Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Configuration/PromoMatsMedComms.htm

## Integrating Events Management with PromoMats and MedComms

To better manage the various types of event materials used for an event, admins can integrate Events Management with PromoMats and MedComms instances. This integration utilizes customizable field mappings between the em\_catalog\_\_v object in Vault CRM and the Document object in PromoMats and MedComms, leveraging Vault’s document management capabilities to deliver approved and compliant event materials to an event.

The integration syncs Documents into Vault CRM as Events Management Catalog records with attachments. These synced Catalog records are made available to events via the Event Rules and Topic Materials, also created by the integration.

**Who can use this feature?**

* Admin Users - Browser
* [Integrating with PromoMats or MedComms Instances](#Integrat)
* [Managing Field Mappings](#Managing)
* Integration Users - Browser
* [Syncing Between Vault and CRM](#Syncing)
* Users require an Events Management License

### Configuring the Integration with PromoMats and MedComms for

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Admin Users](#)

To configure this feature in Vault CRM:

1. Ensure the following features are configured:

   * [Configuring Events Management](Config.htm)
   * [Syncing Metadata Using the CRM Metadata Integration](../../Getting_Started/CRMMetadataIntegration.htm) –
     Ensure this feature is configured to sync the following records to each target PromoMats or MedComms instance:
   * CRM Product
   * Event Configuration
   * Event Topic
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 |
   | --- | --- | --- | --- | --- |
   | connection\_\_v | CRED | connection\_\_v | * connection\_url\_\_v * external\_id\_\_v * last\_sync\_date\_\_v * last\_sync\_status\_\_v * next\_sync\_date\_\_v * type\_\_v | Edit |
   | connection\_field\_mapping\_\_v | CRED | field\_mapping\_\_v | * connection\_\_v * connection\_field\_\_v * crm\_field\_\_v * crm\_object\_\_v * status\_\_v * system\_mapping\_\_v | Edit |
   | connection\_value\_mapping\_\_v | CRED | value\_mapping\_\_v | * connection\_field\_mapping\_\_v * connection\_value\_\_v * crm\_value\_\_v | Edit |
   | em\_catalog\_\_v | CRED | All mapped object types | * connection\_\_v * description\_\_v * name\_\_v * status\_\_v * vault\_document\_version\_id\_\_v * All other mapped fields or fields to copy from event materials | Edit |

To configure this feature in a PromoMats or MedComms instance, add the following fields to each Vault Document Type that you plan to sync with CRM:

* crm\_org\_\_v
* crm\_product\_\_v
* crm\_em\_catalog\_type\_\_v
* crm\_em\_presentation\_type\_\_v – This field should only be added to Vault Document Types that are used with PowerPoint (.pptx) files
* crm\_em\_event\_configuration\_\_v
* crm\_em\_event\_topic\_\_v

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Integration Users](#)

To configure this feature:

