AE Content Creation Guide

Approved Email August 2024

Approved Email Content Creation Guide 24R1

TOC

Approved Email Overview 7

Creating Approved Email Templates 9

Email Template Requirements and Examples 9

Using the Email Template Editor 11

Uploading Templates to Vault 11

Creating Approved Email Fragments 11

Email Fragment Requirements and Examples 12

Uploading Fragments in Vault 13

Creating Content for Email Builder 13

Related Topics

Creating Content for Email Builder on page13

Approved Email Overview on page7

Creating and Managing Approved Email Content

Multi-Product Approved Email Content

iPad|Browser|

Content creators can avoid duplicating Approved Email content in Vault by assigning multiple

products to Email Templates and Email Fragments. Multi-product content then generates in

CRM as one Approved_Document_vod record per assigned product. This results in a more

streamlined content library that is easier to maintain.

Each Approved_Document_vod record in CRM associates with only one product, determined

by the Product_vod field. For example, if one Email Fragment is assigned to five products in

Vault, five Approved_Document_vod records are created in CRM, one for each product.

For example, Christine Roberts is a content creator at Verteo BioPharma responsible for three

products: Cholecap, Restolar, and Labrinone. She creates a single email fragment that can be

used with all three products. After the email fragment is approved and pushed to CRM, three

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new Approved Documents are created, one for each product, available to all end users

assigned to any of the three products.

Prerequisites

Vault Metadata Sync

Considerations

The sync ignores any Vault products assigned to Approved Email content when

CRM Products and/or CRM Product Groups are added. Only content with multiple

CRM Products and/or CRM Product Groups are copied in CRM.

The sync ignores any CRM Detail Groups assigned to Approved Email content

when CRM Product Groups are added

This feature uses the following Vault document fields:

CRM Products

CRM Product Groups – Represents a pairing of a CRM Product and a CRM

Detail Group

The crm_detail_group__v field can still be used in single-product content

MyInsights content referencing the Vault_Document_ID_vod field on the

Approved_Document_vod object may return multiple records due to duplicate

Vault_Document_ID_vod values. Developers should test and make all appro-

priate updates to these visualizations after this feature is enabled.

Events Management Email Templates do not support multi-product content

Multi-product Approved Email Key Messages are not supported

Configuring

To configure this feature, in the connected Vault instance:

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1. Edit the following fields to be multi-select picklists:

crm_product__v

crm_product_group__v

2. Grant integration users read access to the following fields:

crm_product__v

crm_product_group__v

3. Add the following fields to the Email Template and Email Fragment Document Types:

crm_product__v

crm_product_group__v

Assigning Multiple Products to Content

CRM Products and CRM Product Groups can be added to Approved Email content via the cor-

responding picklist on the appropriate Document record in Vault:

1. Navigate to the appropriate Document record in Vault.

2. Select Edit.

3. Populate the appropriate picklists:

crm_product__v

crm_product_group__v – Represents a pairing of a CRM Product and a CRM

Detail

4. Select Save.

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An Approved_Document_vod record is added in CRM for each added CRM Product or CRM

Product Group during the next sync.

If a CRM Product or CRM Product Group is deselected from the picklist on the Document, the

corresponding Approved_Document_vod record in CRM automatically expires during the next

sync.

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Note: When migrating content from single-product to multi-product, content creators should

be aware of how the picklists interact using the examples in the below section.

Interaction of the Picklists

The picklists interact to determine the values of the Product_vod and Detail_Group_vod fields

of the resulting Approved_Document_vod records in CRM.

Use the crm_product_group__v multi-select picklist to designate product-detail group pairs.

Optionally, use the crm_product__v picklist to create records in CRM unaffiliated with a detail

group.

The following table represents example field inputs in Vault and the values of the subsequent

records generated in CRM:

Input (Vault) Output (CRM)

crm_

product__v

crm_product_

group__v

Document 1 Document 2 Document 3

n/a

Cholecap

Cardiology

Restolar Car-

diology

Labrinone

Cardiology

Product_vod =

Cholecap

Detail_Group_

vod = Car-

diology

Product_vod =

Restolar

Detail_Group_

vod = Car-

diology

Product_vod =

Labrinone

Detail_Group_

vod = Car-

diology

Cholecap

Restolar

n/a

Product_vod =

Cholecap

Detail_Group_

vod = blank

Product_vod =

Restolar

Detail_Group_

vod = blank

n/a

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Input (Vault) Output (CRM)

crm_

product__v

crm_product_

group__v

Document 1 Document 2 Document 3

Cholecap

Restolar

Cholecap Car-

diology

Product_vod =

Cholecap

Detail_Group_

vod = blank

Product_vod =

Cholecap

Detail_Group_

vod = Car-

diology

Product_vod =

Restolar

Detail_Group_

vod = blank

Using Multi-Product Content from CLM Presentations

The getApprovedDocument() method in the CLM library references the Vault_Document_ID_

vod field to select the appropriate Approved_Document_vod record. With Multi-Product support

enabled, multiple Approved_Document_vod records can have identical Vault_Document_ID_

vod fields.

Note: Multi-product support for this method requires a JS Library and app version of at least

212.0.100.

When this occurs, the following logic is used to select an individual Approved_Document_vod

record when the method is called:

If the user does not have FLS read permission to the Product_vod and Detail_

Group_vod fields on the Key_Message_vod object, an error displays

If an Approved Document matches the Product_vod and Detail_Group_vod (if

populated) fields on the current Key Message, that Approved Document is used

If an Approved Document does not match any of these fields, the first Approved

Document record available for the given Vault_Document_ID_vod sorted by

SalesforceID is used

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Using Multi-Product Content with Suggestions

When sending an email from a Suggestion, the Email_Template_ID_vod field on the Sugges-

tion_vod record returns multiple Approved Documents, the following logic is used against the

first available Suggestion_Tag_vod record to determine which Approved Document loads:

If an Approved Document matches the Product_vod field of the first Suggestion

Tag, that document is used

If the first Suggestion Tag does not have a Product_vod field that matches any of

the returned Approved Documents, the next Suggestion Tag is tried instead for

matching

If no Suggestion Tags have a Product_vod field that matches any of the returned

Approved Documents, the Send Email page displays with no templates or filters

preloaded

Labeling Links in Approved Email

When a recipient of an Approved Email selects a link within the email, that activity is tracked.

Depending on the level of complexity of the link, this activity may be difficult to identify by users

viewing Approved Email activity. To make these links more easily identifiable, content creators

can label links within templates and fragments, making it easier to analyze link activity in

ApprovedEmail.

To add a label to a link within a template or fragment, append the LinkName parameter to the

link URL. This parameter is parsed out of the email when sent and does not display to recip-

ients.

For example, the content creator adds the following link to an Approved Email fragment:

<a href="https://www.veeva.com/?LinkName=MyLinkName" target="_blank">Click Here!</a>

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When Dr. Clinton Ackerman receives an email containing this fragment, the link renders to him

Click Here!

When he selects the link, email activity is tracked and associates with an Email_Activity_vod

record with the following field values:

Link_Name_vod - MyLinkName

Click_URL_vod - https://www.veeva.com

When generating links from a token, for example using the {{approvedEmailAction}} token, the

format is:

Embedding the Vault Viewer in Approved Email Content

There are two ways to display Vault content to a recipient of an Approved Email:

Standalone Vault Viewer – The default document viewer that email recipients use

to view Vault documents

Embedded Viewer – Content creators can embed the Vault document viewer in a

custom portal site, enabling customers to retain control of branding and augment

the document with additional portal content. The embedded viewer is built using a

small HTML snippet that renders the document within its own iFrame.

Adding the Embedded Vault Viewer to a Web Page

To use the Embedded Viewer in a customer portal page, add the following HTML snippet to the

appropriate page. The viewer can be embedded in multiple pages.

1 <div align="center" id="viewer"></div>

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2 <!-- The iFrame and Vault Viewer replaces the above <div> tag. The id of the

<div> matches the first parameter of the viewer constructor. -->

3 <script>

4 var tag = document.createElement('script');

5 tag.src = "https://js.veevavault.com/vault.js";

6 var firstScriptTag = document.getElementsByTagName('script')[0];

7 firstScriptTag.parentNode.insertBefore(tag, firstScriptTag);

8 // This function creates an <iframe> (and vault viewer) after the API code

downloads.

9 var viewer;

10 function onVeevaVaultIframeAPIReady() {

11 viewer = new VV.Viewer('viewer', {

12 height: '630',

13 width: '712',

14 error: 'Sorry. The document you are trying to view is not available.'

15 });

16 }

17 </script>

The above snippet creates an iFrame whose size can be defined in pixels using the height and

width parameters. An optional error message can be defined inline using the error parameter.

This displays when the target is no longer in an approved or steady state in Vault.

Linking to Pages with the Embedded Vault Viewer

When the link to a page with the embedded Vault viewer is added to a template or fragment, the

URL is stored in the Document_Host_vod field on the corresponding Approved_Document_vod

record.

Viewing Multiple Documents in the Embedded Vault Viewer

The Vault Viewer enables users to access all documents referenced by the Approved Docu-

ments (Email Template and Email Fragments) in Vault without returning to the email to select

each one individually.

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When the recipient selects one of the documents included in an email, the Multi-Doc View in

Vault displays the document along with a thumbnail of each of the documents included in the

email. The recipient can then select and view each of the documents from within the Vault

Viewer.

Thumbnails only display for valid, non-expired documents. If a document expires after the email

is sent, but before the recipient accesses it, a thumbnail does not display for that document.

Resources for Creating Approved Email Content

The following resources are helpful when using Approved Email:

Starter pack for BEE Templates

Litmus test your email designs on all email clients, and spam filter testing

Campaign Monitor list of CSS support for all major email clients

Campaign Monitor Guidelines for HTML Formatting

Zurb guide to responsive design and examples

Mailchimp guide to responsive email design

Starter pack for Master Email Fragments

Starter pack for Meeting Invite Templates

Approved Email Configuration Tokens

Approved Email tokens are used for personalization by customers and for limited per-

sonalization by users. Personalization values are pulled from the Account and User objects and

allow emails to contain personalized content. Configuration tokens enable specific behavior

prior to an email being sent.

Warning: Do not include tokens in commented out sections of Approved Email content.

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Caution: All tokens are case sensitive.

Approved Email Tokens fall into one of the following categories:

Inserting Email Fragments and Template Fragments

Content Tokens

Standard Tokens

Object Reference Tokens

Sent Email Related Tokens

Functionality Tokens

Vault Tokens

User Input Tokens

Text Tokens

Picklist Tokens

Signature Transaction Receipt Tokens

Consent Capture Tokens

Unsubscribe Tokens

Unsubscribe Link Tokens

Unsubscribe Page Tokens

Website Tokens

Tokens that can be used in Email Fragments can also be used in Master Email Fragments.

Note: Tokens in Email Fragments and Template Fragments are not supported on the Win-

dows Tablet platform.

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Note: Do not use multiple lines when adding tokens to the Subject Field.

Caution: Do not use Approved Email tokens in unsupported entry points or content types.

This may result in unexpected behavior.

Inserting Email Fragments and Template Fragments

Token Description

Supported

Entry Points

Works In

Defines where fragments

are inserted in templates.

This token must be inserted

in an empty <table> tag in

the Email Template.

Caution: Do not insert

multiple {{inser-

tEmailFragments}}

tokens into the same

Email Template.

See Creating Approved

Email Templates for more

information about template

requirements.

All except

Receipts and

Double Opt In

Email Tem-

plates

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Token Description

Supported

Entry Points

Works In

{{insertEmailFragments[Min-

imum,Maximum]}}

Defines the minimum and

maximum number of frag-

ments end users can add to

a template.

For example, {{inser-

tEmailFragments[2,4]}}

requires end users to select

between two and four frag-

ments to add to the email.

Caution: Do not insert

multiple {{inser-

tEmailFragments[Min-

imum,Maximum]}}

tokens into the same

Email Template.

All except

Receipts and

Double Opt In

Email Tem-

plates

Inserts an HTML snippet

that is managed by the Vault

Email Template Fragment

document type. Typically

used to append a standard

disclaimer or ISI to the end

of the selected template.

All

Email Tem-

plates

Builder

Templates

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Token Description

Supported

Entry Points

Works In

Defines the section in an

Email Template where Email

Builder Cells are inserted.

This token must be inserted

in an empty <table> </table>

tag in the Email Template.

