Approved Email Overview
Approved Email is a powerful feature that integrates with Vault PromoMats (or MedComms) to streamline the creation and delivery of compliant emails within Vault CRM. Users can send Approved Emails from various entry points within Vault CRM, use BCC for privacy and data security, and integrate Key Messages to ensure alignment with overarching communication strategies.
Users require an Approved Email license.
Approved Email leverages pre-approved HTML content ensuring brand consistency and compliance while providing flexibility for end-users to personalize emails with recipient-specific information. At the same time, Approved Email captures key metrics, for example, open rates, click-through rates, and content views to track email performance and optimize future communications.
Benefits:
- Increased Efficiency - Reduces the time and effort required to create and send emails
- Improved Compliance - Ensures all emails adhere to regulatory and brand guidelines
- Enhanced User Experience - Provides a seamless and intuitive interface for creating and sending personalized emails
By leveraging Approved Email, organizations can enhance their communication strategies, improve efficiency, and drive better outcomes.
Not all features are available on all platforms. For a list of available platforms for each feature, see Platform Functionality.
Users and Roles
With Approved Email, the following users are able to perform the following tasks:
Content Creators
- Using HTML, CSS, and a set of Veeva-provided tokens, create reusable, compelling, and compliant content for end users to send to recipients
- Does not need to be a user in either PromoMats/MedComms or Vault CRM. Performs the following tasks:
- Creates and locally tests Approved Email content using HTML and Approved Email tokens
- May create content using the BEE Editor (PromoMats/MedComms user required)
Integration Users
- Customize the connection between Vault CRM and PromoMats/MedComms, including mapping fields between the two systems
- Maintain the credentials the Multichannel engine uses to authenticate the PromoMats/MedComms - Vault CRM integration
- Exist in both PromoMats/MedComms and Vault CRM and can be a new user specifically created for this task, or an existing user
- The integration user is typically the admin user, but there is no limitation on the type of user for this process as long as the following conditions are met:
- The user has the basic Approved Email Administrator permissions configured
- The Password Never Expires field is selected on the user's profile
- The user's language is set to English in both PromoMats.Medcomms and Vault CRM
Content Admin Users
- Using Vault's approval process with Vault CRM functionality, manage the readiness of Approved Email content and control which end users have access to the content
- Test staged content in Vault CRM using the same flow as an end user to ensure content functions correctly
- Track activity tied to an Approved Email, for example, opens, click-throughs, and content views, and use that information to optimize content
- Exist in both PromoMats/MedComms and Vault CRM
- The Content Admin performs the following tasks:
- Creates product records
- Uploads Email Templates, Email Fragments and Template Fragments to PromoMats/MedComms
- Starts and participates in Vault content approval process
- Loads content into Vault CRM via the Approved Email Administration page
- Tests and validates Approved Email content
- Manages end user access to content
- Creates and views Approved Email Reports and Dashboards
End Users
- Compose Approved Emails using pre-approved and compliant content
- Selects recipients and sends Approved Emails to HCPs
- Depending on the content and organization, may also have the ability to customize content to best suit each relationship