1. Ensure [Configuring Events Management](Config.htm) 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 |
   | --- | --- | --- | --- | --- |
   | connection\_\_v | CRED | connection\_\_v | * connection\_url\_\_v * external\_id\_\_v * last\_sync\_date\_\_v * last\_sync\_status\_\_v * next\_sync\_date\_\_v * type\_\_v | Edit |
   | connection\_field\_mapping\_\_v | CRED | field\_mapping\_\_v | * connection\_\_v * connection\_field\_\_v * connection\_field\_mapping\_status\_\_v * crm\_field\_\_v * crm\_object\_\_v * status\_\_v * system\_mapping\_\_v | Edit |
   | connection\_value\_mapping\_\_v | CRED | value\_mapping\_\_v | * connection\_field\_mapping\_\_v * connection\_value\_\_v * crm\_value\_\_v | Edit |
   | contract\_\_v | RE | All object types used for Events Management | em\_catalog\_\_v | Edit |
   | em\_catalog\_\_v | CRED | All mapped object types | * connection\_\_v * description\_\_v * name\_\_v * status\_\_v * vault\_document\_version\_id\_\_v * All other mapped fields or fields to copy from event materials | Edit |
   | em\_topic\_material\_\_v | CRED | product\_material\_\_vtopic\_material\_\_v | * material\_type\_\_v * material\_\_v * product\_\_v * topic\_\_v * object\_type\_\_v | Edit |
   | em\_event\_rule\_\_v | CRED | material\_\_v | * country\_override\_\_v * event\_configuration\_\_v * material\_type\_\_v * material\_\_v * object\_type\_\_v | Edit |
   | em\_event\_configuration\_\_v | R | All applicable object types | * end\_date\_\_v * start\_date\_\_v * vexternal\_id\_\_v | Read |
   | em\_event\_configuration\_country\_\_v | R | All applicable object types | * country\_\_v * event\_configuration\_\_v | Read |
   | vcountry\_\_v | R | All applicable object types | alpha\_2\_code\_\_v | Read |
   | em\_event\_\_v | R | All applicable object types | * country\_\_v * event\_configuration\_\_v * em\_event\_status\_\_v * lock\_\_v * product\_\_v * topic\_\_v | Read |
   | em\_event\_material\_\_v | CRE | All applicable object types | * em\_event\_\_v * material\_type\_\_v * material\_\_v * All other fields to copy from em\_catalog\_\_v records | Edit |
   | product\_\_v | R | All applicable object types | vexternal\_id\_\_v | Read |
6. Navigate to the **Applications** tab in the permission set.
7. Select the **Access API** checkbox.
8. Ensure all appropriate em\_event\_configuration\_\_v records to sync to PromoMats or MedComms have a populated **vexternal\_id\_\_v** field.

#### Defining the Events Management Integration User

To define the integration user used to update Vault CRM records:

1. Navigate to **Admin > Configuration** and select **Vault Integration** in the **Application Configurations** section.
2. Select **New** in the Integration User section.
3. Enter the following information:

   * Username
   * Password
   * Is this a Sandbox? – Select this checkbox if the Vault CRM instance is a sandbox
4. Select **Save** to validate the entered credentials.

### Integrating with PromoMats or MedComms Instances as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Admin Users](#)

Once the Events Management integration user is defined, admins can connect one or more PromoMats or Vault Medical instances to the CRM org:

1. Navigate to **Admin > Configuration > Application Configurations**.

   ![](../../../Resources/Images/Events/Config/VaultInteg/AppConfigs.png)
2. Select **Vault Integration** in the Events Management section.
3. Navigate to the **Connections** section.

   ![](../../../Resources/Images/Events/Config/VaultInteg/Connections.png)
4. Select **New**.

   ![](../../../Resources/Images/Events/Config/VaultInteg/NewConnectionModal.png)
5. Enter the following information:

   * Vault URL – The URL of the Vault instance
   * Vault User – The user name of the integration user in Vault
   * Password – The password of the integration user in Vault
   * WHERE Clause – Restricts which types of documents are synced to CRM

     The crm\_org\_\_v field on Vault Documents filters the available Event Configuration, Product, and Topic values during document creation, but does not filter which CRM instances receive the document during sync. To restrict a Vault Connection to documents intended for a specific CRM instance, use the WHERE Clause field.
6. Select **Save**.

Saved connections can be edited or deleted via the All Actions menu in the Connections section.

![](../../../Resources/Images/Events/Config/VaultInteg/DeleteConnection.png)

Deleting a connection also expires all em\_catalog\_\_v records created by the connection. Additionally, all associated attachments, em\_topic\_material\_\_v and em\_event\_rule\_\_v records are deleted. em\_event\_material\_\_v records are not deleted. See [Properties of Synced and Related Records](#Properti) for more information.

### Managing Field Mappings as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Admin Users](#)

After integrating with a Vault instance, admins can view, edit, or create mappings between the Document object in the integrated instance and the em\_catalog\_\_v object in Vault CRM.

