To configure this feature:

1. Ensure Configuring Approved Email as Document Model is complete.
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate Permission Set.
4. Select Objects.

5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   user_exception_message__v	R	All	All	Read
   user_exception_item__v	R	All	All	Read
   connection_settings__v	RE	Approved Email Integration Settings	country_filter__v	Edit

6. Navigate to the Application tab of the permission set.

7. Select the Manage Connections checkbox.

8. Navigate to Admin > Settings > General Settings.

9. Select the Enable CrossLink Documents checkbox.

10. Navigate to Admin > Configuration > Document Types.

11. Select the Email Template type.

12. Select Edit Details from the All Actions menu.

13. Select Source document’s source file and rendition for the CrossLink Source Type field.

14. Repeat this process for the Email Fragment and Template Fragment types.

15. Activate the Approved Email Integration and its Integration Points in the Connection. The following records are automatically provisioned as Inactive by default:

    Record	Name	API Name
    Integration	PromoMats-CRM: Approved Email Integration	promomats_crm_ae_i__v
    Integration	Medical-CRM: Approved Email Integration	medical_crm_ae_i__v
    Inbound Integration Point	<Connection Name>: Approved Email	<connection_name>_approved_email_iip__v
    Outbound Integration Point	<Connection Name>: Approved Email Country	Available values are: promomats_crm_ae_country_oip__v medical_crm_ae_country_oip__v
    Integration Rule	<Connection Name> Approved Email Integration Rule	Available values are: promomats_crm_approved_email_ir__v medical_crm_approved_email_ir__v

    Duplicate integration record names, and the names of all records under the integration, are appended with a number, for example PromoMats-CRM: Approved Email Integration 001.

Mapping Document Types

The following standard Document Type Reference Lookups in the Connection are defined by default and cannot be edited:

PromoMats/MedComms Document Type	Vault CRM Document Type
Email Template (email_template__v)	Email Template (email_template__v)
Email Fragment (email_fragment__v)	Email Fragment (email_fragment__v)
Template Fragment (template_fragment__v)	Template Fragment (template_fragment__v)
Reference > Labeling (reference__v.labeling__v)	Reference > Labeling (reference__v.labeling__v)
Reference > Important Safety Information (reference__v.important_safety_information__v)	Reference > Important Safety Information (reference__v.important_safety_information__v)

To map custom Document types between Vault CRM and PromoMats/MedComms:

1. Navigate to the appropriate Connection record.

2. Create a Document Type Reference Lookup record in the Connection, then create a Reference Lookup record for each custom document type configured as Related Piece, Related Medical Content, or Other Related Documents.

   Only document types with Reference Lookups defined sync through the integration.

3. Populate the source key with the document type API name in PromoMats/Medical Vault, defined down to the classification level where applicable:

   • doctype__v
   • doctype__v.subtype__v
   • doctype__v.subtype__v.classification__v

Each source key must be unique, and the Reference Lookup must be Active to apply. Document Type Reference Lookups on the PromoMats - CRM and Medical - CRM Connections apply when Active without being added to a Field Rule.

Mapping Document Lifecycles

For document types that do not use the Vault CRM Content Lifecycle, customers must define a Document Lifecycle State Reference Lookup record in the Connection for each lifecycle state that maps to Vault CRM.

Populate the source key with the Document lifecycle and lifecycle state API name in PromoMats/Medical Vault, for example general__c.draft__c. Each source key must be unique, and the Reference Lookup must be Active to apply.

There is no default lifecycle, and Documents that are not assigned to the CRM Content Lifecycle and do not have Document Lifecycle State Reference Lookups defined fail to sync. Email Templates, Email Fragments, and Template Fragments are hard-coded to the Vault CRM Content Lifecycle and use the following mappings:

PromoMats/Medical Vault State Type	Vault CRM Lifecycle State
Steady State	Approved
Obsolete State	Expired
Superseded State	Superseded
All Other States	Staged

Default Reference Lookups are also provisioned to the General Lifecycle (general_lifecycle__c) in Vault CRM for the Reference > Labeling and Reference > Important Safety Information document types, which are assigned that lifecycle by default:

