To configure this feature:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Configuring Approved Email Admins and Integration Users
2. Navigate to Admin > Users & Groups > Permission Sets and select the appropriate permission set.
3. Select the Objects tab.

4. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   approved_document__v	CRED	events_management__v	event_management_subtype__v audience__v	Edit
   em_event_material__v	CRED	email_template__v	email_template__v subtype__v	Edit
   em_event_rule__v	CRED	All applicable object types	email_template__v	Edit
   em_topic_material__v	CRED	All applicable object types	email_template__v	Edit
   sent_email__v	CRED	events_management__v	em_attendee__v event__v em_event_speaker__v em_event_team_member__v events_management_subtype__v account_email__v user__v	Edit

Configuring RSVP Links

Admins can also enable adding RSVP links to Approved Email content. Recipients can select these links to directly RSVP to the event.

To configure this feature, grant the following permissions:

To configure this feature for content creators, ensure Integrating Vault CRM and PromoMats / MedComms for Approved Email is complete.

Restricting Email Recipients by Audience Type

Approved Email for Events Management supports the ability to designate a target audience type for a given email template. The designation is set in PromoMats/MedComms. Allowed audience types are Attendee, Speaker, and Team Member.

To configure this, add the event_audience__v field to the appropriate email_template__v layouts in the connected PromoMats/MedComms Vault instance.

To configure this feature:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Configuring Approved Email End Users
2. Navigate to Admin > Users & Groups > Permission Sets and select the appropriate permission set.
3. Select the Objects tab.

4. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   approved_document__v	RE	events_management__v	event_management_subtype__v audience__v	Edit
   em_event_material__v	RE	email_template__v	email_template__v subtype__v	Edit
   em_event_rule__v	RE	All applicable object types	email_template__v	Edit
   em_topic_material__v	RE	All applicable object types	email_template__v	Edit
   metadata_definition__v	R	event_type__v	n/a	n/a
   metadata_translation__v	R	event_type__v	n/a	n/a
   sent_email__v	RE	events_management__v	em_attendee__v event__v em_event_speaker__v em_event_team_member__v events_management_subtype__v account_email__v user__v	Edit

5. Navigate to the em_event__v object in the selected permission set.
6. Grant Execute permission to the send_email__v object action.
7. Navigate to Admin > Configuration > Objects > em_event__v > Object Types.
8. Select the Actions link.
9. Select the send_email__v check box for the appropriate object types.
10. Add send_email__v to the visible_buttons__v field of the appropriate em_event_layout__v records. See Defining Event Layouts for more information.

Configuring RSVP Links

Admins can also enable adding RSVP links to Approved Email content. Recipients can select these links to directly RSVP to the event.

To configure this feature, grant the following permissions:

Approved Email for Events Management uses an integration with a MedComms or PromoMats Vault instance. This integration pushes the list of Event Types and Event Topics from CRM to Vault. When creating an Approved Email Template in Vault, the content administrator can select which Event Types and Event Topics the template is valid for.

Once the template is pushed to CRM, Event Rule records are created to capture which Event Types and countries the template is valid for. Topic Material records are created to capture which Event Topics the template is valid for.

Log a support case to enable Events Management Integration in your MedComms or PromoMats Vault. Once enabled, the new Events Management objects and fields display in the Email Template information section on the Events Management Properties sub-section.

Select the Incremental Refresh button in the Refresh Administration section to extract all Event Types and Event Topics from Vault CRM and push the data to PromoMats and MedComms.

Event Types are pushed into the crm_event_type__v picklist in PromoMats and MedComms. The picklist label includes the instance name and the Event Type generated from the object type. This enables customers to specify where the template is valid in the case that several Vault CRM environments are pointing to a single PromoMats or MedComms instance. Only active object types push.

Object type translations are not supported through the integration and must be updated manually by modifying the translation in PromoMats and MedComms.

CRM Event Types are specified as object types on the em_event__v object. These are mapped to the crm_event_type__v picklist in PromoMats and MedComms.

Event Topics are also pushed from CRM to Vault. Event Topics are stored in the em_catalog__v object using the event_topic__v object type. In PromoMats/MedComms, they are stored in the crm_event_topic__v object. Only topics with a status of Approved push.

The em_catalog_name__v field is required in order for em_catalog__v records to push to PromoMats or MedComms.

Event Topic names in CRM can be up to 255 characters long. In Vault, the Event Topic name can only be 128 characters long. To allow for the full topic name to display, an additional field full_name__v is used in Vault.

Setting up Templates

Once the integration has run and Vault CRM Event Types and Topics are available in PromoMats or MedComms, the content admin can use these attributes to determine when an email template should be made available. Templates are defined using the Events Management subtype:

1. Create an Email Template.

2. Select Events Management Invite Template for the Email Template Type field.

3. Populate the following fields in the Events Management Properties section. These fields determine usage and visibility in Vault CRM:

   • Email Template Subtype
   • Event Types
   • Event Topics

4. Use the Country field in the General Properties section to select the appropriate countries the template should apply to.