#### Default Field Mappings

When a Vault connection is validated, a set of default field mappings are automatically created.

| em\_catalog\_\_v Field | Vault Document Field |
| --- | --- |
| description\_\_v | title\_\_v |
| em\_catalog\_name\_\_v | name\_\_v |
| object\_type\_\_v | crm\_em\_catalog\_type\_\_v |
| em\_catalog\_status\_\_v | status\_\_v |
| vault\_document\_version\_id\_\_v | version\_id |

These system field mappings cannot be deleted or modified, but can be deactivated via the All Actions menu.

![](../../../Resources/Images/Events/Config/VaultInteg/InactivateMapping.png)

#### Creating Custom Field Mappings

In addition to the default field mappings, admins can create custom field mappings. The following field types in CRM can be mapped to the following field types in Vault:

| CRM Field Type | Supported Vault Field Types |
| --- | --- |
| Date | Date |
| Date/Time | Date/Time |
| Number | Number |
| Percent | Number |
| Phone | Number |
| * Yes/No\* * Picklist (Single)\* | * Yes/No * Picklist (Single) * Text |
| Picklist (Multi)\* | Picklist (Multi) |
| Email | Text |
| Link | * Link * Text |
| * Rich Text * Long Text * Text | * Number * Date * Date/Time * Yes/No * Picklist (Single) * Link * Text |

\* These field types require additionally [mapping specific values](#Mapping).

To create custom field mappings:

1. Select the appropriate connection.

   ![](../../../Resources/Images/Events/Config/VaultInteg/CatalogMappings.png)
2. Select **New** in the EM Catalog Mappings section.

   ![](../../../Resources/Images/Events/Config/VaultInteg/NewFieldMapping.png)
3. Use the **EM Catalog Field** picklist to select the appropriate em\_catalog\_\_v field.

   The em\_catalog\_\_v, connection\_\_v, and id fields cannot be mapped.
4. Use the **Vault Document Field** picklist to select a compatible Document field to map.
5. Select either **Save** or **Save + Create**.

Only active fields can be mapped. Fields cannot be mapped multiple times in the same connection.

#### Mapping Field Values Between Vault CRM and PromoMats and MedComms

Admins must also map individual values of the following Vault CRM fields and field types to individual values of the mapped field in Vault:

* object\_type\_\_v
* Yes/No
* Picklist (Single)
* Picklist (Multi)

The following system fields have default value mappings created by Veeva:

| em\_catalog\_\_v Field | Vault Document Field | em\_catalog\_\_v Field Value | Vault Document Field Value |
| --- | --- | --- | --- |
| status\_\_v | status\_\_v | staged\_\_v | * draft\_\_c * draft\_\_vs |
| approved\_\_v | * approved\_for\_distribution\_\_c * approved\_\_vs |
| object\_type\_\_v | crm\_em\_catalog\_type\_\_v | speaker\_presentation\_\_v | speaker\_presentation\_\_v |
| print\_sign\_in\_template\_\_v | print\_sign\_in\_template\_\_v |
| print\_invitation\_template\_\_v | print\_invitation\_template\_\_v |
| contract\_\_v | contract\_\_v |

Admins should review default mappings to determine which additional value mappings for these fields may be needed.

To create mappings between values of Vault CRM fields and fields from the integrated Vault instance:

1. Navigate to the appropriate row in the **EM Catalog Mappings** table.
2. Select **View Mappings** in the Actions column.

   ![](../../../Resources/Images/Events/Config/VaultInteg/ValueMappings.png)
3. Select **New**.
4. Use the **CRM Value** and **Vault Value** picklists to select the appropriate values to map.
5. Select either **Save** or **Save + Create**.

When mapping the Vault Document status\_\_v field to CRM, all status\_\_v values from every active Vault Document Lifecycle display as available for mapping, including values from Document Types that are not being used by the integration. Because of this, admins should ensure that they map only status\_\_v values from Vault Document Lifecycles of Vault Document Types that are mapped by the integration.

