To configure this feature:

1. Ensure Configuring Vault AI in CRM 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
   ai_settings__v	RE	None	application_profile__v vector_sync_scope__v	Edit

6. Navigate to Business Admin > Objects > AI Settings.
7. Select the Global AI Settings record.
8. Populate the Vector Sync Scope (vector_sync_scope__v) setting with the appropriate values to determine which types of content are included in the Vector Database:
   • compliance_documents__v
   • pi_documents__v

To configure the Text Monitoring Agent:

1. Ensure the following configuration is complete: 

   • Configuring Vault AI in CRM
   • Managing the Vector Database

2. Ensure users have Execute permission to the Text Monitoring Agent:

   • Navigate to Admin > Users & Groups > Permission Sets
   • Select the appropriate permission set
   • Select the Agents tab
   • Select the Execute checkbox for the Text Monitoring Agent (text_monitoring_agent__v)

3. Select the Objects tab.

4. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   ai_settings__v	At least R	None	text_monitoring_check__v text_monitoring_block_save__v	Read

5. Edit the appropriate Vault Messages for safety reporting, using the Message Catalog translation process described in Managing Vault Messages and Veeva Messages:

   • SAFETY_REPORT;;crmai__v - To change the message displayed to users for potential product safety issues, edit the Text field on this Vault Message. The default value is: A safety report is required for information highlighted in purple. Please click here to report in the safety system.
   • SAFETY_SYSTEM_LINK;;crmai__v - To provide users a link to your organization's external safety reporting system, populate the Text field on this Vault Message with the appropriate link. The provided link is hyperlinked in the safety reporting message.

   If a safety reporting link is not provided in the SAFETY_SYSTEM_LINK;;crmai__v Vault Message, it is recommended to remove the sentence in the SAFETY_REPORT;;crmai__v Vault Message instructing users to click here.

6. Ensure the SAFETY_REPORT;;crmai__v and SAFETY_SYSTEM_LINK;;crmai__v messages are marked as Active.

7. Navigate to Business Admin > Objects > AI Settings.

8. Set the text_monitoring_check__v field to one of the following values:

   • In Edit (in_edit__v) - The agent analyzes text each time the user exits a field while editing the record. This is the default value.
   • On Save and Submit (save_submit__v) - The agent analyzes text only when the user saves or submits the record

9. Set the text_monitoring_block_save__v field to one of the following values:

   • Selected (true) - Prevents users from saving or submitting a record with unresolved issues. This is the default value.
   • Deselected (false) - Enables users to save or submit a record with unresolved issues or when the text is not checked by the agent

   The text_monitoring_block_save__v AI setting is not currently supported on the Browser platform. Browser users can save or submit calls regardless of text verification status.

10. Navigate to Admin > Configuration > Vault AI Setup > Agents.
11. Select the Text Monitoring 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:

    • Monitor Call Notes - Monitors the Call Notes field on the call report

To ensure the Text Monitoring Agent accesses the appropriate prescribing information for each product, provide PI reference documents in PromoMats/MedComms. The Text Monitoring Agent references these records when determining which text needs to be flagged as a potential compliance or safety risk, relative to each product’s prescribing information.

For more on configuring and using PI documents in Vault CRM, see Accessing ISI and PI Documents for CLM Content in the HCP Content Player. For information on managing the connection between Vault CRM and PromoMats/MedComms, see Managing Field Mappings Between Vault CRM and PromoMats/MedComms.

Alternatively, PI reference documents can be manually created in Vault CRM:

1. Navigate to Business Admin > Objects > reference_document__v.

2. Select Create.

3. Select the PI object type.

4. Populate the following fields:

   • reference_document_status__v - Approved
   • product__v - Appropriate product. This value must match a my_setup_products__v record where the company_product__v checkbox is selected.

5. Select Save.

6. Navigate to Attachments on the reference_document__v record.

7. Upload or drag and drop the appropriate document file to the reference_document__v record.

   Attach one file per reference_document__v record. Additional files are not included in the agent's compliance context.

8. Initialize a Vector Database refresh.

To include company-specific or brand-specific definitions of compliance in the Text Monitoring Agent’s analysis, provide documents with the compliance__v document type in Vault CRM. Optionally, a product and country can be specified on each compliance document.

To provide compliance documents:

1. Upload or create the document in Vault CRM, using one of the supported methods. For information on supported methods, see Creating Documents on the Vault platform help site.

2. Select the compliance__v document type when prompted.

3. Select the Standard document lifecycle.

4. Populate either or both of the following fields (optional):

   • country__v - Appropriate country, if the compliance information is country-specific. This value is matched to the call address’ country, or the user’s country. If a country is not specified, the compliance information applies across countries.
   • product__v - Appropriate product, if the compliance information is product-specific. This value is matched to the user’s My Setup Products. If the field is not populated, the compliance information applies across products.

5. Approve the completed document. For information on approving documents, see Using Document Workflows on the Vault platform help site.

6. Initialize a Vector Database refresh.

When creating compliance documents, ensure any language referencing user roles, countries, products, or brands uses the same natural language wording as the corresponding label in the Vault CRM data model. This enables the Large Language Model (LLM) to consistently apply the information, using the context available in Vault CRM.

To support global teams, the Text Monitoring Agent can process PI reference and compliance documents in multiple languages. When providing documents in a non-English language:

• Upload the appropriate PI reference and compliance documents in a local language
• For compliance documents, select the appropriate country from the Country field for the document. For example, for compliance documents to be used in Spain, admins can upload the documents in the Spanish language and then select Spain as the document country. This allows the AI to retrieve and cross-reference the correct localized documents against the user's inputs.
• Ensure User Locales are set to the user's local language. While the Text Monitoring Agent can analyze text written in any language supported by the LLM, setting the User Locale to the local language ensures the user experience is consistent and relevant information displays in the user's language, including alerts, buttons, and system messages.

User inputs are checked in any language supported by the base Large Language Model (LLM). The Text Monitoring Agent’s responses are displayed in the language defined for the user in Vault CRM, as are Vault CRM actions, alerts, errors, and labels.

After completing the configuration above, activating the agent, and uploading documents, initialize the vector database by running a full refresh.

To initialize the database:

1. Ensure configuration is complete, the Text Monitoring Agent is active, and the appropriate PI or Compliance documents are uploaded to Vault CRM.
2. Navigate to Admin > Configuration > CRM AI Management > AI Configurations. The AI Configurations page displays the Vector Database Sync section, which contains a table of refresh jobs from the last ten days.
3. Select Full Refresh.
4. Select Compliance Documents, PI Documents, or both, depending on the content loaded.
5. Select Continue.
6. Select Continue in the confirmation pop-up to start the refresh process.

During the refresh, vectors are created for approved compliance and PI documents. When the refresh completes, the status updates to Finished in the Vector Database Sync table and a message displays indicating the number of documents loaded.

Because automatic database updates are not supported for compliance or PI documents, the Vector Database must be manually refreshed whenever these documents are added or updated. Select only the necessary document types. Including additional types can result in extra token costs and avoidable downtime for the agents.

1. Navigate to Admin > Configuration > CRM AI Management > AI Configurations.
2. Select Full Refresh.
3. Select Compliance Documents, PI Documents, or both.
4. Select Continue.
5. Select Continue in the confirmation pop-up to start the refresh process.

For more information on managing the database on an ongoing basis, see Managing the Vector Database.

Considerations

Before refreshing the Vector Database, ensure end users are not actively using AI features in Vault CRM, as they may receive inaccurate responses during a refresh. Perform database refreshes prior to enabling AI for end users or during a designated maintenance window.