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

## Document Transfer Integration from PromoMats/Medical Vault

End users can reference Documents that are reviewed and approved in PromoMats and Medical Vaults directly in Vault CRM, without needing to access those Vaults, manually download and upload content, or build a custom integration. This feature enables PromoMats and Medical Vaults to remain the single source of truth for approved content, with a Document Transfer Integration that syncs content into Vault CRM for use in research, preparation, and interactions with HCPs.

The integration is an inbound standard Vault to Vault integration under the PromoMats - CRM and Medical - CRM Connections, and supports connecting many PromoMats and Medical Vaults to many Vault CRMs. It syncs any defined Document type to Vault CRM as Crosslinks, meaning source file and viewable renditions continue to be maintained in the source Vault, and Vault CRM controls the publishing of content to the Vault CRM CDN. Content creators publish approved content once and end users can view and utilize that content in Vault CRM.

**Who can use this feature?**

* Content Creators, End Users – Browser
* [Using Document Transfer Integration](#Using_Document_Transfer_Integration_as)
* Users do not require an additional license

### Configuring Document Transfer Integration for

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

To configure this feature:

1. Ensure the following Vault Platform features are configured:

   * [Configuring the Medical-CRM Connection](https://commercial.veevavault.help/en/gr/879897/)
   * [Configuring the PromoMats-CRM Connection](https://commercial.veevavault.help/en/gr/921794/)
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the appropriate Permission Set.
4. Select **Objects**.
5. Grant the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | user\_exception\_message\_\_v | R | All | All | Read |
   | user\_exception\_item\_\_v | R | All | All | Read |
   | connection\_settings\_\_v | RE | Document Transfer Integration Settings | country\_filter\_\_v | Edit |
6. Navigate to the **Application** tab of the permission set.
7. Select the **Manage Connections** checkbox.
8. Navigate to **Admin > Settings > General Settings**.
9. Select the **Enable CrossLink Documents** checkbox.
10. Navigate to **Admin > Configuration > Document Types**.
11. Select **Source document’s source file rendition** for the CrossLink Source Type field for all document types to sync via the integration.
12. Navigate to the appropriate PromoMats or Medical Vault instance.
13. Assign the **PromoMats CRM Connection** document type group in PromoMats, or the **Medical CRM Connection** document type group in Medical, to each document type that syncs through the integration.

#### Mapping Document Types

To map Document types between Vault CRM and PromoMats/Medical Vault:

1. Navigate to the appropriate **Connection** record.
2. Create a **Document Type Reference Lookup** record in the Connection.
3. Create a **Reference Lookup** record for each custom document type configured as Related Piece, Related Medical Content, or Other Related Documents.

Only document types with Reference Lookups defined sync through the integration.

Populate the source key with the document type API name in PromoMats/Medical Vault, defined down to the classification level where applicable:

* doctype\_\_v
* doctype\_\_v.subtype\_\_v
* doctype\_\_v.subtype\_\_v.classification\_\_v

Each source key must be unique, and the Reference Lookup must be Active to apply. Document Type Reference Lookups on the PromoMats - CRM and Medical - CRM Connections apply when Active without being added to a Field Rule.

See [Creating & Managing Reference Lookups for Connections](https://platform.veevavault.help/en/gr/58198/) for more information.

Documents with fax\_content\_\_v = True sync to the Dynamic Word Template (dynamic\_word\_template\_\_v) document type regardless of the source document type, and do not require a document type Reference Lookup. Reference Lookups configured for those source document types apply only when fax\_content\_\_v is False or null.

Do not configure the following standard document types to sync through the Document Transfer Integration:

* Presentation
* Slide
* Shared Resource
* Email Template
* Email Fragment
* Template Fragment

#### Mapping Document Lifecycles

For document types that do not use the Vault CRM Content Lifecycle, customers must define a Document Lifecycle State Reference Lookup record in the Connection for each lifecycle state that maps to Vault CRM.