Supported Approved Email Tokens in Events Management Content

Content creators are responsible for creating and managing Email Templates. See Creating Approved Email Templates for more information.

Content that includes tokens with reference to API Names must be set with the appropriate content target platform. See Setting the Target Platform for Approved Email Content for more information.

The following Approved Email Configuration Tokens are supported for content used for Events Management purposes:

• {{accCredentials}} – Displays the account's credentials
• {{accFname}} – Displays the account's first name
• {{accLname}} – Displays the account's last name
• {{accTitle}} – Displays the account's title
• {{addToCalendar}} – Adds an .ICS file attachment that recipients can use to add the event to their calendar

• {{customContent}}

  This token is only supported in emails sent to in-territory recipients.

• {{customText()}}
• {{$VaultDocID}} – Generates a link to a PromoMats Vault document
• {{emailTemplateFragment}} – Defines a section in the footer where Email Fragments are inserted
• {{insertEmailFragments}} – Defines a section in the template where Email Fragments are inserted
• {{ObjectAPIName.FieldAPIName}} – Limited to the following objects:
• em_event__v
• em_attendee__v – Only as a recipient
• em_event_speaker__v – Only as a recipient
• em_event_team_member__v – Only as a recipient
• {{ObjectAPIName.RelationshipName.FieldAPIName}} – Limited to the following objects:
• em_event__v
• em_attendee__v – Only as a recipient
• em_event_speaker__v – Only as a recipient
• em_event_team_member__v – Only as a recipient
• em_speaker__v – Only available as the middle RelationshipName parameter
• em_catalog__v – Only available as the middle RelationshipName parameter
• {{approvedEmailAction}} – Tokens that create a link in the email
• {{ISILink}} – Generates a link to an Important Safety Information Vault document
• {{timeZone}} – Displays the time zone of the device
• {{userEmailAddress}} – Displays the user's email
• {{userName}} – Displays the user's name
• {{userPhoto}} – Displays the user's photo, if available
• {{unsubscribe_product_link[External URL,Value of the appropriate unsubscribe_identifier__v field]}} – See Adding and Customizing Unsubscribe Links for more information
• {{PieceLink}} – Generates a link to a Related Piece Vault document
• {{PILink}} – Generates a link to a Prescribing Information Vault document

 RSVP links redirect to a customer-defined landing page using the following format:

<a href={{approvedEmailAction[CUSTOMER LANDING PAGE,RSVP IDENTIFIER]}}></a>

For example, if the landing page is hosted on https://example.com and selecting the link registers the recipient response as Yes, the link would be:

<a href={{approvedEmailAction[https://example.com,Event_Accept]}}>Yes</a>

If a landing page is not used for the RSVP link, the LandingPageURL parameter may be left blank.

Customer-hosted landing pages for RSVP links should contain the HTML defined by the html_message__v field for the appropriate action, as well as the following JavaScript snippet:

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<div align="center" id="multichannelmessage"> </div>
<!-- The iFrame and Multichannel Message Page will replace the above <div> tag. Please note that the id of the <div> matches the first parameter of the constructor -->
<script>
    var tag = document.createElement('script');
    tag.src = "//cdnmc1.vod309.com/multichannel/veeva/js/externalrequest/embed-multichannelmessage.js";
        
    var firstScriptTag = document.getElementsByTagName('script')[0];
    firstScriptTag.parentNode.insertBefore(tag, firstScriptTag);
    // This function creates an <iframe> (and multichannelmessage iframe viewer)
    // after the API code downloads.
    var multichannelMessage;
    function onMultichannelMessageAPIReady() {multichannelMessage= new MUL.Frame('multichannelmessage', {height: '600px',width: '80%',});}  
</script>

Templates in either Staged or Approved status can be sent to Vault CRM for use from an Event. These templates import as approved_document__v records. Only business admin users in Vault CRM can view and send staged content.

To send templates to Vault CRM, select one of the following buttons from the Approved Email Administration tab:

• Incremental Refresh
• Force Full Refresh

This process both sends Event Types and Event Topics updates to Vault, as well as pulls email templates from Vault to CRM. Incremental Refresh only pulls templates to Vault CRM that have been updated since the last refresh.

Event Rules and Topic Materials

When templates are imported into Vault CRM, em_event_rule__v and em_topic_material__v records are created based on the Event Types, Countries, and Event Topics associated with the template in PromoMats or MedComms. This ensures the imported templates are made available to the appropriate events.

These records have the following properties, based on the attributes from the template in PromoMats or MedComms: