Account Management

Approved Email

Call Sampling

Aligning Approved Email and CLM Content

Content alignment allows customers to give the right users access to the right content using content groups. Content groups are groups of users who have access to the same content, allowing admins to efficiently manage the Approved Email and CLM content assigned to large groups of users. Content alignment provides customers with more transparency over what content is available for specific types of users. Customers can use content alignment with Align and/or Vault to further streamline the process. Customers can build dashboards and reports to understand which users have access to which content.

The Align integration for content groups will be available in sandbox on November 30, 2023 and in production on December 7, 2023.

Creating and Managing Content Alignment

Content alignment is composed of the following objects:

• Content_Group_vod - defines a group of users aligned to the same content. A content group can have multiple CRM users and many pieces of CLM and Approved Email content. A corresponding Salesforce Group record is automatically created for each Content_Group_vod record.
• Content_Group_User_vod - assigns a user to a content group. A user can be assigned to multiple content groups. A corresponding Salesforce GroupMember record is automatically created for each Content_Group_User_vod record.
• Content_Group_Content_vod - assigns a piece of content to a content group. A piece of content can be assigned to multiple content groups. For Approved Email, a piece of content consists of an Approved_Document_vod record. For CLM, a piece of content consists of a CLM_Presentation_vod record and its associated Key_Message_vod records. For each Content_Group_Content_vod record, a corresponding record is automatically created in the Salesforce Approved_Document_vod__Share, CLM_Presentation_vod__Share, or Key_Message_vod__Share tables.

The process of creating and managing content groups, and assigning users and content to each group depends on whether the customer is integrating CRM with Align and/or Vault.

Creating and Managing Content Alignment in CRM Only

To align content in CRM:

For customers who are only using CRM, admins must manually create or data load all Content_Group_vod, Content_Group_User_vod, and Content_Group_Content_vod records for each content group.

1. Define content groups. Create Content_Group_vod records with the Content_Group_vod record type and populate at least the following fields:
   • Name - name of the group
   • Status_vod - Active. Set to Inactive when deactivating but not deleting a content group. Approved_Document_vod__Share, CLM_Presentation_vod__Share, and Key_Message_vod__Share records for all content are deleted and users no longer have access to that content.
   • External_Id_vod - unique ID of the group

   Define a naming convention and use optional fields, for example, Country_vod, Description_vod, and Language_vod, to provide additional context for the content group, which may be useful across teams.

2. Assign users to each content group. Create Content_Group_User_vod records with the User_vod record type and populate at least the following fields:
   • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
   • User_vod - lookup to the User record
3. Assign content to content groups.
   • To assign Approved Email content, create Content_Group_Content_vod records with the Approved_Document_vod record type and populate at least the following fields:
     • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
     • Approved_Document_vod - lookup to the Approved_Document_vod record
     • Record_Type_Name_vod - Approved_Document_vod
   • For a CLM presentation, admins must create Content_Group_Content_vod records for the presentation and each of its associated key messages.

     Sub-presentations are treated the same as CLM presentations and Shared Resources are treated the same as key messages. Admins must create Content_Group_Content_vod records for a sub-presentation and its key messages, as well as for a Shared Resource. Veeva recommends data loading Content_Group_Content_vod records for key messages (including Shared Resources) first, followed by CLM presentations (including sub-presentations).

     • Create Content_Group_Content_vod records with the CLM_Presentation_vod record type and populate at least the following fields:
     • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
     • CLM_Presentation_vod - lookup to the CLM_Presentation_vod record
     • Record_Type_Name_vod - CLM_Presentation_vod
     • For each key message in a CLM presentation, create Content_Group_Content_vod records with the Key_Message_vod record type and populate at least the following fields:
     • Content_Group_vod - lookup to the Content_Group_vod record
     • Key_Message_vod - lookup to the Key_Message_vod record
     • Record_Type_Name_vod - Key_Message_vod

Creating and Managing Content Alignment using Align and CRM

Customers can use Align to manage content groups and users. The content assigned to each content group is managed in CRM.

To align content using Align and CRM:

1. Create content groups and assign users in Align. Admins in Align manually create content groups and the users are automatically assigned to each group based on territory assignments. Admins then sync the content groups and users to CRM. In CRM, Content_Group_vod and Content_Group_User_vod records are automatically created and linked based on the content groups synced from Align.

When a user is moved from one territory to another, the content groups to which they are assigned are also updated accordingly.

2. Sync the content groups and users from Align to CRM.
3. Assign content to each content group.
   • To assign Approved Email content, create Content_Group_Content_vod records with the Approved_Document_vod record type and populate at least the following fields:
     • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
     • Approved_Document_vod - lookup to the Approved_Document_vod record
     • Record_Type_Name_vod - Approved_Document_vod
   • For a CLM presentation, admins must create Content_Group_Content_vod records for the presentation and each of its associated key messages.
     • Create Content_Group_Content_vod records with the CLM_Presentation_vod record type and populate at least the following fields:

       Sub-presentations are treated the same as CLM presentations and Shared Resources are treated the same as key messages. Admins must create Content_Group_Content_vod records for a sub-presentation and its key messages, as well as for a Shared Resource. Veeva recommends data loading Content_Group_Content_vod records for key messages (including Shared Resources) first, followed by CLM presentations (including sub-presentations).

     • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
     • CLM_Presentation_vod - lookup to the CLM_Presentation_vod record
     • Record_Type_Name_vod - CLM_Presentation_vod
     • For each key message in a CLM presentation, create Content_Group_Content_vod records with the Key_Message_vod record type and populate at least the following fields:
     • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
     • Key_Message_vod - lookup to the Key_Message_vod record
     • Record_Type_Name_vod - Key_Message_vod

Creating and Managing Content Alignment using CRM and Vault

Customers can use Vault to manage the content assigned to each content group. Content groups and users must be created and managed in CRM.

To align content using CRM and Vault:

1. Define content groups. Create Content_Group_vod records with the Content_Group_vod record type and populate at least the following fields:
   • Name - name of the group
   • Status_vod - Active. Set to Inactive when deactivating but not deleting a content group. Approved_Document_vod__Share, CLM_Presentation_vod__Share, and Key_Message_vod__Share records for all content are deleted and users no longer have access to that content.
   • External_Id_vod - unique ID of the group

   Define a naming convention and use optional fields, for example, Country_vod, Description_vod, and Language_vod, to provide additional context for the content group, which may be useful across teams.

2. Assign users to each content group. Create Content_Group_User_vod records with the User_vod record type and populate at least the following fields:
   • Content_Group_vod - lookup to the Content_Group_vod record, usually the External ID of the content group
   • User_vod - lookup to the User record
3. Sync the content groups to Vault via the CRM Vault Metadata Sync in CRM. Content groups cannot be created directly in Vault.
4. Assign content to content groups.
   • To assign Approved Email content to a content group, content admins in Vault can select one or more content groups for the crm_content_groups__v field on an Email Template or Email Fragment, or on an auto-published document.
   • To assign CLM content to a content group, content admins can select one or more content groups for the crm_content_groups__v field on a Multichannel Presentation or on an auto-published document.

   If admins add more content groups to the source document of an auto-published document, the auto-published document must be generated again to include the additional content groups.

5. Sync content from Vault to CRM.
   • When CRM admins sync Approved Email content from Vault to CRM via the Approved Email Admin Console, Content_Group_Content_vod records are automatically created for each Approved_Document_vod record assigned to a content group and linked to the appropriate Content_Group_vod records via the Content_Group_vod lookup field.
   • When CRM admins sync CLM content from Vault to CRM via the CLM Admin Console, Content_Group_Content_vod records are automatically created not only for each CLM_Presentation_vod record assigned to a content group, but also for each of its associated Key_Message_vod records, including shared resources, and sub-presentations. These records are automatically linked to the appropriate Content_Group_vod records via the Content_Group_vod lookup field.

CRM admins can view the content alignment successes and failures from the last seven days in the Content Alignment Process History sections in the CLM Admin Console and Approved Email Admin Console. Admins receive notification emails after each sync with information about the successes and failures.

Admins must use the CLM Admin Console to manage CLM content alignment and the Approved Email Admin Console to manage Approved Email content alignment.

Creating and Managing Content Alignment using Align, CRM, and Vault

Customers can use Align to manage content groups and users, and Vault to manage the content assigned to each content group. CRM admins manage the integrations between Align and CRM, and CRM and Vault.

To align content using Align, CRM, and Vault:

1. Create content groups and assign users in Align. Admins in Align manually create content groups and the users are automatically assigned to each group based on territory assignments. Admins then sync the content groups and users to CRM. In CRM, Content_Group_vod and Content_Group_User_vod records are automatically created and linked based on the content groups synced from Align.
   

When a user is moved from one territory to another, the content groups to which they are assigned are also updated accordingly.

2. Sync the content groups and users from Align to CRM.
3. Sync the content groups to Vault via the CRM Vault Metadata Sync in CRM. Content groups cannot be created directly in Vault.
4. Assign content to content groups.
   • To assign Approved Email content to a content group, content admins in Vault can select one or more content groups for the crm_content_groups__v field on an Email Template or Email Fragment, or on an auto-published document.
   • To assign CLM content to a content group, content admins can select one or more content groups for the crm_content_groups__v field on a Multichannel Presentation or on an auto-published document.

   If admins add more content groups to the source document of an auto-published document, the auto-published document must be generated again to include the additional content groups.

