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IDMP Mapping

/hc/en-us/articles/30009823499931-IDMP-Mapping

2026-07-20 07:17:21 UTC

The IDMP mapping document matches the EU IDMP Chapter 2 guidance data requirements to the corresponding RIM object and field. It is used to identify the source when generating IDMP submission data. It may also be used to identify which RIM data elements must be surfaced and populated to support EU IDMP.
How to Edit or Revoke Delegated Access in PromoMats and Medical?

/hc/en-us/articles/360011296114-How-to-Edit-or-Revoke-Delegated-Access-in-PromoMats-and-Medical

2026-01-20 16:27:07 UTC
Question:
How to revoke (disable) delegated access to a colleague in PromoMats and Medical?
Answer:
Delegated access can be edited or disabled at any time from the Delegate Access section.
1. Click User Profile.
2. Find the Delegate Access section to see your delegate/s.
3. Next to the delegate's name click the Ellipsis menu.
4. Edit the date or Revoke the access.
Related Documentation:
Vault Help Documentation: Using Delegated Access
Knowledge Base:
- How to Log in with Delegate Access in Vault?
- How to Delegate Access in PromoMats and Medical?
Why Bring Forward Annotations is Not Visible for Video Annotations in PromoMats and Medical?

/hc/en-us/articles/4402585274395-Why-Bring-Forward-Annotations-is-Not-Visible-for-Video-Annotations-in-PromoMats-and-Medical

2026-03-30 08:52:26 UTC
Question:
Why Bring Forward Annotations is not visible for video annotations in PromoMats and Medical?
Answer:

When bringing forward video annotations (notes and links), Vault uses the same time signature and coordinates whenever possible.
If when uploading a new version, the video file is a different format or the file type is different, the Bring Forward Annotation button does not show as an option.

Related Documentation:
Vault Help Documentation: How to Bring Forward Annotations on a Video in PromoMats and Veeva Medical?
Knowledge Base:
- How to Bring Forward Annotations on a Video in PromoMats and Veeva Medical?
- What are the Supported Video Files and Video Comments in PromoMats and Veeva Medical?
How to View Annotations on a Video in PromoMats and Medical?

/hc/en-us/articles/1260803304549-How-to-View-Annotations-on-a-Video-in-PromoMats-and-Medical

2026-03-18 09:59:12 UTC
Question:
How to view annotations on a video in PromoMats and Medical?
Answer:
In order to view annotations on a video, follow the steps below:
1. The View Annotation icon will display a number if there are any annotations. Click on Annotate:
2. Vault loads the Doc Info page in Annotate mode if annotations already exist on the video. The annotations and filters appear on the right-hand side. Use the arrows in the top-right corner to navigate between annotations.
Related Documentation:
Vault Help Documentation: Annotating Videos
Why Bring Forward Annotations is Not Visible in PromoMats and Medical?

/hc/en-us/articles/1260801001690-Why-Bring-Forward-Annotations-is-Not-Visible-in-PromoMats-and-Medical

2026-03-30 08:35:18 UTC
Question:
Why the Bring Forward Annotations button is not visible in PromoMats and Medical?
Answer:

There several possible reasons why the action Bring Forward Annotations is not available in Vault:
- There are no annotations created in the version from where a user is trying to Bring Forward Annotations.
  
  When the number of annotations in the target version is 0, the Bring Forward Annotations action is not visible from the version where the user is trying to act.
- The button is disabled while Vault is Automatically Bringing Forward Annotations. Vault displays a banner to indicate when the process of automatically bringing forward annotations is ongoing.
- The button is disabled while document processing, such as Optical Character Recognition (OCR), is in progress.
- All annotations in the version the user is trying to Bring Forward Annotations have been resolved.
  
  The resolved annotations are hidden so they do not show in the annotations when a user tries to bring forward annotations. If a user tries to bring forward annotations from a version where there are only resolved annotations, Bring Forward Annotations does not appear in the current version.
- The user is missing the Annotate permission in the current state of the document.
  
  If the user is missing the Annotate permission in the current state of the document, the option will not be available as they need to be permitted to annotate the document, to be able to bring forward annotations.
Related Documentation:
Knowledge Base:
- How to Bring Forward Annotations from a Previous Version in PromoMats and Medical?
- How to Check Roles and Permissions in the Sharing Settings of a Document in Vault?
Vault Help:
- Bring Forward Annotations
- Disable Manual Bring Forward Annotations until document processing is complete
How to Mention a User in an Annotation in PromoMats and Veeva Medical?

/hc/en-us/articles/360012749413-How-to-Mention-a-User-in-an-Annotation-in-PromoMats-and-Veeva-Medical

2025-10-30 14:00:06 UTC

Question:
How to mention a user in an annotation in PromoMats and Veeva Medical?

Answer:

In order to mention a user in the annotation, add the @ symbol in front of the name of the user.

Related Documentation:

Vault Help Documentation: User Mentions
How to Undo Import Annotations in PromoMats andMedical?

/hc/en-us/articles/360009082473-How-to-Undo-Import-Annotations-in-PromoMats-andMedical

2025-08-12 16:30:34 UTC
Question:

How to undo Import Annotations in PromoMats and Medical?

Answer:

To undo the last import of annotations, please follow the steps below:
1. Navigate to the document
2. From the All Actions menu select Undo Last Import
3. Select OK.
Note: This option only appears if the last import created new annotations or replies. It only removes annotations created by the latest import.

Related Documentation:

Vault Help: Using Offline Annotations

Knowledge Base: How to Export Annotations in PromoMats and Veeva Medical?
How to Remove Brought Forward Annotations in PromoMats and Medical?

/hc/en-us/articles/360003744973-How-to-Remove-Brought-Forward-Annotations-in-PromoMats-and-Medical

2026-10-02 09:15:50 UTC
Question:
How to remove brought forward annotations in PromoMats and Medical?
Answer:
Annotate permission is needed.
Once annotations are brought forward on a given document version, the Remove brought forward annotations option appears in the all actions menu. This function is useful when annotations are brought forward in error or have accidentally created duplicates.

The functionality Remove brought forward annotations allows a user to remove any brought forward annotations:
1. In the All Actions menu, find the ANNOTATE section and click Remove Brought Forward Annotations.
2. Click Continue.
The Remove action deletes all annotations that are brought forward from a previous version. This action also deletes any subsequent edits or replies to annotations that are brought forward. Once confirmed, the action cannot be undone. This does not remove annotations brought forward by other users, or annotations that were not brought forward.
Note that Admins and users who have the Remove Annotations permission can remove annotations brought forward by any user.
Related Documentation:
Knowledge Base: How to Bring Forward Annotations from a Previous Version in PromoMats and Medical?
Vault Help Documentation: Bringing Forward Annotations
How to Annotate a Video in PromoMats and Medical?

/hc/en-us/articles/360002742354-How-to-Annotate-a-Video-in-PromoMats-and-Medical

2025-11-06 16:29:16 UTC
Question:

How to annotate a video in PromoMats and Medical?

Answer:

Annotate permission is needed to Comment Annotations.
Annotate and Edit Relationships permissions is needed to create Link Annotations.

Vault includes limited annotation capabilities for video documents. There are different types of Video annotations: Comment Annotations, Link Annotations, and Claim Links (if applicable).

All annotations must be saved before resuming playback.
- To create a Comment Annotation, please use the instructions below:
1. From the Annotation toolbar, click Select Tool and select Comment.
2. Play the video and pause it at the frame where the annotation must be placed.
3. Click and drag on top of the video to select an area to comment.
4. A Comment box appears. Enter the comment in the dialog box.
  
