Configuring Approved Email Integration Users

1. Navigate to Admin > Users & Groups > Permission Sets.
2. Select the appropriate permission set.
3. Select Objects.

4. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   approved_document__v	R	email_fragment__v	veeva_content__v publish_method__v	Read
   veeva_content__v	R	veeva_content__v	content_status__v publish_for_approved_email__v product__v detail_group__v display_name__v description__v language__v allow_source_download__v status_details__v	Read
   veeva_distribution__v	R	crm_content__v	allow_source_download__v cdn_status__v cdn_path__v cdn_path_contains_org__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 status_details__v veeva_content__v	Read
   sent_fragment__v	R	sent_fragment__v	sent_veeva_content__v	Edit
   email_activity__v	CRE	veeva_content_player_activity__v	media_type__v duration__v video_start_time__v video_last_viewed_time__v video_total_time_spent__v video_length__v page_number__v	Edit

To configure this feature:

1. Navigate to Admin > Users & Groups > Permission Sets.
2. Select the appropriate permission set.
3. Select Objects.

4. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   approved_document__v	CRE	email_fragment__v	approved_document_status__v detail_group__v document_description__v email_fragment_html__v language__v product__v publish_method__v veeva_content__v	Edit
   veeva_content__v	CRE	veeva_content__v	content_status__v publish_for_approved_email__v product__v detail_group__v display_name__v description__v language__v allow_source_download__v status_details__v	Edit
   veeva_distribution__v	CRE	crm_content__v	distribution_channel__v processing_status__v related_object_name__v related_object_record_id__v related_attachment_id__v veeva_content__v	Edit
   			allow_source_download__v cdn_status__v cdn_path__v cdn_path_contains_vault_id__v content_status__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

5. Navigate to Admin > Configuration > Objects > Veeva Distribution > Object Types > CRM Content > Distribution Channel.
6. Select Edit.
7. Move Published_Content into the Selected Values area in the Picklist values section.
8. Select Save.
9. Navigate to Objects > Approved Document > Object Types > Email Fragment > Publish Method.
10. Select Edit.
11. Move CRM_Auto_Published to the Selected Values area in the Picklist values section.
12. Select Save.
13. Verify content creators have a Full User license to the Approved Email application in Vault CRM. For details, see Designating Content Admins.

To configure this feature:

1. Navigate to Admin > Users & Groups > Permission Sets.
2. Select the appropriate permission set.
3. Select Objects.

4. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   approved_document__v	R	email_fragment__v	veeva_content__v publish_method__v	Read
   veeva_content__v	R	veeva_content__v	content_status__v publish_for_approved_email__v product__v detail_group__v display_name__v description__v language__v allow_source_download__v status_details__v	Read
   veeva_distribution__v	R	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	Read
   sent_fragment__v	R	sent_fragment__v	sent_veeva_content__v	Edit
   email_activity__v	R	veeva_content_player_activity__v	media_type__v duration__v video_start_time__v video_last_viewed_time__v video_total_time_spent__v video_length__v page_number__v	Read

Publishing Content to CRM and Enabling it as a Fragment

Content Creators can upload and publish content to CRM and enable it as an Approved Email fragment:

1. Create a Veeva Content record.
2. Select Save.
3. Upload the content as an attachment file in the Attachments section. The HCP Content Player displays a preview of the following file types:
   • Image (.gif, .jpeg, .jpg, .png)
   • Video (.mov, .mp4)
   • PDF (.pdf)

   File uploads for Approved Email Fragments are limited to 700MB. This differs from the 4GB limit of Vault Attachments.

4. Select a product in the product__v field.
5. Select a detail group in the detail_group__v field, if applicable.
6. Enter a name for the content in the display_name__v field. This text displays as the content's name in the Approved Email message. This field is optional. If this field is not populated, the name defaults to the value of the Name field on the veeva_content__v object.
7. Access the newly created Veeva Content record.
8. Select approved__v from the content_status__v picklist.
9. Select the publish_for_approved_email__v check box to create an email fragment pointing to the content.

   If Content Groups are enabled, create a corresponding Content Group Content record for the CRM auto-published email fragment.

10. Select Save.

For unsupported file types, the content does not render. The recipient is instead shown the option to download the content if allow_source_download__v is enabled.

Optional Configuration

1. Select a language in the language__v field for the content. This language displays as the fragment's language when end users compose email messages. See Defining the Language of Approved Email Content for more information.
2. Enter a description in the description__v field. This text displays as the fragment's description when end users compose email messages.
3. Select the allow_source_download__v check box to display a Download button in the rendered content that enables email recipients to download the source content.

Customizing the Styling of Fragment Content

By default, Approved Email inserts fragments as a snippet of HTML containing an icon of the content's file type and a hyperlink to the uploaded content.

Content Admins can customize the styling of the HTML snippet by adding the following CSS class selectors to the <style> tag of the Email Template that contains the {{insertEmailFragments}} token:

• .ae-dynamic-email-fragment – Controls the overall style of the table that contains the HTML snippet(s)
• .ae-dynamic-email-fragment td – Controls the overall style of the table cells
• .ae-dynamic-email-fragment td.file-type-icon – Controls the style of the specific table cell containing the file type icon
• .ae-dynamic-email-fragment td.file-name – Controls the style of the specific table cell containing the file name
• .ae-dynamic-email-fragment a – Controls the style of the file link
• .ae-dynamic-email-fragment a:link – Controls the style of the unvisited file link

Expiring Auto-Published Fragments

Content creators can expire a fragment by updating one of the following fields:

• content_status__v - Update to expired__v
• publish_for_approved_email__v - Update to FALSE

Auto-published fragments expire when the content record they are associated with expires. The application also removes the expired fragments from the CDN.

End Users can send published CRM content to accounts by adding the fragments to their approved email templates when composing email messages. CRM auto-published email fragments are enabled for users alongside the fragments from PromoMats/MedComms. See Email Fragments for more information.

The fragment displays in the preview of the Approved Email message.

Users can preview email fragments by selecting the document link in Preview mode.

Vault CRM does not track any activity users perform on links while previewing the fragment. The application prevents users from downloading the content while previewing as well.

When recipients select the link to the fragment in the Approved Email message, the content displays in the HCP Content Player. For information on how content renders and is tracked in the HCP Content Player, see Using the HCP Content Player.

Versioning is not available for auto-published email fragments.