Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Multichannel/Engage/Meet/MSTeamsAE_Invitations.htm

## Sending Microsoft Teams Meeting Invitations via Approved Email

With Approved Email, users can send meeting invitations to up to 100 Microsoft Teams meeting attendees at once. The Approved Email template can contain tokens to ensure that all of the meeting details, for example, the date and time, meeting URL, and password (if enabled) are included in the email.

**Who can use this feature?**

* Content Creators - Browser
* [Create an Approved Email invite template](#Creating)
* Meeting Hosts - Browser, iPad, Windows
* [Send Microsoft Teams meeting invites via Approved Email](#Sending)
* Users require an Engage license and an Approved Email license

### Configuring Approved Email Invitations for Microsoft Teams Meetings for

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

To configure this feature:

1. Ensure the following features are configured:
   * [Configuring Approved Email](../../ApprovedEmail/InitialConfig/ConfiguringAE.htm)
   * [Scheduling and Starting Microsoft Teams Meetings](MSTeams.htm)
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the appropriate permission set.
4. Select **Objects**.
5. Grant users permission to the following objects:

   | Object | Object Permission | Object Type | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | approved\_document\_\_v | CRE | microsoft\_teams\_meeting\_invite\_\_v | n/a | n/a |
6. Navigate to **Admin > Configuration > Objects > approved\_document\_\_v > Object Types**.
7. Verify the **microsoft\_teams\_meeting\_invite\_\_v** object type has a Status of Active.
8. Navigate to **Business Admin > Objects > Engage Link Settings**.
9. Ensure the **engage\_link\_apps\_\_v** Engage Link Setting applicable to the user contains the value ApprovedEmail, or points to a Veeva Message that contains ApprovedEmail.

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

To configure this feature:

1. Ensure the following configuration is complete:
   * [Configuring Approved Email](../../ApprovedEmail/InitialConfig/ConfiguringAE.htm)
   * [Scheduling and Starting Microsoft Teams Meetings](MSTeams.htm)
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the appropriate permission set.
4. Select **Objects**.
5. Grant users permission to the following objects:

   | Object | Object Permission | Object Type | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | sent\_email\_\_v | CRE | microsoft\_teams\_meeting\_invite\_\_v | n/a | n/a |
6. Navigate to **Admin > Configuration > Objects > sent\_email\_\_v > Object Types**.
7. Verify the **microsoft\_teams\_meeting\_invite\_\_v** object type has a Status of Active.
8. Navigate to **Business Admin > Objects > Engage Link Settings**.
9. Ensure the **engage\_link\_apps\_\_v** Engage Link Setting which is applicable to the user contains the value ApprovedEmail, or points to a Veeva Message that contains ApprovedEmail.
10. Ensure the **Disabled Approved Email Entry Points** Approved Email setting does not contain Microsoft\_Teams\_Meeting\_Invite\_vod. (It is intentional that this entry does not adhere to Vault CRM conventions for API names.)
11. Ensure users are assigned to a product that grants Read access to at least one Approved Document record with a **microsoft\_teams\_meeting\_invite\_\_v** object type.

Sending Microsoft Teams invitations to attendees ignores Approved Email Consent rules by default unless the [Set Consent at the Email Template Level](../../ApprovedEmail/ManagingContent/SetConsentEmailTemplate.htm) feature is enabled.

### Creating an Approved Email Invite Template as

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

Content Creators must [create an Approved Email invite template](../../ApprovedEmail/CreatingContent/CreatingAETemplates.htm) before users can send meeting invites. The template can be created in BEE. Follow the guidelines below when creating an Approved Email invite template for Microsoft Teams meetings in PromoMats/MedComms.

* Set the template type to microsoft\_teams\_meeting\_invite\_\_v
* Email templates can include the following tokens for populating key details:
* Meeting Datetime - {{parentCallDatetime}}
* Meeting URL - {{call2\_\_v.ms\_teams\_remote\_meeting\_\_vr.ms\_teams\_meeting\_link\_\_v}}

Other [tokens](../../ApprovedEmail/CreatingContent/ConfigTokens.htm) in the template personalize the message to the recipient.

#### Adding a Calendar Reminder to a Microsoft Teams Meeting Invitation

Approved Email content creators can add a calendar reminder to a Microsoft Teams meeting invitation.

Calendar reminders can be added to a Microsoft Teams meeting invitation by adding the {{addToCalendar}} token anywhere in the email template. This token generates an .ICS (Internet Calendaring and Scheduling) file that attaches to the Microsoft Teams meeting email invitation.

Veeva recommends providing instructions in the email template about opening the attached .ICS file and adding the event to their calendar.

### Sending Microsoft Teams Meeting Invitations via Approved Email as

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)Meeting Hosts](#)

To invite users to a Microsoft Teams meeting using Approved Email:

1. Select the **Send Invite** action on the call report with a scheduled MS Teams meeting.
2. Select **Email** in the share modal.
3. Select an **Approved Email template** for the invite, if more than one template is available. If only one is available, it displays by default. Meeting hosts must have access to at least one email template with the Approved status.

   The Recipients field is populated with all account call attendees. User attendees are not included. If Group Emails are enabled, the business account on the call displays as a recipient.
4. Send the Approved Email invite.

A sent email record is created to track engagement and store the details of the invite.

Approved Email meeting invites do not count against the Threshold value for Sent Email.

#### Using .ICS Attachments in Approved Email Invitations

The .ICS attachment is generated automatically when a user sends an Approved Email for a Microsoft Teams meeting. The information in the file is generated from the following fields:

* Meeting Title – call2\_\_v.ms\_teams\_remote\_meeting\_\_v.meeting\_name\_\_v
* Meeting Start Time – call\_datetime\_\_v field on the call2\_\_v object
* Meeting Duration – duration\_\_v field on the call2\_\_v object. If null, then 30 minutes is the default.
* Meeting Location – call2\_\_v.ms\_teams\_remote\_meeting\_\_v.ms\_teams\_meeting\_link\_\_v
* Meeting Description – call2\_\_v.ms\_teams\_remote\_meeting\_\_v.ms\_teams\_meeting\_link\_\_v

By default, the calendar reminder is set to alert the recipient ten minutes before the start of the meeting.

### Related Topics

[Composing Approved Emails](../../ApprovedEmail/SendAE/ComposingAEs.htm)

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

[Scheduling and Starting Microsoft Teams Meetings](MSTeams.htm)