  Optional: Add tags, notify a user, or change the color of the Comment (if configured by the company.)
5. Click Save.
6. Click the Play icon in the video player to resume playback.
- To create a Link annotation, please use the instructions below:
1. From the Annotation toolbar, click Select Tool and select Link.
2. Play the video and pause it at the frame where the annotation must be placed.
3. Click Select Link Type and select Document.
4. Click and drag on the video to select an area to link.
5. Find the document by using the Search box, Filters, or scrolling through the list.
6. The options below are available to add a linked document:
  
  a) To create a new anchor, click Select or create new anchor in this document. Clicking this link opens the document in a new window and allows you to select the area to be linked.
  
  b) To link to a whole document, click the plus (+) icon next to the document state.
  
  c) To use existing anchors, find them in the dialog and click the plus (+) icon. You can also click Select or create new anchor in this document to open a mini-browser and select an existing anchor by clicking the plus (+) icon on the anchor’s info card.
7. Once completed, click Close on the Select Anchors window.
- To create a Claim Link, please use the instructions below:
1. From the Annotation toolbar, click Select Tool and select Link.
2. Play the video and pause it at the frame where the annotation must be placed.
3. Click Select Link Type and select Claim.
4. Click and drag on the video to select an area to link
5. Find the Claim by using the Search box, Filters, or scrolling through the list.
6. Click the box next to the Claim and select Create.
Related Documentation:

Vault Help Documentation: Annotating Videos
How to Select Documents from Binders for Bulk Actions in Vault?

/hc/en-us/articles/360012681533-How-to-Select-Documents-from-Binders-for-Bulk-Actions-in-Vault

2026-07-15 13:53:10 UTC
Question:
How to select documents from binders for bulk actions in Vault?
Answer:
1. Open the Binder. If the Binder has sections, open the corresponding Section.
2. Select Compact Layout.
3. From the Binder's Actions menu, (do not confuse with the Binder Document's Actions menu) select an option under PERFORM BULK ACTION:
4. On the Refine Selection page, review the list of documents and leave selected only the ones that should be edited. Click Next.
5. On the Choose Action page, select the corresponding action. E.g.: Edit fields, Remove User from Role, etc.
  Then click Next.
6. On the Edit Details page, indicate the change.
  Click Next.
7. On the Confirmation page, revise the Summary and the list of documents to be updated.
  Click Finish.
Related Documentation:
- Vault Help Documentation: Select Documents from Binders
- Support Portal Documentation: How to perform a Bulk Action in Vault?
How to Search for Match Text Variation for Claims in PromoMats and Medical?

/hc/en-us/articles/4405798503579-How-to-Search-for-Match-Text-Variation-for-Claims-in-PromoMats-and-Medical

2025-12-06 13:38:36 UTC
Question:
How to search for match text variation for claims in PromoMats and Medical?
Answer:
To search for a specific Match Text Variation:
1. Click on the Claims tab or select Claims from the dropdown menu by the search bar.
2. Click on the search bar and type the keywords that appear in the matched text needed.
3. Press the Enter button on the keyboard.
4. The system shows the matching results:
Related Documentation:
Vault Help Documentation: Working with Claims Management (Veeva Claims)
Why Suggest Links is Not Available in PromoMats and Veeva Medical?

/hc/en-us/articles/4403919014555-Why-Suggest-Links-is-Not-Available-in-PromoMats-and-Veeva-Medical

2025-10-30 13:48:08 UTC
Question:

Why Suggest Links is not available in PromoMats and Veeva Medical?

Answer:

When all criteria are met, the Suggest Links option is available on the document.

There are several possible reasons Suggest Links is not available:
- Suggest Links is not enabled in the Document Type.
- The user is missing Annotate and/or Edit Relationships permission.
- There is no matching Claim.
- The Claim Match Text is not an exact match. This includes punctuation.
- The Suggest Links button is disabled until Optical Character Recognition (OCR) is Complete.
Related Documentation:

Knowledge Base: What is the Suggest Links function in PromoMats and Veeva Medical?

Vault Help Documentation: Configuring Auto Claims Linking (PromoMats)
What is the Suggest Links Function in PromoMats and Veeva Medical?

/hc/en-us/articles/4403164098843-What-is-the-Suggest-Links-Function-in-PromoMats-and-Veeva-Medical

2025-10-30 13:48:08 UTC

Question:

What is the Suggest Links function in PromoMats and Veeva Medical?

Answer:

PromoMats uses Match Text in Claims to automatically suggest and create a Link Annotation to the Claim using the Suggest Links action.

The Suggested Links feature needs to be enabled in the document type by an Admin user.

The user needs Annotate and Edit Relationships permission.

When enabled and when matching Claims exist, the feature is visible at the top of the document.

When it is run, a banner displays over the search bar:

The user receives a notification once the Suggested Links action is completed:

Within the filters section, it can be observed if there are any Suggested Links found:

Related Documentation:

Knowledge Base: Why Suggest Links is not available in PromoMats and Veeva Medical?
Vault Help Documentation: Using Auto Claims Linking (PromoMats)
What Actions are Blocked When a Document is Archived in PromoMats and Medical?

/hc/en-us/articles/14697362143003-What-Actions-are-Blocked-When-a-Document-is-Archived-in-PromoMats-and-Medical

2025-12-06 11:39:16 UTC
Question:
What actions are blocked when a document is archived in PromoMats and Medical?
Answer:
When a document is archived, it is not possible to:
- Edit document fields (see note at the end of this article)
- Reclassify the document
- Check out the document
- Re-render the document
- Execute user actions
- See or execute SDK user action
- Start a workflow
- Move a document to a new lifecycle state
- Add or remove:
  - document relationships
  - attachments
  - renditions
- Add, remove, edit, or import annotations
- Add, remove, or edit document-level comments
- Import document links
- Run the Suggest Links action or accept pending links (allows users to reject pending links)
- Delete:
  - document (allowed with Power Delete permission)
  - document versions (allowed with Power Delete permission)
There are also automatic changes that Vault makes to a document after a user archives it:
- Sets the document’s Merge Fields value to No to prevent changes
- Binds the current version for CrossLink documents to prevent changes
- Populates the Archive Date document field
Note: in certain situations, field values can be modified on archived documents even though users cannot modify them:
- Lookup fields continue to update to display the latest information from the source field.
- Labels for picklist values and object references continue to be dynamic and reflect changes made to those items.
Related Documentation:
Vault Help Documentation: Archiving Documents
Knowledge Base: How to Archive or Un-Archive a Document in Vault?
What is Duplicates Skipped When a User Adds Attachments in PromoMats and Medical?

/hc/en-us/articles/4433032630939-What-is-Duplicates-Skipped-When-a-User-Adds-Attachments-in-PromoMats-and-Medical

2025-10-30 13:48:08 UTC

Question:

What is Duplicates Skipped when a user add Attachments in PromoMats and Medical?

Answer:

When a user adds an attachment within a document, Vault detects if other previously added files are the same in the targeted document.
If Vault detects a duplicate file, Vault skips the file and the below warning message appears:

The file does not appear in the Attachments section.

The action is not recorded in the Audit Trail of the document affected.

Note: Vault evaluate the checksum for duplicates, and the filename only when existing attachments are waiting on MD5 checksum calculation.

If a user tries to add a duplicate attachment with the same content but renamed it differently, Vault does not prevent the user to add the file.

Related Documentation:

Vault Help Documentation: Working with Attachments

Knowledge Base: How to Add Attachments in PromoMats and Veeva Medical?
What is the Google Drive™ Integration with Vault?

/hc/en-us/articles/4420163577499-What-is-the-Google-Drive-Integration-with-Vault

2025-08-12 17:31:17 UTC
Question:

What is the Google Drive™ Integration in Vault?

Answer:

The integration between Google Drive™ and Vault allows users to collaborate on documents within the Google Drive™ workspace.

Users can check out, edit, checkin, and undo checked out files using Google Drive™. Vault automatically opens these file formats in Google Workspace Editor in the appropriate editor based on the file type:
- .docx opens in Google Docs
- .xlsx opens in Google Sheets
- .pptx opens in Google Slides
Other file types open the file preview. Users can share, download, or move these files to a different location in their Google Drive™.

Users can share checked out documents with other users in Google Drive. The users available for collaboration are controlled by a user's Google Drive domain and do not reflect any sharing settings configured on the document in Vault.

Users must have the appropriate permissions on each document to perform the applicable action. For example, checking out a document to Google Drive requires the Edit Document permission. Users' ability to use Google Drive integration is limited by their permissions on each document.

Note: This feature must be enabled by an Admin.

Related Documentation:

Vault Help: About the Google Drive Integration
Missing files in ZIP downloaded from Export All Files Option in PromoMats and Medical

/hc/en-us/articles/4402250384027-Missing-files-in-ZIP-downloaded-from-Export-All-Files-Option-in-PromoMats-and-Medical

2025-08-12 16:33:56 UTC
Question:

Missing files in ZIP downloaded from Export All Files Option in PromoMats and Medical

Answer:

The default Windows application (Windows Explorer) that open the ZIP files may fail to display some of the compressed files.

The users can download the application WinZip or 7-Zip with internal authorization* and use it to open the ZIP file created by Vault.

*: Users might need internal authorization from the Pharma Company to download these applications.

Once the new application is installed, follow the steps below:
1. From the Vault ZIP file, right-click and select Open with --> Choose another app as shown below:
2. From Other Options, select the new application that was downloaded. Optionally, the user can tick the box Always use this app to open .zip files. Then, click OK.
3. The ZIP file opens and displays all files downloaded by Vault.
Note: Vault downloads only the documents the user has permission to view. The export_summary file indicates the documents excluded from the export and the reason.

Related Documentation:

Vault Help: Exporting from Documents

Knowledge Base: How to Export All Files from a Document in PromoMats and Veeva Medical?
What Version Document Populates the Based On Field in PromoMats and Veeva Medical?

/hc/en-us/articles/1260804573849-What-Version-Document-Populates-the-Based-On-Field-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:54 UTC

Question:

What version document populates the Based On field in PromoMats and Veeva Medical?

Answer:

The field Based On populates always the version of the document from which the copy is made.

If the document the user made a copy from increases the version number, this is not reflected in the version indicated of the document under the field Based On.

By clicking on the document under the field Based On, Vault redirects the user to the version that the field indicates.

Related Documentation:

Knowledge Base: How Does Make a Copy Work in PromoMats?

Vault Help Documentation: Copying Documents
How to View the Outcomes of All the Tasks in PromoMats and Medical?

/hc/en-us/articles/360055341953-How-to-View-the-Outcomes-of-All-the-Tasks-in-PromoMats-and-Medical

2025-08-12 16:32:47 UTC

Question:

How to view the outcomes of all the Tasks in PromoMats and Medical?

Answer:

In the Timeline View, users can view up to 10 tasks per workflow. If a workflow has more than 10 tasks, the remaining tasks are shown at the bottom of the list.

Users with Report visibility can view the remaining tasks through the Workflow History Report.

Users without Report permissions can contact the Workflow Owner to inquire about the remaining tasks.

Related Documentation:

Knowledge Base Article: What is the Workflow History Report in PromoMats?
How to Classify Multiple Documents Using the Document Inbox in PromoMats and Medical?

/hc/en-us/articles/360052221214-How-to-Classify-Multiple-Documents-Using-the-Document-Inbox-in-PromoMats-and-Medical

2025-12-06 11:57:04 UTC
Question:
How to classify multiple documents using the Document Inbox in PromoMats and Medical?
Answer:
To classify multiple documents in the Document Inbox, please follow the instructions below:
1. Navigate to the Library tab and select Document Inbox.
2. Check the box next to the documents to be classified and click Complete.
3. Select the Document Type and click OK.
4. The document fields can be filled in per document or on multiple documents.
5. Fill in all the required fields for the document(s) and select Apply.
6. Once all of the required fields have been filled in on all of the documents, the Save button appears.
After saving, the documents will then appear in the All Library, Recent Library, and My Library views.
Related Documentation:
Knowledge Base:
- What is an Unclassified Document in PromoMats and Medical?
- How to Classify an Unclassified Document in PromoMats and Medical?
Vault Help: About Unclassified Documents
How to Add or Remove Users in Bulk in Vault?

/hc/en-us/articles/360012602193-How-to-Add-or-Remove-Users-in-Bulk-in-Vault

2026-10-21 12:10:08 UTC
Question:
How to add or remove users from the Sharing Settings of documents in Bulk in Vault?
Answer:
Users must have a role with Edit Sharing Settings permissions in all the documents to be updated.
1. Search for the documents that need updates in the Library. Use the views, search, or filters to narrow down the list of documents.
2. Click the Ellipsis menu and select the correct set of documents under Perform Bulk Action:
3. Refine Selection: revise the list of documents, de-select documents if needed. Then click Next.
4. Choose Action: under the section Edit Sharing Settings select Add Users to Role or Remove User from Role. Then click Next.
  Note: Changing Owner and Coordinator roles require further permissions, you can Calculate Permissions.
5. Edit details: Indicate the user and the role, then click Next.
6. Confirmation: revise the selection and Finish.
Related Documentation:
Vault Help Documentation: How to Add Users to Sharing Settings
What is the Difference Between the Workflow Action Menu and Task Action Menu in PromoMats and Veeva Medical?

/hc/en-us/articles/360012320654-What-is-the-Difference-Between-the-Workflow-Action-Menu-and-Task-Action-Menu-in-PromoMats-and-Veeva-Medical

2025-11-19 11:30:41 UTC
Question:

What is the difference between the Workflow Action menu and Task Action menu in PromoMats and Veeva Medical?

Answer:

Two different action menus can be found when a workflow is started and tasks are assigned.

Actions that can be found from the Workflow Action Menu include:
- Add Participants
- Replace Participants
- Email Participants
- Update Workflow Dates
- Cancel Workflow
Actions that can be found from the Task Action Menu include:
- Reassign
- Update Task Due Date
- Cancel
Related Documentation:

Knowledge Articles:
- How to Cancel an Active Workflow in PromoMats?
- How to Cancel a Workflow Task in PromoMats?
What are the Restricted Actions for CrossLinks in PromoMats and Veeva Medical?

/hc/en-us/articles/360010927973-What-are-the-Restricted-Actions-for-CrossLinks-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:54 UTC
Question:

What are the restricted actions for CrossLinks in PromoMats and Veeva Medical?

Answer:

When a CrossLink document's content exists in another Vault, the are multiple actions that are not allowed. Users cannot:
- Upload New Version
- Check Out / Check In
- Make a Copy
- Manage Renditions
- Archive.
Related Documentation:

Knowledge Base: What permissions are required to create CrossLinks between two documents in PromoMats and Veeva Medical?

