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

## Sending Zoom® Meeting Invites via Approved Email

With Approved Email, meeting hosts can send meeting invites to up to 100 Zoom® meeting attendees at once. The Approved Email template can contain tokens to ensure all of the meeting details, for example, the date and time, meeting URL, and password are included in the email.

**Who can use this feature?**

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

### Configuring Zoom Meeting Invites via Approved Email for

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

To configure this feature:

1. Ensure [Configuring Approved Email Admins and Integration Users](../../ApprovedEmail/ConfiguringAE/AEConfigAdmins.htm) and [Configuring Zoom® Meetings](../ConfiguringEngage/ConfigureZoom.htm) are complete.
2. Ensure [Scheduling and Starting Zoom® Meetings](ScheduleZoom.htm) is configured.
3. Navigate to **Admin > Configuration > Objects > Approved Document > Object Types > Zoom Meeting Invite**.
4. Activate the **Zoom Meeting Invite** object type.
5. Navigate to **Admin > Users & Groups > Permission Sets**.
6. Select the appropriate permission set.
7. Select the **Objects** tab.
8. Grant Approved Email integration users and content creators **CRE** object permissions to the zoom\_meeting\_invite\_\_v object type on the approved\_document\_\_v object.

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

To configure this feature:

1. Ensure [Configuring Approved Email End Users](../../ApprovedEmail/ConfiguringAE/AEConfigEndUsers.htm) and [Configuring Zoom® Meetings](../ConfiguringEngage/ConfigureZoom.htm) are complete.
2. Ensure [Scheduling and Starting Zoom® Meetings](ScheduleZoom.htm) is configured.
3. Navigate to **Admin > Users & Groups > Permission Sets**.
4. Select the appropriate permission set.
5. Select the **Objects** tab.
6. Grant **CRE** object permissions to the zoom\_meeting\_invite\_\_v object type on the approved\_document\_\_v object.
7. Navigate to **Business Admin > Objects > Engage Link Settings (engage\_link\_settings\_\_v)**.
8. Ensure the **engage\_link\_apps\_\_v** Engage Link Setting which is applicable to the user contains the value ApprovedEmail.
9. Ensure the **Disabled Approved Email Entry Points** Approved Email setting does not contain zoom\_meeting\_invite\_\_v.
10. Grant meeting hosts **Read** access to at least one approved\_document\_\_v record with the zoom\_meeting\_invite\_\_v object type.

Sending Zoom invites to attendees ignores Approved Email Consent rules by default unless [Setting Consent at the Email Template Level](../../ApprovedEmail/ManagingContent/SetConsentEmailTemplate.htm) 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 meeting hosts can send meeting invites. The template can be created in BEE. Follow the guidelines below when creating an Approved Email invite template for Zoom meetings in PromoMats/MedComms.

* Set the template type to zoom\_meeting\_invite\_template\_\_v
* Email templates can include the following tokens for populating key details:
* Meeting Datetime – {{parentCallDatetime}}
* Meeting URL – {{call2\_\_v.zoom\_remote\_meeting\_\_vr.zoom\_meeting\_join\_link\_\_v}}
* Meeting Password – {{call2\_\_v.zoom\_remote\_meeting\_\_vr.meeting\_password\_\_v}}

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

Content including tokens with references to API Names must be set with the appropriate content target platform. See [Setting the Target Platform for Approved Email Content](../../ApprovedEmail/CreatingContent/SettingTargetPlatform.htm) for more information.

#### Adding a Calendar Reminder to a Zoom Meeting Invite

Content creators can add a calendar reminder to a Zoom meeting invite by including the {{addToCalendar}} token anywhere in the email template. This token generates an .ICS (Internet Calendaring and Scheduling) file attached to the Zoom meeting email invite.

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

### Sending Zoom Meeting Invites via Approved Email as

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

Browser
iPad

To invite attendees to a Zoom meeting on Browser via Approved Email:

1. Select **Send Invite** on a call report with a scheduled Zoom meeting.

   ![](../../../../Resources/Images/Multichannel/Engage/Zoom/ZoomAEInviteBrowser.png)
2. Select **Email**.

To invite attendees to a Zoom meeting on iPad via Approved Email:

1. Select **Send Invite** on a call report with a scheduled Zoom meeting.

   ![](../../../../Resources/Images/Multichannel/Engage/Zoom/ZoomAEInviteiPad.png)
2. Select **Email**.

If only one Zoom meeting template is available, the template displays by default. If more than one template is available, select an Approved Email template for the invite. The Recipients field is populated with all account call attendees.

User attendees are not included as recipients. If Group Emails are enabled, the business account on the call displays as a recipient.

Sent Email records are created to track engagement and store the details of Approved Email meeting invites and display in the [account timeline](../../../Timeline/Using/ViewActivites.htm) for invited accounts.

#### Using .ICS Attachments in Approved Email Meeting Invites

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

* Meeting Title – call2\_\_v.zoom\_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.zoom\_remote\_meeting\_\_v.zoom\_meeting\_join\_link\_\_v
* Meeting Description – call2\_\_v.zoom\_remote\_meeting\_\_v.zoom\_meeting\_join\_link\_\_v

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

### Considerations

* Invitations do not send to business accounts
* Updates to existing calendar invitations are not supported

### Related Topics

[Scheduling and Starting Zoom® Meetings](ScheduleZoom.htm)

[Using Approved Email for Engage Meeting Invitations](SendAEInvite.htm)

[Sending Microsoft Teams Meeting Invitations via Approved Email](MSTeamsAE_Invitations.htm)