The Approved Email feature includes special configurations for relationship types, rendition types, and lifecycles that apply only to Approved Email document types. These relationship and rendition types support specialized functionality to perform actions such as resolving a document link like {{PILink}} into a link to the target document of the Related PI relationship for a specific email fragment.
Note: Approved Email integrates with PromoMats and MedComms applications. Some configuration options must be enabled by Veeva Services. To import and activate all Approved Email components in Vault, contact Veeva Services.
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. When Publish Approved Email Fragments for Veeva CRM is enabled, the relationship is version-specific.
- Related Medical Content (MedComms only) links related medical content and only allows a single target document. When Publish Approved Email Fragments for Veeva CRM is enabled, the relationship is version-specific.
- Based On links Email Fragment documents to the Master Email Fragments they were created from 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 and allows multiple target documents.
Relationship Types for Email Templates
In addition to the relationship types for linking content documents, the Related Email Fragments relationship type exists for the Email Templates document type. This relationship type allows you to link specific email fragments that Approved Email will allow users to select for a given email template. If you use this relationship, administrators in Veeva CRM can configure their settings to ensure CRM end users can only select the email fragments in this relationship.
Rendition Types
All Approved Email-related document types have special rendition types:
- Assets: The Assets rendition is a ZIP file containing images used within the email template, email fragment, master email fragment, or template fragment. The ZIP file can contain a directory structure if needed. Uploading this ZIP file allows the document (email template, etc.) to reference images using relative URLs. These images are immediately published to a public web server. Although the URL to the images are obfuscated it is not recommended that any sensitive images are uploaded as email assets. Vault only processes images used in “img” tags, not those referenced in CSS/”style” tags.
- Veeva HTML: The Veeva HTML rendition is an HTML file that uses the special markup language and tokens available for linking Vault documents and pulling in other information (metadata, etc.) from the Vault.
- Veeva Preview: The Veeva Preview rendition is automatically generated by Vault. It is intended for use by the CRM application. The Veeva Preview in-lines all the referenced assets into the HTML. Although this results in a much larger file size, it makes it easier for the iRep application to download the templates for offline use.
- Email Editor: If your Vault uses the BEE email template editor, the Email Editor rendition holds the formatting information needed to edit your template with BEE. An Admin must apply this rendition type to the Email Template document type.
- Preview Email: If your Vault uses Litmus™ to preview emails, the Preview Email rendition shows previews of your Email Template-type documents on a variety of devices and browsers.
Approved Email Lifecycle
Veeva Approved Email provides a default lifecycle for Email Template, Email Fragment, Master Email Fragment, and Template Fragment documents.
The Approved Email lifecycle supports a staging and approval process. The templates start in Draft state, and then move to Staging for testing. After testing, users can move the templates into Approved state and they become available for use in the Approved Email user interface. Users can then move templates into the Deleted state, which marks them for deletion. Users can restore these templates if needed.
To preview your email templates on different devices, an Admin will need to configure a Preview Email user action.
Note: Approved Email requires that you use the default lifecycle and states.
Document Link Expiration
Although the Approved Email viewer only presents the latest approved content to the email recipient, your organization may also need to ensure that the link sent in the email expires after a period of time. To support this need, Admins can choose an expiration period for the authentication tokens which are automatically embedded in each document link sent through Approved Email. Recipients who try to open a document via an expired link see a “document not found” message.
The expiration period is editable from Admin > Settings > Application Settings.
Product Mapping
When using Approved Email, it’s important that products are set up properly in both Vault and CRM.