Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Planning/SendLocalEMContent.htm

## Sending Local Events Management Content via Approved Email

To enable improved content sharing, end users can add attachments associated with their event to Approved Emails. This enables users to send event documents to event attendees and speakers without the need to first add the content to a PromoMats or MedComms instance. Email recipients can download attached files to their device, which is tracked in Vault CRM.

**Who can use this feature?**

* Content Creators – Browser
* [Adding the {{insertEventFiles}} Token to Email Templates](#Adding_the_insertEventFiles_Token_to_Email_Templates_as)
* End Users – Browser, iPad
* [Adding Files to Event Material Records](#Adding_Files_to_Event_Material_Records_as)
* [Adding Files to Events Management Approved Emails](#Adding_Files_to_Events_Management_Approved_Emails_as)
* Users require Approved Email and Events Management Licenses

### Configuring Sending Local Events Management Content via Approved Email for

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

To configure this feature:

1. Ensure the following features are enabled:

   * [Configuring Events Management](../Configuration/Config.htm)
   * [Using Approved Email for Events Management](../AE/ApprovedEmailforEM.htm)
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 |
   | --- | --- | --- | --- | --- |
   | veeva\_distribution\_\_v | CRE | crm\_content\_\_v | * allow\_source\_download\_\_v * cdn\_status\_\_v * cdn\_path\_\_v * cdn\_path\_contains\_vault\_id\_\_v * content\_status\_\_v * distribution\_channel\_\_v * file\_extension\_\_v * file\_name\_\_v * file\_size\_\_v * file\_type\_\_v * last\_processed\_date\_\_v * last\_published\_file\_\_v * last\_published\_version\_\_v * processing\_status\_\_v * related\_object\_name\_\_v * related\_object\_record\_id\_\_v * related\_attachment\_id\_\_v * status\_details\_\_v * veeva\_content\_\_v | Edit |
   | sent\_email\_\_v | CRE | events\_management\_\_v | email\_files\_\_v | Read |
   | veeva\_distributions\_\_v | Edit |
   | sent\_fragment\_\_v | CRE |  | sent\_veeva\_distribution\_\_v | Edit |

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

To configure this feature:

1. Ensure the following features are enabled:

   * [Configuring Events Management](../Configuration/Config.htm)
   * [Using Approved Email for Events Management](../AE/ApprovedEmailforEM.htm)
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 |
   | --- | --- | --- | --- | --- |
   | veeva\_distribution\_\_v | CRE | crm\_content\_\_v | * processing\_status\_\_v * related\_object\_name\_\_v * related\_object\_record\_id\_\_v * related\_attachment\_id\_\_v | Edit |
   | * cdn\_status\_\_v * cdn\_path\_\_v * cdn\_path\_contains\_vault\_id\_\_v * file\_extension\_\_v * file\_name\_\_v * file\_size\_\_v * file\_type\_\_v * last\_processed\_date\_\_v * last\_published\_file\_\_v * last\_published\_version\_\_v * status\_details\_\_v | Read |
   | em\_event\_material\_\_v | R | All | approved\_\_v | Read |
   | sent\_email\_\_v | CRE | events\_management\_\_v | email\_files\_\_v | Edit |
   | veeva\_distributions\_\_v | Read |
   | sent\_fragment\_\_v | R | sent\_veeva\_distribution\_\_v | sent\_veeva\_distribution\_\_v | Read |
6. Navigate to **Admin > Configuration > Objects > em\_event\_material\_\_v > Layouts**.
7. Place the **Attachments** related object section on the appropriate layouts.
8. Navigate to **Admin > Configuration > Objects > em\_event\_material\_\_v > Fields > approved\_\_v**.
9. Select **yes\_\_v** as the default picklist value. This step is optional and immediately enables sharing attachments from the Event Material records.

### Adding the {{insertEventFiles}} Token to Email Templates as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Content Creators](#)

Content creators can control the availability and positioning of attached files in Approved Email templates by inserting the {{insertEventFiles}} token. Content creators should consider the following when using the {{insertEventFiles}} token:

* The token can only be used in Events Management email templates
* The token should be enclosed in an empty <table> HTML tag

  Adding the token via the BEE Editor automatically encloses the token in the appropriate tag.
* The token cannot be used in conjunction with the {{insertEmailFragments}} token. If both tokens are present in the Email Template, the {{insertEmailFragments}} token is ignored and does not render.

