Question:
How to check-out and check-in documents via Google Drive™ in PromoMats and Veeva Medical?
Answer:
If enabled, users can check-out documents, edit them on Google Drive™, and check them back in to PromoMats by using the Google Drive™ integration.
To check out a document to Google Drive™:
- Click on the All Actions menu.
-
Select Check Out to Google Drive.
- A warning message appears (please, check the yellow box at the end of this article). Click Continue.
The user needs to authenticate their Google™ account the first time they take this action. They may also need to disable pop-up blockers in their browser.
When the document is checked-out, Vault creates a new Google Drive™ folder with the pattern Veeva Vault - {vaultName} ({vaultId}), and names the file according to the pattern V-{filename} [global_version_id].{ext}. - The user can now edit the file in Google Drive™.
After making edits, the document can be checked back in to Vault as follows:
- Click on the All Actions menu.
-
Select Check In.
Vault automatically locates the file in Google Drive™, but it is possible to upload a new version from the user's local device by clicking the Upload icon, or to choose another file within Google Drive™ by clicking the Google Drive™ icon, and selecting another file.
- Finally, click on Check In.
- The edited file is uploaded to PromoMats.
Users can undo the checkout at any point if changes are not required by clicking the All Actions menu and selecting Undo Checkout to Google Drive™.
It's suggested not to use Google Drive™ documents as an organization's main format. Some Vault features, like merge fields, bookmarking, rendering, dynamic linking, and Excel report templates, work best with Microsoft Office file formats. If a user edits these files in Google Workspace, those features may be lost. Also, it is not possible to convert documents into another format without losing important information like comments, tracked changes, and special formatting.
Related Documentation:
Vault Help Documentation: About the Google Drive™ Integration
Knowledge Base: What is the Google Drive™ Integration with Veeva Vault?