To match the appropriate Product references from PromoMats/MedComms to the Product records in Vault CRM, the external IDs must be specified for both PromoMats/MedComms Products (product_v) and Vault CRM Products (product__v). These Products include detail products and detail topics.

Product External IDs can be set up in two ways:

• Scenario 1: Country is used
• In PromoMats/MedComms, External IDs need to be setup for Product and Country (i.e. Cholecap External ID = 1001 and France External ID = FR)
• In CRM the Product Veeva External ID needs to be: Cholecap Veeva External ID = 1001::FR
• Scenario 2: Country is not used
• In PromoMats/MedComms, External IDs need to be setup for Product (i.e. Cholecap External ID = 1001)
• In CRM, the Product Veeva External ID needs to be Cholecap Veeva External ID = 1001

See Syncing Metadata Between Vault PromoMats/MedComms and Vault CRM for more information.

If Detail Groups are used in Vault CRM, Detail Groups must be enabled in PromoMats/MedComms.

Detail Groups are disabled by default in PromoMats/MedComms.

To enable Detail Groups in PromoMats/MedComms, add the Detail Group picklist to the Slide Document Type:

1. Navigate to Admin > Configuration > Document Fields > Document Properties.
2. Select Slide.
3. Select Add.
4. Select Existing Shared Property.
5. Select Detail Group.
6. Navigate to Admin > Configuration > Field Layout > Property Layout.
7. Select Product Information from the list.
8. Select Edit and order the fields so Detail Group is first, Product is second.

To define Detail Groups in PromoMats/MedComms:

1. Populate the Detail Group values in Vault: Admin > Configuration > Picklists > Detail Group.
2. Select Edit to add new Detail Groups. Do not delete the Common entry. This is required to map to the default Common group delivered in Vault CRM.
   • The key of the picklist value in PromoMats/MedComms must be populated in the vexternal_id__v field on the Detail Group Product record. For example, the picklist value Neurology in PromoMats/MedComms creates the picklist key neurology__c. This key should be entered in the vexternal_id__v field for the Neurology Detail Group record in CRM.

Content admins can map Vault VOF (Vault Object Framework) records and fields to CRM fields using the CLM-PromoMats/MedComms Integration. For example, you need to map a Country VOF lookup on a CLM document in PromoMats/MedComms to a custom text field on CLM records in CRM.

When content admins view the Field Mapping page, the Edit Mapping button displays. To update a field mapping:

1. Select Edit Mapping.

2. Select the appropriate PromoMats/MedComms field form the Vault Field Name dropdown menu.

3. Select Save Mapping. Review eligible mappings to ensure they are correct.

By default, the integration maps fields between CRM and PromoMats/MedComms with matching field names. Select do not map if the field names match between the PromoMats/MedComms and CRM fields, but you do not want values from the PromoMats/MedComms field to be synced to CRM. This is used when a mapping is no longer relevant to the integration, but the fields are still accessible in PromoMats/MedComms and CRM. Select the blank entry if you do not want to make any other selection.

Handling Errors

There is the potential for incomplete data because of mismatched field lengths or ability to select multiple VOFs in PromoMats/MedComms. If the CRM field character length is less than the PromoMats/MedComms character length, and/or if Allow user to select multiple values is true on the VOF, then a warning icon displays next to the Vault Field Type.

The warning indicates a potential for truncation if the PromoMats/MedComms field length exceeds the CRM field length. For example, if a PromoMats/MedComms field supports up to 25 characters and is mapped to a CRM field that supports only 20 characters, the warning icon displays. If the PromoMats/MedComms field contains a 25-character value, only the first 20 characters are inserted into the CRM field when the sync runs.

In CRM, the cdn_path__v field on the key_message__v object is limited to 255 characters. If the CDN file path for a key message containing a long file name exceeds 255 characters, the file path is truncated when the content is synced from PromoMats/MedComms, which causes errors when end users present content.

Field Type	Characters
Vault Picklist	128
VOF Name	128
VOF Id	128
CRM Picklist	255
CRM Multi-select Picklist	40
Vault Text	=<1000
CRM Text Area	=<255
CRM Text	=<132,000