All except

Events Man-

agement,

Receipts, and

Double Opt-In

Email Tem-

plates

Builder

Templates

Content Tokens

Content tokens are tokens that add specific content or add links to related content.

Note: Select tokens with blue names to play an instructional video on the token.

Caution: Tokens in Email Fragment URLs are not accessible in Preview mode.

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Standard Tokens

Token Description

Supported

Entry Points

Works In

{{accTitle}} Inserts Account salutation All

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Subject Field

Email Builder

Templates

Email Builder

Cells

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Token Description

Supported

Entry Points

Works In

{{accFname}} Inserts Account first name All

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Subject Field

Email Builder

Templates

Email Builder

Cells

{{accLname}} Inserts Account last name All

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Subject Field

Email Builder

Templates

Email Builder

Cells

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Token Description

Supported

Entry Points

Works In

Inserts Account credentials

from Account.Credentials_

vod

All

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Subject Field

Email Builder

Templates

Email Builder

Cells

Inserts the end user's email

address from the Sender-

Email field on the User

object.

This token is typically used

in the from or reply-to fields

of an outbound email tem-

plate.

All

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Subject Field

Email Builder

Templates

Email Builder

Cells

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Token Description

Supported

Entry Points

Works In

Inserts the end user’s

name.

All

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Subject Field

Email Builder

Templates

Email Builder

Cells

Photo of user stored in the

User_Detail_vod object.

Photos display at their nat-

ive size, except for in the

My Profile tab, where it dis-

plays in 160x120 pixels. To

preserve clarity, resize the

photo to 160x120 pixels

prior to uploading the photo.

All

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Email Builder

Templates

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Token Description

Supported

Entry Points

Works In

Inserts the date and time of

the associated Parent Call,

ensuring this information is

correct when the email is

sent.

Note: This token does

not include the

timezone. Use the

{{timeZone}} token to

insert the timezone.

When an email template

has the token {{par-

entCallDatetime}}, it will be

replaced by the:

Value stored in the

Call2_vod.Call_Dat-

etime_vod, if neither

Call2_vod.Parent_Call_

vod nor Call2_vod.Par-

ent_Call_Mobile_ID_

vod is populated

Value stored in Call2_

vod.Parent_Call_vod__

Call

Remote

Meeting

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Subject Field

Email Builder

Subject

Email Builder

Templates

Email Builder

Cells

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Token Description

Supported

Entry Points

Works In

r.Call_Datetime_vod, if

Call2_vod.Parent_Call_

vod is populated

Value stored in Call2_

vod.Call_Dateime_vod

of the Call2_vod record,

where the Parent Call2_

vod.Mobile_ID_vod =

Child Call2_vod.Parent_

Call_Mobile_ID_vod

{{parentCallDatetime

(FORMAT)}}

Creators can additionally

specify the displayed format

of the date or time.

See Formatting Tokens to

Display Date and Time on

page121 for more inform-

ation.

Call

Remote

Meeting

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Email Builder

Subject

Email Builder

Templates

Email Builder

Cells

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Token Description

Supported

Entry Points

Works In

For iPad end users, this

token displays the value of

the time zone of the device.

The format is based on the

user’s Salesforce locale.

For Online end users, this

token displays the value of

the TimeZoneSidKey field

on the User record and dis-

plays with the format: GMT

+/- X hours.

All

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Subject Field

Email Builder

Subject

Email Builder

Templates

Email Builder

Cells

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Object Reference Tokens

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Token Description

Sup-

ported

Entry

Points

Works

Content cre-

ators can use

this token to

directly ref-

erence any

field of a sup-

ported field

type on the

following

objects:

Account

Approve-

d_Docu-

ment_vod

Cau-

tion:

Refer-

encing

the

Appro-

ved_

All

Em-

ail

Te-

mpl-

ates

Em-

ail

Fra-

gme-

nts

Te-

mpl-

ate

Fra-

gme-

nts

Sub-

ject

Fiel-

Em-

ail

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Token Description

Sup-

ported

Entry

Points

Works

Docu-

ment_

vod

object

is only

sup-

ported

Tem-

plates.

Call2_vod

User

User_

Detail_

vod

The following

field types

are sup-

ported:

Check

Buil-

der

Sub-

ject

Em-

ail

Buil-

der

Te-

mpl-

ates

Em-

ail

Buil-

der

Cell-

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Token Description

Sup-

ported

Entry

Points

Works

box

Currency

Date

Date/Time

Formula*

Note:

Unava-

ilable

on the

User

object

Note:

For-

mula

field

values

are

not

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Token Description

Sup-

ported

Entry

Points

Works

updat-

auto-

mat-

ically

iPad,

so an

may

con-

tain an

out-

dated

for-

mula

field

value

if the

user

chang-

ed a

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Token Description

Sup-

ported

Entry

Points

Works

ld but

had

not yet

synce-

Number

Percent

Phone

Picklist

Roll-Up

Sum-

mary*

Note:

Only

avail-

able

on the

Accou-

object

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Token Description

Sup-

ported

Entry

Points

Works

Note:

Roll-

field

values

are

not

updat-

auto-

mat-

ically

iPad,

so an

may

con-

tain an

out-

dated

roll-up

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Token Description

Sup-

ported

Entry

Points

Works

field

value

if the

user

chang-

ed a

value

used

by the

roll-up

field

but

had

not yet

synce-

Text

Text Area

Examples:

{{Accoun-

t.For-

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Token Description

Sup-

ported

Entry

Points

Works

matted_

Name_

vod__c}}

{{Approve-

d_Docu-

ment_

vod__

c.Lan-

guage_

vod__c}}

{{User-

.Phone}}

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Token Description

Sup-

ported

Entry

Points

Works

If the ref-

erenced field

is a Date or a

Date/Time

type field, cre-

ators can

additionally

specify the

displayed

format of the

date or time.

See For-

matting

Tokens to

Display Date

and Time on

page121 for

more inform-

ation.

All

Em-

ail

Te-

mpl-

ates

Em-

ail

Fra-

gme-

nts

Te-

mpl-

ate

Fra-

gme-

nts

Em-

ail

Buil-

der

Sub-

ject

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Token Description

Sup-

ported

Entry

Points

Works

Em-

ail

Buil-

der

Te-

mpl-

ates

Em-

ail

Buil-

der

Cell-

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Token Description

Sup-

ported

Entry

Points

Works

Enables ref-

erencing

fields from

lookup

objects.

See above

for the list of

supported

objects and

field types.

Note:

This

token is

not sup-

ported for

lookups

on stand-

ard fields.

Example:

{{Call2_vod_

_c.Remote_

All

Em-

ail

Te-

mpl-

ates

Em-

ail

Fra-

gme-

nts

Te-

mpl-

ate

Fra-

gme-

nts

Sub-

ject

Fiel-

Em-

ail

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Token Description

Sup-

ported

Entry

Points

Works

Meeting_

vod__r.Host_

Link_vod__

c}}

Buil-

der

Sub-

ject

Em-

ail

Buil-

der

Te-

mpl-

ates

Em-

ail

Buil-

der

Cell-

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Token Description

Sup-

ported

Entry

Points

Works

{{ObjectAPIName.RelationshipName.FieldAPIName

(FORMAT)}}

If the ref-

erenced field

is a Date or a

Date/Time

type field, cre-

ators can

additionally

specify the

displayed

format of the

date or time.

See For-

matting

Tokens to

Display Date

and Time on

page121 for

more inform-

ation.

All

Em-

ail

Te-

mpl-

ates

Em-

ail

Fra-

gme-

nts

Te-

mpl-

ate

Fra-

gme-

nts

Em-

ail

Buil-

der

Sub-

ject

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works

Em-

ail

Buil-

der

Te-

mpl-

ates

Em-

ail

Buil-

der

Cell-

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works

{{Object1APIName.FieldAPIName;;Ob-

ject2APNIName.FieldAPIName;;Ob-

jectAPIName.FieldAPIName}}

In Events

Man-

agement,

Speaker, con-

tent creators

may use this

token to ref-

erence fields

from

Speaker,

Attendee and

Team Mem-

ber objects in

an email tem-

plate, as an

attendee can

fall under mul-

tiple different

types.

To avoid cre-

ating email

templates for

Even-

Man-

age-

ment

Em-

ail

Te-

mpl-

ates

Em-

ail

Fra-

gme-

nts

Te-

mpl-

ate

Fra-

gme-

nts

Sub-

ject

Fiel-

Em-

ail

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works

each

attendee

type, this

token will

choose the

first field that

returns the

value for a

given recip-

ient. The

order of pref-

erence is

given to the

field that is

referenced

first in the

token.

See Using

Approved

Email for

Events Man-

agement for

Buil-

der

Sub-

ject

Em-

ail

Buil-

der

Te-

mpl-

ates

Em-

ail

Buil-

der

Cell-

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works

more inform-

ation.

Example:

{{EM_

Attendee_

vod__

c.Name;;E-

M_Event_

Speaker_

vod__

c.Name;;E-

M_Event_

Team_Mem-

ber_

vod.Name}}

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works

{{Object1APIName.FieldAPIName;;Ob-

ject2APNIName.FieldAPIName(FORMAT)}}

If the ref-

erenced field

is a Date or a

Date/Time

type field, cre-

ators can

additionally

specify the

displayed

format of the

date or time.

See For-

matting

Tokens to

Display Date

and Time on

page121 for

more inform-

ation.

Caution:

The field

Even-

Man-

age-

ment

Em-

ail

Te-

mpl-

ates

Em-

ail

Fra-

gme-

nts

Te-

mpl-

ate

Fra-

gme-

nts

Em-

ail

Buil-

der

Sub-

ject

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works

to format

must be

listed last

in the list

of tokens.

Em-

ail

Buil-

der

Te-

mpl-

ates

Em-

ail

Buil-

der

Cell-

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works

Inserts data

from a

defined cus-

tom query.

See Inserting

Queried Data

into an

Approved

Email on

page120 for

more inform-

ation.

Caution:

This

token is

not sup-

ported on

the Win-

dows Tab-

let

platform.

All

Em-

ail

Te-

mpl-

ates

Em-

ail

Fra-

gme-

nts

Te-

mpl-

ate

Fra-

gme-

nts

Sub-

ject

Fiel-

Em-

ail

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works

Buil-

der

Sub-

ject

Em-

ail

Buil-

der

Te-

mpl-

ates

Em-

ail

Buil-

der

Cell-

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works

{{Call2_vod__c.MS_Teams_Remote_Meeting_vod__

r.MS_Teams_Meeting_Link_vod__c}}

Enables

users to

Microsoft

Teams meet-

ing links

using

Approved

Email.

All

Tem-

plates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Sent Email Related tokens

Token Description

Sup-

ported

Entry

Points

Works In

{{EmailAd-

dressUnsub}}

Inserts the sent email address in a URL. The

links are not available in Preview mode. This

token can not be inserted in the body of the

email.

All

Tem-

plates

Frag-

ments

Tem-

plate

Frag-

ments

Subject

Field

Builder

Tem-

plates

Builder

Cells

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

Inserts the ID of the Sent_Email_vod record.

Note: This token is not supported in Edit

and Preview mode.

All

Tem-

plates

Frag-

ments

Tem-

plate

Frag-

ments

Subject

Field

Builder

Tem-

plates

Builder

Cells

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

Inserts the ID of the CRM environment from

which the email was sent.

All

Tem-

plates

Frag-

ments

Tem-

plate

Frag-

ments

Subject

Field

Builder

Tem-

plates

Builder

Cells

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

To track email activity of which content is

accessed most frequently, content creators

may add this token to expand to the 18 digit

Salesforce Id of the Approved Document

record the token resides in.

Example:

<a href = "https://www.veeva.com/?

{{AppDocId}}"> Click Here. </a>

The expanded URL will be:

https://www.veeva.-

com/?AppDocId=a1sJ0000003u458ADS

See Tracking Email Activity at the Email Frag-

ment Level for more information.

n/a

Tem-

plates

Frag-

ments

(URLs

Only)

Tem-

plate

Frag-

ments

(URLs

Only)

Builder

Tem-

plates

Builder

Cells

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Functionality Tokens

Token Description

Supported Entry

Points

Works In

Inserts an .ICS

attachment for

recipients to

add to their cal-

endars.

Note: This

token is not

supported

on the Win-

dows Tablet

platform.

Remote Meet-

ing

Medical Events

Events Man-

agement

Email Tem-

plates

Email Frag-

ments

Builder Tem-

plates

Builder Cells

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported Entry

Points

Works In

Creates a link in

the email that,

when selected,

tracks as a

standard click

event. An email

activity record is

created in

CRM, and a

Multichannel

Activity record

is created with

the appropriate

record type.