5. Sync content from Vault to CRM.
   • When CRM admins sync Approved Email content from Vault to CRM via the Approved Email Admin Console, Content_Group_Content_vod records are automatically created for each Approved_Document_vod record assigned to a content group and linked to the appropriate Content_Group_vod records via the Content_Group_vod lookup field.
   • When CRM admins sync CLM content from Vault to CRM via the CLM Admin Console, Content_Group_Content_vod records are automatically created not only for each CLM_Presentation_vod record assigned to a content group, but also for each of its associated Key_Message_vod records, including shared resources, and sub-presentations. These records are automatically linked to the appropriate Content_Group_vod records via the Content_Group_vod lookup field.

CRM admins can view the content alignment successes and failures from the last seven days in the Content Alignment Process History sections in the CLM Admin Console and Approved Email Admin Console. Admins receive notification emails after each sync with information about the successes and failures.

Admins must use the CLM Admin Console to manage CLM content alignment and the Approved Email Admin Console to manage Approved Email content alignment.

Using Content Groups

When end users in a content group sync Approved Email and CLM content to their devices, only the content assigned to their content group syncs to their devices. My Setup Products for users apply.

Realigning Content Alignment

Admins can realign content alignment from the Content Alignment Process History sections of the CLM Admin Console or the Approved Email Admin Console to fix discrepancies in content alignment object records.

Realigning content recreates the necessary Group, GroupMember, and __Share (Approved_Document_vod__Share, CLM_Presentation_vod__Share, Key_Message_vod__Share) records for content alignment. For example, an admin accidentally deletes a GroupMember record automatically created in Salesforce corresponding to a Content_Group_User_vod record. The admin cannot recreate the record, so they realign content to ensure the record exists again.

Admins receive email notifications when realignment jobs successfully complete or fail with errors.

Attendance Reporting for Microsoft Teams Meetings

To report on attendee data, administrators can track meeting attendance and meeting length for Microsoft Teams meetings started from Veeva CRM.

Attendance reporting enables admins to review attendee display names, duration, and start and end times for each meeting. Additionally, the meeting outcome status is captured so admins can easily see whether a meeting was started and whether attendees joined. From the Engage Meeting Process Administration tab, admins can review processing status for the last ten attendance reporting jobs.

Using Attendance Reporting for Microsoft Teams Meetings

Through the existing Engage reporting process, attendance data is pulled in to Veeva CRM for all call reports with a Microsoft Teams meeting associated and a call datetime in the previous two weeks. This includes call reports which are not submitted.

The reporting process can be scheduled to run at certain intervals or performed immediately by selecting the Run button on the process administration page. In the Microsoft Teams attendance reporting process, only Remote_Meeting_vod records with the MS_Teams_Call_Meeting_vod record type are updated.

If an Engage meeting was previously scheduled for the call, attendance data is pulled for both the Engage meeting’s Remote_Meeting_vod record and the Microsoft Teams meeting’s Remote_Meeting_vod record. For more on switching meeting types, see Switching Remote Meeting Types.

The following data is captured on a Remote_Meeting_vod record for each Microsoft Teams meeting started from Veeva CRM:

• Engagement_Minutes_vod - Captures the total number of minutes where the host and at least one attendee were in the meeting together
• Meeting_Duration_vod (optional) - Captures the total meeting duration
• Meeting_Outcome_Status_vod - Indicates the meeting outcome using the following values:
• Meeting_Not_Started_vod - Displays if the meeting never started
• Meeting_Not_Started_and_Attendees_Joined_vod - Displays if attendees join the meeting but the host never starts the meeting. Whether attendees can join a meeting before the host depends on the organization’s Microsoft Teams configuration.

  If waiting rooms are enabled for Microsoft Teams and an attendee joins the waiting room, but does not join the meeting, they are not counted as an attendee.

• Meeting_Started_Without_Attendees_vod - Displays if the meeting started but attendees did not join
• Meeting_Started_With_Attendees_vod - Displays if the meeting started and at least one attendee joined
• Attendance_Report_Process_Status_vod - Indicates the status of the reporting process:
• Success_vod - Displays when the record is successfully processed for the last time
• Retry_vod - Displays if the admin manually sets the field value to Retry_vod
• Empty (no value) - The field is empty if this record is still in the two-week processing window or the record is set to a date in the future

The following data is captured on a Remote_Meeting_Attendee_vod record for each device joining the meeting:

• Join_Time_vod - Datetime when the device joined
• Leave_Time_vod - Datetime when the device left
• Meeting_Duration_vod - Number of minutes the device was in the meeting
• Meeting_End_Time_vod - Datetime when the meeting ended
• Meeting_Start_Time_vod - Datetime when the meeting started
• Name_vod - Attendee’s display name in Microsoft Teams
• Remote_Meeting_vod - Lookup to the Remote_Meeting_vod record for the meeting joined
• VExternal_Id_vod - Engage record ID for the attendee

If an attendee rejoins a meeting after leaving or being disconnected for any reason, a new Remote_Meeting_Attendee_vod record is created each time they join or rejoin the meeting.

Reviewing Reporting Process History

From the Engage Meeting Process Administration page, admins use the Microsoft Teams Attendance Report Process History table to review the following information from the ten most recently run reporting processes:

• Start and end timestamps - Process start and end datetime. The end timestamp only displays when the process is finished.
• Status - Indicates whether the process is currently running
• Type - MS Teams
• Success - Number of records successfully processed. To download the success log as a .CSV file, select the number in the Success column. If the number is zero, users cannot download the log.
• Error - Number of records that encountered an error during processing. To download the error log as a .CSV file, select the number in the Error column. If the number is zero, users cannot download the log.
• Message - States successes and failures that occurred during the run

Retrying Record Processing

To re-run the reporting process for a remote meeting after the two-week time period, manually set the value of the Attendance_Report_Process_Status_vod field on the appropriate Remote_Meeting_vod records to Retry_vod. Records are re-run during the next attendance processing job, and remote meeting and remote meeting attendee data is updated accordingly.

Switching Meeting Types

When both Engage Meeting and Microsoft Teams are enabled, users can switch meeting types after scheduling a meeting. Select the More Actions icon on the call report, then select the appropriate Switch to option.

Select Schedule to confirm the change.

When users switch meeting types, the original remote meeting data is retained. The user interface only displays the currently scheduled meeting type. If users switch between meeting types multiple times, the previously saved Remote_Meeting_vod record is reused.

If Starting Microsoft Teams Meetings from Calls in Microsoft Outlook is enabled, switching from a Microsoft Teams meeting to an Engage meeting removes the Microsoft Teams meeting reference from the call in Microsoft Outlook. If users switch from an Engage meeting to a Microsoft Teams meeting, a Microsoft Teams meeting reference is added to the call in Microsoft Outlook.

Users can only switch meeting types prior to the meeting. Conducting both an Engage meeting and a Microsoft Teams meeting from the same call report is not supported.

Joining Microsoft Teams Meetings as a User Attendee

When a Microsoft Teams meeting is scheduled for a call, user attendees can join the meeting from the call report. On the iPad platform, user attendees can also join from the call popover in My Schedule.

To join a Microsoft Teams meeting as a user attendee, select the Join button.

Users cannot join a Microsoft Teams meeting while in an Engage Meeting. If users attempt to join a Microsoft Teams meeting while in an Engage Meeting, they are prompted to either select Continue to launch the Microsoft Teams meeting, or select Cancel to remain in the Engage Meeting.

Using the HCP Content Player

The HCP Content Player is a dedicated browser experience enabling accounts to view content sent to them from various features of Veeva CRM. Interactions with content viewed via the HCP Content Player are tracked and saved in Veeva CRM, enabling admins to report and audit on activity of sent content. The HCP Content Player is hosted by Veeva and cannot be embedded in customer-owned pages.

The HCP Content Player supports all Veeva supported languages, including translations for the media controls, slide labels, and error messages.

The following types of content can be viewed in the HCP Content Player:

• HTML content – The following Multichannel CRM JavaScript functions are supported:
• goToSlide()
• goToSlideV2()
• Images – The following formats are supported:
• .png
• .jpg
• .jpeg
• PDFs
• Videos – The following formats are supported:
• .mp4
• .m4v
• .mov

Supported HCP Content Player Entry Points

The following Veeva CRM features utilize the HCP Content Player to view content from Veeva CRM:

• Sharing CLM Content via Web Link or QR Code – Recipients of links for CLM presentations can view the content in the HCP Content Player
• Sharing Websites via Web Link or QR Code – Recipients of links for websites can view the content in the HCP Content Player
• Accessing ISI and PI Documents for CLM Content in the HCP Content Player – Links to Important Safety Information (ISI) and Prescribing Information (PI) documents associated with the slides of the CLM presentations display in the HCP Content Player
• CRM Auto-Publishing for Email Fragments – Recipients of Approved Email with links to Email Fragments directly uploaded to Veeva CRM can view the content in the HCP Content Player
• Sending Local Events Management Content via Approved Email – Recipients of Approved Emails sent with locally uploaded content for an event can use the HCP Content Player to view and download the content

Viewing Content in the HCP Content Player

The HCP Content Player is optimized for both laptops and mobile devices, enabling recipients to view the content in the device most convenient for them.

When viewing the content, the slide navigation panel displays the name of the content, thumbnails for each slide in the presentation, and each slide’s number in the presentation.

Specific controls and actions in each slide vary based on the media type:

• HTML – Viewers can directly navigate to a slide by selecting it in the panel, or can use the Previous and Next buttons to display each slide in order

  Desktop	Mobile

• Image – Viewers can directly navigate to a slide by selecting it in the panel, or can use the Previous and Next buttons to display each slide in order

  Desktop	Mobile

• PDF – Viewers can scroll through the document page by page, or can navigate to pages in the PDF directly via the page’s thumbnail in the navigation bar. Viewers can use the Zoom function to zoom in or out of the document, as well as use their browser or device’s Find function to locate specific text in the document.

