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

## Using Approved Email for Engage Meeting Invitations

Meeting hosts can use Approved Email to send meeting invitations to up to 100 attendees. Email templates are designated as invitations to an Engage meeting, enabling meeting hosts to send approved content to meeting attendees. Approved Email templates used as Engage invitations contain meeting information and unique attendee-specific URLs for attendees to join the Engage meeting.

Invitations do not send to business accounts.

Content creators can also use tokens to add dial-in numbers or Zoom® URLs. See [Adding Dial-in Numbers to Engage Invitations](AddDialIn.htm) and [Allowing Attendees to Join an Engage Meeting via Zoom®](JoinViaZoom.htm) for more information.

**Who can use this feature?**

* Approved Email Integration Users - Browser
* Content Creator Users - Browser
* [Create email templates for Approved Email invitations](#Creating)
* [Add a calendar reminder to an Engage meeting invitation](#Adding)
* Meeting Hosts - Browser, iPad
* Users require an Engage license and an Approved Email license

### Configuring Approved Email Invitations for

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

To configure this feature:

1. Ensure [Configuring Approved Email Admins and Integration Users](../../ApprovedEmail/ConfiguringAE/AEConfigAdmins.htm) is complete.
2. Ensure [Configuring Engage Meeting](../ConfiguringEngage/ConfigureEngageMeeting.htm) is complete.
3. Navigate to **Admin > Users & Groups > Permission Sets**.
4. Select the permission set for the appropriate user profile.
5. Select the **Objects** tab.
6. Grant the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | approved\_document\_\_v | CRED | remote\_meeting\_\_v | * allow\_any\_product\_fragment\_\_v * allowed\_document\_ids\_\_v * approved\_document\_status\_\_v * detail\_group\_\_v * document\_description\_\_v * document\_host\_url\_\_v * document\_id\_\_v * document\_last\_mod\_datetime\_\_v * email\_allows\_documents\_\_v * email\_domain\_\_v * email\_fragment\_html\_\_v * email\_from\_address\_\_v * email\_from\_name\_\_v * email\_html\_file\_\_v * email\_replyto\_address\_\_v * email\_replyto\_name\_\_v * email\_subject\_\_v * email\_template\_fragment\_document\_id\_\_v * email\_template\_fragment\_html\_\_v * isi\_document\_id\_\_v * language\_\_v * name\_\_v * other\_document\_id\_list\_\_v * pi\_document\_id\_\_v * piece\_document\_id\_\_v * product\_\_v * publish\_method\_\_v * status\_\_v * territory\_\_v * vault\_document\_id\_\_v * vault\_instance\_id\_\_v | Edit |
   | sent\_email\_\_v | CRE | remote\_meeting\_\_v | * call2\_\_v * related\_transaction\_id\_\_v | Edit |
7. Navigate to **Admin > Configuration > Objects > Sent Email > Object Types > Remote Meeting** (remote\_meeting\_\_v).
8. Select **Edit**.
9. Select **Active** for the Status field.
10. Select **Save**.
11. Ensure access to all email templates for Engage meeting invitations in PromoMats/MedComms.

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

To configure this feature:

1. Ensure [Configuring Approved Email End Users](../../ApprovedEmail/ConfiguringAE/AEConfigEndUsers.htm) is complete.
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the permission set for the appropriate user profile.
4. Select the **Objects** tab.
5. Grant the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | approved\_document\_\_v | R | remote\_meeting\_\_v | * allow\_any\_product\_fragment\_\_v * allowed\_document\_ids\_\_v * detail\_group\_\_v * document\_description\_\_v * document\_host\_url\_\_v * document\_id\_\_v * document\_last\_mod\_datetime\_\_v * email\_allows\_documents\_\_v * email\_domain\_\_v * email\_fragment\_html\_\_v * email\_from\_address\_\_v * email\_from\_name\_\_v * email\_html\_file\_\_v * email\_replyto\_address\_\_v * email\_replyto\_name\_\_v * email\_subject\_\_v * email\_template\_fragment\_document\_id\_\_v * email\_template\_fragment\_html\_\_v * isi\_document\_id\_\_v * language\_\_v * other\_document\_id\_list\_\_v * pi\_document\_id\_\_v * piece\_document\_id\_\_v * product\_\_v * status\_\_v * territory\_\_v * vault\_document\_id\_\_v * vault\_instance\_id\_\_v | Read |
   | sent\_email\_\_v | CRU | remote\_meeting\_\_v | * call2\_\_v * related\_transaction\_id\_\_v | Edit |
6. Navigate to **Business Admin > Objects > Approved Email Settings**.
7. Select the appropriate **approved\_email\_settings\_\_v** record.
8. Ensure the Disabled Approved Email Entry Points Approved Email setting does not contain **remotemeeting\_\_v**.

### Creating Email Templates for Approved Email Invitations as

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

To create an Approved Email invitation for Engage meetings:

1. Upload an Engage email template to Vault and set the type to **Remote Meetings Invite Template**. Email templates should include the following tokens:

   * Meeting Datetime - {{parentCallDatetime}}
   * Meeting URL - {{call2\_\_v.cobrowse\_url\_participant\_\_v}}

   Click tracking is not supported for Approved Emails containing the **{{call2\_\_v.cobrowse\_url\_participant\_\_v}}**, token. Use the **{{call2\_\_v.remote\_meeting\_\_vr.meeting\_password\_\_v}}** token to display the password in the invitation.

   See [Creating Approved Email Templates](../../ApprovedEmail/CreatingContent/CreatingAETemplates.htm) for more information.
2. Sync to Vault CRM.

### Adding a Calendar Reminder to an Engage Meeting Invitation as

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

Approved Email content creators can add a calendar reminder to an Engage meeting invitation.

Calendar reminders can be added to an Engage invitation by adding the **{{addToCalendar}}** token anywhere in the Email Template. This token generates an .ICS (iCalendar) file that attaches to the Engage email invitation.

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

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

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

* Meeting Title – The meeting\_name\_\_v field on the remote\_meeting\_\_v object
* Meeting Start Time – The call\_datetime\_\_v field on the call2\_\_v object
* Meeting Duration – The duration\_\_v field on the call2\_\_v object
* Meeting Location – The cobrowse\_url\_participant\_\_v field on the call2\_\_v object
* Meeting Description – The cobrowse\_url\_participant\_\_v field on the call2\_\_v object
* Meeting ID – The remote\_meeting\_id\_\_v on the call2\_\_v object

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

Updates to existing calendar invitations are not supported.

### Sending Engage Meeting Invitations via Approved Email as

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

After scheduling an Engage meeting, meeting hosts can send Approved Email invitations to the attendees of the Engage meeting directly from the call report. This enables hosts to easily send invitations as part of the scheduling process.

To send an Approved Email invitation:

1. Select **Send Invite** on the call report.
2. Select **Email** in the share modal to launch the Send Email screen.
3. Select the appropriate email template for the invite. If there is only one template available, it displays by default. Hosts must have access to at least one email template with the Approved status.
4. Select **Send**.

### Related Topics

[Scheduling and Starting an Engage Meeting](ScheduleEngageMeeting.htm)

[Joining an Engage Meeting as an Attendee](JoinEngageMeeting.htm)

[Adding Dial-in Numbers to Engage Invitations](AddDialIn.htm)