Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Multichannel/CLM/ManagingContent/ContentAlignment.htm ## Aligning Approved Email and CLM Content * Object Model Content alignment allows customers to give the right users access to the right content using content groups. Content groups are groups of users who have access to the same content, allowing admins to efficiently manage the Approved Email and CLM content assigned to large groups of users. Content alignment provides customers with more transparency over what content is available for specific types of users. Customers can use content alignment with Align and/or PromoMats/MedComms to further streamline the process. Customers can build dashboards and reports to understand which users have access to which content. **Who can use this feature?** * Approved Email Integration Users - Browser * Business Admin Users - Browser * Content Admin Users - Browser * [Creating and managing content alignment](#Creating) * [Realigning content alignment](#Realigning) * CLM Integration Users - Browser * End Users - CRM Desktop (Windows), iPad, iPhone * [Use content groups](#Using) * Users require an Approved Email license for Approved Email content. Users do not require an additional license for CLM content. ### Configuring Content Groups Content groups can be configured to work with Align and/or PromoMats/MedComms in one of the following combinations: * CRM only * CRM and Align * CRM and PromoMats/MedComms * CRM, Align, and PromoMats/MedComms #### Configuring Content Groups in CRM for [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) 1. Ensure [Approved Email](../../ApprovedEmail/ConfiguringAE/AEConfigAdmins.htm) and [CLM](../ConfiguringCLM/CLMBasicConfig.htm) are configured. 2. Navigate to **Admin > Configuration > Object**s. 3. Select the **Enable Custom Sharing Rules** option in the Dynamic Access Control section for the following objects: * approved\_document\_\_v * clm\_presentation\_\_v * clm\_presentation\_slide\_\_v * email\_builder\_\_v * email\_builder\_cell\_\_v * email\_builder\_rule\_\_v * email\_builder\_rule\_cell\_\_v * key\_message\_\_v 4. Navigate to **Admin > Users & Groups > Permission Sets**. 5. Select the appropriate permission set. 6. Select the **Objects** tab. 7. Grant the following permissions: | Object | Object Permission | Object Types | Fields | Field Permission | | --- | --- | --- | --- | --- | | content\_group\_content\_\_v | CRED | * approved\_document\_\_v * clm\_presentation\_\_v * key\_message\_\_v | * approved\_document\_\_v * clm\_presentation\_\_v * content\_group\_\_v * key\_message\_\_v * modified\_by\_realignment\_\_v * object\_type\_\_v * vexternal\_Id\_\_v | Edit | | content\_group\_user\_\_v | CRED | user\_\_v | * content\_group\_\_v * user\_\_v * vexternal\_Id\_\_v | Edit | | content\_group\_\_v | CRED | content\_group\_\_v | * country\_\_v * description\_\_v\* * detail\_group\_\_v * \*external\_id\_\_v * group\_\_v * language\_\_v\* * modified\_by\_realignment\_\_v * name\_\_v * product\_group\_\_v\* * product\_\_v\* * content\_group\_status\_\_v \* This field is optional and can be used to provide additional context. | Edit | [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Approved Email/CLM Integration Users](#) To enable content groups in CRM for integration users: 1. Ensure [Approved Email](../../ApprovedEmail/ConfiguringAE/AEConfigAdmins.htm) and [CLM](../ConfiguringCLM/CLMBasicConfig.htm) are configured. 2. Navigate to **Admin > Users & Groups > Permission Sets**. 3. Select the appropriate permission set. 4. Select the **Admins** tab. 5. Grant **CRED** and **Assign Users** permission to Groups in the Security section. 6. Navigate to **Objects > Content Group** (content\_group\_\_v). 7. Grant Read permission to the **group\_\_v** field on the content\_group\_\_v object. [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) To enable content groups in CRM for end users: 1. Ensure [Approved Email](../../ApprovedEmail/ConfiguringAE/AEConfigEndUsers.htm) and [CLM](../ConfiguringCLM/CLMBasicConfig.htm) are configured. 2. Navigate to **Business Admin > Objects > VMobile Object Configurations**. 