Vault Help Documentation: Restricted Actions for CrossLinks
What Permissions are Required to Create CrossLinks Between Two Documents in PromoMats and Veeva Medical?

/hc/en-us/articles/360010836454-What-Permissions-are-Required-to-Create-CrossLinks-Between-Two-Documents-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:54 UTC
Question:

What permissions are required to create CrossLinks between two documents in PromoMats and Veeva Medical?

Answer:

The user requires active access to both Vaults in order to create the CrossLink between two documents, for example:
- The user creates a CrossLink in Vault A (Crosslink document) and chooses the document from Vault B (source document).
The user also requires a View Document and View Content on the document level in Vault B in order to create the CrossLink in Vault A, and Edit Document permission in the document within the Vault A and B.

Users also require Create CrossLink permission in their security profile and access to at least one other Vault in their domain. CrossLink Documents can not be created by a user with an External User license.

Related Documentation:

Knowledge Base: What are the restricted actions for CrossLinks in PromoMats and Veeva Medical?

Vault Help Documentation: How to Create CrossLinks
What are the Task Status Indicators in PromoMats and Veeva Medical?

/hc/en-us/articles/360009684234-What-are-the-Task-Status-Indicators-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:53 UTC

Question:

What are the Task Status Indicators in PromoMats and Veeva Medical?

Answer:

The purpose of task indicators is to remind a reviewer to complete a workflow task and warn if the task is already overdue.

Task indicators are triggered by the Due Date selected when starting a workflow.

There are three task indicators:

Related Documentation:

Vault Help Documentation: Workflow and Task Status Indicator
How to Undo the Check Out in PromoMats and Medical?

/hc/en-us/articles/360007936634-How-to-Undo-the-Check-Out-in-PromoMats-and-Medical

2025-12-06 14:21:03 UTC

Question:
How to undo a document checkout in PromoMats and Medical?
Answer:
Edit Document permission is needed.

To undo the checkout, the user must choose Undo Checkout from the All Actions menu:

Related Documentation:
Knowledge Base: How to Check Out or Check In a Document in PromoMats and Medical?
How to Classify an Unclassified Document in PromoMats and Medical?

/hc/en-us/articles/360004572973-How-to-Classify-an-Unclassified-Document-in-PromoMats-and-Medical

2025-12-06 12:02:58 UTC
Question:
How to classify an unclassified document in PromoMats and Medical?
Answer:
When a user creates an unclassified document, the document can be classified from the Document Inbox or the document itself.
To classify the document from the Document Inbox, please follow the instructions below:
1. Navigate to the Library tab and select Document Inbox.
2. Check the box next to the document to be classified and click Complete.
3. Select the Document Type and click OK.
4. Fill in the required document fields and click Save.
To classify the document from the document itself, please follow the instructions below:
1. Navigate to the document.
2. From the Doc Info panel, click Classify.
3. Select the Document Type and click OK.
4. Fill in the required document fields and click Save.
After saving, the document will appear in the All Library, Recent Library, and My Library views.
Related Documentation:
Vault Help Documentation: About Unclassified Documents
Knowledge Base articles:
- What is an Unclassified Document in PromoMats and Medical?
- How to Classify Multiple Documents Using the Document Inbox in PromoMats and Medical?
How Can Admins Migrate an Email Template Created Using Bee Editor?

/hc/en-us/articles/30182463829915-How-Can-Admins-Migrate-an-Email-Template-Created-Using-Bee-Editor

2026-02-05 16:06:07 UTC
Question:

How can admins migrate an email template created using Bee Editor and still be able to edit the template in the target Vault?

Answer:

Creating BEE Content

A Content Admin that would like to migrate BEE content to a different Vault must have
access to a Veeva Vault with BEE embedded.
1. Enable BEE functionality in the source Vault using the configuration steps mentioned here.
2. In the source Vault, from the top-right corner of the screen, click Create -> Placeholder.
3. In the Choose document type field select the Email Template option.
4. Click Next. Complete all of the required fields for the Email Template and click
  Save.
5. In the top-right corner of the screen, click the ellipsis -> Edit Email.
6. The embedded BEE editor is launched.
  1. Edit the email using the right-hand pane to drag and drop elements into the email
    template.
  2. Keep track of any images that were placed within the Email Template. These
    image files must be sent to the target Vault and loaded into the Email
    Template in that Vault instance.
  3. Once editing is completed, click Save in the top right corner of the screen.
7. Click the Document Files icon on the right. Then, click Download on the Source Document in the dropdown menu to download the HTML document of the email template.
8. Next, click the ellipsis next to Email Editor to download the Email Editor rendition (JSON document) of the Email Template.
9. Download the Assets.
  1. In the right-hand pane click Document Information. Next, expand the Assets section by clicking on the Assets header.
  2. Click the download icon to download the images that were used in the email template.
As previously mentioned, the images used in the Email Template must be passed to the
target Vault. The zip that was downloaded from the Assets header contains all
images used within the Email Template.

The HTML document of the Email Template, JSON document of the Email Template, and all
image files that were included in the Email Template must be passed on to the target Vault.

Loading BEE Content Into the Target Vault

To load BEE content into the target Vault, a Content Admin will require the following:
1. The HTML of the Email Template. In Vault, this is referred to as the Source Document (downloaded in step 7 above).
2. The Email Editor rendition (JSON file) of the Email Template (downloaded in step 8 above).
3. Any images that exist in the Email Template (downloaded in step 9 above).
Once a Content Admin has these files, the following steps should be followed to upload BEE
content to the target Vault:
1. In the target Vault, from the top-right corner of the screen, click Create -> Upload.
2. Upload the HTML of the Email Template. In the Choose document type field select the Email Template option.
3. Click Next. Complete all of the required fields for the Email Template and click
  Save.
4. On the right-hand pane click Document Files.
  1. Click the + icon next to the Renditions section.
  2. Choose Email Editor for the rendition type.
  3. Select Choose a File and navigate to the JSON document of the Email Template and
    select it.
  4. Click Upload.
5. Click the ellipsis in the top-right corner of the screen then Edit Email.
6. The following steps must be repeated for every image that exists in the Email Template.
  1. Select the image element in the left-hand pane, choose Change Image.
  2. From the BEE File Manager, click Upload and upload the image that is being
    changed to the BEE image library. Once the image is uploaded, it will be
    available in the BEE File Manager. Select the newly uploaded image and click Insert.
7. Once all images have been updated, click Save.
8. If the document does not re-render, choose the ellipsis and choose Re-render Document.
Note: If the document is being duplicated in the same Vault, disregard step 6 through 8 of the Loading BEE Content Into the Target Vault section.

Related Documentation:

Vault Help Documentation:
- Enabling Edit Email
- Using the BEE Email Template Editor
How to Show Overprinting in PDF Source Files in PromoMats and Veeva Medical?

/hc/en-us/articles/16145162092187-How-to-Show-Overprinting-in-PDF-Source-Files-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:53 UTC
Question:

How to show overprinting in PDF Source Files in PromoMats and Veeva Medical?

Answer:

Flattening files before uploading them into Vault can avoid potential issues as flattening removes transparency information and converts images and text to a format that Vault can interpret and render.

At times, when a user attempts to flatten a document, the Print Preview window may not display any images or text, and Vault does not render the PDF Source File properly:

To solve this, users can enable the Simulate Overprinting option as follows:
1. Open the PDF Source File in Acrobat
2. Select File > Print
3. Select Microsoft Print To PDF as the printer
4. Open Advanced options.
5. In the Output section, select Simulate Overprinting, and click OK.
6. Print and save as a PDF copy to replace the Viewable Rendition in Vault.
Related Documentation:

Vault Help Documentation: About PDF Source Files
How to Upload a Production Kit to a Document in PromoMats and Medical?

