To configure this feature:

1. Ensure the following features are enabled:

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

5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   veeva_distribution__v	CRE	crm_content__v	allow_source_download__v cdn_status__v cdn_path__v cdn_path_contains_vault_id__v content_status__v distribution_channel__v file_extension__v file_name__v file_size__v file_type__v last_processed_date__v last_published_file__v last_published_version__v processing_status__v related_object_name__v related_object_record_id__v related_attachment_id__v status_details__v veeva_content__v	Edit
   sent_email__v	CRE	events_management__v	email_files__v	Read
   			veeva_distributions__v	Edit
   sent_fragment__v	CRE		sent_veeva_distribution__v	Edit

To configure this feature:

1. Ensure the following features are enabled:

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

5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   veeva_distribution__v	CRE	crm_content__v	processing_status__v related_object_name__v related_object_record_id__v related_attachment_id__v	Edit
   			cdn_status__v cdn_path__v cdn_path_contains_vault_id__v file_extension__v file_name__v file_size__v file_type__v last_processed_date__v last_published_file__v last_published_version__v status_details__v	Read
   em_event_material__v	R	All	approved__v	Read
   sent_email__v	CRE	events_management__v	email_files__v	Edit
   			veeva_distributions__v	Read
   sent_fragment__v	R	sent_veeva_distribution__v	sent_veeva_distribution__v	Read

6. Navigate to Admin > Configuration > Objects > em_event_material__v > Layouts.
7. Place the Attachments related object section on the appropriate layouts.
8. Navigate to Admin > Configuration > Objects > em_event_material__v > Fields > approved__v.
9. Select yes__v as the default picklist value. This step is optional and immediately enables sharing attachments from the Event Material records.

Content creators can control the availability and positioning of attached files in Approved Email templates by inserting the {{insertEventFiles}} token. 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

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

Files can be made available in Approved Emails by adding attachments to an em_event_material__v record with an approved__v field value of yes__v.

The following formats are supported:

To add local files related to an event to an Approved Email:

1. Initiate sending an Approved Email for the appropriate event.
2. Select the appropriate template. Templates with the {{insertEventFiles}} token display a red placeholder prompting users to add files to the email.
3. Select the Add Files button to display the Add Files modal, which displays all attachments associated with the event via em_event_material__v records with an approved__v field of yes__v.

4. Select the checkbox 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

5. Select Add.

   

6. Drag and drop the files to arrange them in the appropriate order.
7. 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.
8. Continue with sending the Approved Email.

Viewing and Downloading Files From Sent Emails

Selecting the File Name hyperlink in the sent email displays the attachment file via the HCP Content Player in the device’s browser. Recipients can select the Download button to download the attachment 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 attachment. When the attachment 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__v record is created and associated with the sent_email__v record representing the email. This email_activity__v record has the following properties:

• Object Type – veeva_content_player_activity__v
• event_type__v – downloaded__v
• activity_datetime__v – The time the recipient clicked on download button
• sent_email__v – The sent_email__v record which contained the link
• veeva_distribution__v – References the Veeva Distribution record used to access the downloaded file
• transaction_type__v – events_management__v
• client_name__v – The name of the email client used to open the email
• client_os__v– The operating system of the device used to open the email
• client_type__v– The client type used to open the email
• device_type__v – The device type used to open the email