3. Ensure VMOCs for the following objects are **Active** and **Enable Enhanced Sync** is selected: * approved\_document\_\_v * clm\_presentation\_slide\_\_v * clm\_presentation\_\_v * key\_message\_\_v #### Configuring Content Groups in Align for [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)All Users](#) To enable content groups in Align, ensure [Content Groups in Align](https://alignhelp.veeva.com/doc/Content/Align/Features/Integration/AlignContent.htm) are configured and [Configuring Content Groups in CRM](#ConfigCRM) is complete. #### Configuring Content Groups in PromoMats/MedComms for [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)All Users](#) To enable content groups in PromoMats/MedComms, ensure [Syncing Metadata Using the CRM Metadata Integration](../../../Getting_Started/CRMMetadataIntegration.htm) is configured and the [CRM configuration above](#ConfigCRM) is complete. [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Approved Email/CLM Integration Users](#) To enable content groups in PromoMats/MedComms: 1. Navigate to **Admin > Users & Groups > Permission Sets**. 2. Select the appropriate permission set. 3. Select the **Objects** tab. 4. Grant the following permissions: | Object | Object Permission | Object Types | Fields | Field Permission | | --- | --- | --- | --- | --- | | content\_group\_content\_\_v | CRE | * approved\_document\_\_v * clm\_presentation\_\_v * key\_message\_\_v | * approved\_document\_\_v * clm\_presentation\_\_v * content\_group\_\_v * key\_message\_\_v * modified\_by\_realignment\_\_v * object\_type\_\_v * vexternal\_Id\_\_v | Edit | | content\_group\_\_v | CRE | content\_group\_\_v | * country\_\_v * description\_\_v\* * detail\_group\_\_v * \*external\_id\_\_v * group\_\_v * language\_\_v\* * modified\_by\_realignment\_\_v * name\_\_v * product\_group\_\_v\* * product\_\_v\* * content\_group\_status\_\_v \* This field is optional and can be used to provide additional context. | Read | [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)PromoMats/MedComms Integration Users](#) To enable content groups in PromoMats/MedComms for PromoMats/MedComms integration users: 1. Add the **crm\_content\_group\_\_v** Shared Field to the appropriate document types. 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 | | --- | --- | --- | --- | --- | | crm\_content\_group\_\_v | CRE | n/a | * country\_\_v * crm\_org\_\_v * crm\_id\_\_v * description\_\_v * external\_id\_\_v * id.crm\_detail\_group\_\_v * id.crm\_product\_group\_\_v * id.crm\_product\_\_v * language\_\_v * name\_\_v | Edit | | crm\_org\_\_v | CRE | n/a | * crm\_\_org\_id\_\_v * name\_\_v | Edit | ### Creating and Managing Content Alignment as Content alignment is composed of the following objects: * content\_group\_\_v - defines a group of users aligned to the same content. A content group can have multiple CRM users and many pieces of CLM and Approved Email content. A corresponding Group is automatically created for each content\_group\_\_v record. * content\_group\_user\_\_v - assigns a user to a content group. A user can be assigned to multiple content groups. The user\_\_v record is automatically added as a member in the Group corresponding to the content\_group\_\_v record. * content\_group\_content\_\_v - assigns a piece of content to a content group. A piece of content can be assigned to multiple content groups. For Approved Email, a piece of content consists of an approved\_document\_\_v record. For CLM, a piece of content consists of a clm\_presentation\_\_v record and its associated key\_message\_\_v records. The content\_group\_content\_\_v record is automatically assigned to the Group corresponding to the content\_group\_\_v record. The process of creating and managing content groups, and assigning users and content to each group depends on whether the customer is integrating CRM with Align and/or PromoMats/MedComms. [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Content Admin Users](#) #### Creating and Managing Content Alignment in CRM Only To align content in CRM: For customers who are only using CRM, admins must manually create or data load all content\_group\_\_v, content\_group\_user\_\_v, and content\_group\_content\_\_v records for each content group. 1. Define content groups. Create content\_group\_\_v records with the content\_group\_\_v record type and populate at least the following fields: * name\_\_v - name of the group * content\_group\_status\_\_v - Active. Set to Inactive when deactivating but not deleting a content group. The Group is deleted and users no longer have access to that content. * external\_id\_\_v - unique ID of the group Define a naming convention and use optional fields, for example, country\_\_v, description\_\_v, and language\_\_v, to provide additional context for the content group, which may be useful across teams. 