See Tracking

Multichannel

Activities from

Approved

Emails for more

information.

All

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Builder Tem-

plates

Builder Cells

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported Entry

Points

Works In

Creates a table

that lists out all

of the sessions

of a planned

event.

See Event Ses-

sion and Event

Speaker

Tokens for

more inform-

ation

Note: Line

breaks and

spaces are

not sup-

ported in

this token.

Events Man-

agement

Email Tem-

plates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported Entry

Points

Works In

Creates a table

that lists out all

of the speakers

of a planned

event.

See Event Ses-

sion and Event

Speaker

Tokens for

more inform-

ation

Note: Line

breaks and

spaces are

not sup-

ported in

this token.

Events Man-

agement

Email Tem-

plates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported Entry

Points

Works In

{{insertEngageAndZoomJoinURL

[Language Code]}}

Used to insert

both Engage

and Zoom

URLs in invit-

ations sent to

attendees of an

Engage meet-

ing or of a vir-

tual event.

See Joining an

Engage Meet-

ing via Zoom

and Joining a

Virtual Event

via Zoom for

more inform-

ation.

Note: This

token is not

supported

for Event

Speakers.

Remote Meet-

ing

Events Man-

agement

Email Tem-

plates

Builder Tem-

plates

Builder Cells

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported Entry

Points

Works In

{{insertZoomDialInNumbers[Lan-

guage Code]}}

Used to insert

dial-in numbers

in invitations

sent to

attendees of an

Engage meet-

ing or virtual

event.

See Adding

Dial-in Num-

bers to Engage

Invitations for

more inform-

ation.

Note: This

token is not

supported

for Event

Speakers.

Remote Meet-

ing

Events Man-

agement

Email Tem-

plates

Builder Tem-

plates

Builder Cells

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported Entry

Points

Works In

If this token is

found in HTML

of the Email

Template or

Template Frag-

ment, the res-

ulting Sent

Email record

will be created

with Status_vod

= Pending_vod

All

Email Tem-

plates

Builder Tem-

plates

Builder Cells

Adds a link to

the Engage

Scheduling

Site.

See Sending

Meeting

Requests with

Approved Email

for more inform-

ation

All

Email Tem-

plates

Email Frag-

ments

Template

Fragments

Builder Tem-

plates

Builder Cells

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Vault Tokens

Token Description

Supported

Entry

Points

Works In

Expands to a URL pointing to a Vault

PromoMats document with the cor-

responding VaultDocID. When using

this token, replace VaultDocID with

the ID of the appropriate document in

Vault.

The document ID is visible in the URL

when viewing a Vault document. The

integer to the right of #doc_info is

always the unique Vault document ID.

For example, {{$20}} points to Vault

document ID 20.

Example: https://-

customer.veevavault.com/ui/#doc_

info/20/3/0

Note: The document referenced

by the token should be added to

the Approved Document's Other

Related Documents relationship in

Vault.

All

Templates

Frag-

ments

Builder

Templates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported

Entry

Points

Works In

{{Dynam-

icContentLink}}

Allows end users to send dynamic con-

tent to HCPs

All

Templates

Frag-

ments

Builder

Templates

Expands to a URL pointing to a Vault

document of type Important Safety

Information.

All

Templates

Frag-

ments

Builder

Templates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported

Entry

Points

Works In

Displays a URL to the Vault document

associated as the Related Piece.

All

Templates

Frag-

ments

Builder

Templates

Displays a URL to a Prescribing

Information Vault document.

All

Templates

Frag-

ments

Builder

Templates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported

Entry

Points

Works In

Displays the associated survey.

See Surveys in Approved Email for

more information.

All

Templates

Frag-

ments

Builder

Templates

User Input Tokens

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Text Tokens

Note: All user input text is stamped on the User_Input_Text_vod field on the corresponding

Sent_Email_vod record.

Note: Zero-width non-joiner tokens (&zwnj;) should not be used in User Input Tokens (Text

and Picklist Tokens).

Token Description

Supported

Entry Points

Works In

Creates a blank text

area in the email where

the end user can enter

free text.

All entered text is eval-

uated against any

defined restricted words

or phrases.

All except

Receipts and

Double Opt In

Email Tem-

plates

Subject Field

Sets a maximum length

for the entered free text.

For example, {{cus-

tomText(255)}} adds a

text input area that can

accept up to 255 char-

acters.

All except

Receipts and

Double Opt In

Email Tem-

plates

Subject Field

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported

Entry Points

Works In

{{customText(Length|De-

faultText)}}

Enables default text that

displays when the text

input area initially

renders to the end user.

The end user can then

choose to replace the

default text with their

own.

The DefaultText para-

meter can be used with

the Length, or can be

used independently

using {{customText(|De-

faultText)}}.

Caution: Square

brackets are not sup-

ported within default

text for the custom

free text token.

All except

Receipts and

Double Opt In

Email Tem-

plates

Subject Field

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported

Entry Points

Works In

Marks the free text field

as required, ensuring

end users do not

exclude critical inform-

ation in an email.

Note: This token is

not supported on the

Browser (Classic)

platform

All except

Receipts and

Double Opt In

Email Tem-

plates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported

Entry Points

Works In

Enables end users to

add more versatile free

text to an email through

displaying a rich text

area.

Rich text enables end

users to do the fol-

lowing:

Bold, italicize, and

underline text

Add bullets and num-

bers

Increase or decrease

indents

The default size of the

text area is 400 x 300

pixels.

Caution: Do not

enclose this token in

<br> or <p> tags. It

should only be

enclosed by tags

All except

Receipts and

Double Opt In

Email Tem-

plates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Supported

Entry Points

Works In

that are designed to

have a closing tag,

for example, <span>

or <td> tags. This is

because the rich text

editor includes its

own <p> tags, so

enclosing the token

in these tags causes

styles to be lost.

Images are not sup-

ported in the Rich Text

editor.

Note: Entered text in

a custom rich text

field is checked

against all defined

Restricted Words

and Phrases.

Picklist Tokens

Note the following when using picklist tokens:

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

All configured picklist options are stamped on the Email_Config_Values_vod field

of the corresponding Sent_Email_vod record.

Zero-width non-joiner tokens (&zwnj;) should not be used in User Input Tokens

(Text and Picklist Tokens).

The first picklist value in Subject lines can be a NULL/blank value. This forces the

user to select a subject before sending the email.

Superscript tags are not supported in the subject line for an Approved Email tem-

plate. However, content creators can add superscript to the subject line by cutting

and pasting a character that is already in superscript into the Subject field in Vault.

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

Adds a picklist field. All val-

ues are defined by the con-

tent creator, assuring that

entries remain compliant

while also granting a degree

of personalization to the

end user.

Picklists can also be made

with blank values by enter-

ing a picklist value of one

space character.

Caution: Do not use the

|, ", or quot; characters

in picklist values.

The width of the picklist can

be controlled by including

CSS styling in the tem-

plate's <style> tag for the

CSS selector style.hideCus-

tomTextValues.

All except

Receipts

and

Double

Opt In

Tem-

plates

Subject

Field

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

Caution: HTML tags

inside this token are not

supported.

Example:

{{customText[Hel-

lo|Dear|Hi]}} renders to the

end user as a picklist with

the following values:

Hello

Dear

The below two tokens will

display blank value options

in the picklist the end user

sees:

{{customText[option1|

|option2]}}

{{customText[option1|-

option2| ]}}

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

Caution: Do not include

line breaks or new lines

in picklist values.

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

{{customText[##Con-

tentToken1##|##Con-

tentToken2##]}}

Content Tokens can be

used as values of this pick-

list by replacing the {and }

characters of the content

token with #.

Caution: Do not use the

|, ", or quot; characters

in picklist values.

Tokens from the following

objects are supported:

Account

User

User_Detail_vod

Referenced fields display

by their labels in the email

rather than their values,

though the values of these

fields populate when the

email is sent.

Caution: HTML tags

All except

Receipts

and

Double

Opt In

Tem-

plates

Subject

Field

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

inside this token are not

supported.

Example: Sarah Jones com-

poses an email to Dr. Clin-

ton Ackerman with the

following custom text token:

{{customText[##accTitle##

##accFname## ##ac-

cLname##, ##ac-

cCre-

dentials##|##accTitle##

##ac-

cLname##|##ac-

cFname##]}}

In Edit mode, this token

renders to Sarah as a pick-

list with the following

options:

Salutation First Name

Last Name, Credentials

Salutation Last

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

NameFirst Name

In Preview mode, this token

renders to Sarah as the

actual values of the selec-

ted option.

Caution: Do not include

line breaks or new lines

in picklist values.

{{customText[##Con-

tentToken1##|##ContentToken2

(FORMAT)##]}}

If the referenced field is a

Date or a Date/Time type

field, creators can addi-

tionally specify the dis-

played format of the date or

time.

See Formatting Tokens to

Display Date and Time on

page121 for more inform-

ation.

All except

Receipts

and

Double

Opt In

Tem-

plates

Signature Transaction Receipt Tokens

See Creating Approved Email Receipt Content for more information.

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

{{insertCallSample[Colum-

n1,Column2]}}

If call sample records exist, a

table is rendered displaying

all call samples associated

with the call as rows.

Columns can be defined as

parameters of the token.

For example:

{{insertCallSample[Product_

vod__r.Name,Quantity_

vod__c]}}

Receipts

Tem-

plates

{{insertCallSample[Colum-

n1,Column2(FORMAT)]}}

If the referenced field is a

Date or a Date/Time type

field, creators can addi-

tionally specify the displayed

format of the date or time.

See Formatting Tokens to

Display Date and Time on

page121 for more inform-

ation.

Receipts

Tem-

plates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

{{insertCallSample[fil-

ter-

Pro-

ductType-

e=TYPE,Column1,Column2]}}}}

The filterProductType para-

meter on the {{inser-

tCallSample}} filters all call

samples on the call and only

adds a row for each call

sample of the specified

product type.

For example, the following

renders two separate tables,

one that only contains

Samples, the other that only

contains Educational Mater-

ials. Each table has different

columns.

{{insertCallSample[fil-

ter-

Pro-

ductType-

e=Sample,Quantity_vod__

c,Product_vod__

r.Name,Product_vod__

r.Manufacturer_vod__c]}}

Receipts

Tem-

plates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

100

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

</br>

{{insertCallSample[fil-

ter-

ProductType=Educational

Material,Quantity_vod__

c,Product_vod__r.Name]}}

{{insertMedicalInquiry[Colum-

n1,Column2]}}

If Medical Inquiries exist

associated with the email, a

table is rendered displaying

all Medical Inquiries as rows.

Columns can be defined as

parameters of the token.

For example:

{{insertMedicalInquiry[Deliv-

ery_Method_vod__

c,Product__c,Inquiry_Text_

_c]}}

Receipts

Tem-

plates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

101

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

{{insertMedicalInquiry[Colum-

n1,Column2(FORMAT)]}}

If the referenced field is a

Date or a Date/Time type

field, creators can addi-

tionally specify the displayed

format of the date or time.

See Formatting Tokens to

Display Date and Time on

page121 for more inform-

ation.

Receipts

Tem-

plates

If Order Lines exist asso-

ciated with the email, a table

is rendered displaying all

Order Lines as rows.

Columns can be defined as

parameters of the token.

For example:

{{insertOrderLine[Quantity_

vod__c,Product_vod__

r.Name,Net_Price_vod__

c,Total_Discount_vod__c]}}

Receipts

Tem-

plates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

102

Approved Email Content Creation Guide 24R1

Token Description

Sup-

ported

Entry

Points

Works In

Inserts a photo copy of the

signature.

Receipts

Tem-

plates

Consent Capture Tokens

Token Description

Supported

Entry Points

Works In

Inserts the name of the

products, content types, or sub-

channels in the sent email. If an

account selected Subscribe All,

this message displays the chan-

nel label and the channel value.

Double Opt

Consent

Con-

firmation

Tem-

plates

Veeva Systems Confidential Information

(For use only by licensed Customers of Veeva Systems)

103

Approved Email Content Creation Guide 24R1

Token Description

Supported

Entry Points

Works In

{{insertMCConsentLines

[Sub-

scribed,Unsubscribed]}}

Inserts Multichannel_Consent_

vod records into the Approved

Email. The two parameters rep-

resent the label of the section

headers.

