Managing CLM Content as Documents in Vault CRM

Managing CLM content as documents directly within Vault CRM offers a unified approach to content governance, facilitating centralized reporting on usage and leveraging native platform capabilities, including viewable document renditions and relationships. Content admin users create a Presentation binder for each presentation. Each binder contains a set of Slide documents, which can be a variety of media types. Content admin users use the CRM Content Lifecycle to move presentations through the approval process, ensuring content is accurate and compliant before making it available to end users.

Who can use this feature?

Creating CLM Content as Documents as

Content admin users can create CLM Presentation binders containing Slide documents. Slide documents support all the CLM media types including HTML5, images, PDFs, videos, or PowerPoint files. An individual Slide document can be added to multiple Presentation binders.

Creating a Presentation Binder

To create a presentation, content admin users must first create a Presentation binder:

  1. Navigate to All > Library.
  2. Select Create.
  3. Select Binder.
  4. Select Continue.
  5. Select Presentation for the binder type.
  6. Select Next.
  7. Populate the appropriate fields, including:
    • Name – The name of the presentation displayed in the media library
    • Title – A longer description of the presentation, used for search
    • Searchable Keywords – A multi-select reference field with common terms useful for search
    • Detail Group – The Product Catalog record used for CRM validation logic and detail tracking
    • Detail Product – The Product Catalog record used for CRM validation logic and detail tracking
    • Brand – The brand associated with the product, used for filtering and reporting
    • Indication – The indication of the product, used for filtering and reporting
    • Product Family – The product family associated with the product, used for filtering and reporting
  8. Select Save.

Adding Slides to Presentation Binders

Once the presentation binder is created, content admin users can add new or existing slides to the binder. Existing slides are slides already uploaded to the library, usually as part of a different presentation.

To add a new slide to the presentation binder:

  1. Navigate to the presentation binder.
  2. Select Edit Binder.
  3. Select Add.
  4. Select Upload File.
  5. Select Slide for the document type.
  6. Upload the distribution package for the slide to automatically create the Slide document, generate the viewable rendition, and save the package as the rendition. The distribution package is a compressed file containing all the appropriate source files for the media type of the slide. See Distribution Packages for more information.
    Alternatively, perform the following steps to manually create the Slide document:
    • Select the appropriate source file
    • Select Next
    • Select Save
    • Select the All Actions menu for the new slide
    • Select View Content
    • Select Document Files in the menu on the right
    • Add a Rendition
    • Ensure Distribution Package is selected for the Rendition Type and upload the distribution package for the slide
    • Select Upload
  7. Populate the appropriate fields, including:
    • Name – The name of the slide
    • Title – A longer description of the slide displayed throughout Vault CRM, and used for searching and reporting
    • Detail Group – The Product Catalog record used for CRM validation logic and detail tracking
    • Detail Product – The Product Catalog record used for CRM validation logic and detail tracking
    • Searchable Keywords – Additional keywords to make it easier to search for this slide. See Searching the Media Library for more information.
    • Website URL – The Website record defining the URL. Only applicable to website slides. See Displaying Website Content in the Media Library for more information.
    • Segment – Segment for which this slide should display. If blank, this slide displays for all accounts not aligned to a segment.
    • Custom Reaction – A comma-delimited list of custom reactions available for the slide. See Capturing Reactions to CLM Slides for more information.
    • Disable Actions – User actions to disable when displaying the slide in the media player. See Disabling User Actions for Slides for more information.
    • iOS Resolution – The display resolution to use when displaying the slide on large screen devices. Only applicable to HTML slides. See Setting the Display Resolution for HTML Content on Large Screen Devices for more information.
    • Target Platform – The platform for which this slide is created. Must be set to Vault. Only applicable to HTML slides. See Setting the Content Target Platform for HTML Content for more information.
  8. Select Relationships in the menu on the right.
  9. Add related documents to the slide. For example, add a Related Shared Resource document to an HTML5 slide or a Related Sub Presentation to link to another presentation. See Creating HTML Content with Shared Resources and Using Sub-Presentation Slides for more information.
  10. Select the Workflow Actions drop-down menu.
  11. Select Change State to Staged to publish the slide.
  12. Select Yes in the confirmation modal to start the publishing process. Content admin users can view the CDN Processing Status field in the CDN Publishing Details section of the Information panel. Additionally, the Media Type field is stamped appropriately. After the slide is published, it is only available to content reviewers and any users with permission to view Staged content. See Publishing Documents to the CDN for more information.

    13. If the publishing process fails and the CDN Processing Status field is populated with Failed to Publish, content admin users can manually publish the slide by selecting Publish Distribution Package in the All Actions menu. If the process fails again, it is likely Veeva's server is down.

  13. Select the Workflow Actions drop-down menu.
  14. Select Change State to Approved to make the slide available to end users.
  15. Select Yes in the confirmation modal to approve the document.

To add an existing slide to the presentation:

  1. Navigate to the presentation binder.
  2. Select Edit Binder.
  3. Select Add.
  4. Select Existing Documents.
  5. Select the plus button(s) for the appropriate slide(s).
  6. Close the Add Documents modal.
  7. Select Done Editing.

Content admin users can also add a Related Shared Resource to an existing Slide document. The slide is republished to include the shared resource. Removing or expiring a Related Shared Resource also republishes the slide without the shared resource.

Uploading Shared Resources

To upload a shared resource:

  1. Navigate to All > Library.
  2. Create a Shared Resource document.
    • Select Create
    • Select Upload
    • Upload the source file for the shared resource. This must be an HTML5 file.
    • Select Shared Resource for the document type
    • Select Next
    • Select Save
  3. Upload the distribution package.
    • Select Document Files in the menu on the right
    • Add a Rendition
    • Ensure Distribution Package is selected for the Rendition Type and upload the distribution package for the shared resource. This is a zip file containing all the appropriate HTML5 source files. See Distribution Packages for more information.
    • Select Upload
  4. Update the state of the document to manage user visibility.
    • Select the Workflow Actions drop-down menu
    • Select Change State to Staged to publish the shared resource. Content admin users can view the CDN Processing Status field in the CDN Publishing Details section of the Information panel. After the shared resource is published, it is only available to content reviewers and any users with permission to view Staged content.
    • Select the Workflow Actions drop-down menu
    • Select Change State to Approved to make the shared resource available to end users
    • Select Yes in the confirmation modal to approve the shared resource

Content creator users can also directly reference shared resources from the HTML of the content. See Creating HTML Content with Shared Resources for more information.

Versioning Slides and Shared Resources as

Content admin users can upload new versions of Slide and Shared Resource documents to update the content, whether the documents are Staged or Approved. When a document is Staged, uploading a new version of the document automatically updates the minor version, for example, from v0.1 to v0.2. When a document is Approved, content admin users must create a draft of the document and move the draft through the CRM Content Lifecycle to update the major version, for example, from v1.0 to v2.0. See How to Upload New Versions and Create New Draft Versions in the Vault Platform help for more information.

After uploading a new version of a Slide or Shared Resource document, content admin users must manually re-publish the document to the CDN to make the new version available:

  1. Select the Edit Fields pencil button on the document.
  2. Clear out all the fields in the CDN Publishing Details section of the Information panel, including:
    • CDN Path
    • CDN Processing Status
    • CDN Status
    • Media File CRC
    • Rendition MD5
    • Media File Name
    • Media File Size
    • Media Type
    • Media Type Extension
  3. Select Save.
  4. Select the All Actions menu.
  5. Select Publish Distribution Package.

Related Topics

CLM Overview

Configuring CLM as Document Model

Sharing Documents with Users via My Setup Products