Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Multichannel/Engage/Meet/AttdTracking.htm ## Engage Attendance Tracking Engage attendance tracking provides business admins the ability to track and report on Engage meetings and their attendees. Engage Attendance Tracking directly associates meeting attendees with their respective records in CRM, while also providing more attendance information, for example, the meeting’s engagement minutes and attendee join and leave times. This information is available in Vault CRM as it becomes available from Zoom®, without needing to submit the call report first, making information more useful and more available to users who review attendance information. **Who can use this feature?** * Business Admin Users - Browser * [Schedule and run the attendance tracking process](#Using2) * [Use the Engage Platform Process Administration tab](#Using) * Engage Integration Users - Browser * Meeting Hosts - Browser, CRM Desktop (Windows), iPad * Users require an Engage license ### Considerations * If an attendee leaves and rejoins a meeting, or joins a meeting from two devices, the attendee may have multiple attendance records ### Configuring Engage Attendance Tracking for [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) To configure this feature: 1. Ensure [Configuring Engage Meeting](../ConfiguringEngage/ConfigureEngageMeeting.htm) is complete. 2. Enable the [Process Scheduler](../../../Integration/Process_Scheduler.htm). 3. Grant the following permissions: | Object | OLS | Object Types | Fields | FLS | | --- | --- | --- | --- | --- | | remote\_meeting\_attendee\_\_v | R | call\_\_v | * attendee\_type\_\_v * network\_type\_\_v | Read | | All Other Fields | Edit | | remote\_meeting\_\_v | R | call\_\_v | meeting\_outcome\_status\_\_v | Read | | * attendance\_report\_process\_status\_\_v * latest\_meeting\_start\_datetime\_\_v | Edit | 4. Grant View permission to the **Engage Platform Process Administration (engage\_meeting\_process\_admin\_page\_\_v** Page. 5. Grant View permission to the **CRM PL3 Generic** Page. 6. Ensure a layout is assigned to the call\_\_v record type on the remote\_meeting\_attendee\_\_v and remote\_meeting\_\_v objects. 7. Enable the retry\_\_v and success\_\_v picklist values for the **attendance\_report\_process\_status\_\_v** field on the remote\_meeting\_\_vobject for the call\_\_v object type. 8. Set **None** as the default picklist value for the attendance\_report\_process\_status\_\_v field on the remote\_meeting\_\_v object for the call\_\_v object type. [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)](#)[Engage Integration Users](#) To configure this feature: 1. Ensure [Configuring Engage Meeting](../ConfiguringEngage/ConfigureEngageMeeting.htm) is complete. 2. Grant the following permissions: | Object | OLS | Object Types | Fields | FLS | | --- | --- | --- | --- | --- | | account\_merge\_history\_\_v | R | n/a | All Fields | Read | | call2\_\_v | R | n/a | * account\_\_v * parent\_call\_\_v * remote\_meeting\_\_v * status\_\_v * veeva\_remote\_meeting\_id\_\_v | Read | | remote\_meeting\_attendee\_\_v | CRED | call\_\_v | meeting\_duration\_\_v | Read | | * account\_\_v * attendee\_type\_\_v * created\_by\_\_v * created\_date\_\_v * device\_\_v * display\_name\_\_v * ip\_address\_\_v * join\_time\_\_v * modified\_by\_\_v * modified\_date\_\_v * leave\_time\_\_v * meeting\_end\_time\_\_v * meeting\_start\_time\_\_v * network\_type\_\_v * participant\_id\_\_v * object\_type\_\_v * remote\_meeting\_\_v * name\_\_v * user\_\_v * veeva\_remote\_meeting\_id\_\_v * vexternal\_id\_\_v | Edit | | remote\_meeting\_\_v | CRE | call\_\_v | meeting\_id\_\_v | Read | | * attendance\_report\_process\_status\_\_v * engagement\_minutes\_\_v (optional) * ip\_address\_\_v (optional) * latest\_meeting\_start\_datetime\_\_v * meeting\_outcome\_status\_\_v * vexternal\_id\_\_v | Edit | [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Meeting Hosts](#) To configure this feature: 1. Ensure [Configuring Engage Meeting](../ConfiguringEngage/ConfigureEngageMeeting.htm) is complete. 2. Grant the following permissions: | Object | OLS | Object Types | Fields | FLS | | --- | --- | --- | --- | --- | | remote\_meeting\_\_v | n/a | n/a | * attendance\_report\_process\_status\_\_v * latest\_meeting\_start\_datetime\_\_v * vexternal\_id\_\_v | Edit | ### Scheduling and Running the Attendance Tracking Process as [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) The Engage Reporting Processes process can be scheduled at certain intervals or can be performed immediately by selecting the Run button. Business admin users can configure email alerts if an error occurs during the process. ### Using the Engage Platform Process Administration Tab as [![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) Business admin users can review process history as well as manage the integration user credentials on the Engage Platform Process Administration tab. The Attendance Report Process History section displays the following information from the 10 most recent runs: * Start and Stop Timestamp * Status * Success – Number of records successfully processed. The displayed value serves as a download link for the run’s Success Log. * Error – Number of records that encountered an error during processing. The displayed value serves as a download link for the run’s Error log. * Message – States successes and failures that occurred during the run #### Attendance Information Attendance information is available in Vault CRM as it becomes available from Zoom. Attendance information is loaded into remote\_meeting\_attendee\_\_v records. It may take up to 24 hours after the meeting