  Desktop	Mobile

• Video – A video player displays that enables viewers to pause the video, adjust volume and playback speed, and scrub the video’s timeline to navigate to specific parts of the video

  Desktop	Mobile

If the content is marked as expired, the link displays an error message in the HCP Content Player.

Tracking CLM HCP Content Player Activity

Whenever a slide within a presentation or a page within a PDF is viewed via the HCP Content Player for more than two seconds, a Message_Activity_vod record is created in Veeva CRM to track the activity. This record has the following properties:

Field	Description
Record Type	Veeva_Content_Player_Activity_vod
Key_Message_vod	References the viewed Key_Message_vod record.
Activity_vod	Viewed_vod
Activity_DateTime_vod	The datetime when the content was viewed.
CLM_Presentation_vod	References the appropriate CLM Presentation.
Media_Type_vod	The Media Type of the slide. Available values are: HTML_vod Image_vod PDF_vod Video_vod
Session_Id_vod	The unique ID for the viewing session. A session is the time from when the player is first loaded to when it is closed, or if no activity is detected for five minutes.
View_Order_vod	The order in which the slide was viewed in the session.
Duration_vod	The time spent viewing the slide, in seconds.
Detail_Group_vod	The value of the Detail_Group_vod field from the associated Key_Message_vod record.
Product_vod	The value of the Product_vod field from the associated Key_Message_vod record.
Video_Start_Time_vod	Timestamp of where the video started playing. This field only populates when the Media_Type_vod field is Video_vod.
Video_Last_Viewed_Time_vod	Timestamp of the last viewed frame of the video. This field only populates when the Media_Type_vod field is Video_vod.
Video_Total_Time_Spent_vod	The total time the video played during the session, in seconds. This field only populates when the Media_Type_vod field is Video_vod.
Video_Length_vod	The total length of the video, in seconds. This field only populates when the Media_Type_vod field is Video_vod.
Page_Number_vod	The page number of the viewed PDF. This field only populates when the Media_Type_vod field is PDF_vod.
Slide_Number_vod	Populates with the Display_Order_vod field of the associated CLM_Presentation_Slide_vod record.
Slide_Version_vod	The Slide_Version_vod field of the associated Key_Message_vod record.

Tracking Auto-Published Email Fragment Views and Downloads

When a CRM Auto-Published Email Fragment is viewed in the HCP Content Player for more than two seconds or is downloaded, an Email_Activity_vod record with a record type of Veeva_Content_Player_Activity_vod is created in Veeva CRM to track the activity. This record has the following properties:

Field	Description for Views	Description for Downloads
Event_Type_vod	Viewed_vod	Downloaded_vod
Activity_DateTime_vod	The datetime when the content was viewed.	The datetime when the content was downloaded.
Media_Type_vod	The media type. Available values are: PDF_vod Image_vod Video_vod	n/a
Duration_vod	The total time spent on the content.	n/a
Veeva_Distribution_vod	The Veeva Distribution record that was accessed to render the content.	The Veeva Distribution record that was accessed to download the content.
Veeva_Content_vod	The Veeva Content record that was used to upload the content.
Approved_Document_vod	The Approved Document email fragment record that was used to send the content.
Transaction_Type_vod	Veeva_Content_vod
Page_Number_vod	The page number of the viewed PDF. This field only populates when the Media_Type_vod field is PDF_vod.	n/a
Video_Start_Time_vod	Timestamp of where the video is being played from. This field only populates when the Media_Type_vod field is Video_vod.	n/a
Video_Last_Viewed_Time_vod	Timestamp of the furthest viewed frame on the video. This field only populates when the Media_Type_vod field is Video_vod.	n/a
Video_Length_vod	Time in seconds of the length of the video. This field only populates when the Media_Type_vod field is Video_vod.

Tracking Dynamic Content Views and Downloads

When dynamic content is viewed in the HCP Content Player for more than two seconds or is downloaded, an Email_Activity_vod record with a record type of Veeva_Content_Player_Activity_vod is created in Veeva CRM to track the activity. This record has the following properties:

Field	Description for Views	Description for Downloads
Event_Type_vod	Viewed_vod	Downloaded_vod
Activity_DateTime_vod	The datetime when the content was viewed.	The datetime when the content was downloaded.
Media_Type_vod	PDF_vod	n/a
Duration_vod	The total time spent on the content.	n/a
Page_Number_vod	The page number of the viewed PDF.	n/a
Transaction_Type_vod	Veeva_Content_vod
Veeva_Distribution_vod	The Veeva Distribution record that was accessed to render the content.	The Veeva Distribution record that was accessed to download the content.
Veeva_Content_vod	The Veeva Content record that was used to store the content.

Creating Unavailable Time Slots from Calls

To prevent HCPs from sending meeting requests for times when users are not available, users can mark calls as unavailable for scheduling. For example, if a call is already confirmed with an HCP, or the call is particularly urgent, mark the call as unavailable to ensure other HCPs do not request a meeting at the same time.

When users mark a call as unavailable, an unavailable time slot for the same time period is automatically blocked off on the Engage Scheduling Site. If users reschedule or delete the call after marking it as unavailable, their availability is updated on the Engage Scheduling Site.

In the 23R3.0 release, a new trigger is added to the Call2_vod object. If your organization uses custom logic on the Call2_vod object, this may exceed Salesforce’s transaction limit for the Call2_vod object. Veeva recommends conducting user acceptability testing for processes which maximize the load on call triggers, for example, data loading planned calls.

Capturing the Call Date Only does not work with this feature enabled.

Creating Unavailable Time Slots from Calls

To create unavailable time slots from calls, select the Unavailable_for_scheduling_vod check box on the call report.

To create unavailable time from calls in My Schedule:

1. Select the call in My Schedule.
   
   
2. Select the Edit button from the call popover.
   
3. Select the Unavailable_for_scheduling_vod check box.
   
4. Select Save.

When users save their edits to the Call2_vod record, an Unavailable_Time_vod record is automatically created for the time and duration selected on the call report. Only the call report displays in My Schedule. From the popover, users can easily see the call is marked unavailable.

Viewing Unavailable Time Slots on the Engage Scheduling Site

The unavailable time slot displays on the Engage Scheduling Site. If users reschedule or delete the call, or deselect the Unavailable_for_scheduling_vod check box, the corresponding unavailable time slot is removed from the Engage Scheduling Site.

For group calls with unique activities, the unavailable time slot is created for the parent call’s date and time, even if attendees’ child calls are scheduled for a different date or time.

Using Message Templates When Sharing Web Links

Users can select message templates to send approved messages to HCPs with web links, allowing customers to control the messaging for users. Message templates are available when sharing web links for presentations and websites.

Creating Message Templates in Vault

Business admins create crm_message_template__v records with the appropriate object type.

Admins can create two types of message templates, depending on which presentations can be sent with each template: universal content templates and manually assigned content templates.

For message templates available for use with all presentations, admins create crm_message_template__v with the universal_content_template__v object type.

For message templates only used with specific presentations, admins create crm_message_template__v records with the manual_assign_content_template__v object type and associate the templates with specific documents.

Populate the following fields on each crm_message_template__v record for both object types:

• text__v - defines the message being sent
• language__v - the language of the message
• country__v - only used in Vault to help with security and content approval processes. This field is optional and does not sync to CRM.

Associating Message Templates with Presentations in Vault

Manually assign content templates to specific presentations to ensure the templates are only available for those presentations. Admins must populate the crm_manually_assigned_content_template__v field on the presentation document with the name of the crm_message_template__v record. Multiple message templates can be associated with the same presentation.

Managing the Message Template Lifecycle in Vault

Object lifecycles in Vault allow users to control a document’s stage, or state type, in a workflow, especially content review processes. The lifecycle of the crm_message_template__v object defines the state type of each message template. These state types in Vault are mapped to the Status_vod field on Message_Template_vod records in CRM to determine if a message template is available for users. It includes the following state types:

State Type in Vault	Status in CRM
Complete State	Approved_vod
Obsolete State	Expired_vod
All other state types, or states*	Staged_vod

* These mappings are used regardless of the states assigned to each state type in Vault.

Syncing Message Templates from Vault

When message templates in Vault sync to CRM as part of the CLM integration, Message_Template_vod records with the corresponding record type (Manual_Assign_Content_Template_vod or Universal_Content_Template_vod) are created:

• Message_Template_vod records with the Universal_Content_Template_vod record type are available for all content
• For each Message_Template_vod record with the Manual_Assign_Content_Template_vod record type, a Message_Template_Content_vod record is created to associate the template with a specific CLM_Presentation_vod record. These message templates are only available to be used with the assigned content.

The Status_vod field on each Message_Template_vod record is updated during sync.

Sending Message Templates

When users share web links via QR code, message templates are not available. The QR code only represents the link to the content.

A message template is available for presentation or website when the Message_Template_vod record meets the following criteria:

• The status is Approved

  Message templates with the Staged status are available for content reviewers.

• The language matches the user’s language
• The message template is assigned to the presentation or is a universal template

When users send web links for CLM content from a call, account, or the Media tab, the share modal displays with the available sharing options as well as the available message templates. Select the appropriate template, then select the sharing option.

When users send web links for CLM content from the Engage tab, only the message templates display. Select the appropriate template, then select Next.

The No Message option is available for users who do not want to include message text and is selected by default.

