To configure this feature:

1. Ensure Configuring Vault AI in CRM is complete.
2. Ensure Advanced Text Search is configured.

   Admins must run a full refresh for CLM content in the CLM Administration Console after enabling Advanced Text Search for the first time. See Syncing Content from PromoMats/MedComms for more information.

3. Navigate to Admin > Users & Groups > Permission Sets.
4. Select the appropriate permission set.
5. Select the Objects tab.
6. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   ai_settings__v	RE	None	application_profile__v clm_product_vector_scope__v clm_vector_scope__v vector_sync_scope__v	Edit
   agent_rule__v	CRE	media_agent_action__v	applicable_countries__v applicable_product__v applicable_user_types__v created_by__v created_date__v instruction__v modified_by__v modified_date__v name__v order__v status__v translated_rule_name__v vexternal_id__v	Edit

7. Navigate to Admin > Operations.
8. Activate the CLM Object Model Custom Presentations (custom_presentation_vector_db_sync_job__v) scheduled job.
9. Navigate to Business Admin > Objects > AI Settings.
10. Select the Global AI Settings record.
11. Populate the Vector Sync Scope (vector_sync_scope__v) setting with the value clm_presentations__v.
12. Select the appropriate value for the CLM Vector Scope (clm_vector_scope__v) setting:
    • All – Include all approved CLM presentations during full and incremental refreshes
    • Product – Only include approved CLM presentations for specific products during full and incremental refreshes
    • Populate the clm_product_vector_scope__v field with the appropriate products
    • Include the value Unbranded Content to include CLM presentations without a defined product
    • No value selected – Do not include CLM presentations during full or incremental refreshes

    To manage costs, admins can choose to only vectorize content for the specific products used by Agentic Media end users. This prevents the organization from spending tokens on vectorizing the entire library at once, especially for large media libraries.

13. Perform an initial manual Full Refresh for CLM Presentations to populate the database. For step-by-step instructions on running the initial refresh and managing the database on an ongoing basis, see Refreshing the Vector Database.

The CLM Integration User, defined in the CLM Administration Console, checks for new or updated CLM content requiring vectorization.

To configure this feature:

1. Ensure Advanced Text Search is configured.
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Application tab.
5. Grant Download Document access in the Vault Actions section.
6. Select the Objects tab.
7. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   ai_settings__v	R	None	application_profile__v clm_product_vector_scope__v clm_vector_scope__v vector_sync_scope__v	Read

To configure Agentic Media:

1. Ensure Configuring Vault AI in CRM is complete.
2. Ensure Advanced Text Search is configured.
3. Ensure users are assigned to at least one product in My Setup Products.
4. Navigate to Admin > Users & Groups > Permission Sets.
5. Select the appropriate permission set.
6. Select the Objects tab.
7. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   agent_rule__v	R	media_agent_action__v	applicable_countries__v applicable_product__v applicable_user_types__v created_by__v created_date__v instruction__v modified_by__v modified_date__v name__v order__v status__v translated_rule_name__v vexternal_id__v	Read

8. Navigate to Business Admin > Objects > VMobile Object Configurations.
9. Ensure the agent_rule__v VMOC is active for the appropriate platforms.

When Dynamic Access Control is enabled, the agent_rule__v VMOC must be enabled for Enhanced Sync.

10. Navigate to Admin > Configuration > Vault AI Setup > Agents.
11. Select the Media Agent.
12. Select Edit.
13. Select Active in the Status picklist.
14. Select Save.
15. Expand the Actions section.
16. Verify the appropriate agent actions are Active for the agent.
    • Answers CLM Questions (Media Agent) - Answers questions and provides citations when using the chat to talk about CLM
    • Summarize CLM Visuals (Media Agent) - Summarizes visualizations included in CLM and stores them in a vector database

Agentic Media actions provide users with one-tap prompts to quickly access commonly requested information, offering a guided and efficient starting point for AI interactions. These actions guide users toward compliant, high-value agent requests, helping them get the most value out of Agentic Media. Actions can be customized using Agent Rule records.

Standard Actions

Two standard actions and their associated Agent Rule (agent_rule__v) records are available by default: "What slides have been shown the most this week?" and "Research my products". The Applicable Product, Applicable Countries, and Applicable User Type fields on Agent Rule records for standard actions can be edited to determine which users see the actions. Visibility can also be controlled using Dynamic Access Control, to share the Agent Rule record with a subset of users for whom the action should display.

Customers can inactivate the Veeva-provided Agent Rules for standard actions, but they cannot delete them. The only fields editable on Agent Rule records for standard actions are the following:

• applicable_countries__v
• applicable_product__v
• applicable_user_types__v
• order__v
• status__v

Users must be granted access to the agent_rule__v object, the media_agent_action__v object type, and the fields listed in the permission tables above. The agent_rule__v VMOC must be active.

Custom Actions

Admins can define custom actions using Agent Rules records, to present a curated set of prompts tailored to organizational requirements.

Only create custom actions that are within the current capabilities of Agentic Media. These actions act as quick ways of entering a prompt into Agentic Media but cannot introduce new tools or capabilities. Custom actions must be tested by the customer using an end user with a representative set of media. If not tested thoroughly, the Agentic Media responses may not provide expected citations or summaries.

To define custom actions:

1. Navigate to Business Admin > Objects > Agent Rules.
2. Select Create.
3. Select the Media Agent Actions object type.
4. Populate the appropriate fields:

• Rule Name - Name of the custom rule. The name__v field acts as the button label. Keep it short (3-5 words) so it displays cleanly on mobile screens.
• Translated Rule Name (optional) - Vault Message and category pointing to a message with the translated name, for localization. Use the following syntax: message_name__c;;vaultcrm_custom_messages__c.
• Instruction - Text description of the action and how the agent should apply it.

Do not enter instructions that ask the AI to perform system tasks (for example, "Schedule a call" or "Build a presentation"). Agentic Media is designed strictly for querying and summarizing media content.

• Order - Order in which the action should display

Sorting records by action order in the Vault Business Admin browser UI results in a different order than will be displayed to end users. Apple's standardCompare logic is used to determine the action order displayed to end users.

• Status - Record status. Set to Active to enable the action.
• Applicable Product (optional) - Product the rule applies to. If left blank, the rule applies to all products.
• Applicable Countries (optional) - Countries where the rule applies. This is matched to the User Country. If left blank, the rule applies to all countries.
• Applicable User Types (optional) - User types the rule applies to. For example, Sales. If left blank, the rule applies to all user types.

5. Select Save.

When users start a new conversation, up to 20 actions can be displayed as potential prompts. If more than 20 actions are available to a user, only the first 20 by order are shown.

Examples

The following are good examples of Agentic Media actions. These are prompts that ask for summarization and citation of content in the user’s library:

• Summarize the 2026 ASCO Conference Posters
• Find Natevba Efficacy Data
• Natevba Dosing Information

The following are bad examples of Agentic Media actions. These are prompts that ask Agentic Media to complete tasks or access non-CLM  related data that the agent is not trained for:

• Assemble a custom presentation with my Natevba Slides.
• Agentic Media cannot take an action like this on a user's library. There is no tool available to create a custom presentation.
• What should I present in my next call?
• Agentic Media cannot query call data in this manner or access the related data to give a recommendation.