#### Styling the {{insertEventFiles}} Token

Files can be styled via the enclosing <table> tag or via the following CSS classes:

* .ae-dynamic-email-fragment – Controls the style of the table
* .ae-dynamic-email-fragment td – Controls the style of the table cells
* .ae-dynamic-email-fragment td.file-type-icon – Controls the style of table cells containing file icons
* .ae-dynamic-email-fragment td.file-name – Controls the style of the table cells containing file names
* .ae-dynamic-email-fragment a:link – Controls the style of an unvisited file link
* .ae-dynamic-email-fragment a:visited – Controls the style of a visited file link

### Adding Files to Event Material Records as

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

Files can be made available in Approved Emails by adding attachments to an em\_event\_material\_\_v record with an approved\_\_v field value of yes\_\_v.

The following formats are supported:

| File Category | Supported File Extensions |
| --- | --- |
| Microsoft Office Files | .docx, .xlsx, .pptx |
| PDF | .pdf |
| Audio Files | .mp3, .wav |
| Video Files | .mp4, .mov, .avi |
| Image Files | .jpg, .jpeg, .png, .gif |

### Adding Files to Events Management Approved Emails as

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

To add local files related to an event to an Approved Email:

1. Initiate [sending an Approved Email for the appropriate event](../AE/ApprovedEmailforEM.htm).
2. Select the appropriate template. Templates with the {{insertEventFiles}} token display a red placeholder prompting users to add files to the email.
3. Select the **Add Files** button to display the Add Files modal, which displays all attachments associated with the event via em\_event\_material\_\_v records with an approved\_\_v field of yes\_\_v.
4. Select the checkbox next to the appropriate files to add to the email. Users can locate files to add via the following methods:

   * Searching for a file’s name, description, or type
   * Filtering the list of files by the appropriate document type
5. Select **Add**.

   ![](../../../Resources/Images/Events/Planning/SendLocalEMContent.png)
6. Drag and drop the files to arrange them in the appropriate order.
7. Select the **Preview** button to preview how the inserted files will display in the final email sent to recipients. Files display as hyperlinks, with the name serving as the link text.
8. Continue with sending the Approved Email.

#### Viewing and Downloading Files From Sent Emails

Selecting the File Name hyperlink in the sent email displays the attachment file via the [HCP Content Player](../../Multichannel/Engage/Share/HCPContentPlayer.htm) in the device’s browser. Recipients can select the Download button to download the attachment from the HCP Content Player.

#### Withdrawing Content Sent via Approved Email

If content sent via Approved Email becomes outdated, end users can remove recipient access by deleting the associated attachment. When the attachment file is deleted, existing links to the content no longer function.

#### Tracking File Views and Downloads

When a file in an Approved Email is selected and downloaded by the recipient, an email\_activity\_\_v record is created and associated with the sent\_email\_\_v record representing the email. This email\_activity\_\_v record has the following properties:

* Object Type – veeva\_content\_player\_activity\_\_v
* event\_type\_\_v – downloaded\_\_v
* activity\_datetime\_\_v – The time the recipient clicked on download button
* sent\_email\_\_v – The sent\_email\_\_v record which contained the link
* veeva\_distribution\_\_v – References the Veeva Distribution record used to access the downloaded file
* transaction\_type\_\_v – events\_management\_\_v
* client\_name\_\_v – The name of the email client used to open the email
* client\_os\_\_v– The operating system of the device used to open the email
* client\_type\_\_v– The client type used to open the email
* device\_type\_\_v – The device type used to open the email

### Related Topics

[Using Approved Email for Events Management](../AE/ApprovedEmailforEM.htm)

[Creating Approved Email Templates](../../Multichannel/ApprovedEmail/CreatingContent/CreatingAETemplates.htm)

[Using the HCP Content Player](../../Multichannel/Engage/Share/HCPContentPlayer.htm)