Subscribed – Displays all

Multichannel Consent

records with an Opt_Type_

vod of either Opt_In_vod or

Opt_In_Pending_vod

Unsubscribed – Displays all

Multichannel Consent

records with an Opt_Type_

vod of Opt_Out_vod

If the parameters are blank,

default labels are defined by the

SUBSCRIBED;;Con-

sentCapture and

UNSUBSCRIBED;;Con-

sentCapture Veeva Messages.

Note: This token is only sup-

ported in emails sent as

receipts for Consent Cap-

Consent Cap-

ture Receipts

Tem-

plates

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Token Description

Supported

Entry Points

Works In

ture.

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Unsubscribe Tokens

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Unsubscribe Link Tokens

Token Description

Supported

Entry Points

Works In

{{unsubscribe_product_

link}}

Inserts an unsubscribe

link in an email. The

unsubscribe link inherits

the Product or Detail

Group + Product asso-

ciated with the template.

When the recipient clicks

the unsubscribe link, the

opt-out activity is recor-

ded for the Account, email

address, and Product or

Detail Group + Product in

the corresponding

Multichannel_Consent_

vod record. All future

emails to the Account plus

the email address are sup-

pressed for this Product

or Detail Group + Product

until an opt-in activity is

collected or the opt-out

expiration date is set.

All except

Receipts and

Double Opt In

Email Tem-

plates

Email Frag-

ments

Email Builder

Templates

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Token Description

Supported

Entry Points

Works In

{{unsubscribe_product_

link[,Unsubscribe_

vod.Unsubscribe_Iden-

tifier_vod]}}

Allows content creators to

customize the provided

unsubscribe page to bet-

ter control branding, trans-

lation, and wording.

See Adding and Cus-

tomizing Unsubscribe

Links for more inform-

ation.

All except

Receipts and

Double Opt In

Email Tem-

plates

Email Frag-

ments

Email Builder

Templates

{{unsubscribe_product_

link[External URL,Un-

subscribe_Identifier_

vod]}}

Embeds an unsubscribe

link that directs users to

an external hosted site

defined by the External

URL parameter.

Used by the Embedded

Unsubscribe feature.

All except

Receipts and

Double Opt In

Email Tem-

plates

Email Frag-

ments

Email Builder

Templates

Unsubscribe Page Tokens

Token Description

Rendered

Format

Required?

Displays the email address

associated with the unsub-

scribe request.

Label

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Token Description

Rendered

Format

Required?

Displays the Detail

Product, Detail Group, or

Content Type associated

with the simple unsub-

scribe request.

Although not required, it is

recommended to include

this token in unsubscribe

pages to provide the end

user information on what

their simple unsubscribe

request is for.

Label

Renders as an unsub-

scribe button that is used

as the action of an HTML

form data for a simple

unsubscribe.

The opt-out record created

from the simple unsub-

scribe will be for the

Product or Content Type of

the Email Template where

the unsubscribe link is

clicked from.

Button

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Token Description

Rendered

Format

Required?

Displays a selection menu

with all Detail Products

and Detail Groups with

Approved Document

records in Veeva CRM.

Recipients can select

which products or groups

to unsubscribe from.

If the customized Unsub-

scribe page is used, the

Unsubscribe object has an

HTML field where Admins

can configure a custom

Unsubscribe Page

Related Unsubscribe

Product records can be

created to define the list of

Product / Detail Groups dis-

played.

Note: Detail Products

and Detail Groups

restricted to the recip-

ient do not display in

Label

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Token Description

Rendered

Format

Required?

this list.

Enables recipients to

modify their preferences.

Used as the action attrib-

ute in the associated

HTML form data.

Button

Creates a Cancel button.

When recipients select this

button, no information is

saved and the Cancel Con-

firmation page displays.

Button

Enables email recipients to

unsubscribe from all

Approved Email com-

munications. This enables

compliance in certain mar-

kets that require this

option.

Check box

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Website Tokens

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Token Description

Sup-

ported

Entry

Points

Works

{{linkTrack-

er}}

Tracks the following data about a web link shared with an

HCP when appended to the linkURL:

Source – The location from where the users

shared the link. When shared from Veeva CRM,

the value is set to VeevaCRM.

Device – The device used by the user to share

the link. When shared from Veeva CRM on

iPad, the value is set to iPad.

Sent Datetime – The datetime when the user

shared the link in ISO 8601 format

Example:

https://www.verteobiopharma.com?{{linkTracker}}

The tokens resolve to the following:

https://ver-

teo-

bio-

pharma.-

com?src=VeevaCRM&dvc=iPad&sentDateTime=2021-

08-25T20:05:28Z

See Adding Tracking Tokens to Website URLs for more

information about tracking websites.

n/a

Web-

site

URL-

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Token Description

Sup-

ported

Entry

Points

Works

{{Mes-

sageId}}

Inserts the Mobile Id of the Sent_Message_vod record

when the website is sent from the mobile device.

n/a

Web-

site

URL-

Adding Footnotes and Citations to Approved Email Content

Because fragments can frequently contain medical claims, information in the fragment, includ-

ing studies, descriptions, and other references, must be properly cited and numbered.

Approved Email enables content creators to dynamically create and define footnotes and cita-

tions within a fragment and have those citations defined elsewhere in the corresponding tem-

plate.

Adding Footnotes and Citations to Fragments

The following tokens enable content creators to add and define footnotes and citations to a frag-

ment.

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Token Description

{{FootnoteSymbol[Sequence

Number]}}

Inserts a footnote symbol. The order is:

1. *

2. †

3. ‡

4. §

5. ||

6. ¶

For example, {{FootnoteSymbol[3]}} renders as ‡.

If more footnote symbols are needed, symbols can be duplic-

ated by including multiple tokens.

For example, {{FootnoteSymbol[3]}}{{FootnoteSymbol[3]}}

renders as ‡‡.

{{CitationNumber[Sequence

Number] }}

Inserts a superscript citation number. The Sequence Number

must be a positive, non-zero integer.

For example, the phrase Cholecap{{CitationNumber[2]}}

renders as Cholecap

Note: The sequence number is logical and not directly

printed in the email. This is to help the designer visually

correlate the footnote/citation references in the Fragment

to the actual footnote/citations printed in the folder.

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Token Description

Marks the start of the footnote section. Contents of the foot-

note section are parsed out of the fragment and inserted in

place of the {{InsertFootnotes}} token in the template.

Caution: Do not include HTML comments between the

{{FootnoteStart}} and {{FootnoteEnd}} tokens.

{{FootnoteEnd}} Marks the end of the footnote section.

Marks the start of the citation section. Contents of the citation

section are parsed out of the fragment and inserted in place

of the {{InsertCitations}} token in the template.

Caution: Do not include HTML comments between the

{{CitationStart}} and {{CitationEnd}} tokens.

{{CitationEnd}} Marks the end of the citation section.

Marks the start of the citation summary section. Contents of

the citation summary section are parsed out of the fragment

and inserted in place of the {{InsertCitationSummaries}}

token in the template.

Caution: Do not include HTML comments between the

{{CitationSummaryStart}} and {{CitationSummaryEnd}}

tokens.

{{CitationSummaryEnd}} Marks the end of the citation summary section.

Example Fragment with Footnotes and Citations

1 <tr>

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2 <td>

3 <p>

4 Cholecap helps lower HDL levels and helps raise LDL levels{{Foot-

noteSymbol[1]}}{{CitationNumber[1]}}.

5 </p>

6 </td>

7 </tr>

9 {{FootnoteStart}}

10 <tr>

11 <td>

12 {{FootnoteSymbol[1]}}: Mean UUI per 24 hours at baseline: 7.8 and 7.7 for

Cholecap 8mg and placebo

13 </td>

14 </tr>

15 {{FootnoteEnd}}

17 {{CitationSummaryStart}}

18 <tr>

19 <td>

20 <b>Lakes L</b>: A 12 week, fixed dose, randomized, double-blind, placebo

controlled international study on the efficacy of Cholecap.

21 </td>

22 </tr>

23 {{CitationSummaryEnd}}

25 {{CitationStart}}

26 <tr>

27 <td>

28 {{CitationNumber[1]}}: Lakes L Clinical efficacy of Cholecap.

29 </td>

30 </tr>

31 {{CitationEnd}}

Adding Footnotes and Citations to Templates

The following tokens designate where citation and footnote information are placed in a tem-

plate.

Token Description

{{InsertFootnotes}} Inserts the Footnotes in the Email Template.

{{InsertCitationSummaries}} Inserts the Citation Summaries in the Email Template.

{{InsertCitations}} Inserts the Citations in the Email Template.

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Note: Footnotes and citations do not display in the edit or preview mode on the Online and

iPad platforms. They only display to the email recipient.

Example Template with Footnotes and Citations

1 <html>

2 <head>

3 </head>

4 <body>

5 <p>Hi, Dr. Ackerman,</p>

6 <p>Here is some information for you about Cholecap:</p>

7 <table>

8 {{insertEmailFragments}}

9 </table>

10 <p>Please let me know if there's any more information I can help

with.</p>

11 <table>

12 {{InsertFootnotes}}

13 {{InsertCitations}}

14 {{InsertCitationSummaries}}

15 </table>

16 </body>

17 </html>

Example of a Sent Email with Footnotes and Citations

The following is an example of how an email using the fragment and template examples

provided above displays to the recipient:

Hi, Dr. Ackerman,

Here is some information for you about Cholecap:

Cholecap helps lower HDL levels and helps raise LDL levels*

Please let me know if there's any more information I can help with.

*: Mean UUI per 24 hours at baseline: 7.8 and 7.7 for Cholecap 8mg and placebo

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: Lakes L Clinical efficacy of Cholecap.

Lakes L: A 12 week, fixed dose, randomized, double-blind, placebo controlled international

study on the efficacy and safety of Cholecap.

Tracking Approved Email Activity Using Tokens

Content creators can add Approved Email content tokens to a URL. This enables easier track-

ing of email activity associated with that link as each link is customized based on the inserted

values of the token.

For example, Sarah Jones sends Dr. Clinton Ackerman an email containing the following link:

<a href="https://www.veeva.com/new?AccName={{Account.Name}}>Click Here!</a>

When Dr. Ackerman receives the email, he selects the link and is directed to the following

webpage:

https://veeva.com/new?AccName=Clinton Ackerman

The Approved Email admin can easily see which account selected the link, since Dr. Ack-

erman's name is incorporated in the URL.

Adding Tokens to Links

Any Account or User field supported as a merge token can be added to the end of a URL.

Added tokens are supported both for manually defined links as well as links generated from

other tokens, for example the {{$VaultID}} token.

Ensure end users have FLS read permission to all fields referenced by these tokens.

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Inserting Queried Data into an Approved Email

Content creators can use the {{customContent}} token to query information from CRM and add

that information to content, greatly enhancing flexibility when adding information to content.

Caution: The {{customContent}} token is not supported on the Windows Tablet platform.

The token uses a SOQL-like querying language and can reference any supported merge token

field from the following CRM objects using the {{ObjectAPIName.FieldAPIName}} format:

Account

Address_vod

Approved_Document_vod (only supported in email templates and template frag-

ments)

The token uses the general format:

Where QUERY is replaced by a SOQL-like query using the = operator.

For example:

{{customContent[SELECT My_Field__c FROM My_Object__c where

Zip__c = '{{Address_vod__c.Zip_vod__c}}' and Product__c =

'Cholecap']}}

The returned value is stored in the Email_Config_Values_vod field on the Sent_Email_vod

object. If multiple results are returned, the first result is stored.

Note: The token is case-sensitive, and should not contain extra spaces.

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Note: Ensure end users have at least FLS read permission to all fields referenced by this

token.

Addresses marked as Primary Addresses always return first if they match the query.

Marking the Custom Content Token as Required

The custom content token can be marked as required by adding :Required after the query:

Caution: The {{customContent:Required}} token is not supported on the Browser (Classic)

and Browser (Lightning) platform

Emails cannot be sent if a required token returns NULL.

Formatting Tokens to Display Date and Time

Browser|iPad|

Content creators can edit Approved Email tokens that reference dates and times to specify their

own datetime format. This expands flexibility when creating content that may reference dates

and times in multiple ways.

For example, Alice Adams is a content creator who creates an Approved Email Template to

serve as an invitation to events. She wants the invitation to display the date and day of the week

that the event takes place on. She adds the {{EM_Event_vod__c.Start_Time_vod__c(eeee

MMMM dd, yyyy)}} token to the template, which specifies the appropriate date and time format.

