CLM Publishing provides a more efficient way to publish CLM presentations for Vault CRM. This method generates presentations and their individual slides from PowerPoint, Word, and PDF source documents, which allows you to edit individual slides and compare the changes side-by-side in a comparison view, while still benefiting from automation.
With CLM Publishing, when a new version of a source document is uploaded, Vault automatically detects which slides have been updated, added, or removed, and assigns the source document Owner or verification task recipient a task to review and confirm the slide changes in the CLM Slide Comparison page.
Once the changes are accepted, Vault creates or up-versions the presentation and automatically sends it to Vault CRM. This automated process simplifies the content supply change and eliminates the need for multiple publishing methods.
Note: This feature requires a standard Vault to Vault connection to Vault CRM with the CLM Integration enabled.
CLM Publishing
CLM Publishing is triggered based on the existing Publish for Veeva CRM (CLM) field being set to Yes for a given document type, as with Auto-Publishing. However, unlike Auto-Publishing, a binder and slides are generated only if the Enable CLM Publishing field is set to Yes for the document type in the CLM Rendition Settings. The binder is set as a Multichannel Presentation, the slides are Multichannel Slides, and the matching field values from the source document, such as Product and Country, are populated automatically.
Auto-Publishing is overridden for documents that are up-versioned after CLM Publishing is enabled. For previously auto-published documents, the current version is withdrawn and replaced with a new binder and slides published via CLM Publishing when the source document is up-versioned or the Publish to CRM (CLM) field is changed from No to Yes. The new binder links to the source document using the Related Original Document relationship, and the source document Owner is listed as the Owner of the new binder and slides. If the source document file type is not supported, Vault does not initiate CLM Publishing.
CLM Publishing will continue to create Distribution records when presentations are generated, but the Auto-Publishing field will be set to No, and the records will not contain attachments with the distribution packages. The distribution packages instead will be set as Veeva Distribution Package rendition types on the slide documents.
Binders and slides generated via CLM Publishing will work with such features as Related Sub Presentations and Related Shared Resources and CRM Slide Notes for PowerPoint presentations. The source document files will work with the CRM Rendition Overrides feature if a different CRM Rendition is required from what is specified in the CRM Rendition Settings.
CRM Content Tab
If configured by an Admin, you can view your source documents from the CRM Content tab. The Views panel of this tab lists Multichannel Presentations, Multichannel Slides, Email Templates, Email Fragments, Master Email Fragments, and Template Fragments, and you can select a view to see all documents of that document type.
CLM Slide Comparison UI
When you are assigned a task as a part of the CRM Presentation Verification workflow, you can open the CLM Slide Comparison page by clicking the task from the notification window or the Task page to review and accept revised, new, or removed slides from a presentation.
After accepting the assigned task, you can navigate to the CLM Slide Comparison page, filter slide pairs in the left panel by Needs Review or All, and select to review the revised, new, or removed slides. The slide pair list is organized in ascending order by the slide number and indicates whether a slide has been updated, added, or removed and what status the slide pair is in, Reviewed/Confirmed, Needs Review, or Review Optional.
When you click a slide pair to review it, Vault displays the pending version and current version slides side-by-side on the page. Only one slide pair can be selected and displayed at a time. If the pending version is updated, the This slide is: option lists Revised or New with the Revised option selected by default, and the current version includes a Match with Pending Version picklist that allows you to select which slide matches the pending version and will replace the current version. Slides that meet a similarity threshold for matching are labeled HIgh Similarity and are highlighted in the picklist. If a slide is removed, the This slide is: option lists Revised or Removed with the Removed option selected by default, and the current version indicates Slide Removed. If the pending version is added, the This slide is: option lists Revised or New with the New option selected by default, and the current version indicates No Matching Slide Found.
You can click Confirm and Next to accept the up-version, and Vault moves to the next slide pair on the list. You can also move to other slide pairs by clicking the up or down arrows in the slide navigation in the header or typing a slide number in the text box and pressing Enter. If you want to make any changes to the slide pairs suggested by Vault, use the This slide is: option list and the Match with Pending Version picklist to change how a slide is up-versioned, and then click Confirm and Next. You can click Undo Acceptance to revert any slide changes. This makes the CRM Presentation Verification task available for others to accept; only one user can accept the task at a time. Changes are auto-saved if you leave the page before your review is complete.
If any slides are orphaned after you review and modify a slide pair, Vault moves the orphaned slide to a new pair with a Needs Review status to ensure that you review and accept all of the slide changes. An orphaned current version slide is added to a new pair and set as Removed, and an orphaned pending version slide is added to a pair and set as New.
Configuring CLM Publishing
Admins can complete the steps below to configure CLM Publishing.
Configuring the CRM Rendition Settings
To configure the CRM Rendition Setting for CLM Publishing:
- Navigate to Admin > Configuration > Application Configurations > CRM Configuration > CRM Rendition Settings.
- Under the CLM object type, select Yes for the Enable CLM Publishing field. Enabling CLM Publishing replaces the Auto-Publishing functionality.
- Set the Presentation Requires Verification picklist to a Review Task Frequency of Always, Never, or On Low Confidence. On Low Confidence can be selected for when the slide similarity score is low or up-versioned slides do not match.
- Under Verification Task Recipient, add user roles to the CRM Rendition Setting App Role join object to determine which roles receive a task to verify an automatically up-versioned CLM presentation as a part of the CRM Presentation Verification workflow. If you do not add a specific role, the source document Owner receives the task by default.
Related Permissions
Users need View and Edit permissions on the CRM Presentation Verification object to access the CLM Slide Comparison page and review slide pairs.
Users also need View permission for the CRM Content tab.