#### Validating Field and Value Mappings

It is recommended that you validate the connection’s mappings after you finish creating all field and value mappings for a connection.

Select Validate Mappings from the All Actions menu for that Vault connection. Once the validation is complete, you can download the report to view a detailed list of any field or value mappings requiring correction.

#### Scheduling the Integration Between Vault and CRM

Admins can automate the sync between Vault and CRM via the Process Scheduler:

1. Navigate to the [Process Scheduler](../../Integration/Process_Scheduler.htm).
2. Select **Edit** next to the Events Management Vault Integration process.
3. Select the appropriate interval the process should run.
4. Select the **Schedule will be active** checkbox.
5. Select **Save**.

### Creating PromoMats or MedComms Documents for the Integration as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)PromoMats or MedComms Users](#)

When the integration runs, Document records with the following properties are synced to Vault CRM:

* status\_\_v – Determines the status of the em\_catalog\_\_v record created in Vault CRM. The value from this field must be [mapped](#Mapping) to either the approved\_\_v or staged\_\_v value on the em\_catalog\_\_v.em\_catalog\_status\_\_v field.
* crm\_em\_catalog\_type\_\_v – Determines the object type of the em\_catalog\_\_v record created in Vault CRM
* Any other mapped fields defined by the admin

Additionally, at least one of the following fields on the Document record must be populated to make the synced Document available to events in Vault CRM:

* To make the Vault Document available to specific types of events, populate the following fields:
* crm\_em\_event\_configuration\_\_v – Determines which type of events the record should be made available to in Vault CRM
* country\_\_v – Determines which countries the record should be made available to;

  See [Event Rule Records](#Event) for more information.
* To make the Vault Document available to events about a specific product, populate the crm\_product\_\_v field. See [Topic and Product Material Records](#Topic) for more information.
* To make the Vault Document available to Events about a specific topic, populate the crm\_em\_event\_topic\_\_v field. See [Topic and Product Material Records](#Topic) for more information.

These fields can be used together for even greater specificity when making Document records available to events in Vault CRM.

#### Speaker Presentation Decks in Vault

PowerPoint Document records in Vault can be configured to import into Vault CRM as a read-only file. This is useful for providing external event speakers with approved presentation decks that cannot be edited by the speaker.

To specify if a PowerPoint Document should import into Vault CRM as read-only, populate the crm\_em\_presentation\_type\_\_v field with the appropriate value:

* Locked – When the integration process occurs, the .pptx file attaches to the em\_catalog\_\_v record as a read-only Powerpoint Show (.ppsx) file
* Unlocked or blank – The .pptx file is attached to the em\_catalog\_\_v record and can be downloaded and edited freely

The crm\_em\_presentation\_type\_\_v field does not need to be mapped to a field in Vault CRM.

### Syncing Between Vault and CRM as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Integration Users](#)

After field mappings and field value mappings are defined and validated, manually sync Vault and CRM or schedule the integration job between CRM and Vault via the Process Scheduler.

To manually sync between Vault and CRM, select the Sync button in the Integration History table in the Events Management Integration Administration tab.

#### The Sync Process

When a sync is initiated between Vault CRM and a connected Vault instance, the following process occurs:

* A precheck stage validates the connection’s [field mappings](#Managing) and [field value mappings](#Mapping).
* em\_catalog\_\_v records mapped to the Staged status in Vault CRM are created or updated. All appropriate related records are also created or updated for each em\_catalog\_\_v record. See [Properties of Synced and Related Records](#Properti) for more information.

  This step only occurs if the Vault CRM instance is a sandbox.
* em\_catalog\_\_v records mapped to the Approved status in Vault CRM are created or updated. All appropriate related records are also created or updated for each em\_catalog\_\_v record.
* All em\_catalog\_\_v records not mapped to a Staged or Approved status are expired. The following types of records related to the expired em\_catalog\_\_v record are deleted:
* The catalog's attachment
* em\_event\_rule\_\_v
* em\_topic\_material\_\_v

If the expiring em\_catalog\_\_v record represents a [Speaker Contract Print Template](../Speakers/SpeakerContractGeneration.htm) and the record is being expired due to a new version of the template being made available, any individual contract\_\_v records referencing the expiring em\_catalog\_\_v record automatically update to reference the new version of the template instead.