Later, when Sarah Jones uses this template to serve as invitations to her upcoming event, she

previews the invitation and sees the Start_Time_vod field render in the format Alice specified.

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Specifying the Format of a Date or Time Token

The following Approved Email tokens are supported in Approved Email Templates, Fragments,

and Template Fragments:

Caution: The field to formatting must be listed last in the list of tokens.

Note: Formatting tokens to display date and time are not supported in Event Materials print

invitation templates.

To specify the format for a rendered date or time:

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1. Add the (FORMAT) placeholder parameter to the appropriate token. For example, {{par-

entCallDatetime}} becomes {{parentCallDatetime(FORMAT)}}.

2. Replace the FORMAT placeholder with the appropriate format. Supported format ele-

ments include:

Element

Supported

Field Types

Format Description Example Token

Example

Output

Year DateDate/Time yyyy Full year

{{par-

entCallDatetime

(MMMM d, yyyy)}}

April 1,

2022

Month DateDate/Time

Numeric

month

{{par-

entCallDatetime(M

d, yyyy)}}

4 1, 2022

Numeric

month with

padded 0 if

the value is

less than 10

{{par-

entCallDatetime

(MM d, yyyy)}}

04 1,

2022

MMM

Translated

shortened

month name

{{par-

entCallDatetime

(MMM d, yyyy)}}

Apr 1,

2022

MMMM

Translated

month name

{{par-

entCallDatetime

(MMMM d, yyyy)}}

April 1,

2022

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Element

Supported

Field Types

Format Description Example Token

Example

Output

Day DateDate/Time

Numeric

day

{{par-

entCallDatetime

(MMMM d, yyyy)}}

April 1,

2022

Numeric

day with pad-

ded 0 if the

value is less

than 10

{{par-

entCallDatetime

(MMMM dd, yyyy)}}

April 01,

2022

Weekday DateDate/Time

eee

Translated

shortened

day of the

week

{{par-

entCallDatetime

(eee, MM/dd)}}

Fri, 04/01

eeee

Translated

day of the

week

{{par-

entCallDatetime

(eeee, MM/dd)}}

Friday,

04/01

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Element

Supported

Field Types

Format Description Example Token

Example

Output

Hour

Date/TimeTim-

Hour (12-

hour time)

{{par-

entCallDatetime

(eee, h:mm a)}}

Fri, 2:00

Hour (12-

hour time)

with padded

0 if the value

is less than

{{par-

entCallDatetime

(eee, hh:mm a)}}

Fri, 02:00

Hour (24-

hour time)

{{par-

entCallDatetime

(eee, H:mm)}}

Fri, 14:00

Hour (24-

hour time)

with padded

0 if the value

is less than

{{par-

entCallDatetime

(eee, HH:mm)}}

Thur

08:00

Minute

Date/TimeTim-

mm Minute

{{par-

entCallDatetime

(eee, h:mm a)}}

Fri, 2:00

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Element

Supported

Field Types

Format Description Example Token

Example

Output

AM/PM

Date/TimeTim-

Use with 12-

hour time

elements to

designate

AM vs PM

{{par-

entCallDatetime

(eee, h:mm a)}}

Fri, 2:00

Additionally, content creators can add spaces, non-breaking spaces (&nbsp), or any of

the following single character symbols to separate format elements:

Grave `

Up caret ^

Underscore _

Dash -

Colon :

Question mark ?

Period .

Plus +

Equals =

At symbol @

Asterisk *

Forward-slash /

Back-slash \

Ampersand &

Tilde ~

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Dollar sign $

Comma ,

Semi-colon ;

For example, {{parentCallDatetime(eeee, MMMM d yyyy @ h:mm a)}} renders as:

Friday, April 1 2022 @ 12:30 pm

Note: Brackets [], Curly brackets {}, and the # character are not supported for separating

format elements.

Considerations

Content creators should thoroughly test all content that formats dates and times

via this feature

Months and days of the week automatically translate based on the sender’s lan-

guage

Formatting is not supported with the {{customContent}} token used to query

Approved Email data

Tokens without any datetime formatting will render in Salesforce’s default MM/d-

d/yyyy for dates and yyyy-MM-ddThh:mm:ss for datetimes

Personalizing User Profiles

iPad|Browser|

End users can personalize an Approved Email with information about themselves, including a

photo. This object is highly customizable, and admins can create custom fields to suit each cus-

tomer's needs without impacting the standard User object. Additionally, content admins can ref-

erence these fields using tokens, ensuring the appropriate information displays for each sent

Approved Email.

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For example, Sarah Jones adds a photo of herself to her user profile to add a layer of per-

sonalization to her Approved Emails. Content creators previously placed tokens referencing the

photo field in Approved Email content, so when Sarah Jones sends an Approved Email to Dr.

Ackerman, her photo displays in the appropriate location in the email.

Caution: Photos captured on Windows Tablet devices must be taken in landscape mode.

Configuring the User Profile

To enable this feature:

1. Create a new User Detail record for the user.

2. Verify that the user is the owner of the User Detail record.

3. Create all appropriate custom User_Detail_vod fields. These fields should be one of the

supported data types of the merge token so they can be added to Approved Email con-

tent.

4. Grant end users FLS edit permission to all appropriate User_Detail_vod fields.

5. Add these fields to the appropriate User_Detail_vod object page layouts.

Note: The Photo_vod field must be added to the page layout for users to be able to

manage their user photo and see it displayed on the User Detail section of My Profile.

Note: When granting end users the ability to edit their photo, add the User_Detail_

Image_vod Visualforce component to the page layout and verify users have access

to the Visualforce component.

6. Activate the appropriate VMOC for the User_Detail_vod object.

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Editing a User Profile

End users can view and edit their specific user profile on any enabled offline device:

1. Navigate to the Options menu in CRM.

2. Select the User Profile tab.

Adding User Profile Information to Approved Email Content

Content creators can insert one of the following tokens to add User Profile information to

Approved Email content:

{{userPhoto}} – Inserts a photo of the end user

{{User_Detail_vod__c.FieldAPIName}} – uses the standard

{{ObjectAPIName.FieldAPIName}} format to reference any supported Veeva or

custom User_Detail_vod field

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Adding and Customizing Unsubscribe Links

Approved Email provides a built-in email unsubscribe solution that respects recipient pref-

erences and complies with anti-spam regulations present in some markets. These unsubscribe

pages are automatically available to any recipient of an Approved Email.

Links are automatically generated and included in Approved Emails when the {{unsubscribe_

product_link}} token is included in a template of a sent email.

Optionally, content creators can customize the provided pages to better control branding, trans-

lation, and wording of the unsubscribe page. To customize the default text, edit the appropriate

Approved Email-category Veeva Message.

Name Description

UNSUBSCRIBE_CANCEL_

CHANGES_HTML

Used to hold the cancel confirmation HTML document dis-

played to the end user should the cancel button be clicked.

UNSUBSCRIBE_OPTION_

HTML*

Used to house the HTML document displayed to the

Approved Email recipient when the Unsubscribe link is

clicked.

Caution: Admins must update the CSS styling for the

input class to include color: black; in order to dis-

play correctly on certain devices.

UNSUBSCRIBE_

CONFIRMATION_HTML

Used to house the HTML document displayed to the

Approved Email recipient as a confirmation for the suc-

cessfully executed Unsubscribe action.

UNSUBSCRIBE_MODIFY_

OPTIONS_

CONFIRMATION_HTML

Used to house the modify options confirmation HTML doc-

ument displayed to the end user during the unsubscribe pro-

cess

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Note: *In the HTML, dd class="detailProduct" and the dt class="productGroup", supports

CSS styling for the content inside the {{productModList}} tag.

Controlling the Language of Default Unsubscribe Pages

By default, templates for the Unsubscribe pages are supplied in all of Veeva CRM's supported

languages. Unsubscribe pages display according to the recipient's preferred language. If the

language of the account is null, the Unsubscribe page displays according the user's preferred

language. If no Veeva Message for the user’s language is defined, the Unsubscribe page dis-

plays in English.

Customizing the Unsubscribe Pages

The HTML for the three pages (Unsubscribe Landing page, Confirmation, and Cancellation

page) are stored in the following Veeva Messages:

UNSUBSCRIBE_OPTION_HTML

UNSUBSCRIBE_CONFIRMATION_HTML

UNSUBSCRIBE_CANCEL_CHANGES_HTML

The HTML for these pages can be completely customized by content creators, though all CSS

styles must be inline.

Note: Images must be hosted on your own servers when referenced inside the HTML.

Customers who have accounts with different preferred languages can translate the HTML code

accordingly and store it in the Veeva Messages for those respective languages.

For example, Verteo has some Accounts that have preferred language set to Spanish and oth-

ers as French. The Admin can modify the landing pages for each language and then store it in

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the UNSUBSCRIBE_OPTION_HTML Veeva message for both languages. When the recipient

selects the unsubscribe link, the page corresponding to the preferred language displays.

The default unsubscribe landing page contains the following actions:

Simple Unsubscribe – When the recipient selects the Submit button in the first sec-

tion of the unsubscribe landing page, an opt-out record is created in Veeva CRM

for that account’s email address for the particular product for which email was

sent

Modify Email Preferences – Enables the recipient to modify their preferences for

the current product and other products. When the recipient selects the Submit but-

ton in the second section, opt-ins are created for all the selected products and

product groups and opt outs are created for all not selected. If nothing is selected,

opt outs for all products are created.

If the Cancel button is clicked, there is no change in the consent record for any

products

When customizing the Veeva Messages controlling these pages, ensure the following Unsub-

scribe Tokens are included as they drive functionality.

Unsubscribe Tokens

The following table describes the fragment tokens associated with the Unsubscribe Process:

Token Description

Rendered

Format

Required

Renders as an unsubscribe but-

ton that is used as the action of

an HTML form data for a simple

unsubscribe.

Button

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Token Description

Rendered

Format

Required

Displays the email address asso-

ciated with the unsubscribe

request.

Label

Displays the Detail Product or

Detail Group associated with the

unsubscribe request.

Label

Displays a selection menu with all

Detail Products and Detail

Groups with Approved Document

records in Veeva CRM. Recip-

ients can select which products

or groups to unsubscribe from.

Note: Detail Products and

Detail Groups restricted to the

recipient do not display in this

list.

Label

Enables recipients to modify their

preferences. Used as the action

attribute in the associated HTML

form data.

Button

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Token Description

Rendered

Format

Required

Creates a Cancel button. When

recipients select this button, no

information is saved and the

Cancel Confirmation page dis-

plays.

Button

Enables email recipients to

unsubscribe from all Approved

Email communications. This

enables compliance in certain

markets that require this option.

Check box

Embedding the Unsubscribe Page

Veeva provides a standard, out-of-the-box unsubscribe page that references the HTML of the

respective Veeva messages. Optionally, content creators can embed the standard unsubscribe

page onto any externally hosted page, enabling greater control of branding and recipient exper-

ience.

For example, the content creator for Verteo BioPharma creates an externally hosted page that

email recipients can use to unsubscribe from Approved Emails. They add the Veeva-provided

HTML code to the site, which embeds the Approved Email unsubscribe page into the page.

Embedding Unsubscribe Page in a Web Page

To embed the unsubscribe page in an externally hosted page, add the following HTML snippet

to the appropriate page:

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1 <div align="center" id="unsubscribe"> </div>

3 <!-- The iFrame and Unsubscribe Page replace the above <div> tag. Note that

the id of the <div> matches the first parameter of theconstructor. -->

4 <script>

5 var tag = document.createElement('script');

6 tag.src = "//cdnmc1.vod309.com/multichannel/veeva/js/unsubscribe/embed-

unsubscribe.js";

7 var firstScriptTag = document.getElementsByTagName('script')[0];

8 firstScriptTag.parentNode.insertBefore(tag, firstScriptTag);

9 // This function creates an <iframe> (and unsubscribe iframe viewer) after

the API code downloads.

10 var unsubscribe;

11 function onUnsubscribeAPIReady() {

12 unsubscribe = new UN.Frame('unsubscribe', {height: '600px',width:

'80%',});

13 }

14 </script>

The embedded unsubscribe snippet creates an iFrame whose size can be defined in pixels

using the height and width parameters.

Linking to an Embedded Unsubscribe Page

Content creators can reference an externally hosted unsubscribe page using the following

token:

{{unsubscribe_product_link[External URL,Value of the appropriate Unsubscribe_Identifier_vod

Field]}}

For example, to embed a URL that unsubscribes recipients from a product corresponding to an

Unsubscribe_vod record with an Unsubscribe_Identifier_vod field of 101, the token would be:

{{unsubscribe_product_link[https://www.example.unsubscribe.com,101]}}

For more information, see Configurable Unsubscribe.