Populate the source key with the Document lifecycle and lifecycle state API name in PromoMats/Medical Vault, for example general\_\_c.draft\_\_c. Each source key must be unique, and the Reference Lookup must be Active to apply.

See [Creating & Managing Reference Lookups for Connections](https://platform.veevavault.help/en/gr/58198/) for more information.

Documents that are not assigned to the CRM Content Lifecycle and do not have Document Lifecycle State Reference Lookups defined will not sync to Vault CRM. Dynamic Word Template documents are hard-coded to the Vault CRM Content Lifecycle and use the following mappings:

| PromoMats/Medical Vault State Type | Vault CRM Lifecycle State |
| --- | --- |
| Steady State | Approved |
| Obsolete State | Expired |
| Superseded State | Superseded |
| All Other States | Staged |

Default Reference Lookups are also provisioned to the General Lifecycle (general\_lifecycle\_\_c) in Vault CRM for the Reference > Labeling and Reference > Important Safety Information document types, which are assigned that lifecycle by default:

| Source Key | Vault CRM Lifecycle State |
| --- | --- |
| * Medical - CRM Connection: medical\_library\_\_c.approved\_for\_use\_\_c * PromoMats - CRM Connection: reference\_documents\_\_c.approved\_for\_use\_\_c | approved\_\_c |
| * Medical - CRM Connection: medical\_library\_\_c.expired\_\_c * PromoMats - CRM Connection: reference\_documents\_\_c.expired\_\_c | obsolete\_\_c |
| * Medical - CRM Connection: medical\_library\_\_c.draft\_\_c * PromoMats - CRM Connection: reference\_documents\_\_c.draft\_\_c | draft\_\_c |

Customers must also add the following fields to any additional Document type configured to sync through the integration:

* rendition\_transfer\_status\_\_v
* cdn\_path\_\_v
* cdn\_processing\_status\_\_v
* cdn\_status\_\_v

Rendition Transfer Status is used only by Vault CRM processes to determine when all renditions for a document are available, and should never be viewed or set manually.

#### Mapping Fields

Fields on Documents in PromoMats/MedComms can also be mapped to Vault CRM, enabling these fields to resolve correctly during the sync and integration via Field Rules on the Document Transfer Integration Rule.

The following standard fields map from PromoMats/Medical Vault to Vault CRM:

| Vault CRM Document Field | PromoMats/MedComms Query Object | Query Field |
| --- | --- | --- |
| name\_\_v | documents | name\_\_v |
| detail\_product\_\_v | documents | Populated based on the following scenarios:   * Primary - If the crm\_product\_\_v field is populated on the document in PromoMats/MedComms, then the values are mapped by matching the external\_id\_\_v field in PromoMats/MedComms to the vexternal\_id\_\_v field in Vault CRM * Secondary - If the crm\_product\_\_v field is null and the product\_\_v field is populated on the document in PromoMats/MedComms, then the values are mapped by matching the external\_id\_\_v field in PromoMats/MedComms to the vexternal\_id\_\_v field in Vault CRM   If no values are populated, the Detail Product is left null. |
| detail\_group\_\_v | documents | Populated based on the following scenarios:   * Primary - If the crm\_detail\_group\_\_v field is populated on the document in PromoMats/MedComms, then the values are mapped by matching the external\_id\_\_v field in PromoMats/MedComms to the vexternal\_id\_\_v field in Vault CRM * Secondary - If the crm\_detail\_group\_\_v field is null and the detail\_group\_\_v field is populated in PromoMats/MedComms, then the values are mapped based on the picklist value label in PromoMats/MedComms to the name\_\_v field on the product\_catalog\_\_v records where the type\_\_v field is set to Detail Group in Vault CRM   If no values are populated, the Detail Group is left null. |
| product\_group\_\_v | documents | Populated based on the matching pair of product\_\_v and detail\_group\_\_v fields on product\_group\_\_v records when the CRM Product Group field is used in PromoMats/MedComms.  The Detail Product and Detail Group values joined by the Product Group records are also added to the detail\_product\_\_v and detail\_group\_\_v document fields in Vault CRM, in addition to any values mapped from the independent field mappings for the detail\_product\_\_v and detail\_group\_\_v fields, described above.  The Product Group field is used for CLM documents assigned multiple Detail Products and Product Groups. Though this mapping is supported, multi-product CLM presentations using CLM as Document Model are not yet supported on iPad. |
| brand\_\_v | * document\_product\_\_vr – For PromoMats * document\_local\_product\_\_vr – For MedComms | name\_\_v |
| product\_family\_\_v | * document\_product\_family\_\_vr – For PromoMats * document\_product\_\_vr – For MedComms | name\_\_v |
| indication\_\_v | document\_indication\_disease\_\_vr | name\_\_v |
| language\_\_v | documents | language\_\_v |
| title\_\_v | documents | title\_\_v |
| content\_group\_\_v | document\_content\_group\_\_vr | external\_id\_\_v |
| country\_\_v | document\_country\_\_vr | country\_code\_\_v |

