Integrating Vault CRM and Vault PromoMats/MedComms for CLM

CLM requires an integration with an instance of Vault PromoMats or MedComms in order to deliver approved content to end users. Integrating CLM with PromoMats/MedComms streamlines the process for managing and distributing CLM content to end users, ensuring they have the most current and relevant information on their device. The subscription pulls CLM content from PromoMats/MedComms into CRM where it is deployed to end users. The integration administration console is managed in Vault CRM. CLM content and data is managed in PromoMats/MedComms.

The Multichannel Loader simplifies the process of loading CLM content into Vault. For more information, see Vault documentation.

PromoMats/MedComms uses lifecycles to manage content. Documents are assigned to the appropriate document states defining a lifecycle. Vault admins can control the availability of content to end users in CRM using the states. CLM content in Vault can also be published to CRM. See Using Auto-Publishing for CLM for more information.

To improve load times and overall performance for CLM content, admins can enable the China CDN for users in China. See Using the China CDN for Multichannel Content for more information.

CLM-PromoMats/Medcomms Integration Lifecycle

  • The CLM integration releases the CRM Content Lifecycle for the Slide document type. The lifecycle can be updated or replaced with a new lifecycle to manage content.
  • Draft content is automatically sent to the Staged CDN. To make content available on the Production CDN, the lifecycle’s steady state should utilize the Send to CLM entry action. Entry actions are automated functions PromoMats/MedComms performs when a document enters a designated state. For more information about working with CLM content in PromoMats/MedComms, see the Vault documentation.
  • In the CRM Content Lifecycle, the Send to CLM entry action at the Approved state puts content on the Production CDN. Approved is the designated steady state for the lifecycle.
  • At least one lifecycle state needs Withdraw from CLM as an entry action for content to be removed from the CDN. Withdraw from CLM entry action at the Expired state removes content from the Staged and Production CDNs.
  • If the Content User needs the ability to explicitly send and withdraw content from the CDN, add the User action, Send to CLM to the appropriate lifecycle state
  • Send to CLM only displays if the CLM Content flag is selected
  • The CLM integration releases the Binder lifecycle for the Binder Presentation document type. The lifecycle can be updated or replaced with a new lifecycle to manage Binder Presentations.
  • The Binder Presentation document type should be assigned a different lifecycle from the lifecycle that is assigned to the Slide document type. The states in the Binder Presentation life cycle should not have the Send to CLM action.

API requests sent from CRM to PromoMats/MedComms are monitored and limited to avoid interrupting integrations. Multichannel functionalities relying on the integration between CRM and PromoMats/MedComms, including Approved Email, CLM, and Engage, send API requests to PromoMats/MedComms and should not hit Vault API limits.

The CLM Admin page manages the integration with PromoMats/MedComms.

Managing Connections Between CRM and Vault

The Vault Connection Management section enables admins to define connections to the Vault PromoMats/MedComms instances hosting CLM content. Each Vault can connect to one or many PromoMats/MedComms instances.

To define a connection:

  1. Select New under the Vault Connection Management section of the CLM Admin page
  2. Enter the Vault Name and Vault URL. The Vault URL must include https:// at the beginning.

    The Vault URL cannot be modified after saving. The Vault connection must be deleted and another Vault connection created.

  3. Enter the Vault PromoMats/MedComms username and password for the integration user account.
  4. Enter the Vault Presentation WHERE Clause, if applicable. This allows admins to specify the criteria of the content to sync to CRM.
  5. Select the Connection Type. The default value is Binder and Slides.
  6. Select the Include Non Steady State check box to sync all content, regardless of the state.
  7. Select Save.
  8. Select Validate to authenticate the Vault PromoMats/MedComms credentials.

Filtering CLM Content from PromoMats/MedComms

The Vault WHERE clause is a filtering mechanism enabling CRM to sync certain presentations from PromoMats/MedComms (for example, WHERE language__v = English). It is only supported on the Presentation Binder.

Include Non Steady State is a boolean value enabling CRM to sync CLM based on the document state in PromoMats/MedComms. Each document is assigned a state derived from the lifecycle. A document state is either classified as Steady or Non-Steady. Veeva recommends excluding documents in Non-Steady State from Production. Documents in Non-Steady State are not final, not production-ready, and can be deleted. Documents in Steady State are final, production-ready, and cannot be deleted. When Include Non Steady State = True, CRM sync both Non-Steady and Steady State CLM documents from Vault. When Include Non Steady State = False, CRM only sync Steady State CLM documents from Vault. See Using Document States for more information,

The status__v field is not supported in a WHERE clause.

Mapping Fields from Vault

To map fields in the CLM Admin page:

  1. Select View Mapped in the Vault Connection Management section to review the fields involved in the CLM integration with PromoMats/MedComms.
  2. Select Compare CRM to Vault any time one of the following occurs:
    • Set up a new integration
    • Changes you want to reflect in CRM are made to CRM Rendition Settings in PromoMats/MedComms
    • There are updates to the mapped fields, for example, adding a custom field

      Out-of-the-box PromoMats/MedComms fields cannot be mapped to custom CRM fields.