Selecting the Language for Message Templates

Users can switch languages using the language button. Only the languages with message templates available for the presentation display. The language button only displays when the presentation has message templates for more than one language.

If a template is not available in any language, only the sharing options display.

When sending web links via Engage chat, the preview of the message includes the message template.

Tracking Message Templates

When users send a link with a message template, the Message_Template_vod record and the full message text, including links, are stamped on the Sent_Message_vod record created to track the activity. See Sharing CLM Content via Web Link or QR Code and Tracking Website Links for more information about the data tracked for presentations and websites.

Message templates sent via Engage Chat are tracked in the Engage Connect reports. See Engage Connect Reports for more information. Additionally, chat messages with message templates can be imported into CRM as call records or chat messages. See Importing Engage Connect Chat Logs into CRM as Call Records and Importing Engage Connect Chat Logs into CRM as Chat Messages for more information.

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

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.

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.

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.

Viewing Associated ISI and PI Documents for CLM Content

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.

Using Attendee Self-Registration with Events

Event organizers can send a unique event registration link to potential attendees to better prepare for an event and capture attendee interest. Attendees can select this link to view important event details and self-register to the event by filling out required information.

Each event is automatically assigned a unique registration link that can be distributed through any invitation channel, for example, Approved Email and Print Invitation materials.

Business admin users can create registration form templates corresponding to products, event formats, location types, and event types in their organization. These templates can be manually assigned to an event, or automatically assigned based on event attributes and Event Rules.

Two types of registration forms are available:

• Open registration – Anyone can access the event registration link and register. This is useful when sending the link to offices and hospitals, where link recipients can register and forward the link to other potential attendees.
• Closed registration – Only targeted recipients who receive the link through Approved Email can register

Once recipients register for an event, event organizers can view and approve or reject the registrant. Event organizers approve registrants by reconciling the registrant, just as they would reconcile a walk-in attendee.

Defining the Registration Integration User

Events created with a populated Registration_Form_vod field, as well as the registration form templates themselves, must be synced to the server via an integration user before registration links can be used by recipients:

1. Navigate to the Registration & Sign In Administration tab.
2. Select Edit in the Veeva CRM Connection Management section.
3. Enter the appropriate administrator credentials.
4. Select Is This a Sandbox? If the org is a sandbox.
5. Select Save.

If Signing into an Event using a QR Code is enabled, the same integration user credentials can be used.

Scheduling the Event Registration & Sign In Process

The Event Registration & Sign In Process both generates the URL to the registration page for distribution, as well as imports registrant information into the respective event in Veeva CRM. To schedule the Event Registration & Sign In Process:

1. Navigate to the Process Scheduler.
2. Edit the Event Registration & Sign In Process job.
3. Schedule the process or run the process immediately by selecting Run. It is recommended to schedule the job to run daily.

Creating Registration Forms

Registration forms are created by creating EM_Catalog_vod records that contain form details, for example, event fields, as well as approval information.

The following sections describe the various types of EM_Catalog_vod fields and sections that define the registration form’s details and fields, matching event attributes, banner images, and more:

• Basic Fields – Fields that are required for any created registration form
• The Approval_Required_vod Check Box – Defines if open registrants must be approved by the event organizer before approved for the event
• Matching Event Attributes – Optional EM_Catalog_vod fields to assign the appropriate registration form template when creating or updating an event
• Confirmation and Rejection Email Templates – Fields that can be populated to specify Approved Email templates automatically sent to registrants when approved or rejected from the event

Basic Fields

The following EM_Catalog_vod fields are required for any created registration form:

• Record Type = Registration_Form_vod
• Name_vod
• Status_vod – Available values are:
• Approved_vod – The EM_Catalog_vod record is automatically assigned to events based on Creating Registration Form Assignment Rules
• Staged_vod – Does not assign the EM_Catalog_vod record to events
• Registration_Type_vod – Available values are:
• Open_vod – Anyone with the registration link can register to the event
• Closed_vod – Only targeted recipients who receive the link through an Approved Email can register. See Sending Targeted Registration Links via Approved Email for more information.

• Event_Fields_vod – A double semicolon separated list of EM_Event_vod fields to display on the registration form. You can also add each event speaker’s Speaker_Formatted_Name_vod field to this list using the {{EventSpeaker}} token. The list of speakers can be further filtered based on their Status_vod field using the [status=STATUS] parameter on the token. For example:

  Topic_vod__c;;Start_Time_vod__c;;{{EventSpeaker[status=Approved_vod]}}

  The event’s Name or Event_Display_Name_vod field automatically displayed in each registration form and should not be added to the list of event fields. When the Topic_vod or Description_vod fields are added, the field displays as a single column on the registration form on larger devices.

• Registration_Fields_vod – A double semicolon separated list of EM_Attendee_vod fields to display on the registration form for recipients to complete as part of form submission. The following types of fields are supported to add to this list:

  • Text – Up to 255 characters are supported
  • Phone
  • Email
  • Picklist – Only single-select picklists are supported
  • Check box – Displays to registrants as a picklist with values for Yes and No

  Add <R> to the end of a field name to mark the field as required. For example:

  Credentials_vod__c<R>;;City_vod__c<R>;;State_vod__c<R>;;License_vod__c

  First_Name_vod, Last_Name_vod, and Email_vod fields are always included and marked as required in each registration form and should not be added to the list of registration fields. If registration should be enabled for event speakers, add the fields configured in Registration_Fields_vod on the EM_Event_Speaker_vod. The fields are updated when an event speaker fills out the registration form.

• Disclaimer_Text_vod – References a Veeva Message whose text displays as a disclaimer on the registration form that attendees must agree to before submitting the form. Use the following format to reference the appropriate Veeva Message:

  MESSAGE_NAME;;Category

  The Category_vod of the Veeva Message must be EVENT_MANAGEMENT and the Type_vod must be Label_vod. The text of the Veeva Message can use the following HTML tags to create a rich-text format for the disclaimer:

  • <p> – the dir attribute can be set to rtl to ensure right-to-left languages display correctly
  • <br>
  • <b>
  • <i>
  • <u>
  • <ol> and <ul> – <li> tags within ordered and unordered lists are supported
  • <a> – Hyperlinks must have the attribute target=“_blank”

  Only one Veeva Message is supported per registration form. Configure multiple languages of the same Veeva Message to display disclaimers in different languages.

Enabling Requiring Registrant Approval

Select the Approval_Required_vod check box if approval is required for open registrants. When selected, registrants must be approved by the event organizer before they receive a confirmation email. See Reviewing Registrants for more information.

This check box only applies to open registrants. Targeted recipients invited via Approved Email are automatically approved.

Matching Event Attributes

The following fields are optional, but can be configured to assign forms based on the event attributes:

• Product_vod – When populated, the matching Product_vod on an event is used to determine the corresponding form to use
• Location_Type_vod – When populated, the matching Location_Type_vod on an event is used to determine the corresponding form to use
• Event_Format_vod – When populated, the matching Location_Type_vod on an event is used to determine the corresponding form to use

If these parameter fields are blank, the registration form matches to any value of the corresponding field on the event. When there are multiple forms, an exact match on these parameters is used to determine the appropriate form for an event.

Confirmation and Rejection Email Templates

The following fields on the EM_Catalog_vod record can be populated to specify Approved Email templates automatically sent to registrants when they are approved or rejected from the event:

• Confirmation_Email_Template_vod – Select the appropriate Approved Email template automatically sent to registrants when approved
• Rejection_Email_Template_vod – Select the appropriate Approved Email template automatically sent to registrants when rejected

Uploading a Banner Image and Agreement Policy

After creating the EM_Catalog_vod record, admin users can upload a company logo and event agreement document to display on the registration form by using the record’s Files related list:

• Agreement Policy – A required document that must be viewed by registrants in order to register. Populate the File’s CRM_Content_Type_vod field with Event_Registration_Agreement_vod. The attached document push be a PDF.

• Banner image – A banner image that displays in the top-left corner of the registration form. Populate the File’s CRM_Content_Type_vod field with Event_Registration_Banner_vod.

  The banner image must have the following properties:

  • Format – The following formats are supported:
  • .PNG
  • .JPG/.JPEG

  • .GIF

    GIF files do not animate.

  • Aspect ratio of 2:1

The combined file size of Agreement Policy document and Banner Image should not exceed 10 MB.

Creating Registration Form Assignment Rules

Business admin users can create EM_Event_Rule_vod records that automatically assign a registration form template to new and updated EM_Event_vod records:

1. Navigate to the Event Rules related list of the appropriate EM_Event_Configuration_vod record.
2. Select New.

3. Populate the following fields:

   • Record Type = Registration_vod
   • Country_Override_vod – Enter the appropriate country, if applicable
   • Registration_Form_vod – Select the appropriate Registration_vod type EM_Catalog_vod record
4. Select Save.

Multiple EM_Event_Rule_vod records can be created to assign multiple allowed registration forms for an event type.

Generating an Event Registration Link

When a registration-enabled event is created or updated, an EM_Catalog_vod record is automatically referenced in the event’s Registration_Form_vod field based on configured EM_Event_Rule_vod records and matching form attributes to Product_vod, Location_Type_vod, and Event_Format_vod.

If multiple matches are found, the first match is assigned to the event. If a match is not found, the Registration_Form_vod field does not populate.

If the event’s Product_vod, Location_Type_vod, or Event_Format_vod fields are updated, the Registration_Form_vod field may also update if the field updates result in a different registration form matching to the event.

To ignore any matching logic, populate the event’s Registration_Form_vod field when creating the event to manually assign the event’s registration form.