2. Assign users to each content group. Create **content\_group\_user\_\_v** records with the user\_\_v record type and populate at least the following fields: * content\_group\_\_v - lookup to the content\_group\_\_v record, usually the External ID of the content group * user\_\_v - lookup to the User record 3. Assign content to content groups. * To assign Approved Email content, create **content\_group\_content\_\_v** records with the **approved\_document\_\_v** record type and populate at least the following fields: + content\_group\_\_v - lookup to the content\_group\_\_v record, usually the External ID of the content group + approved\_document\_\_v - lookup to the approved\_document\_\_v record + object\_type\_\_v - approved\_document\_\_v * For a CLM presentation, admins must create content\_group\_content\_\_v records for the presentation and each of its associated key messages. Sub-presentations are treated the same as CLM presentations and Shared Resources are treated the same as key messages. Admins must create content\_group\_content\_\_v records for a sub-presentation and its key messages, as well as for a Shared Resource. Veeva recommends data loading content\_group\_content\_\_v records for key messages (including Shared Resources) first, followed by CLM presentations (including sub-presentations). * Create **content\_group\_content\_\_v** records with the **clm\_presentation\_\_v** record type and populate at least the following fields: + content\_group\_\_v - lookup to the content\_group\_\_v record, usually the External ID of the content group + clm\_presentation\_\_v - lookup to the clm\_presentation\_\_v record + object\_type\_\_v - clm\_presentation\_\_v * For each key message in a CLM presentation, create **content\_group\_content\_\_v** records with the **key\_message\_\_v** record type and populate at least the following fields: + content\_group\_\_v - lookup to the content\_group\_\_v record + key\_message\_\_v - lookup to the key\_message\_\_v record + object\_type\_\_v - key\_message\_\_v #### Creating and Managing Content Alignment using Align and CRM Customers can use Align to manage content groups and users. The content assigned to each content group is managed in CRM. With the 24R2.0 release, deleting content groups in Align does not delete the corresponding content\_group\_\_v records in Vault CRM. In a future release, admins in Align will be able to delete content groups. To align content using Align and CRM: 1. Create content groups and assign users in Align. Admins in Align manually create content groups and the users are automatically assigned to each group based on territory assignments. Admins then sync the content groups and users to CRM. In CRM, content\_group\_\_v and content\_group\_user\_\_v records are automatically created and linked based on the content groups synced from Align. When a user is moved from one territory to another, the content groups to which they are assigned are also updated accordingly. 2. Sync the content groups and users from Align to CRM. Content groups are appropriately created or updated in CRM based on changes in Align, and content group users are updated based on roster member territory changes. For example, Rep A is assigned to a territory in the Cardiology field force until June 31. On July 1, Rep A transfers to a territory in the Respiratory field force. On July 1, Align updates Rep A's content groups based on the new assignment, so Rep A loses access to cardiology content and gains access to respiratory content. 3. Assign content to each content group. * To assign Approved Email content, create **content\_group\_content\_\_v** records with the **approved\_document\_\_v** record type and populate at least the following fields: + content\_group\_\_v - lookup to the content\_group\_\_v record, usually the External ID of the content group + approved\_document\_\_v - lookup to the approved\_document\_\_v record + object\_type\_\_v - approved\_document\_\_v * For a CLM presentation, admins must create content\_group\_content\_\_v records for the presentation and each of its associated key messages. + Create **content\_group\_content\_\_v** records with the **clm\_presentation\_\_v** record type and populate at least the following fields: Sub-presentations are treated the same as CLM presentations and Shared Resources are treated the same as key messages. Admins must create content\_group\_content\_\_v records for a sub-presentation and its key messages, as well as for a Shared Resource. Veeva recommends data loading content\_group\_content\_\_v records for key messages (including Shared Resources) first, followed by CLM presentations (including sub-presentations). + content\_group\_\_v - lookup to the content\_group\_\_v record, usually the External ID of the content group + clm\_presentation\_\_v - lookup to the clm\_presentation\_\_v record + object\_type\_\_v - clm\_presentation\_\_v + For each key message in a CLM presentation, create **content\_group\_content\_\_v** records with the **key\_message\_\_v** record type and populate at least the following fields: + content\_group\_\_v - lookup to the content\_group\_\_v record, usually the External ID of the content group + key\_message\_\_v - lookup to the key\_message\_\_v record + object\_type\_\_v - key\_message\_\_v #### Creating and Managing Content Alignment using CRM and PromoMats/MedComms Customers can use PromoMats/MedComms to manage the content assigned to each content group. Content groups and users must be created and managed in CRM. To align content using CRM and PromoMats/MedComms: 1. Define content groups. Create **content\_group\_\_v** records with the **content\_group\_\_v** record type and populate at least the following fields: * name\_\_v - name of the group * content\_group\_status\_\_v - Active. Set to Inactive when deactivating but not deleting a content group. The Group is deleted and users no longer have access to that content. * external\_id\_\_v - unique ID of the group Define a naming convention and use optional fields, for example, country\_\_v, description\_\_v, and language\_\_v, to provide additional context for the content group, which may be useful across teams. 2. Assign users to each content group. Create **content\_group\_user\_\_v** records with the **user\_\_v** record type and populate at least the following fields: * content\_group\_\_v - lookup to the content\_group\_\_v record, usually the External ID of the content group * user\_\_v - lookup to the user\_\_sys record 3. Sync the content groups to PromoMats/MedComms via the [CRM Metadata Integration](../../../Getting_Started/CRMMetadataIntegration.htm) in Vault CRM. Content groups cannot be created directly in PromoMats/MedComms. 4. Assign content to content groups. * To assign Approved Email content to a content group, content admins in PromoMats/MedComms can select one or more content groups for the **crm\_content\_groups\_\_v** field on an Email Template or Email Fragment, or on an auto-published document. * To assign CLM content to a content group, content admins can select one or more content groups for the **crm\_content\_groups\_\_v** field on a Multichannel Presentation or on an auto-published document. If admins add more content groups to the source document of an auto-published document, the auto-published document must be generated again to include the additional content groups. 5. Sync content from PromoMats/MedComms to CRM. * When CRM content admins sync Approved Email content from PromoMats/MedComms to CRM via the Approved Email Admin Console, content\_group\_content\_\_v records are automatically created for each approved\_document\_\_v record assigned to a content group and linked to the appropriate content\_group\_\_v records via the content\_group\_\_v lookup field. * When CRM content admins sync CLM content from PromoMats/MedComms to CRM via the CLM Admin Console, content\_group\_content\_\_v records are automatically created not only for each clm\_presentation\_\_v record assigned to a content group, but also for each of its associated key\_message\_\_v records, including shared resources, and sub-presentations. These records are automatically linked to the appropriate content\_group\_\_v records via the content\_group\_\_v lookup field. CRM content admins can view the content alignment successes and failures from the last seven days in the Content Alignment Process History sections in the CLM Admin Console and Approved Email Admin Console. Admins receive notification emails after each sync with information about the successes and failures. Admins must use the CLM Admin Console to manage CLM content alignment and the Approved Email Admin Console to manage Approved Email content alignment. #### Creating and Managing Content Alignment using Align, CRM, and PromoMats/MedComms Customers can use Align to manage content groups and users, and PromoMats/MedComms to manage the content assigned to each content group. CRM content admins manage the integrations between Align and CRM, and CRM and PromoMats/MedComms. To align content using Align, CRM, and PromoMats/MedComms: 1. Create content groups and assign users in Align. Admins in Align manually create content groups and the users are automatically assigned to each group based on territory assignments. Admins then sync the content groups and users to CRM. In CRM, content\_group\_\_v and content\_group\_user\_\_v records are automatically created and linked based on the content groups synced from Align. When a user is moved from one territory to another, the content groups to which they are assigned are also updated accordingly. 