ends for attendance information to be available for loading into Vault CRM. On the next process run, all available attendance data is populated. #### Information Stored in the remote\_meeting\_\_v Record The remote\_meeting\_\_v record tracks its Processing Status (attendance\_report\_process\_status\_\_v) and the Meeting Outcome Status (meeting\_outcome\_status\_\_v). The Processing Status indicates the status of receiving data from Zoom. The Meeting Outcome Status summarizes the attendance of the meeting. The Processing Status picklist on the remote\_meeting\_\_v object displays on of the following values: * Empty - Vault CRM is waiting for data from Zoom * retry\_\_v (Retry) – Manually set by business admins to retry the process. The system automatically retries getting attendance data for meetings with this status. * success\_\_v (Complete) – There is high confidence Vault CRM has collected all the attendance data from Zoom for this meeting. If business admins suspect there is missing data, they can set the attendance\_report\_process\_status\_\_v field to retry\_\_v and the remote meeting will be reprocessed the next time the process runs. The meeting\_outcome\_status\_\_v picklist populates as soon as enough data is available to determine the business outcome. For example, as soon as Zoom reports that an external attendee has joined a meeting, the corresponding remote\_meeting\_\_v record's meeting outcome updates to Meeting Started with Attendees when the processing job next runs, regardless of if the call has been submitted or not. The Meeting Outcome Status displays one of the following values for successfully processed Engage meetings: * Meeting Not Scheduled - An error occurred when scheduling the Engage meeting * Meeting Not Started – The Engage meeting on the corresponding call2\_\_v record was never started * Meeting Started with Attendees – The Engage meeting was started and at least one attendee joined * Meeting With Internal Attendees Only – The Engage meeting was started with only [user attendees](UserAttendees.htm) * Meeting Started Without Attendees – The Engage meeting was started and no attendees joined * Meetings Started, Details Not Available - Information is not available for the Engage meeting Even after the meeting outcome populates, the attendance\_report\_process\_status\_\_v field remains empty for two days after the related call is submitted. This is to ensure all relevant data is available in Vault CRM before the attendance\_report\_process\_status\_\_v field is updated to success\_\_v. After the Engage meeting is processed, the engagement\_minutes\_\_v field populates with the amount of time, in minutes, that the host or user attendee and at least one external attendee was present in the meeting. #### Information Stored in remote\_meeting\_attendee\_\_v Records When remote\_meeting\_attendee\_\_v records are generated and associated with the corresponding remote\_meeting\_\_v record, the following fields populate: * account\_\_v – Populates for all records corresponding to attendees who joined via an Engage link. References the account corresponding to the attendee. This field is left blank if the attendee is the host or is a [user attendee](UserAttendees.htm). * attendee\_type\_\_v - Identifies the type of attendee, including hosts, external attendees, and user attendees * device\_\_v - The type of device the attendee used to join the meeting * display\_name\_\_v - The name that the attendee entered when joining the meeting * ip\_address\_\_v – References the IP address of the device the attendee used to join the meeting This field is left blank if the integration user does not have FLS edit permission to the field at the time the process runs. * join\_time\_\_v - The date and time of when the attendee joined the meeting * leave\_time\_\_v - The date and time of when the attendee left the meeting * meeting\_duration\_\_v - The amount of time elapsed during the meeting, in minutes * meeting\_end\_time\_\_v - The date and time of when the meeting ended * meeting\_start\_time\_\_v - The date and time of when the meeting started * network\_type\_\_v - The type of network the attendee used to join the meeting * participant\_id\_\_v - The ID for the attendee when joining the meeting * object\_type\_\_v - The type of remote meeting * remote\_meeting\_\_v - References the remote meeting in which the attendee participated * user\_\_v - References the user record of the internal attendee who joined the meeting * veeva\_remote\_meeting\_id\_\_v - The ID of the remote meeting that the attendee entered when joining the meeting #### Zoom Attendee Information in remote\_meeting\_attendee\_\_v Records When remote\_meeting\_attendee\_\_v connection records are created for attendees who [join an Engage meeting via Zoom](JoinViaZoom.htm), some fields are not populated. The table below illustrates the difference between attendees and Zoom attendees: | Remote Meeting Attendee Fields | Attendee Joining via HCP Apps | Zoom Attendee | | --- | --- | --- | | remote\_meeting\_\_v | a3on00000011aaA | a3on00000011aaA | | participant\_id\_\_v | 55137 | | | attendee\_type\_\_v | external\_attendee\_\_v | external\_attendee\_\_v | | account\_\_v | 00161000004vuUfAAI | | | veeva\_remote\_meeting\_id\_\_v | 1386983226 | | | meeting\_start\_time\_\_v | 4/15/21 8:00 | 4/15/21 8:00 | | meeting\_end\_time\_\_v | 4/15/21 8:22 | 4/15/21 8:22 | | meeting\_duration\_\_v | 22 | 22 | | join\_time\_\_v | 4/15/21 8:01 | 4/15/21 8:01 | | leave\_time\_\_v | 4/15/21 8:20 | 4/15/21 8:19 | ### Related Topics [Joining an Engage Meeting as an Attendee](JoinEngageMeeting.htm) [Rating an Engage Meeting Experience](ExpRating.htm)