If the Document Transfer Integration is configured to sync documents that already sync through the [Approved Email Document Integration](../Multichannel/ApprovedEmailDocModel/ConfiguringAE/AECRMVaultIntegration.htm), Field Rules that map the same source fields must match for both integrations.

Review the standard Documents to transfer (documents\_to\_transfer\_\_v) Query Object Rule, which syncs only Steady State documents. To sync staged content, inactivate this rule and add a custom Query Object Rule that includes non-steady state documents that are not Obsolete or Superseded.

To filter synced documents by country:

1. Set the **Country Filter** field on the Global Document Transfer Integration Settings record.
2. Edit the record from the **Connection Settings** page. By default, the record does not display in Business Admin.
3. Activate the **Document Transfer Country Integration Point** in the Country Integration in the Connection.

When the Document Transfer Country Integration Point is active, Vault CRM syncs only documents that have no countries assigned, or that have at least one country assigned matching the Country Filter. When the Country Filter value changes, the Document Transfer Integration runs a full sync after a five minute delay, which expires documents assigned to countries removed from the list and syncs documents assigned to countries added to the list.

#### Activating the Document Transfer Integration

The integrations and their integration points are inactive by default. Content admin users must activate each integration and the appropriate integration points to sync documents and filter synced content by country from the connected PromoMats or MedComms Vault instance.

To activate an integration and an integration point:

1. Navigate to **Admin > Connections**.
2. Select **PromoMats-CRM Connection** or **Medical-CRM Connection**, according to the connected Vault type.
3. Select the appropriate integration in the **Integrations** section.
4. Set the **Status** in the System Information section to Active.
5. Select the appropriate integration point in the **Integration Points** section.
6. Set the **Status** in the System Information section to Active.

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

To configure this feature:

1. Ensure end users are assigned a role in the appropriate document type lifecycles with View content permission.
2. Grant end users **Read** permission to any objects that documents shared with them have reference fields to.
3. Admins can configure document sharing based on My Setup products and content groups:

   * Ensure the following are configured:
   * [Application Profiles](../Getting_Started/SettingUp/ApplicationProfiles.htm)
   * [Using the My Setup Tab](../Products/MySetupPage.htm)
   * Add a role using the **Media Consumer Application Role** for lifecycles other than CRM Content Lifecycle.
   * Ensure [Dynamic Access Control](https://platform.veevavault.help/en/gr/31824/) is enabled.
   * Ensure the following sharing rules are defined for the **Media Consumer** role for the document lifecycle:
   * Document Type Group and Content Group and Detail Product
   * Document Type Group and Content Group and Detail Product and Detail Group

   These are enabled by default for the CRM Content Lifecycle and can be configured for other document lifecycles.
4. Navigate to **Admin > Configuration > Document Types**.
5. Select the **All Actions** button for the appropriate document type.
6. Select **Edit Details**.
7. Select **Content Alignment Sharing** for the Document Type Group field.
8. Select **Save**.

