Using iRep Integration

iRep integration allows you to publish documents and binders to iRep from within your Vault. This article explains how to use iRep integration as an end user. For details on administering iRep integration, see Configuring iRep Integration.

How to Publish to iRep

To publish a document or binder to iRep:

1. From the Actions menu, select Send to iRep.
2. Enter your CRM/CLM (Salesforce.com) login credentials and confirm.

Publishing Individual Documents

When you publish individual documents, Vault creates each of them as a key message in iRep.

If you edit a document by updating its document fields, replacing the Distribution Package rendition, or creating a new version, use the Send to iRep action to update the existing key message, rather than creating a new one.

Publishing Binders

When you publish a binder, Vault creates a key message for each document in the binder, a presentation representing the binder itself, and links each key message to the presentation in the order used within the binder.

How to Inactivate Key Messages

To inactivate a key message that a user has sent to iRep:

1. From the Actions menu, select Inactivate Key Message.
2. Enter your CRM/CLM (Salesforce.com) login credentials and confirm.
3. When you inactivate a document, the key message in Veeva CRM becomes inactive and unlinked from any presentations in which it is currently included.

Inactivating & Document Versioning

The Inactivate Key Message action is only available on the latest version of the document which is published to iRep. For example, a user used the Send to iRep action on v2.0, but has since created several new versions without re-publishing. To inactivate the related key message, you must open v2.0 and use the Actions menu from that version.

Inactivating & Presentation Binders

When you inactivate a document, the key message in Veeva CRM becomes unlinked from any CRM presentations in which it is currently included. If you later publish a presentation (binder) that contains the inactivated document, the key message becomes active again.

Vault currently does not allow you to inactivate presentations (binders), only individual key messages (documents).

Associated Configurations

When iRep integration is enabled, the following are available in your Vault:

• iRep Content field: This Yes/No (boolean) field is available for all document types, subtypes, or classifications that allow iRep integration.
• Distribution Package rendition type: To publish presentations and key messages, you must upload the content, appropriately formatted for publishing to iRep, using this rendition type. This rendition type should be available for all document types, subtypes, or classifications that allow iRep integration.
• Send to iRep user action: This action should be available for all document types, subtypes, and classifications that allow iRep integration.

Criteria for Publishing

In order to publish a specific document or binder to iRep, it must meet these conditions:

• The document is in a lifecycle state for which the Send to iRep user action is configured.
• The document has a document type for which the iRep Content field is enabled and to which the Distribution Package rendition type is associated.
• The iRep Content field is set to Yes.
• Users have uploaded a Distribution Package rendition for the document.
• The user publishing the document has valid login credentials for Veeva CRM and iRep permission sets are correctly set up by the iRep administrator. Learn more in the “Required Permissions for Content Creation” section of the Veeva CRM iRep Guide.

Distribution Package

The Distribution Package rendition should be a ZIP file containing HTML files properly formatted for display in iRep. You must manually upload this rendition. Learn more about formatting iRep files in the “Media Packaging Guidelines” section of the Veeva CLM Content Creation Guidelines document.

Once a user adds a Distribution Package rendition and publishes using the Send to iRep action, users can delete the rendition, upload a new version, and re-use the Send to iRep action. For integration to work properly, the filename of the Distribution Package rendition ZIP file cannot be different from the original version.

Distribution Reports

You can use Vault’s report functionality to track and manage iRep content distribution. To do so, create a report with the distribution report type. If the distribution report contains the Action column, you can inactivate key messages and withdraw slides directly from the report. In this context, withdrawing a slide removes it from the presentation object in CRM, but does not make any changes in Vault.

Additional Notes

• Sub-presentations are not represented in Vault. Users can configure them in CRM.
• iRep integration supports single-value and multi-value picklists. This support enables you to set the CLM values for disabling pinch and swipe actions on the iPad®.