Source Key	Vault CRM Lifecycle State
medical_library__c.approved_for_use__c reference_documents__c.approved_for_use__c	approved__c
medical_library__c.expired__c reference_documents__c.expired__c	obsolete__c
medical_library__c.draft__c reference_documents__c.draft__c	draft__c

Customers must also add the Rendition Transfer Status (rendition_transfer_status__v) field to any additional Document type configured to sync through the integration. This field is automatically provisioned on the dynamic_word_template__v, reference__v.important_safety_information__v, reference__v.labeling__v, and slide__v Document types and is hidden by default. It is used only by Vault CRM processes to determine when all renditions for a document are available, and should never be viewed or set manually.

Mapping Reference Fields

Reference fields on Documents in PromoMats/MedComms can also be mapped to Vault CRM, enabling these fields to resolve correctly during the sync and integration via Field Rules on the Approved Email Integration Rule.

The following standard fields map from PromoMats/Medical Vault to Vault CRM:

Vault CRM Document Field	PromoMats/MedComms Query Object	Query Field
brand__v	document_product__vr – For PromoMats document_local_product__vr – For MedComms	name__v
product_family__v	document_product_family__vr – For PromoMats document_product__vr – For MedComms	name__v
indication__v	document_indication_disease__vr	name__v
language__v	documents	language__v
restrict_fragments_by_product__v	documents	restrict_fragments_by_product__v
audience__v	documents	event_audience__v
bcc__v	documents	bcc__v
check_consent__v	documents	check_consent__v
target_platform__v	documents	crm_target_platform__v
content_type__v	document_content_type__vr	external_id__v
title__v	documents	title__v
document_host_url__v	documents	document_host_url__v
email_builder__v	document_content_module__vr	name__v
email_domain__v	documents	email_domain__v
events_management_subtype__v	documents	crm_template_subtype__v
email_from_address__v	documents	from_address__v
email_from_name__v	documents	from_name__v
hidden__v	documents	crm_hidden__v
key_message__v	document_key_message__vr	external_id__v
email_replyto_address__v	documents	reply_to_address__v
email_replyto_name__v	documents	reply_to_name__v
email_subject__v	documents	subject__v
survey__v	document_crm_survey1__vr	external_id__v
territory__v	documents	territory__v
email_template_type__v	documents	email_template_type__v

Older instances of PromoMats/MedComms will need to manually map reference fields if they use the __c Document Types.

To configure this feature:

1. Ensure Configuring Approved Email as Document Model is complete.

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

3. Select the appropriate Permission Set.

4. Select Objects.

5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   Document	R	All appropriate object types	All mapped fields	Read

Content Creators create, review, and approve Email Templates, Email Fragments, and Template Fragments in PromoMats and MedComms, and the integration transfers them to Vault CRM. Documents are created with bound reference to the corresponding Document version in PromoMats and MedComms, meaning that new draft versions can be created in PromoMats or MedComms without affecting availability in Vault CRM. When a new Approved version of a Document is synced via the integration, a new version of the Document is created in Vault CRM.

In addition, the integration syncs the fields mapped through Field Rules and the Assets rendition. Content Creators can confirm in PromoMats/Medical Vault that documents were successfully crosslinked to Vault CRM.

The following fields are populated automatically on Approved Email documents in Vault CRM and are not mapped through Field Rules:

Vault CRM Document Field	Populated With
name__v	The source Document's name__v
detail_product__v	The crm_product__v value in PromoMats/Medical Vault, matched on external_id__v to vexternal_id__v in Vault CRM. If crm_product__v is null, the product__v value is used. If neither field is populated, Detail Product remains null and the document syncs successfully.
product_group__v	The crm_product_group__v value in PromoMats/Medical Vault, matched on the combination of the referenced Product and Detail Group.
detail_group__v	The crm_detail_group__v value in PromoMats/Medical Vault, matched on external_id__v to vexternal_id__v in Vault CRM. If crm_detail_group__v is null, the detail_group__v picklist value label is matched to name__v in Vault CRM. If neither field is populated, Detail Group remains null and the document syncs successfully.
vexternal_id__v	<vault DNS>__<source vault doc ID>__<source vault doc version>
source_vault_dns__v	The source Vault's DNS.
source_vault_document_id__v	The source Vault document's ID.
publish_method__v	vault_user_published__v
cdn_processing_status__v	waiting_for_assets__v, if the document has an Assets rendition.
email_allows_documents__v	True, if the Email Template contains the {{insertEmailFragments}} or {{insertEmailFragments[Minimum,Maximum]}} token.
ai_enabled_template__v	True, if the Email Template contains the {{aiRewriteStart}} or {{aiRewriteEnd}} token. See Agentic Email Overview for more information.