2. Sync the content groups and users from Align to CRM. Content groups are appropriately created or updated in CRM based on changes in Align, and content group users are updated based on roster member territory changes. For example, Rep A is assigned to a territory in the Cardiology field force until June 31. On July 1, Rep A transfers to a territory in the Respiratory field force. On July 1, Align updates Rep A's content groups based on the new assignment, so Rep A loses access to cardiology content and gains access to respiratory content. 3. Sync the content groups to PromoMats/MedComms via the [CRM Metadata Integration](../../../Getting_Started/CRMMetadataIntegration.htm) in Vault CRM. Content groups cannot be created directly in PromoMats/MedComms. 4. Assign content to content groups. * To assign Approved Email content to a content group, content admins in PromoMats/MedComms can select one or more content groups for the **crm\_content\_groups\_\_v** field on an Email Template or Email Fragment, or on an auto-published document. * To assign CLM content to a content group, content admins can select one or more content groups for the **crm\_content\_groups\_\_v** field on a Multichannel Presentation or on an auto-published document. If admins add more content groups to the source document of an auto-published document, the auto-published document must be generated again to include the additional content groups. 5. Sync content from PromoMats/MedComms to CRM. * When CRM content admins sync Approved Email content from PromoMats/MedComms to CRM via the Approved Email Admin Console, content\_group\_content\_\_v records are automatically created for each approved\_document\_\_v record assigned to a content group and linked to the appropriate content\_group\_\_v records via the content\_group\_\_v lookup field. * When CRM content admins sync CLM content from PromoMats/MedComms to CRM via the CLM Admin Console, content\_group\_content\_\_v records are automatically created not only for each clm\_presentation\_\_v record assigned to a content group, but also for each of its associated key\_message\_\_v records, including shared resources, and sub-presentations. These records are automatically linked to the appropriate content\_group\_\_v records via the content\_group\_\_v lookup field. CRM content admins can view the content alignment successes and failures from the last seven days in the Content Alignment Process History sections in the CLM Admin Console and Approved Email Admin Console. Admins receive notification emails after each sync with information about the successes and failures. Admins must use the CLM Admin Console to manage CLM content alignment and the Approved Email Admin Console to manage Approved Email content alignment. ### Using Content Groups as [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) When end users in a content group sync Approved Email and CLM content to their iPad, iPhone, or CRM Desktop (Windows) devices, only the content assigned to their content group syncs to their devices. My Setup Products for users apply. ### Realigning Content Alignment as [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Content Admin Users](#) CRM content admins can perform content realignment from the Content Alignment Process History sections of the CLM Admin Console or the Approved Email Admin Console to fix discrepancies in content alignment object records. Realigning content recreates the necessary Groups and sharing rules. For example, an admin accidentally deleted multiple Groups. To ensure the appropriate Groups are recreated for the corresponding content\_group\_\_v records, they perform content realignment. Content admins receive email notifications when realignment jobs successfully complete or fail with errors. Related Topics [Syncing Metadata Using the CRM Metadata Integration](../../../Getting_Started/CRMMetadataIntegration.htm) [Integrating Vault CRM and PromoMats / MedComms for Approved Email](../../ApprovedEmail/ConfiguringAE/AECRMVaultIntegration.htm) [Managing CLM Syncs in the CLM Administration Console](../ConfiguringCLM/ManageCLMSync.htm)