Unsubscribe by Content Type

iPad|Browser|

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Content creators can alter the unsubscribe link to enable recipients to unsubscribe and edit

their preferences for content types rather than product.

Configuring Unsubscribe by Content Type

To enable this feature:

1. Grant integration users FLSedit permission to the Consent_Level_vod field on the

Unsubscribe_vod object, and the Content_Type_Display_Name_vod field on the

Unsubscribe_Products_vod object.

2. Place the Consent_Level_vod field on the appropriate Unsubscribe_vod object page

layouts.

3. Create an Unsubscribe record with the following values:

Record Type = Approved_Email_Unsubscribe_vod

Consent_Level_vod = Content_Type_vod

Unsubscribe_Identifier_vod = a unique value

4. Create one or more Unsubscribe_Products_vod records with the following parameters.

This step is optional.

Record type = Approved_Email_Content_Type_Unsubscribe_vod

Content_Type_vod = an existing Content Type record.

Display_Order_vod record - See Displaying Products on the Unsubscribe Page on

the next page for more information

Note: If Unsubscribe_Products_vod records are not created, the entire list of content types

with Approved_Document_vod records displays.

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Displaying Products on the Unsubscribe Page

iPad|Browser|

Content creators can customize the way, number, and manner that products display on the

Unsubscribe page, helping recipients decide which products to unsubscribe from.

Configuring Displaying Products on the Unsubscribe Page

To create and configure the Unsubscribe page for Products:

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1. Grant admins and integration users the following permissions:

Object OLS Record Types Fields FLS

Unsubscribe_vod CRUD

Approved_Email_

Unsubscribe_vod

Unsubscribe_Iden-

tifier_vod

Unsubscribe_

HTML_vod

Unsubscribe_Con-

firm_HTML_vod

Unsubscribe_

Cancel_HTML_vod

Unsubscribe_

Modify_Confirm_

HTML_vod

Edit

Unsubscribe_

Products_vod

CRUD

Approved_Email_

Unsubscribe_vod

Content_Type_Dis-

play_Name_vod

Unsubscribe_vod

Product_vod

Detail_Group_vod

Product_Display_

vod

Detail_Group_Dis-

play_vod

Display_Order_vod

Edit

2. Create a tab for the Unsubscribe_vod object.

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3. Grant admins and integration users access to the created Unsubscribe tab.

4. Navigate to the Unsubscribe tab.

5. Create a New Unsubscribe record.

6. Define a Name and an Identifier.

7. Associate the Unsubscribe Products to display on the page, or create a New Unsub-

scribe Product.

8. Enter the Product Name.

9. Define the order to display the product. 1 displays first, 2 second, etc…

10. Enter a Product Display. This is the alternate display name for the product that displays

to recipients.

Note: Customers frequently use abbreviations for product names within CRM that

recipients may not understand. This feature enables customers to define alternate

names for Product and Detail Group names.

11. Enter a Detail Group Display. This is the alternate display name for the detail group that

displays to recipients.

12. Click Save.

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Adding the Unsubscribe Token to Approved Email Content

Once the Unsubscribe record and products are defined, content creators can add an unsub-

scribe token to the appropriate Email Template, Email Fragment or Template Fragment's

HTML. Customers can also create an externally-hosted Unsubscribe page and link to it with a

token.

Testing Staged Approved Email Content

iPad|Browser|

Content admins can test Approved Email content with a status of Staged by sending the email

to any email address. This enables content admins to thoroughly test content to ensure it dis-

plays and functions as intended before making the decision to make the content available to

end users.

By default, Approved Emails sent by content admins are sent to the email address defined in

the Email field of their User record.

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Note: When testing staged content, any related documents listed in the Other_Document_

ID_List_vod, ISI_Document_ID_vod, PI_Document_ID_vod, or similar fields must be in an

approved state in Vault. Otherwise, an error displays and the email is not sent.

Overriding Staged Content Recipients

Administrators may want to override the recipients of staged content to a single email address

responsible for receiving all testing content. Admins can populate the APPROVED_EMAIL_

TEST_ADDRESS_vod Approved Email custom setting to ensure all staged content sent by

content admins is sent to the same address, overriding the Email field on the User object.

The following table outlines where staged Approved Email content is sent depending on set-

tings:

APPROVED_EMAIL_TEST_

ADDRESS_vod

User is an Approved Email

Admin

Email is sent to

NULL Yes User.Email

NULL No

Account’s Email

Address

[email protected] Yes [email protected]

[email protected] No [email protected]

Changing the Test Email Address

Browser|

Content admins can quickly change the value of the APPROVED_EMAIL_TEST_ADDRESS_

vod Approved Email setting from within a composed Approved Email. This enables greater flex-

ibility when content admins test staged content while maintaining the added layer of security

the custom setting provides.

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To change the value of the test address, select the Change Test Email link in the email

header. This immediately updates the value of the APPROVED_EMAIL_TEST_ADDRESS_

vod setting.

Note: Changing the address in this manner only works if a test email was entered in the

APPROVED_EMAIL_TEST_ADDRESS_vod setting. If the setting is blank (null), users can

still change the value for the current test email from the link in the header, but the test

address is not saved.

Previewing Rendered Approved Email Content

Browser|

Users in Lightning Ready orgs can preview rendered Approved Documents or sent emails dir-

ectly within CRM. This enables users to ensure information in the content is correct.

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For example, Amy Brown wants to review the Cholecap Event Feedback Email Template.

When she navigates to the record’s detail page, she can see the email template HTML

rendered directly within CRM.

Displaying Approved Documents and Sent Emails

Displaying HTML content in Approved Documents and displaying HTML content in Sent Emails

can be configured independently.

Approved Document HTML Content

To display Approved Document HTML content:

1. Ensure the Veeva CRM Lightning Ready package is deployed.

2. Ensure at least one Lightning record page exists for the Approved_Document_vod

object.

3. Grant admins and end-users access to the ViewApprovedDocumentHTML_vod Visu-

alforce page.

4. Navigate to the appropriate Approved_Document_vod Lightning record page.

5. Add a new Visualforce component to the page layout.

6. Assign the ViewApprovedDocumentHTML_vod Visualforce page to the component.

7. Select Save.

8. Clear the Veeva cache.

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Sent Email HTML Content

To display Sent Email HTML content:

1. Ensure the Veeva CRM Lightning Ready package is deployed.

2. Ensure at least one Lightning record page exists for the Sent_Email_vod object.

3. Grant admins and end-users access to the ViewSentEmailHTML_vod Visualforce

page.

4. Navigate to the appropriate Sent_Email_vod Lightning record page.

5. Add a new Visualforce component to the page layout.

6. Assign the ViewSentEmailHTML_vod Visualforce page to the component.

7. Select Save.

8. Clear the Veeva cache.

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Matching Products for Approved Email Content

Approved Email content must be associated to a product in Vault, and a corresponding product

must exist in CRM. To match Products from Vault to the Product records in CRM, the external

IDs must be specified for both the Product__v object in Vault and the Product_vod object in

CRM.

Defining External IDs in CRM

1. Navigate to a Product_vod record.

2. Enter a value in the VExternal_Id_vod field that corresponds to an existing product in

the Product Catalog (Product_vod object). This field must be unique and is case insens-

itive.

For example, Cholecap's VExternal ID might be cholecap_externalId.

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3. Repeat this process for all Product_vod records that will have Approved Email content

aligned to them.

Defining External IDs in Vault

1. Navigate to the Product Catalog in Vault.

2. Enter an External ID and Country for each product in the Vault Product Catalog. External

IDs must match the VExternal_Id_vod field on the corresponding Product_vod record in

CRM.

For example, if Cholecap's VExternal Id in CRM is cholecap_externalId, then the

External ID of Cholecap in Vault must also be cholcecap_externalId.

When connecting multiple CRM orgs to one instance of Vault, each connected org must contain

a complete list of external IDs defined in the Vault product catalog. To work around this lim-

itation, the Vault Login Credential Management section enables admins to define queries to

only sync certain products from Vault to that org.

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Caution: The IN operator is not supported by this query.

Using Detail Groups in PromoMats / MedComms

iPad|Browser|

Detail Groups allow end users to organize assigned products by pre-defined groupings, making

it easier to select the appropriate product to talk about.

When using Detail Groups in a CRM org, they must also be enabled in Vault:

1. Populate the Detail Group values in Vault (Business Admin->Picklists->DetailGroup).

2. Click Edit to add new Detail Groups. Do not delete the Common entry. This is required to

map to the default Common group delivered in Veeva CRM.

To enable Detail Groups, add the picklist to the Email Template, Email Fragment, and Tem-

plate Fragment document types.

1. Navigate to the Document Properties. (Admin->Content Setup).

2. Select each of the above document types.

3. Select Add, Existing Shared Property, Detail Group. You should only be able to select

one value

4. Navigate to Property Layout (Admin->Content Setup->Property Layout) to order the

Product Properties.

5. Select Product Information from the list

6. Click Edit and order so Detail Group is first, Product is second.

Enabling Property Dependencies in Vault

Content admins in Vault can setup dependent picklists where specific products are grouped

beneath specific Detail Groups to represent the CRM Detail Group + Product relationships.

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This helps guarantee valid Detail Group + Product attributes are selected.

To setup Property Dependencies:

1. Navigate to Property Dependencies.

2. Click Add a New Property Dependency.

3. Select Controlled by Document Property.

4. Select the Type.

5. Repeat for Email Template, Email Fragment, Template Fragment.

6. Select Detail Group from the Property picklist.

7. Click OK.

8. Select the desired Detail Group from the picklist in the Condition section if property

equals Detail Group.

9. Select Picklist from the first picklist under the Dependency Rules section.

10. Select Product from the next picklist.

11. Choose the list of products to associate with the selected Detail Group.

Defining the Product Detail Group Content

When loading new Approved Email content into Vault, there is a mandatory Product attribute

that must be set for the document. Content admins can also define the Detail Group can also be

set for the Vault document.

These Product and Detail Group attributes are used by the Approved Email solution to accur-

ately align Vault content to CRM end users. The Product value corresponds to the Detail

Product in Veeva CRM and the Detail Group corresponds to the Detail Group in Veeva CRM. If

an end user is aligned to a specific Product and/or Detail Group (brand in some cases), then by

default, the end user will gain access to the approved Vault content aligned to that product.

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Caution: Unless Multi-Product Approved Email Content on page28 is enabled, there can

only be one Product and one Detail Group assigned to a single document. (Vault allows

more than one Product to be assigned to a document, but this is not supported by Approved

Email) CRM uses an external ID matching scheme to accurately assign the Product/Detail

Group references in Veeva CRM, and the external IDs must be setup in advance in Vault

and in CRM.

Understanding the Language Property

The language property in Vault indicates the language in which the Vault document is written.

This language value will be passed to Veeva CRM via the integration service and will be used in

language filtering by the end users of the Approved Email solution. In addition to displaying the

language of the document in Veeva CRM, if loaded, the preferred language will also be dis-

played for each recipient during the send email process. In this case end users will be able to

compare the preferred languages of on recipient to another and ultimately to the language of

the document. This helps the end user understand if the best version of the content from a lan-

guage perspective is being sent to the selected recipients.

Aligning Approved Email Content to Users

iPad|Browser|

Customers may use a large variety of content when using Approved Email. To assist end users

in selecting the appropriate content when composing Approved Emails, content admins can

implement layers of control to refine the content that displays as available.

The following methods can be used independently and in conjunction with one another to

provide a nuanced and compliant method to align and restrict Approved Email content:

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The Status_vod field on the Approved_Document_vod object

End users can only access Approved Documents where Status_vod is

Approved_vod

Content admins can only access Approved Documents where Status_vod is

either Approved_vod or Staged_vod

The My_Setup_Products_vod object – End users and content admins can only

access content that is aligned to a Detail Product or Topic that the user can

access via My Setup Products

Sharing Rules – Custom sharing rules can be setup on the Approved_Document_

vod object. The Territory_vod field on the Approved_Document_vod object can

be used as the basis for sharing rules in CRM by populating the corresponding

field in Vault.