/hc/en-us/articles/6002382313243-How-to-Upload-a-Production-Kit-to-a-Document-in-PromoMats-and-Medical

2025-08-12 16:31:22 UTC
Question:

How to upload a Production Kit to a document in PromoMats and Medical?

Answer:

Edit Fields permission is needed.

To upload a Production Kit, please follow the instructions below:
1. Navigate to the document.
2. From the Doc Info panel, select the Document Files tab.
3. Click the (+) icon in the Renditions section.
4. Select Production Kit from the drop-down menu and click Choose a File to select the file to attach.
5. Once the file is selected, click Upload.
6. The Production Kit can be found in the Renditions section.
Related Documentation:

Vault Help: Working with Renditions
Why Custom Icons Do Not Display Correctly in PromoMats When Using BEE Editor?

/hc/en-us/articles/5197275594523-Why-Custom-Icons-Do-Not-Display-Correctly-in-PromoMats-When-Using-BEE-Editor

2025-12-06 14:22:21 UTC
Question:
Why custom icons do not display correctly in PromoMats when using BEE Editor?
Answer:
When users add custom icons to an email template, these icons may either not appear, appear as a blank square, or as a broken image icon:
When the custom icon is added to the email template as a URL, or if the user uses social icons, this issue does not happen as the HTML source for these icons includes URLs stored on a website.

However, any images uploaded to BEE Editor and used as customs icons are not automatically added to the Assets folder that Vault creates when the user saves an email template in BEE Editor.
To resolve this, the user needs to do the following:
1. Download the Assets folder.
2. Modify the folder manually to include any relevant icons.
3. Upload the folder to Vault again.
Related Documentation:
Vault Help Documentation: Using the BEE Email Template Editor
How to Upload a Composite Source Rendition in PromoMats and Veeva Medical?

/hc/en-us/articles/4593222798875-How-to-Upload-a-Composite-Source-Rendition-in-PromoMats-and-Veeva-Medical

2025-10-30 14:00:06 UTC
Question:

How to upload a Composite Source Rendition in PromoMats and Veeva Medical?

Answer:

Edit Fields permission is needed.
1. Click the Document Files tab to see All Files.
2. Find the Renditions section, and click on the plus symbol to add a file:
3. From the dropdown, select Composite Source Rendition, and upload the file by clicking Choose a File.
4. Then, click Upload.
Related Documentation:

Vault Help Documentation: Working with renditions
Why a Viewable Rendition is Not Generated for Password-Protected Files in PromoMats and Veeva Medical?

/hc/en-us/articles/360004223073-Why-a-Viewable-Rendition-is-Not-Generated-for-Password-Protected-Files-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:53 UTC

Question:

Why a viewable rendition is not generated for password-protected files in PromoMats and Veeva Medical?

Answer:

If a Microsoft Office™ file is protected by a password, Vault cannot generate the viewable rendition.

The following message is displayed in the Viewable Rendition:

Using password protection on Microsoft Office™ files that require viewable renditions is possible, as long as the file settings are limited to protecting file editing.

Related Documentation:

Vault Help Documentation: Password-Protected Files
What are Rendition Types in PromoMats and Medical?

/hc/en-us/articles/360003912173-What-are-Rendition-Types-in-PromoMats-and-Medical

2025-08-12 17:22:56 UTC
Question:

What are Rendition Types in PromoMats and Medical?

Answer:

Renditions are files, other than the source file, that users can add to documents. The Viewable Rendition type is available by default in all applications.

Document types can have multiple renditions:

A list of renditions appears in the Doc Info page in the Files section under Renditions.

The Edit Fields permission is needed to add or remove renditions while the Mange Viewable Rendition permission is needed to delete, upload, or re-render a document's Viewable Rendition.

Related Documentation:

Vault Help:
- Working with Renditions
- Managing Rendition Types
Knowledge Base: How to Download a Rendition in PromoMats and Veeva Medical?
What is the Duplicate Content Report in PromoMats and Veeva Medical?

/hc/en-us/articles/6647431835163-What-is-the-Duplicate-Content-Report-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:53 UTC
Question:

What is the Duplicate Content report in PromoMats and Veeva Medical?

Answer:

The Duplicate Content report is a One-Click report that provides information about a document duplicates in a Vault. Vault detects duplicates by performing a checksum on source files and using this as a unique identifier; viewable renditions are not included.

Users access this report from the All Actions menu instead of from the Reports tab.

There are two ways to access the report:
1. The report can be accessed from the document's All Actions menu (ellipsis) in the Doc Info:
2. The report can be accessed from the document's All Actions menu (ellipsis) in the Library:
The report opens in the Reports tab:

Note: An Admin user must enable Duplicate Content Detection in the Vault.

The user must have View Document permissions for the document to view this report.

Related Documentation:

Vault Help Documentation: About the One-Click Duplicate Content Report
How to Run an Existing Report in PromoMats and Veeva Medical?

/hc/en-us/articles/4402543465115-How-to-Run-an-Existing-Report-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:53 UTC
Question:

How to run an existing report in PromoMats and Veeva Medical?

Answer:

To run an existing report:
1. Go to Reports and find the relevant report.
2. Click on the name of the Report to run.
Related Documentation:

Vault Help Documentation: Viewing Reports
What are the Value Limits in the Filter of a Report in PromoMats and Medical?

/hc/en-us/articles/4402333862043-What-are-the-Value-Limits-in-the-Filter-of-a-Report-in-PromoMats-and-Medical

2025-08-12 17:27:34 UTC

Question:

What are the Value Limits in the Filter of a Report in PromoMats and Medical?

Answer:

When creating a Report and adding a filter on a multi-select object-type document field, the system does not add the total number of values in Vault. Each filter has a limit of 100 values.

When Select All is chosen for a field with numerous values, only the first 100 values are picked to use as Filter.

In order to obtain the wanted results, the user can copy the report and include the remainder values in a second report.

Related Documentation:

Vault Help Documentation: Using Report Filters

Knowledge Base: How to Create a New Report in PromoMats and Veeva Medical?
Why Advanced Logic Syntax is Not Working in a Report in PromoMats and Veeva Medical?

/hc/en-us/articles/360057906233-Why-Advanced-Logic-Syntax-is-Not-Working-in-a-Report-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:52 UTC
Question:

Why Advanced Logic Syntax is not Valid in a Report in PromoMats and Veeva Medical?

Answer:

Advanced Logic is a feature which allows the users to get a wider selection of records within a report. The connectors OR and AND must be used in the proper way.

There are many reasons why the syntax of the connecter is not valid:
- The filters used in the report do not have a corresponding number. These filters include roles, formula fields, and relationship concerns.
  
  The applied filter is not counted and the syntax fails to validate.
- The selected report type does not support the Advanced Logic feature. If the report type is one of the report types listed below, the Advanced Logic feature does not appear in the Filters:
  
  Workflow
  Multi-pass
  Document relationship
  Binder
  Read and Understood
- The connector AND is used in different field objects. By running the report with fields used in different objects, there are no records found in the report.
Related Documentation:

Vault Help Documentation: Advanced Logic

Knowledge Base: How Does Advanced Logic Work in PromoMats Reports?
How to Use Multi-Pass Reporting in PromoMats and Veeva Medical?

