Sending Microsoft Teams Meeting Invitations via Approved Email
With Approved Email, users can send meeting invitations to up to 100 Microsoft Teams meeting attendees at once. The Approved Email template can contain tokens to ensure that all of the meeting details, for example, the date and time, meeting URL, and password (if enabled) are included in the email.
Who can use this feature?
-
- Users require an Engage license and an Approved Email license
- Content Creators, Meeting Hosts
Configuring Approved Email Invitations for Microsoft Teams Meetings for
Content Creators and Integration Users
To configure this feature:
- Ensure the following features are configured:
-
Navigate to Admin > Users & Groups > Permission Sets.
-
Select the appropriate permission set.
-
Select Objects.
- Grant users permission to the following objects:
Object
Object Permission
Object Type
Fields
Field Permission
approved_document__v
CRE
microsoft_teams_meeting_invite__v
n/a n/a
-
Navigate to Business Admin > Objects > Engage Link Settings.
-
Ensure the engage_link_apps__v Engage Link Setting applicable to the user contains the value ApprovedEmail.
End Users
To configure this feature:
- Ensure the following configuration is complete:
-
Navigate to Admin > Users & Groups > Permission Sets.
-
Select the appropriate permission set.
-
Select Objects.
- Grant users permission to the following objects:
Object
Object Permission
Object Type
Fields
Field Permission
sent_email__v
CRE
microsoft_teams_meeting_invite__v
n/a n/a
-
Navigate to Business Admin > Objects > Engage Link Settings.
-
Ensure the engage_link_apps__v Engage Link Setting which is applicable to the user contains the value ApprovedEmail.
-
Ensure the Disabled Approved Email Entry Points Approved Email setting does not contain microsoft_teams_meeting_invite__v.
-
Grant end users Read access to at least one Approved Document record with a microsoft_teams_meeting_invite__v object type.
Sending Microsoft Teams invitations to attendees ignores Approved Email Consent rules by default unless the Set Consent at the Email Template Level feature is enabled.
Creating an Approved Email Invite Template as
Content Creators
Content Creators must create an Approved Email invite template before users can send meeting invites. The template can be created in BEE. Follow the guidelines below when creating an Approved Email invite template for Microsoft Teams meetings in PromoMats/MedComms.
- Set the template type to microsoft_teams_meeting_invite__v
- Email templates can include the following tokens for populating key details:
- Meeting Datetime - {{parentCallDatetime}}
- Meeting URL - {{call2__v.ms_teams_remote_meeting__vr.ms_teams_meeting_link__v}}
Other tokens in the template personalize the message to the recipient.
Adding a Calendar Reminder to a Microsoft Teams Meeting Invitation
Approved Email content creators can add a calendar reminder to a Microsoft Teams meeting invitation.
Calendar reminders can be added to a Microsoft Teams meeting invitation by adding the {{addToCalendar}} token anywhere in the email template. This token generates an .ICS (Internet Calendaring and Scheduling) file that attaches to the Microsoft Teams meeting email invitation.
Veeva recommends providing instructions in the email template about opening the attached .ICS file and adding the event to their calendar.
Sending Microsoft Teams Meeting Invitations via Approved Email as
Meeting Hosts
To invite users to a Microsoft Teams meeting using Approved Email:
- Select the Send Invite action on the call report with a scheduled MS Teams meeting.
-
Select Email in the share modal.
- The available template displays by default. If more than one template is available, select an Approved Email template for the invite.
The Recipients field is populated with all account call attendees. User attendees are not included. If Group Emails are enabled, the business account on the call displays as a recipient.
- Send the Approved Email invite.
A sent email record is created to track engagement and store the details of the invite.
Approved Email meeting invites do not count against the Threshold value for Sent Email.
Using .ICS Attachments in Approved Email Invitations
The .ICS attachment is generated automatically when a user sends an Approved Email for a Microsoft Teams meeting. The information in the file is generated from the following fields:
- Meeting Title – call2__v.ms_teams_remote_meeting__v.meeting_name__v
- Meeting Start Time – call_datetime__v field on the call2__v object
- Meeting Duration – duration__v field on the call2__v object. If null, then 30 minutes is the default.
- Meeting Location – call2__v.ms_teams_remote_meeting__v.ms_teams_meeting_link__v
- Meeting Description – call2__v.ms_teams_remote_meeting__v.ms_teams_meeting_link__v
By default, the calendar reminder is set to alert the recipient ten minutes before the start of the meeting.
