Legacy Microsoft Outlook Integrations

Starting with the 26R2.0 release, Vault CRM will transition all Microsoft Outlook integrations, including the My Schedule calendar and Service Center Shared Mailbox to use the Core System User. While Vault CRM instances created after 26R1.0 will automatically use the Core System User, customers currently using a dedicated integration user must manually switch to the Core System User before 26R2.0 to maintain functionality.

Legacy Microsoft Outlook Integration Permissions for

Legacy integration users require the following configuration for the My Schedule integration with Microsoft Outlook:

  1. Navigate to Admin > Users & Groups > Permission Sets.

  2. Select the appropriate integration user permission set, or create a permission set and security profile for the integration user, if one does not already exist. The integration user requires a dedicated permission set and security profile, but the same integration user can be used for multiple integrations in Vault CRM.

  3. Select the Objects tab.

  4. Grant the following permissions:

Object

Object Permission

Object Types

Fields

 Field Permission
account__v at least R All
  • formatted_name__v
  • name__v
at least Read
call2_v R All

Required:

  • account__v
  • call_date__v
  • created_date__v
  • ownerid__v
  • modified_date__v
  • ms_teams_remote_meeting__v

*Optional:

  • call_datetime__v
  • call_channel__v
  • duration__v
  • parent_call__v
Read
child_account__v R All parent_child_name__v Read

external_calendar__v

CRED

microsoft_outlook__v

Required:

  • external_calendar_id__v
  • is_default_calendar__v
  • name__v
  • object_type__v
  • ownerid__v
  • title__v

*Optional:

  • allowed_online_meeting_providers__v
  • can_edit__v
  • can_share__v
  • can_view_private_items__v
  • change_key__v
  • color__v
  • default_online_meeting_provider__v
  • hex_color__v
  • is_removable__v
  • is_tallying_responses__v
  • owner_name_and_address__v

Edit

external_calendar_event__v

CRED

microsoft_outlook__v

Required:

  • end_datetime__v
  • end_time_zone__v
  • event_created_datetime__v
  • event_last_modified_datetime__v
  • external_calendar__v
  • external_calendar_event_id__v
  • is_all_day__v
  • object_type__v
  • original_end_time_zone__v
  • original_start_time_zone__v
  • sensitivity__v
  • series_master_id__v
  • start_datetime__v
  • start_time_zone__v

*Optional:

  • allow_new_time_proposals__v
  • attendees__v
  • body_content_type__v
  • body_preview__v
  • categories__v
  • change_key__v
  • description__v
  • has_attachments__v
  • hide_attendees__v
  • icaluid__v
  • importance__v
  • is_cancelled__v
  • is_draft__v
  • is_organizer__v
  • is_ms_teams_meeting__v
  • is_reminder_on__v
  • locations__v
  • ms_teams_join_url__v
  • online_meeting_provider__v
  • organizer_name_and_email_address__v
  • recurrence__v
  • reminder_minutes_before_start__v
  • response_requested__v
  • show_as__v
  • title__v
  • transaction_id__v
  • type__v
  • web_link__v

Edit
language__sys R n/a name__v Read

language_locale__sys

R

n/a

name__v

Read

locale__sys

R

n/a

name__v

Read
medical_event__v R All
  • created_date__v
  • end_date__v
  • end_time__v
  • modified_date__v
  • ownerid__v
  • start_date__v
  • start_time__v
Read
medx__v R All
  • agenda__v
  • created_by__v
  • created_date__v
  • end_datetime__v
  • modified_date__v
  • ownerid__v
  • start_datetime__v
  • state__v
  • status_v
  • title__v
Read

message__v

R

n/a
  • category__v
  • language__v
  • name__v
  • text__v

Read
remote_meeting__v R base__v

Required:

  • meeting_id__v
  • ms_teams_meeting_link__v

*Optional:

  • meeting_password__v
  • scheduled__v
 Read

time_off_territory__v

R

All
  • created_date__v
  • date__v
  • hours_off__v
  • modified_date__v
  • ownerid__v
  • reason__v
  • start_time__v
  • time__v

Read

user__sys

RE

n/a
  • ms_outlook_last_pull_activity__v
  • ms_outlook_last_push_activity__v

Edit
  • application_profile__v
  • enable_ms_outlook_calendar__v
  • id
  • name__v
  • user_identifier__v
  • language__sys
  • locale__sys
  • license_type__sys
  • security_profile__sys
  • timezone__sys
Read

veeva_settings__v

R

n/a
  • application_profile__v
  • disable_tot_weekends__v
  • enable_schedule_medical_event__v
  • enable_child_account__v
  • security_profile__v

Read
*To control which information from a Microsoft Outlook entry is pulled in to Vault CRM, admins can remove integration users’ field permission for fields which are not required for the integration. Changes to field permissions only apply for future entries. After the integration user’s field permission is removed, the data from that field continues to display on previously synced Microsoft Outlook entries in Vault CRM, until the entries are updated and re-synced.

Related Topics

Integrating My Schedule and Microsoft Outlook Calendars

Using the Service Center Inbound Tab

If any of the objects in Vault CRM have Dynamic Access Control enabled, the integration user must be given View permission to the records though Matching Sharing Rules or Custom Sharing Rules if the events are to be synced with Outlook Integration.

  1. Select the Admin tab for the permission set.

  2. Grant Read, Create, and Edit permission for Objects, found under the Configuration section of the Admin tab.

  1. Select the checkbox for the Manage User Object setting, found under the Security section of the Admin tab.
  2. Select the Application tab for the permission set.

  3. Select the checkbox for the Access API setting, listed in the API row.

  4. Navigate to Business Admin > Objects > user_territory__v.

  5. Create a user_territory__v record for the integration user and assign the integration user to the root territory in the Vault.
  6. Select the Outlook Integration Administration tab.
  7. Enter the integration user's Vault CRM credentials on the Outlook Integration Administration page, and select Save.

Legacy Service Center integration users require the following permissions:

  • Received Email (received_email__v) object:
  • Object Permission: Create, Read, Edit
  • Object Types: service_center__v,
  • All Object Fields: Create, Read, Edit
  • Application Permissions:
  • Access API
  • File Staging: Access

Switching to the Core System User as

Admin users must manually switch Microsoft Outlook integrations to use the Core System User to eliminate the need to manage a dedicated integration user.

System Users are created in Vault CRM instances and managed by Veeva for integration purposes. By default, these users are assigned the appropriate permission set. Customers cannot update the permission set.

To switch to the Core System User:

  1. Navigate to Admin > Configuration > Outlook Integration Administration.

  2. Select Switch to System-Owned User.

    Switching to the Core System User is permanent. Once an admin selects this button and confirms the switch, they cannot return to using the integration user to manage permissions.

  3. Select Continue to confirm the switch.