Organizations using both a Medical Vault and Vault CRM can utilize the Spark messaging framework to create a standard Vault to Vault connection. This connection transfers Medical Inquiry and Case data across Vaults. See About the Medical-CRM Connection for detailed information about how the connection works.
Note: The Medical-CRM Connection is only available for organizations with both a Medical Vault and Vault CRM.
Medical-CRM Connection Components
The following components support the standard Vault to Vault Medical-CRM connection.
Connections
The Medical-CRM Connection (medical_crm__v) record is available from Admin > Connections in your Medical Vault. You must establish the Vault to Vault connection before using it.
Integration & Integration Points
The Integration and Integration Point objects enable Vault to manage the message queues and define what documents and data the connection maps from one Vault to another. These records are used by Vault to manage the connection and track any connection errors.
The Medical-CRM Connection record includes the following default Integration records with standard Integration Point and Integration Rule records in your Medical Vault:
- Medical Inquiry Details Integration
- Medical Inquiry Details Outbound Integration Point
- Account Inbound Integration Point
- Account Integration Rule
- Only Accounts with Inquiries Integration Rule
- Do Not Pull from Accounts Integration Rule
- Medical Inquiry Details Inbound Integration Point
- Medical Inquiries Integration Rule
The Medical-CRM Connection record includes the following default Integration records with standard Integration Point and Integration Rule records in Vault CRM:
- Medical Inquiry Integration
- Inquiry Outbound Integration Point
- Inquiry Integration Point
- Inquiries Integration Rule
Integration Rules
To support the Medical-CRM connection, it may be necessary to transform data from the source Vault’s data model to fit within the target Vault’s data model. You can use the Integration Rules to incorporate configurable rules for mapping object and document fields between the two Vaults.
You must activate the Medical Inquiry Details Integration in your Medical Vault.
Data Usage Agreements
The connection supports different data usage agreements with regards to managing Vault CRM Account data in Medical. This is managed via the new Pull Accounts Rule field on the Country object. While configuring the connection, please contact Veeva Support to populate this field for your relevant data usage agreement.
Queues
This feature includes two (2) standard message processing queues. You can access and manage these queues from Admin > Connections > Spark Queues.
In your Medical Vault, you have:
- Medical to CRM outbound queue (
medical_crm_outbound_queue__v) - Medical-CRM inbound queue (
medical_crm_inbound_queue__v)
In your CRM Vault, you have:
- CRM to Medical outbound queue (
crm_to_medical_outbound_queue__v) - Medical to CRM inbound queue (
medical_to_crm_inbound__v)
Query Object Rules
The connection supports query object rules. Query object rules provide an additional layer of specificity to your field rules. Learn more about creating query object rules.
User Exception Objects
Vault includes the User Exception Message object and its child object, User Exception Item, to help you track and resolve any errors that occur with your Medical-CRM Connection. If either end of your integration can’t process an incoming message, Vault creates a User Exception Message record to capture the failure.
Vault also creates individual User Exception Item records for each item that failed on the related Integration Point record in one of your Vaults. Vault typically creates User Exception Messages in the source Vault when there are issues with the configuration or connection itself. User Exception Messages in the target Vault often contain User Exception Items, as the target Vault can encounter document-specific errors as well as configuration errors.
You can view and manage these messages from Admin > Connections > User Exception Messages. If you want specific users or groups to receive notifications when Vault creates User Exception Message records, you must create a custom lifecycle for the User Exception Message object and configure a notification entry action.
A User Exception Message means you need to update your configuration. After you update the configuration, Vault attempts to resolve any errors the next time the connection runs. You can also select the Retry Transfer action on the User Exception Message record to run the connection and resolve errors.
Last Successful Run Time Field
On each Integration record, the Last Successful Run Time field captures the date and time that the integration last ran with no errors. Vault uses this date to query changes since the integration’s last successful run.
When an integration becomes active, Vault automatically sets its Last Successful Run Time to the current datetime. If you inactivate and reactivate an Integration record, Vault also sets the Last Successful Run Time to the current datetime.
You can also manually set the Last Successful Run Time field to a prior datetime. Setting the field to a prior datetime automatically triggers the integration.
Configuring Your Vaults for the Connection
Enabling the Integration in MedInquiry
The Medical Inquiry Details Integration is inactive by default. To activate this integration:
- In your Medical Vault, navigate to Admin > Connections > Medical-CRM Connection.
- Expand the Integrations section.
- Click Medical Inquiry Details Integration.
- Select Active in the Status field.
- Click Save.
Enabling the Integration in Vault CRM
The Medical Inquiry Details Integration is inactive by default. To activate this integration:
- In Vault CRM, navigate to Admin > Connections > Medical-CRM Connection.
- Expand the Integrations section.
- Click Medical Inquiry Details Integration.
- Select Active in the Status field.
- Click Save.
Note: Activating the integration record automatically enables the Transfer to Medical entry action on the Submitted state of the Inquiry lifecycle. You can also configure this action as a user action.
Configuring Reference Lookups
Reference lookups are a configuration component referenced by integration rules that allow you to map the value of a field on a target object or document indirectly from a value in the source Vault. When you configure the Medical-CRM connection, you need to add reference lookups for controlled fields within the integration scope. We recommend creating CSV mapping files and loading these to your Vault to create reference lookups.
Reviewing Field Rules
We recommend reviewing the field rules for each integration rule for the Medical-CRM Connection. To do so, navigate to Admin > Connections > Integration Rules, select an integration rule, and click Field Rules.
Vault pulls metadata from the Accounts and Inquiries based on the field rules and uses the metadata to create or update the Case Contact Source Data and the Case/Case Request records. Vault populates the Global ID from the Vault CRM Account into the Link field on the Case Contact Source Data record.
Duplicating the Medical-CRM Connection
After configuring the Medical-CRM Connection, you can duplicate the Medical-CRM Connection (medical_crm__v) record to connect the same Medical Vault to multiple Vault CRMs.
Related Permissions
You need a System Admin security profile as well as the following permissions to set up the standard Medical-CRM connection:
| Type | Permission Label | Controls |
|---|---|---|
| Security Profile | Admin: Application: Manage Connections | Ability to set up the Medical-CRM standard connection |
| Security Profile | Object: User Exception Item, User Exception Message: Read | Ability to see User Exception Item and User Exception Message records if a connection failure occurs |