Managing CLM Syncs
Content admins can view the CLM sync history and sync content manually from the CLM Admin tab.
The CLM Subscription History table displays a detailed CLM sync history for all syncs in the past seven days. Each row includes timestamp, user, status, rows processed, and messages, if applicable. The sync notification email includes CSV attachments containing information about the successes, failures, and pending retries from the most recent scheduled sync. Each sync:
- Results in a single entry in the Subscription History table, regardless of the number of PromoMats/MedComms connections
- Syncs CLM content from each PromoMats/MedComms to which the CRM is connected
If there are errors when syncing CLM content, the errors are logged and any presentations impacted by those errors are skipped. A sync error for a slide prevents all presentations using that slide from syncing. The sync successfully processes the remaining presentations. This improves the efficiency of each sync and prevents errors from failing the entire sync.
Using Document States
Each document in PromoMats/MedComms is assigned a state based on the applicable lifecycle. A document state is either classified as Steady or Non-Steady.
- Documents assigned to a Steady State:
- Final or completed
- Ready for Production
- Cannot be deleted
- Documents assigned to a Non-Steady State:
- Not final or completed
- Not ready for Production
- Can be deleted
When creating PromoMats/MedComms connections in the CLM Admin page, admins can choose to include NSS content when syncing to CRM. See Configuring CLM for more information.
Who can use this feature?
- Browser Users
- Users do not require an additional license
- Content Admin Users
Syncing Content from PromoMats/MedComms as
Content Admin Users
Each sync pulls CLM records from PromoMats/MedComms and inserts or updates the corresponding records in CRM. Content admins can sync content manually using the Sync, Force Full Refresh, and Retry Failed buttons:
- Selecting the Sync button performs an incremental update by pulling CLM records from PromoMats/MedComms where the Presentation and/or the Slide records have been modified since the last sync, including any errors that have been fixed
- Selecting the Force Full Refresh button pulls all CLM records from Vault. This includes both staged and approved versions of presentations. Veeva recommends using Force Full Refresh after a CRM Sandbox refresh and after adding or deleting Vaults.
- Selecting the Retry Failed button pulls updates for only CLM presentations which previously had errors and have been fixed. This retries entire presentations containing errors that have been fixed. The Retry Failed button does not display if all items sync successfully.
Content admins can also schedule syncs that run automatically by defining CLM Processes in the Veeva Process Scheduler. See Process Scheduler for more information about scheduling sync processes.
Syncing Staged Presentations
When the Include NSS check box is enabled on the CLM Admin page and a Force Full Refresh is performed when a Staged CLM Presentation exists in CRM:
- If a staged version cannot be located in Vault, meaning the staged version is not the most recent version, the staged CLM presentation is updated
- If the staged or approved version cannot be located in Vault, then the approved CLM presentation in CRM is expired
- If the expired version exists in Vault, the staged and approved CLM presentations in CRM are expired
- If a staged (newest) version exists in Vault but not in CRM, the staged version is pulled into CRM during a Force Full Refresh if Include NSS is enabled.
Expiring Presentations as
Content Admin Users
The CLM integration can expire Non-Steady State (NSS) presentations in CRM without requiring content admins to delete the presentation in PromoMats/MedComms.
When a CLM sync runs in CRM environments where NSS is set to True, the integration expires the Non-Steady State and Steady State versions of the CLM Presentation. When a CLM Presentation expires in CRM, the status__v field of the CLM presentation is set to Expired and the associated CLM presentation slides are deleted.
When the Obsolete State in the PromoMats/MedComms lifecycle is assigned to a Binder Presentation, the corresponding CLM Presentation expires. When the Obsolete State is not defined, NSS CLM Presentations remain, but Steady State CLM Presentations expire.
The Obsolete State in the Binder is not automatically defined when the PromoMats/MedComms lifecycle is released. Some PromoMats/MedComms configuration may be required.
Managing Custom Presentations with Expired Key Messages
To prevent expired Key Messages from rendering CLM Presentations inaccessible, the CLM-PromoMats/MedComms integration automatically deletes CLM Presentation Slides linking custom CLM Presentations to expired Key Messages. This eliminates the need for customers to manually delete these slides and allows automatic updating of custom presentations.
This does not change how the CLM-PromoMats/MedComms integration manages CLM Presentation Slides linking Key Messages to CLM Presentations.