Once a registration form is associated to the event, a unique registration link for the event is automatically generated and stored in the following fields:

• Registration_URL_Long_vod – The full URL to the registration form
• Registration_URL_vod – A shortened, user-friendly URL to the registration form

The registration link is inactive until the event is synced through the Registration & Sign In job and the Publish_Event_vod check box is populated. The link then remains active until the event's End_Time_vod.

The Publish_Event_vod check box does not populate automatically. Customers must define and configure this field to activate an event’s registration link during the correct stage of the event’s lifecycle.

Sending Targeted Registration Links via Approved Email

Content administrators can include the registration link to the event in Approved Email templates using the following tokens:

• {{EM_Event_vod__c.Registration_URL_Long_vod__c}} – When sent, this token displays a targeted registration URL unique to each recipient. Targeted links are only supported for attendees and event speakers, all other recipient types will display the normal registration link.
• {{EM_Event_vod__c.Registration_URL_vod__c}} – Displays an open registration URL

It is recommended to use the {{EM_Event_vod__c.Registration_URL_Long_vod__c}} token, since targeted links automatically convert to open registration links if they are forwarded from the original recipient to other recipients.

Adding a Registration QR Code to Print Templates

Content creators can include a QR Code that represents the event registration link within Print Templates, using the {{RegistrationQRCode}} to display the registration link as a QR code that attendees can scan.

By default, the QR code generates a 200x200 pixel square image. Content creators can customize the size of the square image by adding the <Size=SIZE> parameter. For example, {{RegistrationQRCode<Size=1000>}} generates a 1000x1000 pixel image for the QR code.

Add the <O> parameter to mark the token as optional.

Registering for an Event

Recipients accessing the registration form’s URL can view event details and complete the form to register for the event.

Depending on the registration form configuration and the link used, recipients will land on varying landing pages to register.

Open Registration

Open registration is available when the Registration_Type_vod field is Open_vod. Recipients can register by scanning the print QR code or directly via Registration_URL_vod link and completing the form.

If recipients access the link when Registration_Type_vod is Closed_vod, a message notifies the recipient that the event is invite only.

Targeted Registration

Targeted links sent via Approved Email are unique to the recipient. When targeted recipients access the link, their first name, last name, and email address automatically populate on the form.

If the Registration_Type_vod field is Open_vod, recipients of targeted link can forward the form to other potential registrants. To ensure forwarded recipients do not register on behalf of the original recipient, a message and link displays to the forwarded recipient that enables them to register as themselves.

Forwarded recipients cannot access the targeted link if the form's Registration_Type_vod is Closed_vod.

Submitting Registration

After populating all of the appropriate fields, attendees can complete their registration by selecting Register.

If the registration form has a configured disclaimer or Agreement Policy document, attendees must agree to the disclaimer and view the Agreement Policy document before they can select Register.

If the registration form has the Approval_Required_vod check box selected, registrants must be approved before they are confirmed for the event and receive a confirmation email. If Approved_Required_vod is not checked or recipients register via targeted links, registrants are automatically approved and receive an email confirmation upon registration.

Syncing Registrants with Veeva CRM

Registrants are immediately synced to Veeva CRM upon registering. If the attendee registered via a targeted link, the associated EM_Attendee_vod or EM_Event_Speaker_vod record is updated as part of the sync:

• Status_vod – Updates to Registered_vod
• Registration_Timestamp_vod – Updates to the registration timestamp
• Registration_Status_vod – Updates to Registered_vod. Only applies to EM_Attendee_vod records.
• Registration_Method_vod – Updates to Targeted_vod. Only applies to EM_Attendee_vod records.
• All other fields defined on the registration form – If a field defined in the registration form’s Registration_Fields_vod field is populated by the registrant, the corresponding field in Veeva CRM also updates

If the attendee registered via an open link, an EM_Attendee_vod record is created as part of the sync with the following fields:

• First_Name_vod – Populates based on the value entered in the registration form
• Last_Name_vod – Populates based on the value entered in the registration form
• Email_vod – Populates based on the value entered in the registration form
• Registration_Timestamp_vod – Updates to the registration timestamp
• Walk_In_Status_vod – Updates to Needs_Reconciliation_vod
• Registration_Method_vod – Populates with one of the following values:
• Open_vod – The registrant used an open registration link to register
• Forwarded_vod – The registrant used a targeted link forwarded from the original recipient to register
• All other fields defined on the registration form – If a field defined in the registration form’s Registration_Fields_vod field is populated by the registrant, the corresponding field in Veeva CRM also updates

• The Status_vod and Registration_Status_vod fields populate depending on if the registrant must be approved by the event organizer:

  Approval Required?	Status_vod	Registration_Status_vod
  Yes	Registration_Pending_vod	Pending_Approval_vod
  No	Registered_vod	Registered_vod

If an error occurs when updating EM_Attendee_vod or EM_Event_Speaker_vod record as part of the Event Registration & Sign In process, the error is noted in the Sync Alert History section. Admins can review, address, then retry any errors that occur.

Reviewing Registrants

When completing the registration form, registered attendees are updated in the event and can be viewed by event organizers.

• Targeted Registrants – Recipients that registered through links sent via Approved Email are automatically approved. Confirmation emails are sent upon syncing registrant information to Veeva CRM.
• Open Registrants – If an event’s registration form has a selected Approval_Required_vod check box, open registrants are treated as walk-in attendees to the event that end users must review, reconcile, and approve or reject. When approval is not required, open registrants automatically receive confirmation emails upon syncing registrant information to CRM.

Reconciling Open Registrants

Open registrants must be reconciled to existing accounts in Veeva CRM before they can be approved to be added to the event:

1. Navigate to the Attendee Reconciliation page in the event.

   

2. Select the appropriate open registrant.
3. Search for the appropriate match.
4. Select Confirm Match to reconcile the registrant to the appropriate account.

Event Attendance Rules with Reconciled Registrants

When matching a registrant with an account, any configured Event Attendance Rules are checked before the match is confirmed. If a rule is violated, the appropriate rule warning displays and event organizers can take one of the following actions:

• If the rule is a Hard Warning-type rule, event organizers can select Reject Registrant to immediately reject the registrant and send them a rejection email via Approved Email

  

• If the rule is a Soft Warning-type rule, event organizers can submit comments if they are available or required, then can select Confirm Match to proceed with matching the registrant

  

Configured Event Attendance Business Rules are checked when reconciling open registrants, but not when reconciling walk-in attendees captured from the traditional sign-in method.

Approving or Rejecting Open Registrants

To approve or reject open registrants:

1. Navigate to the Attendee section in the event.
2. Select the appropriate registrant.
3. Select Edit.

4. Update the Status_vod field to the appropriate value:

   • Registration_Approved_vod – Approves the registrant. Only open registrants that have been reconciled to an account can be approved.
   • Registration_Rejected_vod – Rejects the registrant
5. Select Save.

After saving, the appropriate confirmation or rejection Approved Email is sent to the registrant. The sent email address uses the Email_vod value entered from registration.

To bulk approve or reject, enable Mass Update for Attendees or Editing Related Lists Inline in Lightning for Events Management to update Status_vod field for multiple attendees.

Sending Local Events Management Content via Approved Email

Salesforce Files associated with event materials can be included in Approved Email sent for that event. This enables users to send local documents in Veeva CRM to non-CRM users, for example, event attendees and speakers.

Sending this local content within the CRM application via Approved Email enables users to send the right content to the right people without the need to first add the content in Vault. Using Approved Email templates with a dedicated token, users can search for Salesforce Files and include files in the email as a link. Email recipients can download the file to their device and have that interaction tracked in CRM.

Using Local Events Management Content in Approved Emails

Adding Salesforce Files to Event Material Records

Local Salesforce Files can be made available in Approved Emails by attaching the file to the appropriate EM_Event_Material_vod record.

Salesforce Files must be attached to EM_Event_Material_vod records with a status of Approved and have Yes_vod selected for the Approved_vod picklist.

The following formats are supported:

File Category	Supported File Extensions
Microsoft Office Files	.docx .xlsx .pptx
PDF	.pdf
Audio Files	.mp3 .wav
Video Files	.mp4 .mov .avi
Image Files	.jpg .jpeg .png .gif

Adding the {{insertEventFiles}} Token to Email Templates

To enable this functionality in email templates, insert the {{insertEventFiles}} token. Approved Email content creators should consider the following when using the {{insertEventFiles}} token:

• The token can only be used in Events Management email templates

• The token should be enclosed in an empty <table> HTML tag

  Adding the token via the BEE Editor automatically encloses the token in the appropriate tag.

• The token cannot be used in conjunction with the {{insertEmailFragments}} token. If both tokens are present in the Email Template, the {{insertEmailFragments}} token is ignored and does not render.

Styling the {{insertEventFiles}} Token

Displayed files can be styled via the enclosing <table> tag or via the following CSS classes:

• .ae-dynamic-email-fragment – Controls the style of the table
• .ae-dynamic-email-fragment td – Controls the style of the table cells
• .ae-dynamic-email-fragment td.file-type-icon – Controls the style of table cells containing file icons
• .ae-dynamic-email-fragment td.file-name – Controls the style of the table cells containing file names
• .ae-dynamic-email-fragment a:link – Controls the style of an unvisited file link
• .ae-dynamic-email-fragment a:visited – Controls the style of a visited file link

Adding Files to Events Management Approved Emails

To add local Salesforce Files related to an event to an Approved Email:

1. Select the appropriate Events_Management_vod Approved Email template to send. Templates with the {{insertEventFiles}} token display a red placeholder prompting users to add files to the email.