  3. Select the Show Mapped option from the CRM Fields drop-down list to view a condensed list of clm_presentation__v and key_message__v fields with a field match between CLM and PromoMats/MedComms. The Show All option displays a full list of clm_presentation__v and key_message__v fields.

Show Mapped is the default field value.

See Managing Field Mappings Between PromoMats/MedComms and CRM for more information on mapping fields between PromoMats/MedComms and CRM.

The System CLM Fields lists the core CLM fields for the clm_presentation__v and key_message__v objects. Certain fields do not have a PromoMats/MedComms field match but are still used in integration. Cannot Map displays in the Vault Field Label column for these fields. The Optional CLM Fields lists customer custom fields as well as unrelated and/or depreciated fields for the clm_presentation__v and key_message__v objects.

When comparing CRM to Vault for a Single-Doc or All connection type, CRM identifies the document types specified within the active CRM Rendition Settings in PromoMats/MedComms. This allows the integration to map fields available on any of the document types. The Vault Doc Type column displays which document types apply for system-mapped and optionally-mapped fields. The Vault field permission column lists field permissions with respect to Vault Doc Type display order. PromoMats/MedComms admins should ensure the appropriate multichannel fields are available on document types defined within the CRM Rendition Settings in PromoMats/MedComms. Refer to the Vault documentation for more information.

Error Message

Reason

Solution

clm_presentation__v is missing access on following required fields:

OR

key_message__v is missing access on following required fields:

OR

clm_presentation_slide__v is missing access on following required fields

There are required fields for the CLM-Vault PromoMats/MedComms integration. If the CRM Integration User does not have access to any one of these fields, the integration fails. The integration generates an error message identifying the <objectname> and <fieldnames>.

Before syncing, enable field permissions to the integration fields for the CRM Integration User.

INVALID_FIELD: Please update the mappings

OR

INVALID_FIELD_FOR_INSERT_UPDATE error message

The field mapping was not updated after the CRM Integration User lost access to one of the fields.

Select Compare CRM to Vault on the mapping table, then retry the sync.

Failed to upsert [N] records into SF DB, status code: INVALID_FIELD error message: Foreign key external ID: [Vault Directory External Id] not found for field external_id__v in entity directory__v

The Directory referenced by CLM content in PromoMats/MedComms does not have a match in CRM.

Create a Directory in CRM if one does not exist. Ensure the values for the external_id__v in CRM and external_id__v in PromoMats/MedComms match.

Failed to upsert [N] records into SF DB, status code: INVALID_FIELD error message: Foreign key external ID: [Vault Survey External Id] not found for field External_ID__v in entity Survey__v

The Survey referenced by CLM content in PromoMats/MedComms does not have a match in CRM.

Create a Survey in CRM if one does not exist. Ensure the values for the external_id__v in CRM and external_id__v in PromoMats/MedComms match.

Failed to upsert [N] records into SF DB, status code: INVALID_FIELD error message: Foreign key external ID: [Vault Product External Id] not found for field VExternal_Id__v in entity Product__v

The Product referenced by CLM content in PromoMats/MedComms does not have a match in CRM.

Create a Product in CRM if one does not exist. Ensure the values for the external_id__v in CRM and external_id__v in PromoMats/MedComms match.

Failed to upsert [N] records into SF DB, status code: INVALID_FIELD error message: Foreign key external ID: [Vault Detail Group Picklist Key] not found for field VExternal_Id__v in entity Product__v

The Detail Group referenced by CLM content in PromoMats/MedComms does not have a match in CRM.

Create a Detail Group in CRM if one does not exist. Ensure the values for the external_id__v in CRM and external_id__v in PromoMats/MedComms match.

Failed to upsert [N] records into SF DB, status code: DUPLICATE_VALUE error message: duplicate value found: presentation_id__v duplicates value on record with id: [CLM Presentation Id]

The field presentation_id__v cannot be unique.

Remove the unique condition on presentation_id__v.

Failed to upsert [N] records into SF DB, status code: DUPLICATE_VALUE error message: duplicate value found: media_file_name__v duplicates value on record with id: [Key Message Id]

The field media_file_name_v cannot be unique.

Remove the unique condition on media_file_name__v.

Shared Resource flag is not set to Yes

In PromoMats/MedComms, the slide is referenced but not defined as a Shared Resource.

Set Shared Resource to Yes for the slide that is supposed to be the Shared Resource or delete the Shared Resource relationship if it is not correct.

Distribution record version does not match with doc id XXXXX

The version of the distribution record is older than the version of the associated document.

Select the appropriate value for the CRM Media Type field for the document in Vault. This field must be populated correctly. For example, for a PNG or JPG file, the CRM Media Type must be Image.

If the error persists, manually upload the distribution package in Vault for the erring document version. See Manually Uploading Distribution Packages for more information.