Restricted Products and Allowed Products – Approved Email respects both

Allowed and restricted Products, ensuring end users cannot send emails con-

taining content about restricted products

VMOCs – The WHERE clause of VMOC for the Approved_Document_vod object

can be customized to filter which Approved_Document_vod records sync down to

offline devices

Example: Status and Product Groups

For example, the following templates exist in an org:

Template A

Status: Approved

Product Group: Cholecap

Template B

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Status: Staged

Product Group: Cholecap

Template C

Status: Approved

Product Group: Labrinone

Sarah Jones is an Approved Email end user with access to Cholecap in My Setup. When Sarah

Jones sends an Approved Email to Dr. Ackerman, only Template A displays as available for

selection since Template B has a status of Staged and Template C is for Labrinone, which

Sarah does not have access to.

Aligning Approved Email and CLM Content

Browser (Classic, Lightning)|CRM Desktop (Mac, Windows)|iPad|iPhone|

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 con-

tent is available for specific types of users. Customers can use content alignment with Align

and/or Vault to further streamline the process. Customers can build dashboards and reports to

understand which users have access to which content.

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Configuring Content Groups

Content groups can be configured to work with Align and/or Vault in one of the following com-

binations:

CRM only

CRM and Align

CRM and Vault

CRM, Align, and Vault

Configuring Content Groups in CRM

To enable content groups in CRM:

1. Ensure the Default Sharing Settings for the following objects are set to Private:

Approved_Document_vod

CLM_Presentation_vod

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Key_Message_vod

2. Ensure the UserType field on User records for end users is set to Standard.

3. Grant admins the following permissions:

Object OLS Record Types Fields FLS

Content_Group_

Content_vod

CRUD

Approved_Docu-

ment_vod

CLM_Present-

ation_vod

Key_Message_

vod

Approved_Docu-

ment_vod

CLM_Presentation_

vod

Content_Group_vod

Key_Message_vod

RecordTypeId

Record_Type_

Name_vod

VExternal_Id_vod

Edit

Content_Group_

User_vod

CRUD User_vod

Content_Group_vod

RecordTypeId

User_vod

VExternal_Id_vod

Edit

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Object OLS Record Types Fields FLS

Content_Group_

vod

CRUD

Content_Group_

vod

Country_vod*

Description_vod*

Detail_Group_vod*

Group_vod

External_Id_vod

Language_vod*

Name

Product_Group_

vod*

Product_vod*

RecordTypeId

Status_vod

Note: * This field is

optional and can be

used to provide addi-

tional context.

Edit

4. Grant the integration user access to the following Apex classes:

VeevaContentGroupContentTriggerHandler

VeevaContentGroupTriggerHandler

VeevaContentGroupUserTriggerHandler

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VeevaSetupObjectHandler

VeevaTriggerHandler

5. Ensure VMOCs for the following object are Active and Enable Enhanced Sync is selec-

ted:

Approved_Document_vod

CLM_Presentation_Slide_vod

CLM_Presentation_vod

Key_Message_vod

Configuring Content Groups in Align

To enable content groups in Align, ensure Content Groups in Align are configured and the CRM

configuration above is complete.

Configuring Content Groups in Vault

To enable content groups in Vault:

1. Ensure the CRM Vault Metadata Sync is configured and the CRM configuration above is

complete.

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2. Grant integration users the following permissions:

Object OLS Record Types Fields FLS

Content_Group_

Content_vod

CRU

Approved_Docu-

ment_vod

CLM_Present-

ation_vod

Key_Message_

vod

Approved_Docu-

ment_vod

CLM_Presentation_

vod

Content_Group_vod

Key_Message_vod

RecordTypeId

Record_Type_

Name_vod

VExternal_Id_vod

Edit

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Object OLS Record Types Fields FLS

Content_Group_

vod

CRU

Content_Group_

vod

Country_vod*

Description_vod*

Detail_Group_vod*

Group_vod

External_Id_vod

Language_vod*

Name

Product_Group_

vod*

Product_vod*

RecordTypeId

Status_vod

Note: * This field is

optional and can be

used to provide addi-

tional context.

Read

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3. Perform the following steps in Vault:

Add the crm_content_group__v Shared Field to the appropriate document types.

Grant Vault integration users the following permissions:

Object ObjectPermission

Object

Types

Fields

Field Per-

mission

crm_con-

tent_

group__v

CRE n/a

country__v

crm_org__v

crm_id__v

description__

external_id__

id.crm_

detail_group_

id.crm_

product_

group__v

id.crm_

product__v

language__v

name__v

Edit

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Object ObjectPermission

Object

Types

Fields

Field Per-

mission

crm_org_

CRE n/a

crm__org_id_

name__v

Edit

Creating and Managing Content Alignment

Content alignment is composed of the following objects:

Content_Group_vod - defines a group of users aligned to the same content. A con-

tent group can have multiple CRM users and many pieces of CLM and Approved

Email content. A corresponding Salesforce Group record is automatically created

for each Content_Group_vod record.

Content_Group_User_vod - assigns a user to a content group. A user can be

assigned to multiple content groups. A corresponding Salesforce GroupMember

record is automatically created for each Content_Group_User_vod record.

Content_Group_Content_vod - 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_vod record. For CLM, a

piece of content consists of a CLM_Presentation_vod record and its associated

Key_Message_vod records. For each Content_Group_Content_vod record, a cor-

responding record is automatically created in the Salesforce Approved_Docu-

ment_vod__Share, CLM_Presentation_vod__Share, or Key_Message_vod__

Share tables.

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 Vault.

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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_vod, Content_Group_User_vod, and Content_Group_Content_vod records for each

content group.

1. Define content groups. Create Content_Group_vod records with the Content_Group_

vod record type and populate at least the following fields:

Name - name of the group

Status_vod - Active. Set to Inactive when deactivating but not deleting a content

group. Approved_Document_vod__Share, CLM_Presentation_vod__Share, and

Key_Message_vod__Share records for all content are deleted and users no longer

have access to that content.

External_Id_vod - unique ID of the group

Note: Define a naming convention and use optional fields, for example, Coun-

try_vod, Description_vod, and Language_vod, 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_vod records with the

User_vod record type and populate at least the following fields:

Content_Group_vod - lookup to the Content_Group_vod record, usually the

External ID of the content group

User_vod - lookup to the User record

3. Assign content to content groups.

To assign Approved Email content, create Content_Group_Content_vod

records with the Approved_Document_vod record type and populate at least the

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following fields:

Content_Group_vod - lookup to the Content_Group_vod record, usu-

ally the External ID of the content group

Approved_Document_vod - lookup to the Approved_Document_vod

record

Record_Type_Name_vod - Approved_Document_vod

For a CLM presentation, admins must create Content_Group_Content_vod

records for the presentation and each of its associated key messages.

Note: Sub-presentations are treated the same as CLM presentations and

Shared Resources are treated the same as key messages. Admins must cre-

ate Content_Group_Content_vod records for a sub-presentation and its key

messages, as well as for a Shared Resource. Veeva recommends data loading

Content_Group_Content_vod records for key messages (including Shared

Resources) first, followed by CLM presentations (including sub-presentations).

Create Content_Group_Content_vod records with the CLM_

Presentation_vod record type and populate at least the following

fields:

Content_Group_vod - lookup to the Content_Group_vod

record, usually the External ID of the content group

CLM_Presentation_vod - lookup to the CLM_Present-

ation_vod record

Record_Type_Name_vod - CLM_Presentation_vod

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For each key message in a CLM presentation, create Content_

Group_Content_vod records with the Key_Message_vod record

type and populate at least the following fields:

Content_Group_vod - lookup to the Content_Group_vod

record

Key_Message_vod - lookup to the Key_Message_vod

record

Record_Type_Name_vod - Key_Message_vod

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.

To align content using Align and CRM:

1. Create content groups and assign users in Align. Admins in Align manually create con-

tent 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, Con-

tent_Group_vod and Content_Group_User_vod records are automatically created and

linked based on the content groups synced from Align.

Note: 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.

3. Assign content to each content group.

To assign Approved Email content, create Content_Group_Content_vod

records with the Approved_Document_vod record type and populate at least the

following fields:

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Content_Group_vod - lookup to the Content_Group_vod record, usu-

ally the External ID of the content group

Approved_Document_vod - lookup to the Approved_Document_vod

record

Record_Type_Name_vod - Approved_Document_vod

For a CLM presentation, admins must create Content_Group_Content_vod

records for the presentation and each of its associated key messages.

Create Content_Group_Content_vod records with the CLM_

Presentation_vod record type and populate at least the following

fields:

Note: Sub-presentations are treated the same as CLM present-

ations and Shared Resources are treated the same as key mes-

sages. Admins must create Content_Group_Content_vod records

for a sub-presentation and its key messages, as well as for a

Shared Resource. Veeva recommends data loading Content_

Group_Content_vod records for key messages (including Shared

Resources) first, followed by CLM presentations (including sub-

presentations).

Content_Group_vod - lookup to the Content_Group_vod

record, usually the External ID of the content group

CLM_Presentation_vod - lookup to the CLM_Present-

ation_vod record

Record_Type_Name_vod - CLM_Presentation_vod

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For each key message in a CLM presentation, create Content_

Group_Content_vod records with the Key_Message_vod record

type and populate at least the following fields:

Content_Group_vod - lookup to the Content_Group_vod

record, usually the External ID of the content group

Key_Message_vod - lookup to the Key_Message_vod

record

Record_Type_Name_vod - Key_Message_vod

Creating and Managing Content Alignment using CRM and Vault

Customers can use Vault 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 Vault:

1. Define content groups. Create Content_Group_vod records with the Content_Group_

vod record type and populate at least the following fields:

Name - name of the group

Status_vod - Active. Set to Inactive when deactivating but not deleting a content

group. Approved_Document_vod__Share, CLM_Presentation_vod__Share, and

Key_Message_vod__Share records for all content are deleted and users no longer

have access to that content.

External_Id_vod - unique ID of the group

Note: Define a naming convention and use optional fields, for example, Coun-

try_vod, Description_vod, and Language_vod, to provide additional context for

the content group, which may be useful across teams.

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2. Assign users to each content group. Create Content_Group_User_vod records with the

User_vod record type and populate at least the following fields:

Content_Group_vod - lookup to the Content_Group_vod record, usually the

External ID of the content group

User_vod - lookup to the User record

3. Sync the content groups to Vault via the CRM Vault Metadata Sync in CRM. Content

groups cannot be created directly in Vault.

4. Assign content to content groups.

To assign Approved Email content to a content group, content admins in Vault 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 Present-

ation or on an auto-published document.

Note: 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 Vault to CRM.

When CRM admins sync Approved Email content from Vault to CRM via the

Approved Email Admin Console, Content_Group_Content_vod records are auto-

matically created for each Approved_Document_vod record assigned to a content

group and linked to the appropriate Content_Group_vod records via the Content_

Group_vod lookup field.

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When CRM admins sync CLM content from Vault to CRM via the CLM Admin Con-

sole, Content_Group_Content_vod records are automatically created not only for

each CLM_Presentation_vod record assigned to a content group, but also for each

of its associated Key_Message_vod records, including shared resources, and sub-

presentations. These records are automatically linked to the appropriate Content_

Group_vod records via the Content_Group_vod lookup field.

CRM 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.

Note: 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 Vault

Customers can use Align to manage content groups and users, and Vault to manage the con-

tent assigned to each content group. CRM admins manage the integrations between Align and

CRM, and CRM and Vault.

To align content using Align, CRM, and Vault:

1. Create content groups and assign users in Align. Admins in Align manually create con-

tent 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, Con-

tent_Group_vod and Content_Group_User_vod records are automatically created and

linked based on the content groups synced from Align.

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Note: 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.

3. Sync the content groups to Vault via the CRM Vault Metadata Sync in CRM. Content

groups cannot be created directly in Vault.

4. Assign content to content groups.

To assign Approved Email content to a content group, content admins in Vault 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 Present-

ation or on an auto-published document.

Note: 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 Vault to CRM.

When CRM admins sync Approved Email content from Vault to CRM via the

Approved Email Admin Console, Content_Group_Content_vod records are auto-

matically created for each Approved_Document_vod record assigned to a content

group and linked to the appropriate Content_Group_vod records via the Content_

Group_vod lookup field.

When CRM admins sync CLM content from Vault to CRM via the CLM Admin Con-

sole, Content_Group_Content_vod records are automatically created not only for

each CLM_Presentation_vod record assigned to a content group, but also for each

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of its associated Key_Message_vod records, including shared resources, and sub-

presentations. These records are automatically linked to the appropriate Content_

Group_vod records via the Content_Group_vod lookup field.

CRM 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.