/hc/en-us/articles/360039459754-How-to-Use-Multi-Pass-Reporting-in-PromoMats-and-Veeva-Medical

2025-10-30 13:48:08 UTC
Question:

How to use Multi-Pass Reports in PromoMats and Veeva Medical?

Answer:

Multi-Pass reporting allows building reports that collect more data by joining a combination of up to 5 reports together.
1. To create a Multi-Pass Report, go to the Reports tab and select Create.
2. Choose the relevant Report Type:
  
  Multi-Pass Reports are supported in both Tabular Format and Matrix Format.
3. After selecting the Report Type, click Continue.
Rows can be grouped by any field from any object used in the Multi-Pass Report Type.

Related Documentation:

Vault Help Documentation: Multi-Pass Reporting
What Role is Given to a User When Sharing A Report in PromoMats and Veeva Medical?

/hc/en-us/articles/360013049133-What-Role-is-Given-to-a-User-When-Sharing-A-Report-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:52 UTC
Question:

What role is given to a user when sharing a report in PromoMats and Veeva Medical?

Answer:

There are three types of roles a user can be given when sharing a report.
1. Viewer: Viewers have read-only access to reports. They can only run and view the report, or make a copy of it.
2. Editor: Editors can modify, share, and delete a report. They have all the same rights as the user who created the report.
3. Owner: Owners have all of the permissions of editors and viewers. Only owners can assign other users or roles to be Owners, or edit the schedule of flash reports
Related Documentation:

Vault Help Documentation:
- Sharing Roles
- Viewing & Sharing Dashboards
What is the Glossary Feature in PromoMats and Veeva Medical?

/hc/en-us/articles/11140894767899-What-is-the-Glossary-Feature-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:52 UTC
Question:

What is the Glossary feature in PromoMats and Veeva Medical?

Answer:

A glossary is a set of terms and their definitions. When this feature is enabled in Vault, users can select words and short phrases, or enter a word or phrase in the search bar, and look for approved Glossary Definitions within Vault, or in approved external search engines.

Related Documentation:

Vault Help Documentation: About the Glossary & Definitions

Knowledge Base:
- How to Configure the Glossary Feature in PromoMats?
- How to Use the Glossary Feature in PromoMats?
How to Use the Glossary Feature in PromoMats and Veeva Medical?

/hc/en-us/articles/11140852241435-How-to-Use-the-Glossary-Feature-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:52 UTC
Question:

How to use the Glossary feature in PromoMats and Veeva Medical?

Answer:

Users must have View Content permission on the document to search the glossary and copy Glossary Definitions.

The glossary opens to the left of the document by clicking the Glossary () button, or by pressing CTRL+G on Windows™ or CMD+G on Mac.

Users can perform a search by manually entering and editing text in the Search Glossary field, or by holding down the G key and selecting text in View or Annotate mode.

Apart from the approved glossary definitions, Vault also displays search results from an external search engine if one has been configured. By clicking the external search link, users can view the search results in a pop-up window.

Clicking on the Copy Definition () button allows users to copy a Glossary Definition.

To close the glossary, click the Glossary button, or press CTRL+G on Windows™ or CMD+G on Mac.

The glossary is not accessible in the Notes and Thumbnail views, on video documents, and on token-based or public viewers.

Related Documentation:

Vault Help Documentation: Searching the Glossary

Knowledge Base:
- What is the Glossary Feature in PromoMats?
- How to Configure the Glossary Feature in PromoMats?
How to Edit the Library View in PromoMats and Veeva Medical?

/hc/en-us/articles/1260803082189-How-to-Edit-the-Library-View-in-PromoMats-and-Veeva-Medical

2025-07-25 18:32:52 UTC
Question:

How to edit the Library View in PromoMats and Veeva Medical?

Answer:

Users can add or remove customized Views from their Library.

To add or remove a view from the Library, follow the steps below:
1. Open the Library tab.
2. Click on the pencil to edit the view.
3. A pop-up window opens. Click on the red minus symbol to remove a view or on the green plus symbol to add a view.
Related Documentation:

Vault Help Documentation: Using Custom Views

Knowledge Base: How to Create a Custom View in PromoMats?
What are the Library Views in PromoMats and Veeva Medical?

/hc/en-us/articles/360009534033-What-are-the-Library-Views-in-PromoMats-and-Veeva-Medical

2025-10-30 13:49:52 UTC
Question:

What are the Library views in PromoMats and Veeva Medical?

Answer:

There are 4 different layout options in the library tab: Compact, Detail, Grid and Thumbnail.
- Compact View: This is the default option. The documents are organized into rows and displays a small thumbnail.
- The Detail View lists documents in rows. This view shows a thumbnail of the document and document fields.
- Grid View: This view works like a spreadsheet. The columns can be resized and rearranged, custom columns can be added and sorted by column values.
- Thumbnail view: Organises the documents into columns and rows. The document thumbnail and document fields are shown in each tile.
Related Documentation:

Vault Help Documentation: Using Library & Document Tab Layouts
Deleting Webbrowser History for Resolving Veeva Vault Related Issues

/hc/en-us/articles/35256535089819-Deleting-Webbrowser-History-for-Resolving-Veeva-Vault-Related-Issues

2025-10-30 13:48:07 UTC
Question:

Vault Product Support or Global Service Center may ask for clearing the all-time browser history, selecting all items, except Passwords in order to help to resolve Veeva Vault related issues.

Note: Clearing browser history removes records of the websites that were visited, including their URLs. This action can also clear associated data like cookies, cached files, and saved passwords. This can lead to improved webbrowser performance and resolution of various issues. Clearing the Browser History is considered a common troubleshooting step.

After performing this action, Vault End Users and System Administrators will need to log into their web services again, thus Veeva Vault.

How to Delete the browsing history in various Webbrowsers?

Answer:

Steps for deleting the browsing history depends on the webbrowser utilized.

The general steps are as follows:
- For the time range, select "All time".
- Uncheck the box for "Passwords" (if available).
- Check the rest of the items.
Click the links below to read the instructions to delete the Browsing History for each Webbrowser.
Right click and open the screenshots in a new tab to view them in full screen.
- Deleting Browsing History in Google Chrome
- Deleting Browsing History in Mozilla Firefox
- Deleting Browsing History in Safari
- Deleting Browsing History in Microsoft Edge
- Deleting Browsing History in Google Chrome
  1. Open Chrome, click the three dots at the top right corner and select "Delete Browsing Data".
  2. Choose the time range and data types to clear, then click "Delete data".
- Deleting Browsing History in Mozilla Firefox
1. Click the three horizontal lines in the top right corner and select “Settings”
2. Click on "Privacy & Security” and “Clear Data”:
3. Choose the time range and data types to clear, then click "Clear".
- Deleting Browsing History in Safari
1. Click on History from the top menu > Clear History:
2. Click "Clear History" to confirm.
- Deleting Browsing History in Microsoft Edge
1. Click the three-dot icon (...) at the top right corner and select "Settings."
2. Select "Privacy, search, and services," then "Clear browsing data now> Choose what to Clear"
3. Choose the time range and data types to clear, then click "Clear now".
Related Documentation:

Vault Help Documentation:
- Vault Security Overview
How to Login to the Vault Mobile App on iOS?

/hc/en-us/articles/4430720221083-How-to-Login-to-the-Vault-Mobile-App-on-iOS

2025-10-30 14:00:06 UTC
Question:

How to login to the Vault Mobile App on iOS?

