Refreshing the Vector Database
To ensure Veeva AI has access to the most current approved information, content admin users can initiate a complete synchronization of the Vector Database. This database powers AI functionality by storing approved content as vectors, which allow Veeva AI agents to quickly understand document context and meaning.
The database is central to AI performance and must be initialized with a manual refresh after enabling the Media Agent or the Free Text Agent. Content admin users can refresh the Vector Database every time new content is added, to ensure agents are working with the most up-to-date information.
Who can use this feature?
- Content Admin Users — Browser
- Refreshing the Vector Database
- Users require a Veeva AI license
Configuring the Vector Database for
CLM Integration User
The CLM Integration User, defined in the CLM Administration Console, checks for new or updated CLM content requiring vectorization.
To configure this feature:
- Ensure Configuring Veeva AI for Vault CRM is complete.
- Ensure Advanced Text Search is configured.
- Navigate to Admin > Users & Groups > Permission Sets.
- Select the appropriate permission set.
- Select the Application tab.
- Grant Download Document access in the Vault Actions section.
- Select the Objects tab.
- Grant the following permissions:
Object
Object Permission
Object Types
Fields
Field Permission
ai_settings__v
R
n/a
- application_profile__v
- vector_sync_scope__v
Read
- Navigate to Business Admin > Objects > AI Settings.
- Select the Global AI Settings record.
- Populate the Vector Sync Scope (vector_sync_scope__v) field with the value clm_presentations__v.
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.
Refreshing the Vector Database as
Content Admin Users
Refreshing the Vector Database clears the existing database and rebuilds it using all approved content.
To refresh the database:
- Navigate to Admin > Configuration > CRM AI Management > AI Configurations. The AI Configurations page displays the Vector Database Sync section, which contains a table of the last 10 sync jobs.
- Select Refresh. The Refresh button is disabled if a job is currently running.
- Select the appropriate content type(s) to refresh:
- CLM Presentations – Refresh CLM content for the Media Agent
- Compliance Documents – Refresh compliance documents for the Free Text Agent
- PI Documents – Refresh PI reference documents for the Free Text Agent
- Select Continue.
- Select Continue in the confirmation pop-up to start the refresh process.
During the refresh, a connection is established with the Vector Embedding Model and vectors are created for approved content. When the refresh completes, the status is updated to Finished in the Vector Database Sync table and a message displays indicating the number of vectors loaded.
Manually Refreshing the Vector Database
Content admin users must manually refresh the database when new compliance or PI reference documents are added or updated. However, the Vector Database is automatically updated whenever new CLM content is added to the media library or existing CLM content is updated or deleted.
Considerations
Before refreshing the Vector Database, ensure end users are not actively using the AI features within Vault CRM because they may receive inaccurate responses. Veeva recommends performing the database refresh either prior to enabling AI for end users or during a designated maintenance window when end users are not using Vault CRM.
