Syncing and Mapping the Product Hierarchy from PromoMats to Vault CRM

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Syncing and Mapping the Product Hierarchy from PromoMats to Vault CRM

To maximize reporting on content and product relationships, customers can use the Product Integration and Indication Integration to synchronize the Brand, Product Family, and Indications product hierarchy from PromoMats to Vault CRM. This standardization eliminates manual data updates across systems and enables better content reporting by using the assigned Brands, Product Families, and Indications to organize the media library. Since the Product Catalog in Vault CRM continues to determine content sharing and product detailing, customers can use the integrated Product Hierarchy and the Product Catalog together to ensure both reporting efficacy and accurate product detailing.

Who can use this feature?

Content Admin Users – Browser
Managing the Product Integration and the Indication Integration
Users do not require an additional license

Configuring Product Integration for

Content Admin Users in Vault CRM

To configure this feature:

Navigate to Admin > Users & Groups > Permission Sets.
Select the appropriate permission set.
Select the Application tab.
Grant access to Manage Connections and Manage Integrations in the Vault Actions section.
Select the Objects tab.

Grant at least the following permissions:

Object	Object Permission	Object Types	Fields	Field Permission
brand__v	R	n/a	created_by__v created_date__v deleted_in_source__v global_id__sys id link__sys modified_by__v modified_date__v name__v original_source_id__v product_family__v product_type__v source_status__v source_vault_id__v status__v vexternal_id__v	Read
indication__v	R	n/a	created_by__v created_date__v deleted_in_source__v global_id__sys id link__sys modified_by__v modified_date__v name__v original_source_id__v source_status__v source_vault_id__v status__v	Read
product_family__v	R	n/a	abbreviation__v created_by__v created_date__v deleted_in_source__v generic_name__v global_id__sys id link__sys modified_by__v modified_date__v name__v original_source_id__v product_category__v scientific_name__v source_status__v source_vault_id__v status__v therapeutic_area__v	Read
product__v	R	n/a	All	Read

Navigate to Admin > Connections.
Select PromoMats-CRM Connection.
Establish a Vault to Vault Connection to PromoMats. See How to Establish a Vault to Vault Connection in the Vault Platform Help for more information.

Managing the Product Integration and the Indication Integration as

Content Admin Users

The Product Integration and the Indication Integration are standard connections between Vault CRM and a PromoMats Vault instance. The following integration points are available for each integration:

Product Integration
PromoMats-CRM: Product Family – Syncs Product Family object records
PromoMats-CRM: Brand – Sync Brand object records
PromoMats-CRM: Product Catalog – Maps Brand object records to Product Catalog object records with the Detail product type

A Product Catalog record with the Detail product type is automatically created for each new Brand record synced from PromoMats if a corresponding Product Catalog does not already exist. Customers who prefer not to automatically create new Detail Products can use the CRM Metadata Integration feature for the CRM Product integration point. See Syncing Metadata Using the CRM Metadata Integration for more information.

Indication Integration
PromoMats-CRM: Indication – Syncs Indication object records

The integrations and their integration points are inactive by default. Content admin users must activate each integration and the appropriate integration points to sync object metadata from the connected PromoMats Vault instance.

Once activated, the Product Integration and the Indication Integration each run automatically every time a record for the active integration points is created, updated, or deleted in PromoMats. If the last successful sync occurred within the past 15 days, an incremental sync runs and only syncs changes to existing records. Otherwise, a full sync runs to sync and map all active records.

When more than one PromoMats Vault instance is connected to the same Vault CRM instance, the original_source_id__v field is verified to prevent the creation of duplicate product_family__v and indication__v records. The link__sys field is used if the original_source_id__v is blank.

If the CRM Product integration point in the CRM Metadata Integration is activated for a PromoMats Vault instance, content admin users cannot use the Product integration for the same PromoMats Vault instance. An error displays when content admin users attempt to activate the integration.

To activate an integration and an integration point:

Navigate to Admin > Connections.
Select PromoMats-CRM Connection.
Select PromoMats-CRM: Product Integration or PromoMats-CRM: Indication Integration in the Integrations section.
Set the Status in the System Information section to Active.
Select the appropriate integration point(s) in the Integration Points - Inbound section.
Set the Status in the System Information section to Active.

See About Integrations and Integration Points in Vault Platform Help for more information.

Mapping Custom Fields from PromoMats to Vault CRM

Content admin users can create field rules for the Product Integration and the Indication Integration to map custom fields between PromoMats and Vault CRM.

To create a field rule:

Navigate to Admin > Connections > Integration Rules.
Select the appropriate integration rule, based on the integration point:
- promomats_crm_brand_iir__v – Rule for the Brand integration point
- promomats_crm_indication_iir__v – Rule for the Indication integration point
- promomats_crm_product_family_iir__v – Rules for the Product Family integration point
- promomats_product_catalog_iir__v – Rules for the Product Catalog integration point
Select Create in the Field Rules section.
Populate the Rule Configuration fields appropriately to map a custom field from PromoMats to Vault CRM. See How to Create Field Rules in the Vault Platform Help for more information.