Answer:

Users with a basic Security Profile (username and password) can log in by using username and password.
1. To log in to the Vault Mobile App, users need to enter their username and click Next.
2. Then, users are prompted to enter their password:
3. Optional: for iOS devices that support biometric authentication, touch or face ID can be enabled on the login screen (only available to users of basic security policies).
Users with a Single-Sign On (SSO) Security Profile need to have an OAuth profile on their authorization servers configured by their Vault admins. In that case, users will be automatically redirected to the organisation's identity provider’s login page when they enter their credentials.

Related Documentation:

Vault Help Documentation:
- Veeva Vault Mobile
- Configuring Enterprise Login for Vault Mobile
How to Remove the Pop-Up Blockers in Google Chrome When Troubleshooting in PromoMats and Medical?

/hc/en-us/articles/360012101514-How-to-Remove-the-Pop-Up-Blockers-in-Google-Chrome-When-Troubleshooting-in-PromoMats-and-Medical

2025-11-19 11:23:16 UTC
Question:

How to remove pop-up blockers in Google Chrome in PromoMats and Medical?

Answer:

A pop-up blocker may prevent review windows from appearing. To allow all windows to be viewable, the pop-up blocker can be disabled.

To remove pop-up blockers on Google Chrome, take the following steps:
1. Open Chrome Settings.
2. Select Privacy and Security on the right-hand side of the screen.
3. Click on Site Settings.
4. Click Pop-ups and redirects.
5. Under Default behavior, select Sites can send pop-ups and use redirects.
  
  Navigate back to the Vault and the pop-up will then appear.
Related Documentation:

Knowledge Base Article:
- How to Remove Pop-Up Blockers in Microsoft Edge in PromoMats and Veeva Medical?
What Actions Can be Taken When Delegate Access is Granted in PromoMats and Medical?

/hc/en-us/articles/360010977753-What-Actions-Can-be-Taken-When-Delegate-Access-is-Granted-in-PromoMats-and-Medical

2025-12-06 12:31:48 UTC
Question:
What actions can be taken when delegate access is granted in PromoMats and Medical?
Answer:
A delegate can perform all actions that the delegated can, except:
- Completing Read & Understood workflow tasks
- Updating user profile
Delegates have access to the delegated administrative privileges.
While an account is delegated, Vault sends notifications to both the account owner and delegates. Notifications sent to delegates do not include links to Vault content. Delegates must sign in to Vault to access the content.
Note that delegated access works only between two profiles.
Example:
If Teresa delegates to Thomas, and Thomas delegates to Gladys, Gladys does not have access to Teresa’s account. However, delegates can modify delegate access settings in order to re-delegate the account.

Related Documentation:
Knowledge Base: How to Delegate Access in PromoMats and Medical?
Vault Help Documentation: Using Delegated Access
How to Change a Password in PromoMats or Vault?

/hc/en-us/articles/360007940693-How-to-Change-a-Password-in-PromoMats-or-Vault

2025-10-30 14:19:14 UTC
Question:

How to change an existing password in PromoMats or Vault?

Answer:
1. Log into PromoMats or Vault and select User Profile at the upper-right side of the window.
2. Click Edit.
3. Click Change Password.
4. Enter in the current password, the new password, and confirm it, then select Confirm.
5. Once confirmed, select Save on the upper-right side.
Note: This is only applicable for users with a username and password profile.

Related Documentation:

Support Portal Documentation: How to Reset a Password in PromoMats?
Veeva CRM Users Prompted "Verify Your Identity" When Logging In Online

/hc/en-us/articles/42515623629979-Veeva-CRM-Users-Prompted-Verify-Your-Identity-When-Logging-In-Online

2025-10-27 16:07:26 UTC
Problem:
Veeva CRM users logging into Salesforce online are now being prompted with a Salesforce identify verification requirement, where they were not previously required to. The Salesforce dialog box states:

Verify Your Identity

You're trying to log in to Salesforce. To make sure your Salesforce account is secure, we have to verify your identity.

Enter the verification code we emailed to <user email address>.

This is occurring for users who do not use MFA or SSO, and in Salesforce Orgs where MFA requirements are disabled.

Root Cause:
Salesforce is updating its login security for all customers and will now require Device Activation for users who do not log in with Multi-Factor Authentication (MFA) or Single Sign-On (SSO). This change will primarily affect admin and support users who share logins. Once the update is active in your org, users who log in without MFA or SSO will be prompted to verify their identity if they haven’t already verified the device they’re using.
The rollout for this began the week of October 17, 2025.
Salesforce's announcement regarding this is available at:
Resolving Unexpected or More Frequent Device Activations

What is Device Activation?
Device Activation is a Salesforce security feature that verifies a user’s identity when logging in from a new or unrecognized browser, device, or location.
- Typically, the user receives a verification code via email during login.
- If stronger authentication methods (e.g., Salesforce Authenticator, Security Key, or SMS) are enabled, those are used instead.
- Once verified, the device is recognized and users aren’t prompted again unless something changes (e.g., new device, cleared cache, or updated IP range).
What’s changing:
Salesforce is now enforcing Device Activation more frequently in certain orgs to strengthen account security.
- For Production and Sandbox orgs, Device Activation will now be required for username/password logins if:
  - Your defined Org or Profile IP ranges cover more than 16,777,216 total IP addresses, or
  - Multi-Factor Authentication (MFA) is not enforced for the user.
What’s not changing:
- Logins with SSO are not affected.
- Users with MFA enabled will not be prompted for Device Activation.
- API logins such as those for integration users are not affected.
Solution:
Details on meeting the new Salesforce requirements can be found at the linked Salesforce Help page mentioned above, and listed in the Related Documentation section at the bottom of this article.

To summarize, the options to resolve this issue are:

1. Review and tighten IP ranges
- Go to Setup → Security → Network Access and Profile → Login IP Ranges.
- Limit ranges to those used by your company or VPN.
2. Enable MFA
- MFA-enforced users won’t see additional Device Activation prompts.
3. Ensure all other users have a valid email access
- If Device Activation is triggered, users will need access to their registered email or authenticator to complete login.
It is important to note that for all Free and Trial Orgs, Scratch Orgs and Non-Sandbox Demo Orgs (Non-Revenue), device Activation will be prompted regardless of the IP address range configured for the Org or User’s Profile.

Device Activation: Temporary Override Request Process (Updated)

If a customer requests to disable the device activation change, you must immediately open an SFDC case requesting a temporary override (up to 30 days).

To ensure the request is processed, the SFDC case must include the following three details:
1. Reason: The specific reason why Device Activation is not possible for the customer.
2. Impact: The business impact that will result if the override is not granted.
3. Resolution Plan & Timeline: The customer's detailed resolution plan for enabling Device Activation, including a specific end date within the maximum 30-day limit. 30 days is the maximum allowed time for an expedited approval. Requests without end date will be rejected.
Important Note: The request will be added to a process queue, so the change will not take effect immediately.

Related Documentation:
- Veeva Connect: Update on Salesforce Device Activation Change
- Salesforce Help: Resolving Unexpected or More Frequent Device Activations
How to Start a Legacy Workflow in PromoMats and Medical?

/hc/en-us/articles/360056307594-How-to-Start-a-Legacy-Workflow-in-PromoMats-and-Medical

2025-08-12 16:28:47 UTC
Question:

How to start a Legacy Workflow in PromoMats and Medical?

Answer:

To start a Legacy Workflow, the user needs a Security Profile including Workflow: Start permission and the State Behavior of Execute in the Atomic Security for the State are required.

