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Summary of Vault Document Relationship Token Usage in Veeva CRM

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Question:

This article provides a summary of using the Vault Documentation Relationship Approved Email tokens. How are these Approved Email (AE) relationship tokens used?

Answer:

Quoting the Vault Help Documentation to start with the explanation of these relationships from a business perspective: 

Relationship Types for Email Templates & Email Fragments

These relationship types are available for the Email Templates, Email Fragment, and Master Email Fragment document types:

  • Related Pieces (PromoMats only) links a related promotional piece and only allows a single target document.
  • Related Medical Content (Medical only) links related medical content and only allows a single target document.
  • Related PI links related prescribing information and only allows a single target document.
  • Related ISI links related important safety information and only allows a single target document.
  • Other links related documents with any document type allow multiple target documents.

Out of these links, only Related Pieces, Related PI, Related ISI, and Other Links are supported.

The following table provides a summary of each Approved Email token used in conjunction with Vault Document Relationships:

Relationship Approved Email Token Field API name
(Approved Document Object) 		Email Template
Vault Section
Related Pieces {{PieceLink}}  Piece_Document_ID_vod__c mceclip3.png
Related PI {{PILink}}  PI_Document_ID_vod__c mceclip2.png
Related ISI  {{ISILink}}  ISI_Document_ID_vod__c mceclip1.png
Other Links related documents* {{$VaultDocID}} Other_Document_ID_List_vod__c mceclip4.png
 

 

*In the {{$VaultDocID}} token, the Document ID has to be provided. Example: {{$43}}.

The Documents to be associated must be placed into the desired section in Vault. The relevant token is to be added to the Email Template or Email fragment. Be sure to place them in an a href tag in the template code, so that the recipient can access them. The document is opened in a special Vault viewer, called the External or Embedded Vault Viewer.

Download option of Linked Documents in the Vault Viewer:

This option displays in the Vault Viewer, in the event the Allow PDF Download and Allow Source Download fields are populated on the PI/ISI/Related Piece/Other Related Document with the value of Approved Email.

These fields on the Email Templates or Email Fragments in Vault do not control (Drive) the Download option in the Vault Viewer.

Notes:
  • Be sure that the Approved Email CRM Integration User and Vault Connection user have edit Field Level Security (FLS) on the fields displayed in the Table including their relevant Create, Update, Read (CRU) object permissions in Vault and in CRM.
    The related CRM field(s) must be populated on the Approved Document (Fragment) record in CRM.
  • The related Document must be in a Steady-State (Approved) in Vault.

Related Documentation:

CRM Help Documentation:

Knowledgebase Article:

 

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