2. Select the Add Files () button to display the Add Files modal, which displays all Salesforce Files associated with the event via EM_Event_Material_vod records.

   Only Salesforce Files attached to EM_Event_Material_vod records with a status of Approved and an Approved_vod field of Yes_vod display as available for selection.

3. Select the check box next to the appropriate files to add to the email. Users can locate files to add via the following methods:

   • Searching for a file’s name, description, or type
   • Filtering the list of files by the appropriate document type
4. Select Add.
5. Arrange the files in the appropriate order.

Previewing Approved Emails with Events Management Files

Once all appropriate files are added to the email and arranged, select the Preview button to preview how the inserted files will display in the final email sent to recipients. Files display as hyperlinks, with the name serving as the link text.

Viewing and Downloading Files From Sent Emails

Selecting the File Name hyperlink in the sent email displays the Salesforce File via the HCP Content Player in the device’s browser. Recipients can select the Download button to download the Salesforce File from the HCP Content Player.

Withdrawing Content Sent via Approved Email

If content sent via Approved Email becomes outdated, end users can remove recipient access by deleting the associated Salesforce File. When the Salesforce File is deleted, existing links to the content no longer function.

Tracking File Views and Downloads

When a file in an Approved Email is selected and downloaded by the recipient, an Email_Activity_vod record is created and associated with the Sent_Email_vod record representing the email. This Email_Activity_vod record has the following properties:

• RecordType – Veeva_Content_Player_Activity_vod
• Event_Type_vod – Downloaded_vod
• Activity_DateTime_vod – The time the recipient selected Download
• Veeva_Distribution_vod – References the Veeva Distribution record used to access the downloaded file
• Transaction_Type_vod – Events_Management_vod
• Client_Name_vod – The name of the email client used to open the email
• Client_OS_vod – The operating system of the device used to open the email
• Client_Type_vod – The client type used to open the email
• Device_Type_vod – The device type used to open the email
• User_Agent_vod – The user agent

Adding QR Codes to Event Print Templates

Content creators can use a dedicated Print Template token to display an event’s QR sign-in code in materials created for an event. This enables event organizers to print and distribute their event’s QR code. Printed QR codes make it easier for attendees to sign in by scanning the code on their devices, providing more options for signing into an event.

Using the {{SignInQRCode}} Token

Add the {{SignInQRCode}} token to the appropriate Print Templates to insert a QR code that attendees can scan on their device to sign into the event.

Print Templates containing the {{SignInQRCode}} should only be made available to events configured to use QR codes for signing in. An error occurs if end users try to generate a Print Template containing this token from an event not configured to use QR sign-in.

The token can be marked as optional by adding the <O> parameter to the token.

{{SignInQRCode<O>}}

Resizing the QR Code

By default, the QR code generates as a 200x200 pixel square image. Content creators can customize the size of the square image by adding the <Size=SIZE> parameter.

For example, {{SignInQRCode<Size=1000>}} generates a 1000x1000 pixel image for the QR code.

Generating Print Templates with QR Codes

When end users generate a Print Template including the {{SignInQRCode}} token, the resulting PDF contains a QR code of the event’s sign-in link.

This PDF can then be printed or distributed to attendees to easily scan the QR code with their own devices to sign into the event.

Using Event Sign-in URLs

Event owners can copy and distribute their QR-enabled event’s sign-in URL. This enables event owners to easily share the URL with attendees of their event, since attendees can receive the copied URL via the chat of a virtual event or any other communication channel, and use the URL to sign into the event directly from their device.

It is not recommended to include the Sign-In_URL_vod field when configuring Event Templates for Child Events. If this is a shared field between parent and child event, it the parent's Sign In URL copies to child events.

When a QR-enabled event is created, a shortened version of the sign-in URL is populated in the event’s Sign-In_URL_vod field. If the URL does not immediately display, refresh the page.

This field can be copied and distributed as needed to provide attendees with a URL to sign into the event.

Since selecting the Preview QR Code button updates the URL embedded in the QR code, the Sign-In_URL_vod field also automatically updates if the event is QR-enabled and the field is blank.

Viewing Expense Headers and Expense Lines in Lightning for Events Management

Event organizers using Lightning for Events Management can quickly view expense headers and their associated expense lines, streamlining the expense allocation process.

Admins can define a combination of Expense_Line_vod and Expense_Header_vod fields to display as columns on the Expense Headers related list of an event, enabling end users to better view expenses associated with their event.

Customizing Columns on the Expenses Related List

Since both Expense_Header_vod and Expense_Line_vod records display in the Expense Headers related list of an event, admin users can define fields on both objects to display as columns of the related list:

1. Create a new Veeva Message to serve as the list of fields. The Veeva Message should have the following properties:

   • Message Name – Define the appropriate name
   • Category = EXPENSE_FIELDS
   • Type = Label_vod
   • Active – Select this check box
   • Language = en_US

   • Text – A semicolon separated list of up to ten fields from both the Expense_Header_vod and Expense_Line_vod objects. Use the following format:

     Object1APIName.FieldName;Object2APIName.FieldName;

     For example,

     Expense_Header_vod.Concur_Status_vod;Expense_Header_vod.Transaction_Date_vod;Expense_Line_vod.Actual_vod;Expense_Line_vod.Committed_vod;Expense_Line_vod.Expense_Type_Name_vod;

     If a field has the same API name for both objects, only enter the Expense_Line_vod version of the field. Do not include the Name field on either object in the list, as this column is automatically included.

2. Navigate to the Event Layouts related list of the appropriate EM_Event_Configuration_vod record.
3. Edit the appropriate EM_Event_Layout_vod record.

4. Populate the Expense Related List Fields field with the created Veeva Message using the following format:

   VeevaMessageName;;Category

   For example, SpeakerProgramExpenseFields;;EXPENSE_FIELDS

5. Clear the Events Management cache.

Viewing Expense Headers and Expense Lines

Expense headers with associated expense lines display in an event’s Expense Headers related list as a collapsed list. Expand the expense header to display the list of the header’s associated expense lines.

The columns of the related list display based on the configured Veeva Message. Users can sort, search, and filter this related list.

The following filters are available:

• Record Type
• Split Lines? – Filters the related list if the expense header contains a split expense. See Creating and Editing Expense Headers and Expense Lines for more information on creating split and non-split expenses.

See Filtering Related Records for more information on sorting, searching, and filtering related lists in Lightning for Events Management.

To display the Expense_Header_vod record’s detail page, select the Expense_Header_vod record.

The Expense Lines section of the detail page displays all of the Expense_Header_vod record’s associated expense lines, using the same fields and ordering as on the New Expense Header modal. To display the Expense_Line_vod record’s detail page, select any of the associated Expense_Line_vod records in the section.

Users can add, edit, or remove expense lines to the expense header by editing the Expense_Header_vod record. See Creating and Editing Expense Headers and Expense Lines for more information.

Editing expense lines from the related list displays the Edit Expense Line Modal to update the expense line directly.

Creating and Editing Expense Headers and Expense Lines

Event organizers can create both split and non-split expense headers while creating the expense header’s associated expense lines simultaneously, streamlining expense entry.

For non-split expenses, admins can specify up to ten Expense_Line_vod fields to display in the New Expense Header and Edit Expense Header modals, enabling end users to quickly input expense line information when they create or edit the expense header.

End users can enter split expenses that quickly distribute the expenses overall cost across the appropriate event attendees, speakers, or user attendees.

Defining the Expense Line’s Record Type

Admins can define the record type of Expense_Line_vod records created alongside Expense_Header_vod records.

Grant users access to an Expense_Line_vod record type with the same developer name as the selected Expense_Header_vod record type, to automatically use that Expense_Line_vod record type.

If no matching record type exists, the default Expense_Line_vod record type of the user’s profile is used instead.

Defining the Expense Line Fields for Non-Split Expenses

Up to ten Expense_Line_vod fields can display in the New Expense Header and Edit Expense Header modals of non-split expenses, enabling end users to quickly populate the appropriate fields of a new expense line.

Define the Expense_Line_vod fields to display by adding or rearranging fields on the appropriate Expense_Line_vod object page layout.

Any standard or custom field can be added, though the following fields and field types are not supported:

• Any fields of the following types:
• Time
• Roll-Up Summary
• Encrypted
• Geolocation
• The following standard fields:
• Number_Of_People_vod
• Concur_Response_Timestamp_vod
• Concur_System_ID_vod
• CreatedById
• Event_vod
• Expense_Estimate_vod
• Expense_Header_vod
• Expense_Type_Code_vod
• Expense_Type_Name_vod
• External_ID_vod
• LastModifiedById
• Mobile_ID_vod
• Name
• Override_Lock_vod
• Parent_Expense_Type_Code_vod
• Parent_Expense_Type_Name_vod
• RecordTypeId
• Split_Amount_Per_Person_vod

Users must have FLS edit permission to a field for it to be considered available. If a field is not supported or if the user does not have sufficient FLS permission, the field is skipped and does not display. Formula fields display with only read permission.

The first ten available fields on the page layout display in the modals, going in descending order of the page layout, section by section. In two-column sections, fields in the left column are considered first, then fields in the right column, followed by the next section.

Displaying the Split Expense Selector

Admins can define whether the Split Expense selector displays when creating new expense headers of specific record types. Depending on customer needs, an Expense_Header_vod record type may need to be designated as being only for split expenses, non-split expenses, or available for either.

This can be defined for each standard or custom Expense_Header_vod record type. To define if an Expense_Header_vod record type should display this selector:

1. Create the appropriate record types on the Expense_Header_vod and Expense_Line_vod objects.
2. Grant users access to the record types on the Expense_Header_vod and Expense_Line_vod objects.
3. Navigate to the Expense_Header_vod object.

