a new call attendee to a submitted call, end users must unlock the call for editing. See Unlocking Submitted Calls for more information.

   • Select Attendee not on call report

   

5. Save or submit the call.

End users can reconcile multiple Zoom meeting attendees to the same Veeva CRM account or user. If the same Veeva CRM account or user is selected for multiple meeting attendees, removing the account or user from the call clears the match for all of those meeting attendees.

When viewing the Attendees section of the call report, the Zoom icon displays for the Veeva CRM accounts and users who are already reconciled.

On Browser, end users can hover over the icon to view the meeting attendees reconciled with the account or user.

Related Topics

• Scheduling and Starting Zoom Meetings
• Sending Zoom Meeting Invites via Approved Email
• Reconciling Zoom Meeting Attendees with Accounts and Users