### Using Document Transfer Integration as

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

Content creators review, approve, and maintain documents in PromoMats and Medical Vault, and the integration transfers them to Vault CRM. Documents are created as Crosslinks with a Source Binding Rule set to the specific document version, so the approved Steady State version remains in place in Vault CRM while new draft versions are updated in the source Vault. When Vault CRM receives notification of a new version, it creates the new version and sets the source binding version to the new version in PromoMats/Medical Vault.

The integration syncs the source file rendition and the viewable rendition through Crosslinks, along with any fields mapped through Field Rules. Renditions cannot be changed in Vault CRM and are maintained only in the source Vault.

To sync a document to Vault CRM:

1. Confirm the Document type has the **PromoMats CRM Connection** or **Medical CRM Connection** document type group assigned, and a Reference Lookup defined in Vault CRM.
2. Move the Document to a lifecycle state that syncs through the integration. By default, only Steady State Documents sync.
3. Confirm the Document is assigned a country included in the Country Filter of the target Vault CRM, if the Document Transfer Country Integration Point is active. Documents with no countries assigned always sync.

PromoMats/Medical Vault records all changes to documents configured for the integration and notifies Vault CRM, which schedules a job to run five minutes later. Vault CRM then queries only the documents that changed since the last successful run. Changes that sync include document versions and renditions that are created, updated, or deleted, and changes to document metadata.

To sync a fax template to Vault CRM:

1. Set the **fax\_content\_\_v** field to True on the document. The document syncs to the Dynamic Word Template document type in Vault CRM, regardless of its document type in PromoMats/Medical Vault.
2. Upload the .zip file as the Source File of the document
3. Upload a viewable rendition to the document in PromoMats/Medical Vault.

Dynamic Word Templates that sync through the integration use Crosslinks for both the source file and the viewable rendition, and PromoMats/Medical Vault does not generate the viewable rendition automatically. Because the source file is a .zip file, the Vault Platform cannot generate a viewable rendition for it, and Vault CRM does not upload one to documents that sync through the integration.

To remove a document from Vault CRM move it to an Obsolete state in PromoMats/Medical Vault. The corresponding document in Vault CRM moves to an Obsolete type state instead of being deleted, which maintains the references other records in Vault CRM have to it. When a document moves to an Obsolete type state, Vault CRM withdraws and deletes all files from both the Staged and Production CDN folders for that document.

When a document fails to sync, Vault CRM creates a User Exception Message with User Exception Items that contain the IDs of the documents that failed. Documents fail to sync and move to the Sync Error lifecycle state, if they were previously synced, in the following scenarios:

* The document has a mapped field that references a Vault Object record that does not exist in Vault CRM
* The document has a required field in Vault CRM that is not populated in, or mapped from, PromoMats/Medical Vault
* The document has a mapped field that references a picklist value that does not exist in Vault CRM

When a text field in PromoMats/Medical Vault is longer than the mapped field in Vault CRM, the value truncates when it syncs and the User Exception Message contains a warning, but the sync does not fail.

User Exception Messages are set to Inactive when the user runs the Reprocess Request action on the User Exception Message, or the next time the related integration runs successfully.

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

End users can view Documents synced from PromoMats and Medical Vault in Vault CRM for research, preparation, and interactions with HCPs, without requiring access to the originating PromoMats or Medical Vault. Documents display in Vault CRM with the fields mapped through the integration, including brand, product family, indication, language, title, content group, and country.

Documents that sync through the integration are read-only in Vault CRM. Content creators maintain the content and the renditions in PromoMats/Medical Vault, and the changes sync to Vault CRM.

### Related Topics

[Integrating Vault CRM and PromoMats / MedComms for Approved Email](../Multichannel/ApprovedEmailDocModel/ConfiguringAE/AECRMVaultIntegration.htm)

[Creating and Managing Fax Templates](../SendToFax/CreatingContent/CreateTemplates.htm)