4. Edit the record type’s access to the values of the Split_Lines_vod picklist:

   • Yes_vod – Enables using split expenses for this record type
   • No_vod – Enables using non-split expenses for this record type

   If both values are enabled for the record type, the Split Expense modal displays whenever a new Expense_Header_vod record is created, enabling end users to choose whether the expense is for a split expense or not.

   

   If only one value is enabled for the record type, the Split Expense modal is skipped when creating a new Expense_Header_vod record and the available value is automatically used.

5. Create EM_Event_Layout_vod records for both the Expense_Header_vod and Expense_Line_vod objects linking the record types to the appropriate page layouts. See Defining Page Layouts for more information.

Using the Split Expense Record Type

For ease of configuration, admins can enable the Split_Expense_vod record type to serve as a split expenses-only expense header:

1. Grant users access to the Split_Expense_vod record type on the following objects:

   • Expense_Line_vod
   • Expense_Header_vod
2. Navigate to the Expense_Header_vod object.

3. Edit the Split_Expense_vod record type’s access to the values of the Split_Lines_vod picklist:

   • Yes_vod – Enable access for this record type
   • No_vod – Remove access for this record type

4. Create EM_Event_Layout_vod records for the following objects:

   • Expense_Header_vod – Link the Split_Expense_vod record type to the Split Expense Header page layout
   • Expense_Line_vod – Link the Split_Expense_vod record type to the Split Expense Line page layout

When users create Split_Expense_vod expense headers, the Split Expense selector is skipped and a new split expense header is created.

Creating Expense Headers and Lines

To create an expense header and its associated expense lines:

1. Navigate to the Expense Headers related list of the appropriate event.
2. Select New Expense Header.
3. Select the record type if more than 1 record type is available.
4. Select Next.

5. Select a value on the Split Expense selection modal.

   

   If there is only one value of the Split_Lines_vod picklist available for the selected record type, this selector is skipped.

6. Select Next.

Creating Non-Split Expenses

After selecting a non-split expense, the New Expense Header modal displays for end users to populate expense header and expense line details:

1. Populate all appropriate Expense_Header_vod fields.

   

2. Select the New Expense Line button in the Expense Lines section.

   

3. Populate all appropriate Expense_Line_vod fields based on the configured page layout.

   Formula fields display as read only and are calculated after saving the expense.

4. Select the New Expense Line button again to continue adding expense lines to the header, if applicable.
5. Select either Save or Save & New. If Events Management is integrated with SAP Concur, the event organizer can directly submit the expense by selecting Submit to Concur or can submit the expense and create a new expense by selecting Submit to Concur & New.

Any violations of any defined Expense Limit Rules that apply to the event and added participants display when selecting either Save or Save & New.

Creating Split Expenses

After selecting a split expense, the New Expense Header modal displays for end users to populate expense header, expense line, and participant details:

1. Populate all appropriate Expense_Header_vod fields.
2. Populate the Expense Line section with the appropriate details about the expense, including the Actual field with the expense amount.

3. Select the Add Participants drop down in the Participants section of the modal. The following options display:

   • Meal Opt-In – Select this option to add all attendees and speakers on the event who opted into a meal for the event
   • Groups from previous split expenses – These options only display if other split expenses exist on the event. These options allow end users to quickly select the same group of participants as other split expenses.
   • Select Participants – Select this option to search for and select individual attendees, event speakers, or event team members

   The Actual value for each added participant is calculated by dividing the expense line’s Actual cost by the number of added participants.

   

   For example, if the expense line’s Actual cost is $250 and ten participants are added, each participant has an Actual cost of $25.

4. Select either Save or Save & New. If Events Management is integrated with SAP Concur, the event organizer can directly submit the expense by selecting Submit to Concur or can submit the expense and create a new expense by selecting Submit to Concur & New.

Any violations of any defined Expense Limit Rules that apply to the event and added participants display when selecting either Save or Save & New.

Viewing Expense Headers and Lines

The page layout of Expense Headers and Expense Lines based on the Split_Lines_vod field of the Expense Header:

• If Split_Lines_vod is either No_vod or blank, the Non-Split Expense layout displays
• If Split_Lines_vod is Yes_vod, the Split Expense layout displays

If an Expense_Header_vod record is a split expense, but contains multiple Expense_Line_vod records, the Non-Split Expense Layout displays.

Searching for Child Account Attendees Outside a User’s Territory

Event organizers can search for child accounts outside of their territory to add as attendees to their event. This enables greater event organization capabilities in orgs using both Child Account Attendees and Outside Territory Searching.

Searching for Outside Territory Child Accounts

To search for outside territory child accounts to add as attendees:

1. Navigate to the Attendees modal from the event.

2. Select the View dropdown.

   

3. Select Search Outside My Territory.
4. Enter the appropriate search term.

5. Select Search. Child_Account_vod records display based on their Parent_Child_Name_vod fields. Results display in the Outside Territory section with gray icons.

   

   Results filter based on any defined limits to outside territory searching. Child accounts display if either their associated Person or Business Account records match one of the defined filter requirements. For example, limits to outside territory searching can ensure that only Japanese accounts display as outside territory results for a Japanese end user, even if the org also contains accounts in South Korea.

6. Select the appropriate child account.
7. Select Add Attendee.

Only one child account per associated account can be added as an attendee, regardless if the added child account is outside the user’s territory. Other associated child accounts display with a grayed out Add Attendee button.

Viewing Outside Territory Child Account Attendees

When a child account is added as an attendee, an EM_Attendee_vod record is created with the following fields populated:

• Child_Account_vod – References the associated Child_Account_vod record. This field does not populate if the child account is outside the user’s territory.
• Account_vod – References the Person Account record associated with the child account
• Attendee_Name_vod – Populates with the Parent_Child_Name_vod field from the associated Child_Account_vod record
• Child_Account_Id_vod – The ID of the Child_Account_vod record
• Location_vod – References the Business Account record associated with the child account. This field does not populate if the child account is outside the user’s territory.
• Location_Id_vod – The ID of the Business Account associated with the child account
• Location_Name_vod – Populates with the Name field of the Business Account associated with the child account

Using the Medical Identifier Field

The Account_Identifier_vod field on the Account object stores and displays any account identifier needed by users, for example sales teams. Medical users, however, often require different information displayed in this field to help them identify an account or provide additional context for an account. Admins can configure the Medical_Identifier_vod field on the Account object to store and display additional information about an account for medical users.

Using the Medical Identifier Field

The Medical Identifier displays anywhere the Account Identifier would display by default. This includes the following locations:

UI Location	Platform	Description
Account Hierarchy	iPad	Displays on account nodes and under the account name
Events	iPad	Displays in Attendee Search
	Browser	Displays in Manage Attendees Displays in Add Attendee
Call Objectives	iPad	Displays for a call objective in the Call Objective tab
	Browser	Displays in Search results
Call Report	iPad, iPhone	Displays in IAP when launched from Add Attendees (Suggested Accounts and All Accounts sections) Displays in the Swap Signee selection popover Can be displayed on the Call page with zvod_Account_Account_Identifier_vod Can be shown in the Location search
	Browser	Displays in Attendee Search
Child Accounts	Browser	Displays in Parent/Child Account Lookup
Improved Account Picker	iPad, iPhone	Displays in the search results for an account
Maps	iPad	Displays for an account in Map view
Medical Insights	Browser	Displays in Select Account
My Accounts	iPad, iPhone	Displays as secondary information for an account when in List view
My Schedule	iPad	Displays on popover for a call Displays on Account card in Account pane (on left-hand side of Week View, and in Map View) Displays for an Account within the Scheduler view Displays on an event in Agenda view
	Browser (Lightning)	Displays in Call Popovers Displays in Scheduler Pane Displays in Add Call
Network Account Search	iPad, Browser	Displays in Inside Territory Search results
Order Management	Browser	Displays in New Order - Add Recipients
Plan Tactics	Browser	Displays in Tactical Associations
Sphere of Influence	iPad	Displays for an account under the account name
Stakeholder Navigator	iPad	Displays for an account on nodes and in various modals, and under the account name
	Browser	Displays for Account Nodes Displays in Account Search Displays in Children tab
Suggestions	iPad	Displays for an Account within the Suggestions tab
	Browser	Displays in Suggestions List
Territories Adds and Drops	iPad	Displays for an account in the Territories Adds and Drops tab

Migrating MyInsights Content

The myInsightsV2 Lightning Web Component allows admins to migrate MyInsights content between sandbox and production orgs without manual intervention.

Using MyInsights Migration

Ensure the External_Id_vod field is populated in the Lightning Web Component of the record you want to migrate.

If the External_Id_vod field is left blank, the Salesforce Id Is used and can cause the migration to fail.

Using the Diagnosed Patient Page Template

The Diagnosed Patient page template displays metrics and detailed diagnosis data, including prescribed products, within the selected territory for patients diagnosed with a specific disease or treatment option.

The Diagnosed Patient page template is available for content creators to start with, and helps end users answer some of the most common sales questions:

• How many patients were diagnosed in the last 30 days in my territory?
• Do I have a new patient in my territory?
• Which HCP diagnosed the patients?
• Who is the referring HCP?

Using the Diagnosed Patient Page Template

Offline devices require an internet connection to display data.

The Diagnosed Patient page template displays the following sections:

Content creators can extend the date range in the template to display up to 90 days of data.