To start a Legacy Workflow, please use the following instructions:
1. From the document, click on the Workflow Actions menu on the right side of the screen.
2. Select the appropriate workflow.
3. Enter the reviewers and any required information, then click Start.
4. The Show Active Workflow button will appear next to the document name.
Note: If the Workflow Actions menu does not appear, the user does not have the correct permissions to perform the action.

Related Documentation:

Vault Help: About Legacy Workflows

Knowledge Base: What is a Document Lifecycle in PromoMats?
What Are the Types of Users Associated with a Document Workflow within PromoMats and Medical?

/hc/en-us/articles/360006144294-What-Are-the-Types-of-Users-Associated-with-a-Document-Workflow-within-PromoMats-and-Medical

2025-08-12 17:25:44 UTC
Question:

What are the types of Users associated with a Document Workflow within PromoMats and Medical?

Answer:

There are various types of users associated with a workflow:
- Workflow Owner (or Workflow Initiator) is the user who starts the workflow. This user can reassign all workflow tasks, add new participants, email participants, and cancel the workflow.
- Task Owner is the user assigned to a specific task in the workflow. This user can reassign or complete tasks owned by the user. Note that the license type and security profile restrictions may prevent some users from completing certain tasks.
- Workflow Participants are all users with an assigned task in the workflow. The Workflow Owner assigns users to specific roles when starting the workflow. The roles and associated users then appear under Sharing Settings in the Doc Info page.
Related Documentation:

Vault Help Documentation:
- Using Document Workflows
- About Legacy Workflows
How to Add Task Comments in PromoMats and Medical?

/hc/en-us/articles/115002925393-How-to-Add-Task-Comments-in-PromoMats-and-Medical

2025-12-06 13:01:07 UTC

Question:
How do you add task comments in PromoMats and Medical?
Answer:
Task Comments can be added when completing a task. Within the task completion dialog, click Add Comments.

Once the verdict and comments have been entered, select Complete.
Task Comments have a maximum character limit of 500.
The comments appear in the Active Workflows view and are visible to all workflow participants. Once the workflow is complete, the Task Comments can be viewed from the Timeline view.
Related Documentation:
Knowledge Base: How to Accept and Complete a Task in PromoMats and Medical?
Vault Help: Accepting & Completing Document Workflow Tasks
Troubleshooting Veeva CRM Desktop Installation / Removal / Upgrade Issues

/hc/en-us/articles/360026115714-Troubleshooting-Veeva-CRM-Desktop-Installation-Removal-Upgrade-Issues

2025-06-17 19:50:23 UTC
Overview:

This article serves the purpose of troubleshooting Veeva CRM Desktop Application installation, removal, and upgrade issues.

Root Cause:
1. These issues can occur in the event, that cookies (Session Cookies), and site redirections/popups are not enabled in the Webbrowser.
2. The Security Suite (Antivirus / Firewall) is in use and blocking the upgrade process.
3. There is a unique IT environment setup such as browser redirection.
Solution:
Follow these steps to resolve the issue on local desktop computers of end-users:
1. Run the following executable: setup.exe. (https://engage.veeva.com/windowshost/Setup.exe).
2. Uninstall Microsoft Edge WebView2 in the Windows 10 Newer Control Panel and install it again.
3. Allow cookies including Session cookies.
4. Allow Popups/Site Redirections in the web browser.
5. Upgrade the web browser in use to the latest version.
6. In the event, that the issue persists and Internet Explorer is in use, try disabling Protected Mode. The steps of this can be found in the following Microsoft Documentation: Change security and privacy settings for Internet Explorer 11.
7. In the event, the issue persists on any web browsers, try clearing all-time browser history/cache (Passwords History is not necessary to be removed) and restart the computer. The steps of clearing the browser/history cache vary among web browsers. Refer to each browser's online help for steps to do this.
8. In the event, the issue still persists, uninstall the application and remove the folder: [driveletter]:\Users\[Users_username]\AppData\Local\VeevaCRMEngage\
From a global organizational perspective, the following configuration is recommended:
1. The Welcome Page at https://engage.veeva.com must be allowed listed or added to the Trusted Sites.
2. In order for the CRM Engage app to auto-upgrade, be sure the following folders and outbound/inbound TCP connections are allowed listed, or trusted by the Security Suite (Antivirus/Firewall) software in use:
  
  [driveletter]:\Users\[Users_username]\AppData\Local\SquirrelTemp\
  [driveletter]:\Users\[Users_username]\AppData\Local\VeevaCRMEngage\
  [driveletter]:\Users\[Users_username]\AppData\Roaming\ZoomSDK\
3. Allow cookies (Session cookies).
4. Allow popups/site redirections in the web browser.
5. Upgrade the web browser in use to the latest version. Download and use the Chromium Microsoft Edge.
6. Be sure that the Operating System is on the latest version and the latest updates are installed, If applicable.
7. It is recommended to upgrade all hardware drivers to the latest versions.
In case the issue still persists, it is recommended to try using Google Chrome to test if the CRM Desktop Application is working with it. In the event, it works and the CRM Desktop Application is on the latest version (setup.exe is run), the issue is most likely caused by the unique company setup implemented around Internet Explorer or Microsoft Edge. Veeva has no control and authorization over such setups. It is recommended to contact the Local IT Administrator team in these cases.
Notes:
- Please use the new Windows 10 UI Control Panel in the event manual uninstallation is attempted.
- To perform the aforementioned pieces of browser configuration of Microsoft Internet Explorer, refer to the Microsoft Documentation: Change security and privacy settings for Internet Explorer 11
- In the event, the end-user does not have access to perform the actions listed above, or assistance is required to perform the aforementioned actions, please contact the local IT Administrator team.
Related Documentation:

CRM Help Documentation:
- Hosting an Engage Meeting Online
- Configuring CLM for Online Engage Meetings
Knowledge Base:
Microsoft Documentation:
- Change security and privacy settings for Internet Explorer 11
- Introduction to Microsoft Edge WebView2
How to Submit a Product Enhancement Request for Veeva Products?

/hc/en-us/articles/17930772893211-How-to-Submit-a-Product-Enhancement-Request-for-Veeva-Products

2026-03-18 13:57:03 UTC
Question:
How do users submit an enhancement or feature request for Veeva products?
Answer:
All product suggestions should be made through Veeva Connect.
To submit a Product Enhancement Request:
1. Log in to Veeva Connect.
2. Navigate to the Communities tab.
3. Locate the community dedicated to the product the Enhancement Request is for and Join the Community (For example, Align, QualityDocs, etc.)
4. Select Add A Post to create a new posting. (Users will need to be subscribed to the community before they are allowed to post.)
5. Fill out the post with all necessary information such as the title, message, any relevant images, etc.
6. Click Post.
Users will receive an email notification when there is a response to the posting.
How to Open a Ticket with Veeva Product Support?

/hc/en-us/articles/360001873433-How-to-Open-a-Ticket-with-Veeva-Product-Support

2026-11-04 16:59:00 UTC
Announcement:
The process for submitting tickets to Veeva Support and Services groups is updated on the Veeva Product Support Portal. The new process will help us better support you.
Before a ticket can be opened, the Administrator needs a Support Portal account and should be logged into the Portal. This is a separate account from your production environment and is managed separately. To obtain a Support Portal account, use this article: How to Request a Support Portal Account.
Submit tickets to Veeva Support and Services using one of these articles:
References:
- Veeva Global Support Policy
- How to Contact Veeva Support (for End-Users)?

Product Support Portal

Veeva Product Support Portal

Search the Knowledge Base

Click here for information on the updated Support and Services ticketing processes.

Click here for information on the updated Support and Services ticketing processes.

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