To sync Approved Email content to Vault CRM:

1. Create or update an Email Template, Email Fragment, or Template Fragment in PromoMats/Medical Vault.
2. Move the document to a lifecycle state that syncs through the integration. By default, only Steady State documents sync.
3. Confirm the document is assigned a country included in the Country Filter of the target Vault CRM, if the Approved Email Country Integration Point is active. Documents with no countries assigned always sync.

PromoMats/Medical Vault records all changes to Approved Email documents and notifies Vault CRM, which schedules a job to run five minutes later. Vault CRM then queries only the documents that changed since the last successful run. Changes that sync include document versions and renditions that are created, updated, or deleted, changes to document metadata, and changes to Approved Email document relationships. On the first full sync after the integration point is activated, only the latest minor version and the latest steady state version sync. Superseded and Obsolete versions are maintained in Vault CRM after incremental and subsequent full syncs.

To sync Documents related to Approved Email content, relate the document to an Email Template, Email Fragment, or Template Fragment in PromoMats/Medical Vault using one of the following relationships:

PromoMats/Medical Vault Relationship	Vault CRM Relationship
Related PI	Related PI
Related Email Fragments	Related Email Fragments
Related Template Fragments	Related Template Fragments
Related Piece (PromoMats) Related Medical Content (Medical)	Related Piece
Related ISI	Related ISI
Other Related Documents	Other Related Documents

Related documents sync as version-specific Documents, in the same way that Approved Email content syncs.

To remove Approved Email content from Vault CRM, delete the Document in PromoMats/Medical Vault, or move it to an Obsolete state. The corresponding document in Vault CRM moves to the Expired state instead of being deleted, which maintains the references other records in Vault CRM have to it. A related document that is expired or obsolete in PromoMats/Medical Vault is expired in Vault CRM, and its Approved Email document relationships are preserved. A related document that is removed from all Approved Email document relationships in PromoMats/Medical Vault is expired in Vault CRM.

Documents that sync through the integration are read-only in Vault CRM. Modifying document metadata or document relationships in Vault CRM, including adding or removing related documents, is not supported.

When a document fails to sync, Vault CRM creates a User Exception Message with User Exception Items that contain the IDs of the documents that failed. Documents fail to sync and move to the Sync Error lifecycle state, if they were previously synced, in the following scenarios:

• The document has a mapped field that references a Vault Object record that does not exist in Vault CRM
• The document has a required field in Vault CRM that is not populated in, or mapped from, PromoMats/Medical Vault
• The document has a mapped field that references a picklist value that does not exist in Vault CRM
• The Email Template or Email Fragment has a relationship to a document that fails to sync

When a related document fails to sync, it also causes a sync failure for any Email Templates or Email Fragments related to it. When a text field in PromoMats/Medical Vault is longer than the mapped field in Vault CRM, the value truncates when it syncs and a warning displays in the logs, but the sync does not fail and no User Exception Message is created.

User Exception Messages are set to Inactive when the user runs the Reprocess Request action on the User Exception Message, or the next time the related integration runs successfully.

When the Document Transfer Integration is active in the same Connection and is configured to sync the same documents, the two integrations do not run at the same time. When one integration receives a notification while the other is running, it waits for the running integration to complete before starting. Documents are not duplicated, because each integration checks whether the document was already created or updated by the other. Where the Approved Email Integration is configured to sync non-steady state related documents and the Document Transfer Integration is not, the Approved Email Integration syncs the latest non-steady state version and the Document Transfer Integration syncs only changes to Steady State versions. If one integration encounters an error syncing a document, the other still attempts to sync it, and each integration checks whether the other has already resolved the error before retrying.