• Territory - Aligned territories for the user
• Market - Displays market list based on Analytics Market object
• Diagnosis - Select the diagnosis code to display data for
• Overall Diagnosed Patients:
• Total - Displays the total number of diagnosed patients in the last 30 days in the selected territory and market
• Newly - Displays the number of newly diagnosed patients in the last 30 days in the selected territory and market. Newly diagnosed patients are counted if a patient’s Mapped market from the diagnosis code in the Analytics Product Group is included for the first time or after a one year period from Compass patient data.
• Referred In - Displays the number of referred patients in the last 30 days in the selected territory and market. Referred patients are counted if the diagnosis data contains the referring HCP’s information.
• Filter Type - Select Total, New, or Referred In to limit the results displayed
• Diagnosed Patients -Displays individual diagnosis data matching the selected criteria. If the referring HCP is outside of the territory, display the NPI number instead of the name of HCP

Enabling SAP Concur API Version 3

New SAP Concur APIs enable admins in Veeva CRM to configure additional mappings between the two systems, as well as configure the integration to support submitting multiple call expenses.

Mapping to SAP Concur in API Version 3

Updates to Available Mappings

Certain field mappings between Veeva CRM and SAP Concur are available and automatically updated when API Version 3 is enabled. These mappings can be reviewed on the Concur Admin tab:

• CrnCode – Relabeled to TransactionCurrencyCode
• ExpKey – Relabeled to ExpenseTypeCode
• AttendeeType – Relabeled to AttendeeTypeCode
• Custom1-20 – Updated to include Custom1-25
• SystemOwner – Field removed
• UpdateExisting – Field removed

Fields removed or relabeled only apply to default mappings and custom mappings created after updating the API version. Custom field mappings created prior to updating the API version are unaffected and do not affect the ability to submit expenses.

Mapping the AssociatedAttendeesCount Field

The AssociatedAttendeesCount field in SAP Concur enables admins to map a number count when syncing expenses. This is useful when specifying a number of people instead of named attendees for expenses.

To configure mapping the number count:

1. Navigate to the Attendee Mapping section of the Concur Admin page.

2. Populate the following fields:

   • Concur Field – Enter AssociatedAttendeesCount
   • Veeva Field – Enter the appropriate Veeva CRM field to map

   

3. Select the + button to add the mapping.
4. Select Save.

Connected List Mapping

To correctly send the appropriate value mapped between fields in Veeva CRM and SAP Concur, mapped SAP Concur fields must be mapped with an SAP Concur Connected List. Connected Lists can be mapped for both call and medical event expenses and are used when syncing with SAP Concur to retrieve the List Item matching the mapped field value in Veeva CRM.

If the List Item is not found, the raw Veeva Field value is synced.

To configure the SAP Concur List for a custom field mapping:

1. Navigate to the appropriate mapping section of the Concur Admin Page.

2. Populate the following fields:

   • Concur Field – Populate with the appropriate field from SAP Concur
   • Veeva Field – Populate with the appropriate field from Veeva CRM
   • Concur List – Select the corresponding list that is mapped to the SAP Concur Field

   

3. Select the + button to add the mapping.
4. Select Save.

To identify the appropriate SAP Concur List for mapping, in SAP Concur:

1. Navigate to Forms and Fields in Expense Administration.
2. Select the appropriate Form Type.

3. Select the Form Fields tab.

   

4. Select the appropriate Form Field record.
5. Select the field to map in Veeva CRM.

6. Select Modify Form Fields. The appropriate list to use when mapping this field in Veeva CRM displays in the List field.

   

See SAP Concur Technical Documentation for more information.

Sync Details in the SAP Concur Sync Log

To troubleshoot SAP Concur Sync, a sync log is available with information to review expense information that is submitted through the connector to SAP Concur. The file contains details about each expense, attendee, receipt images, and error messages.

To download a sync log, select the appropriate row in the Concur Sync History table on the Concur Admin tab.

The sync log downloads as a CSV file with the following columns:

• ObjectType – Can be either Call or Medical Event
• ObjectId – The specific Call2_vod or Medical_Event_vod record
• OwnerId / Concur User – The owner of the record in Veeva CRM and their corresponding user ID in SAP Concur
• Response – Information returned by SAP Concur on the specific expense, attendee, or other synced record
• Error – Displays any error messages for the synced row, if applicable

Submitting Multiple Call Expenses to SAP Concur

End users may incur multiple expenses as part of meetings with HCPs, for example, meals and beverages purchased for a lunch and learn. Admins can configure the Veeva CRM integration with SAP Concur to enable end users to report multiple expenses within calls, avoiding manual entry in both systems.

End users can create multiple expenses as part of a call report. These call expenses can be configured as part of the SAP Concur integration and submitted for expense reporting.

Creating Expense Types

Admins must create Expense_Type_vod records that map to SAP Concur to allow end users to select different expense types when entering calls.

Expense_Type_vod records must utilize a corresponding SAP Concur ExpenseTypeCode. To retrieve the list of expense codes from SAP Concur:

1. Log in to SAP Concur as an admin with access to Expense Admin.
2. Navigate to Localization > Export Localization.

3. Select Expense Types.

   

4. Select Export.

5. Open the downloaded localization txt file. This file contains available ExpenseTypeCode used for mapping to Expense Type.

   

Once all Expense Type Codes are retrieved from SAP Concur, create all appropriate Expense_Type_vod records in Veeva CRM with the following properties:

• Exclude_From_vod – This multi select picklist must not have Call_vod selected
• Expense_Code_vod – Populate this field with the corresponding SAP Concur ExpenseTypeCode
• Active_vod checkbox enabled

Expense_Type_vod records used for call expenses can also be used with Events Management Expenses. Parent Expense Types are not supported.

Viewing Expense Line Mappings

Mappings for submitting multiple expenses to SAP Concur can be found in the Expense Line to Expense Entry section of the Concur Admin tab. The following mappings are available by default:

Creating Multiple Expenses on a Call

End users can enter multiple expenses from Call2_vod records:

1. Navigate to the section of the call report containing the Expense_Amount_vod field.

2. Select Add Line.

   

3. Populate the following fields:

   • Transaction_Date_vod – Defaults to either the Call_Datetime_vod or Call_Date_vod field
   • Expense_Type_vod – Select the appropriate active Expense_Type_vod record. Records with an Exclude_From_vod field containing Call_vod do not display for selection
   • Amount_vod – The amount of the expense
   • Description_vod – This field is optional
4. Select Add Line again and repeat this process to enter multiple expense lines.

5. Select either Save or Submit. When the call is saved or submitted, the following Call2_vod fields update automatically:

   • Expense_Amount_vod – The sum of Amount_vod on all entered expense lines
   • Expense_Post_Status_vod – Pending

When Attaching Expense Receipts for Call Reporting with SAP Concur is enabled, receipts are saved to the parent call. Receipts are consolidated and submitted with each expense line to SAP Concur.

Creating Multiple Expenses on a Call is available on the CRM Desktop (Windows) platform using High Performance Call Report.

Once calls with multiple expenses are saved or submitted, Expense_vod records are created for each added expense line.

Syncing Calls with Multiple Expenses to SAP Concur

Calls with multiple expenses are synced to SAP Concur by scheduling the SAP Concur Sync or manually initiating the sync from the Concur Admin tab.

Expense_vod records created from Call2_vod records are synced to the connected instance of SAP Concur based on the configured field mappings.

The results of sync processes can be reviewed in the Concur Sync History table on the Concur Admin tab.

Each row in the table contains the following information:

• Total Call Expenses – The number of expense lines submitted
• Total Call Expense Attendees – The total number of attendees submitted per expense. If there are multiple expenses per call the number is multiplied by the number of call attendees.
• Total Expense Receipts – The number of expense receipts

Selecting a job in the table downloads a spreadsheet for all synced records for the selected area, enabling admins to view more details about each synced record.

Tracking Manual Territory Alignment History

The Manual Territory Alignment History object in Veeva CRM tracks when end users manually add an account to their territory in order to document interactions. Records of this object provide an auditable history of when an account was manually assigned to a territory that can be used by business admins and other management groups for both reporting and for use in territory alignment rules.

Manual Territory Alignment History records are automatically created whenever a user manually assigns an account to their territory, and contains references to the user, account, the account’s previous territories, and the account’s new territories.

Using Manual Territory Alignment History Records

The Manual_Territory_Alignment_History_vod object tracks the manual assignment of an account to a territory when added via one of the following features:

• Global Account Search
• Stakeholder Navigator
• Managing Account Hierarchies

Manual_Territory_Alignment_History_vod records are not created when the account is added to the territory using Network Account Search. If Network Account Search and Global Account Search are both enabled for a user's profile, Network Account Search is used.

When an Account_Territory_Loader_vod record is successfully created or updated via one of the above features, a Manual_Territory_Alignment_History_vod record is created with the following fields:

• User_vod – References the user who initiated the manual alignment
• Account_vod – References the account the user manually aligned
• New_Territories_vod – The list of all selected territories added to the Territory_to_Add_vod field on the Account_Territory_Loader_vod. Territories are listed in semicolon separated format.
• Previous_Territories_vod – The list of all territories the account was aligned to prior to the manual alignment, including territory alignments based on the ObjectTerritory2Association records for the account. Territories are listed in semicolon separated format.
• Source_vod – How the manual alignment was initiated. Available values are:
• Global_Account_Search_vod
• Stakeholder_Navigator_vod
• Account_Hierarchy_vod
• Platform_vod – The platform the user used to perform the manual alignment

If the user manually assigns multiple accounts to their territory at once, one Manual_Territory_Alignment_History_vod record is created for each account added.