#### Using the Integration History Table

View the history of syncs between connected Vault instances and Vault CRM via the Integration History table in the Vault Integration tab.

![](../../../Resources/Images/Events/Config/VaultInteg/IntHistory.png)

Each row in the table represents a sync between a PromoMats or MedComms instance and a Vault CRM instance. View the total number of adds, updates, and errors that occurred during the sync. Admins can also view all individual records affected by the sync by selecting Download Log in the All Actions menu to download a spreadsheet with the record details.

#### Properties of Synced and Related Records

em\_catalog\_\_v records created in Vault CRM via syncing with a connected Vault instance have the following properties:

* connection\_\_v – References the connection\_\_v record representing the Vault instance the record originated from
* All [mapped fields](#Managing) with the Vault instance, including the following fields
* The Vault Document Version File, attached to the em\_catalog\_\_v record

Additionally, the following related records are also created based on the corresponding Document record in Vault and its related records:

#### Topic and Product Material Records

These two types of em\_topic\_material\_\_v records link a material to an event’s topic or product. The following types of em\_topic\_material\_\_v records are created:

* topic\_material\_\_v type records – Created based on the crm\_em\_event\_topic\_\_v records in Vault associated with the Document record. The following fields automatically populate:
* material\_type\_\_v – The object type of the associated em\_catalog\_\_v record
* topic\_\_v – References the created em\_catalog\_\_v record
* material\_\_v – References the created em\_catalog\_\_v record
* product\_material\_\_v type records – Created based on the crm\_product\_\_v field on the associated Document record in Vault. The following fields automatically populate:
* material\_type\_\_v – The object type of the associated em\_catalog\_\_v record
* product\_\_v – Populates with the value of the Document record’s crm\_product\_\_v field
* material\_\_v – References the created em\_catalog\_\_v record

#### Event Rule Records

Event Rules make em\_catalog\_\_v records available to events in Vault CRM. The integration creates Event Rules based on values from the following Document fields:

* crm\_em\_event\_configuration\_\_v
* country\_\_v

The table below describes how the integration creates Event Rule records based on the values of these fields:

|  | country\_\_v Field on the Document is Blank | country\_\_v field on the Document is Populated |
| --- | --- | --- |
| crm\_em\_event\_configuration\_\_v Field on the Document is Blank | No event rules are created. | Event rules are created or updated on all event configurations with an associated em\_event\_configuration\_country\_\_v record matching one of the Document’s defined countries. |
| crm\_em\_event\_configuration\_\_v Field on the Document is Populated | Event rules are created or updated on all associated event configurations. | Event rules are created or updated if an associated event configuration also has an associated em\_event\_configuration\_country\_\_v record that matches one of the Document’s defined countries. |

#### Event Material Records

When an em\_catalog\_\_v record is created or updated by the integration process, em\_event\_material\_\_v records are automatically created based on all applicable em\_event\_rules\_\_v or em\_topic\_material\_\_v records created by the integration. This ensures that the synced Vault Document is made available to all non-locked em\_event\_\_v records that are not canceled or closed.

Unlike em\_event\_rule\_\_v and em\_topic\_material\_\_v records, em\_event\_material\_\_v records are not deleted when their associated em\_catalog\_\_v records are expired. Instead, the attachment on the em\_event\_material\_\_v record is deleted to prevent end-users from accessing the expired content.

### Related Topics

[Managing Event Materials](../Materials/EventMaterial.htm)

[Using Event Configurations](EventConfigs.htm)

[Process Scheduler](../../Integration/Process_Scheduler.htm)