To configure this feature for business admin users:

1. Ensure Configuring Approved Email Admins and Integration Users is complete.
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Application tab.
5. Grant Access API permission for API in the Vault Actions section.
6. Grant All Object Record Read permission for All Object Records in the Vault Owner section.
7. Select the Objects tab.
8. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   meeting_request__v	CRED	engage_scheduling_site__v	account__v assignee__v duration__v engage_notification_id__v external_id__v invitee_display_name__v invitee_email__v invitee_locale__v invitee_time_zone__v meeting_type__v object_type__v phone__v record_type_name__v sent_email__v start_datetime__v status__v	Edit

9. Select the Pages tab.
10. Grant access to the Engage Platform Process Administration (engage_meeting_process_admin_page__v page.

11. Populate the datetime_pattern_display__v Veeva Setting with the appropriate Oracle SimpleDateFormat. This format is used when notifying users about Meeting Requests on the Vault platform. The default format is yyyy-MM-dd HH:mm z.

    For example, the format yyyy-MM-dd HH:mm z renders as 2022-05-20 13:30 PDT.

To configure this feature for integration users:

1. Ensure Configuring Approved Email Admins and Integration Users is complete.
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.
5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   meeting_request__v	CRED	engage_scheduling_site__v	account__v assignee__v duration__v engage_notification_id__v external_id__v invitee_display_name__v invitee_email__v invitee_locale__v invitee_time_zone__v meeting_type__v phone__v record_type_name__v sent_email__v start_datetime__v status__v	Edit

6. Select the Pages tab.
7. Grant access to the Engage Platform Process Administration (engage_meeting_process_admin_page__v page.
8. Navigate to the Engage Platform Process Administration tab.
9. Select Edit in the Integration User Credential Management section.
10. Enter the credentials of the integration user. Additionally, indicate if the PromoMats/MedComms connection is a sandbox.
11. Select Save to validate the credentials.

To configure this feature for end users:

1. Ensure Configuring Approved Email End Users is complete.
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.
5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   meeting_request__v	R	n/a	account__v assignee__v duration__v engage_notification_id__v external_id__v invitee_display_name__v invitee_email__v invitee_locale__v invitee_time_zone__v meeting_type__v object_type__v phone__v sent_email__v start_datetime__v status__v	Read

6. Navigate to Business Admin > Objects > VMobile Object Configurations.
7. Activate the appropriate VMOC for the meeting_request__v object.

Add the {{schedulerLink}} token to the appropriate Email Templates, Email Fragments, or Template Fragments. This token should be added as the href property of an <a> tag so that content creators can control the text of the link that displays to users.

For example:

<a href="{{schedulerLink}}">Book a meeting.</a>

Each link is unique and can be used to create a single meeting request. Links expire 30 days after the email is sent.

When a recipient opens an Approved Email containing the {{schedulerLink}} token, the token renders as a link to the appointment booking site via Engage, enabling recipients using Engage to see and avoid potential scheduling conflicts when requesting a new meeting.

For example, an HCP requests a meeting with you via the appointment booking site. Later that day, the HCP receives another link to request a meeting with your colleague. When the HCP sees the available times to request a meeting, they see the time they previously requested to meet with you. This helps the HCP avoid creating a scheduling conflict when requesting a time with your colleague.

To use the appointment booking site to schedule a meeting as a recipient:

1. Select the link rendered by the {{schedulerLink}} token. The browser site renders in the viewer’s browser language and is available in all Veeva supported languages. If the view is using a language not supported by Veeva, the browser language defaults to English.

   If recipients select the link on a device with the Engage app for iOS or Android installed, the app opens and the recipient creates the meeting request from within the application. Recipients without the app installed can continue via the browser to create the meeting request.

2. Select one of the meeting types:

   • In Person
   • Video
   • Phone

   

   When end users accept meeting requests, the call_channel__v field is automatically populated based on the meeting type the HCP selects on the appointment booking site. The meeting type options are not configurable.

   If the recipient selects In Person for the meeting type and has multiple associated addresses in Engage, they can select which address to associate with the request.

   

3. Select the desired time and date for the meeting. Recipients can book meetings up to 90 days in advance.

   

   Recipients can use the Meeting Type picklist to change the requested meeting type at any point in the scheduling process.

4. Select Confirm. A confirmation message displays containing the meeting request information.

   

When a recipient requests a meeting using the appointment booking site, a meeting_request__v record owned by the sender of the Approved Email is created in CRM.

In addition to the created meeting_request__v record, end users receive an email from scheduling@veevacrm.com stating a recipient requested a meeting, along with a prompt to respond and schedule the meeting as soon as possible.

For example, when an HCP requests an In-Person meeting with you, you receive the following email:

End users on the Vault platform also receive a notification when a new meeting request is created and assigned to them. If a user is not specified in the assignee__v field on the meeting_request__v record, the notification goes to the record owner instead.

End users can respond to the meeting requests from My Schedule. See Appointment Booking: Responding to Meeting Requests in My Schedule for more information.