Note: 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

When end users in a content group sync Approved Email and CLM content to their devices,

only the content assigned to their content group syncs to their devices. My Setup Products for

users apply.

Realigning Content Alignment

Admins can realign content alignment 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 Group, GroupMember, and __Share (Approved_

Document_vod__Share, CLM_Presentation_vod__Share, Key_Message_vod__Share)

records for content alignment. For example, an admin accidentally deletes a GroupMember

record automatically created in Salesforce corresponding to a Content_Group_User_vod

record. The admin cannot recreate the record, so they realign content to ensure the record

exists again.

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Admins receive email notifications when realignment jobs successfully complete or fail with

errors.

Defining the Language of Approved Email Content

The Language_vod field on both the Approved_Document_vod and Account objects defines

the language of the Approved Email content and the preferred language of the account, respect-

ively.

Content admins can configure these fields to enable Approved Email end users to filter

Approved Email content whose language matches the preferred language of the recipient, and

vice versa.

End users are alerted if they have selected recipients and content with different Language_vod

fields, ensuring that recipients are always sent content in their preferred language.

The Language of Approved Email Content

This Language_vod field on the Approved_Document_vod object is populated during the integ-

ration with Vault and CRM. Any edits made to this field in CRM are overridden during the next

integration process.

The Language_vod field is a picklist containing the ISO codes for all languages used in Vault.

By default, there is only one picklist value, en_US, the ISO code for English. Content admins

can add all necessary picklist values and can also set a different default value.

The Language of an Account

The Language_vod field on the Account object represents the preferred language for a specific

account and displays next to the account's name when viewing recipients of a composed

Approved Email.

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The Language_vod field is a picklist containing language ISO codes as values. By default,

there is only one picklist value, en_US, the ISO code for English. Content admins can add all

necessary picklist values and can also set a different default value.

Customizing Email Header Behavior

Each email template can be configured to have a unique from, reply-to, and sending domain

header. You may want specific emails to be from the user (User.Email), and others from a fixed

email address, for example always from [email protected]. Details on how these values

are set by Approved Email Content Admins is in the Approved Email Content Guideline.

Email headers are defined by internet standards, and Veeva complies with these and email

authentication standards such as SPF, DKIM, DomainKeys, and SenderID.

The following are functional descriptions of email header values and how they impact the

Approved Email experience:

From Address – this is the email address that displays in the From field in all email

clients. This is a required field and is set in Vault on the Email Template document

type.

From Name – this is the descriptive name (for example, first name and last name)

that email clients display. Set in Vault on the Email Template and is optional.

Reply To Address – this is the email address that replies are sent to. This can be

different from the From Address. (If not set, replies go to the From Address.) Set

in Vault on the Email Template and is optional.

Reply To Name – this is the descriptive name that email clients will display. This is

optional.

Subject – this is the subject that displays in all email clients. Set in Vault on the

Email Template and is required.

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Sending Email Domain – This is the authenticated domain that emails are sent

from and is set by the email engine in the <return-path>email header.This is

required and can be configured in two ways:

Sending Email Domain field on Approved_Document_vod. Set in Vault on

the Email Template and is optional. When set in Vault, this value overrides

the value set in the Approved Email Setting Approved Email Domain

(APPROVED_EMAIL_DOMAIN_vod). This allows a product branded email

template to be sent from a brand.com authenticated domain. When NULL,

we default to (see below).

Approved Email Setting Approved Email Domain (APPROVED_EMAIL_

DOMAIN_vod). This is the default when a value is not set on the Email Tem-

plate. A unique domain can optionally be defined for each user Profile. The

common example is for multi-country orgs where the sending domain is dif-

ferent for each country.

In general, sending domains should be the same as the domains used in the from address

header. For example, if the from address is [email protected], configure the sending

domain as company.com. This offers two advantages:

Email clients do not display a message that indicates a mismatch between these

domains. For example, Outlook typically displays this message in the format From

[email protected] on behalf of company2.com. Gmail typically displays it as

From [email protected] via company2.com.

Slightly higher ability to deliver email directly to the recipient’s inbox

To verify your email domain is set up correctly, we recommend you use Port25. To receive the

results in your email address, the address needs to be added to the check-auth address.

For example, to send the results to: jsmit[email protected], the sample message should be

sent to check-aut[email protected].

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A reply email is sent back to you with an analysis of the messages authentication status. The

report performs the following checks: SPF, SenderID, DomainKeys, DKIM and Spamassassin.

The following are examples of how the From and Reply-to headers can be configured on Email

Templates in Vault. For reference, User.Email will use the email address from the User record,

User.Name will use the end user's name. This assumes the user’s name is Sarah Jones, and

her email address is [email protected].

Example 1

From Address From Name

Reply-to

Address

Reply-to

Name

Example Values {{userEmailAddress}} {{userName}} n/a n/a

Displays as from: Sarah Jones <sjones@company.com>

Replies go to: Sarah Jones <[email protected]>

Example 2

From Address From Name Reply-to Address

Reply-to

Name

Example

Values

{{userEmailAddress}} {{userName}} [email protected]

Customer

Service

Displays as from: Sarah Jones <sjones@company.com>

Replies go to: Customer Service <[email protected]>

Example 3

From Address From Name

Reply-to

Address

Reply-to

Name

Example Values [email protected] {{userName}} n/a n/a

Displays as from: Sarah Jones <name@company.com>

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Replies go to: Sarah Jones <[email protected]>

Example 4

Note: The following example requires a force.com inbox setup in your org. It requires cus-

tom Apex code to manage and route the inbound email replies. But it allows customers to

manages replies within salesforce and maintain a conversation thread.

From Address

From

Name

Reply-to Address

Reply-to

Name

Example

Values

[email protected]

Company

Mailbox

[email protected] {{userName}}

Displays as from: Company Mailbox <name@company.com>

Replies go to: Sarah Jones inbox@salesforce.com

Filtering Approved Email Fragments

iPad|Browser|

Content admins can enable additional filters when selecting a fragment to add to an Approved

Email, enabling end users to more easily find and select content. All picklist and Boolean fields

can be configured as filters. Product_vod, a lookup field, is also supported.

Note: Multi-select picklists are not supported as filters.

For example, the admin configures the Country_vod field as a filter for the Approved_Docu-

ment object. When Sarah Jones composes an Approved Email to send to Clinton Ackerman,

she selects Add Document and is able to filter the list of fragments to only display ones with a

Country_vod of United States.

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Adding Approved Document Fields as Filters

To add fields as filters on the Add Document page:

1. Navigate to the APPROVED_EMAIL_FILTER_FIELDS_vod Approved Email setting.

2. Navigate to the Veeva Message referenced in the setting. The default Veeva Message is

APPROVED_EMAIL_FILTER_FIELDS;;ApprovedEmail.

3. Add the appropriate Approved_Document_vod fields using a double semi-colon delim-

ited list.

For example: Country_vod__c;;Region_Type__c;;Product_vod__c.

4. Ensure end users have at least FLS read permission for all referenced fields.

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Preventing Approved Email Content from Displaying

Browser|iPad|iPhone|

To prevent certain email templates and email fragments from displaying to users as options to

select when composing emails, content creators can mark the Approved Email content as hid-

den. Email Templates and Email Fragments marked as hidden still display when accessed dir-

ectly, for example, when launched from CLM to send an email or share dynamic content, or

when used for Recommended Emails.

Configuring Hidden Approved Email Content

In Vault, configure the following:

1. Grant the integration user Read field permission to the Hide from CRM Library (crm_

hidden__v) check box field on the Email Template and Email Fragment document types.

2. Add the Hide from CRM Library (crm_hidden__v) field to the Email Template and

Email Fragment document types.

In CRM, configure the following users:

1. Grant Approved Email integration users the following permissions:

Object OLS Record Types Fields FLS

Approved_Docu-

ment_vod

CRU

Email_Frag-

ment_vod

Email_Tem-

plate_vod

Hidden_vod Edit

2. Grant end users the following permissions:

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Object OLS Record Types Fields FLS

Approved_Docu-

ment_vod

Email_Frag-

ment_vod

Email_Tem-

plate_vod

Hidden_vod Read

Preventing Approved Email Content from Displaying

Content creators can select the Hide from CRM Library (crm_hidden__v) field on Email Tem-

plates and Email Fragments when creating content in Vault. When the content syncs to CRM,

this field maps to the Hidden_vod field on the corresponding Approved_Document_vod

records.

When the Hidden_vod field is checked for an Approved_Document_vod record, that email tem-

plate or fragment does not display in theSend Email screen when users compose

ApprovedEmails from the following entry points:

Accounts

Calls

CLM

MyInsights

Suggestions

Setting Consent at the Email Template Level

iPad|Browser|

Content admins can control whether consent needs to be checked when using specific

Approved Email Templates. This provides greater control when determining when consent is

checked.

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For example, Sarah Jones organizes an Engage meeting with Dr. Clinton Ackerman and sends

an Approved Email with information regarding the meeting. The administrator configures the

email template Sarah uses to always check for consent. Sarah has not captured consent from

Dr. Ackerman, so she is blocked from sending this email and is prompted to capture consent

from Dr. Ackerman before sending the email.

Defining Consent for Email Templates

To set consent check requirements for an email template in Vault:

1. Navigate to the appropriate email_template__v record.

2. Populate the Check Consent picklist with the appropriate value:

Note: The Check Consent picklist is empty at initial configuration. When this picklist

is empty, it behaves as if Default value is selected.

Yes – The template always checks for consent regardless of the entry point

No – The template never checks for consent regardless of the entry point. If the

template is sent to an account with an Approved_Email_Opt_Type_vod field of

Never, the template still does not check for consent.

Default – The template checks for consent based on the behavior of the relevant

Approved Email entry point

The following entry points do not check for consent when Default is selected:

Engage

Medical Inquiries

Case

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Receipts

Double Opt-in

3. Select Save.

4. Sync with Veeva CRM.

Receipts and Double Opt-In emails always send without checking for consent, regardless of the

value of the Check_Consent_vod field.

Setting the Check Consent picklist to Yes means the system checks if consent is required to

send the email. It does not mean consent is needed to send the email. For example, if a tem-

plate with the Check Consent picklist set to Yes is sent to an account whose Consent Type is

Opt-in Not Required, the email can be sent even though consent was not captured.

Note: Do not edit the Consent_Check_vod field in Veeva CRM as any changes are over-

ridden when the next sync occurs.

Restricted Words in Approved Email

iPad|Browser|

Content admins can specify a list of words that, if entered, prevent end users from sending the

email. Restricted words should be treated as a partial string match or an exact string match.

Additionally, administrators can define more restricted words with multiple Veeva Messages.

This provides greater control over what words or phrases should be restricted and helps min-

imize unnecessary restrictions.

For example, while Sarah Jones is writing an Approved Email, she types the word Cholecap.

An error message displays because the word cap is a restricted word using a partial match.

Defining the List of Restricted Words

To define restricted words:

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1. Navigate to the Veeva Message noted in the Approved Email Restricted Words

Approved Email Setting.

2. Select Edit.

3. Enclose exact string matches in straight double quotes (""). Smart Quotes are not sup-

ported (“”). Partial string matches should not use double quotes.

For example, the following text input into the Veeva Message: awesome;;"10 dollars"

sets the word awesome as a partial string match and the phrase 10 dollars as an exact

string match.

Note: Spaces, newlines, tabs, and all other forms of whitespace are treated the same.

Exact string matches immediately after punctuation are restricted based on the specific lan-

guage and platform. For example, the Online and Windows Tablet platforms always restrict

exact string matches that follow punctuation. On the iPad platform, this restriction is dependent

on whether the language of the device regularly contains punctuation preceding a word (for

example, Spanish uses the ¿ punctuation before words).

Using Multiple Veeva Messages to Restrict Words

Administrators can define the list of restricted words as a series of Veeva Messages. This

enables a list of restricted words larger than the 5000 character limit of a Veeva Message:

1. Create all appropriate Veeva Messages containing lists of restricted words.

Note: Veeva Messages must be a unique combination of the Name, Category, and

External ID fields.

2. Navigate to the Approved Email Restricted Words Approved Email Setting.

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3. Enter the Veeva Messages as a comma-separated list. All Veeva Messages in this set-

ting must belong to the same category and use the format [Name1],[Name2],[Name3];;

[Category].

For example, the following references three Veeva Messages for the list of restricted

words: RESTRICTED,RESTRICTED2,RESTRICTED_jp;;AE

Note: All Veeva Messages used must have the same Language field.

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