Organizations using both a PromoMats Vault and Vault CRM on the same domain can use a standard Vault to Vault connection.
Note: The PromoMats-CRM Connection is only available for organizations with both a PromoMats Vault and Vault CRM.
The PromoMats-CRM Connection enables the transfer of the following data from Vault CRM to your PromoMats Vault:
- CRM Product records
- CRM Product Group records
- CRM Detail Group records
- Content Groups records
- Surveys records
- Directories records
- Content Types records
- Event Topic records
- Event Configuration records
- Country records
- CLM Content Metrics records
The PromoMats-CRM Connection also enables the transfer of the following data from your PromoMats Vault to Vault CRM:
- Product Family and Brand/Product records
- Indication records
- Email Templates, Email Fragment, and Template Fragment records
Vault notifies users when content is successfully published to Vault CRM via CrossLinks, and also notifies users of any errors.
Note: The PromoMats-CRM Connection works cross-domain between production and Sandbox Vaults. However, Vault does not populate production Vaults with data or documents from sandboxes.
Prerequisites
To use this feature, your Admin must complete the following procedures:
How the PromoMats-CRM Connection Works
The PromoMats-CRM Connection supports synchronizing records from multiple Vault CRMs. While synchronizing records:
- If a pre-existing record from the source Vault with a matching CRM Org, CRM ID, External ID, or Link value exists in the target Vault, Vault updates the existing record.
- If a pre-existing record from the source Vault with an identical Name but different CRM Org, CRM ID, External ID, or Link value, Vault creates a new record.
Vault uses the Link field to look up matching records in Vault CRM. If the Link field on an existing record in PromoMats is blank, the PromoMats-CRM connection uses the External ID field.
How the Country Integration Works
Vault CRM includes a Connection Settings object type, such as CLM Integration Settings, for each feature that supports document routing based on country. Within this object, users can select multiple Country (country_cda__v) values from the Country Filter picklist to route content for their PromoMats Vault.
In the PromoMats Vault, a Connection Country record is created to match the Countries selected from the filter in Vault CRM. The connection confirms that it creates a Connection Country record for each Country (country__v) record which has the Country (country_cda__v) field populated with values that match the values in the Country Filter picklist in Vault CRM.
For example:
- Vault CRM A: The Country Filter picklist is populated with United States.
- Vault CRM B: The Country Filter picklist is populated with United States, Canada.
- Vault CRM C: The Country Filter picklist is populated with Mexico, Canada.
Subsequently, the PromoMats Vault will have Country records for the United States, Canada, and Mexico, and the Country records will have their Country fields populated with country_cda__v picklist values for their matching countries. Additionally, the Global Country record also has its Country field populated with country_cda__v picklist values of United States, Canada, and Mexico, along with other countries listed.
After Vault synchronizes Vault CRM with the PromoMats Vault, the Connection Country object creates records as follows:
- Vault CRM A: United States, Global
- Vault CRM B: United States, Canada, Global
- Vault CRM C: Mexico, Canada, Global
If Document A in the PromoMats Vault has a Country field of United States and is updated with a new description, Vault CRM A and Vault CRM B are updated with the new description in near real-time, based on the records in the Connection Country object.
If Document B is created in the PromoMats Vault and has a Country field of Global, Vault CRM A, Vault CRM B, and Vault CRM C are sent Document B in near real-time, based on the records in the Connection Country object.
How the CLM Integration Works
With the CLM Integration, Vault can distribute approved multichannel presentations and slides from PromoMats Vaults to Vault CRM. This connection ensures that content approved via a standard MLR (Medical, Legal, Regulatory) workflow is available for use in CLM within Vault CRM. The CLM integration uses the standard Vault to Vault connection to establish a bridge between your source PromoMats Vault and the target Vault CRM to share content approved for distribution.
Vault can transfer CLM content in the format of a binder containing slides. Users can manually create a binder and slides for transfer or use the Create Presentation user action to generate a binder and slides, but CLM auto-publishing is not supported for use with this integration.
PromoMats Vaults automatically publish content to Vault CRM when a document’s Publish for CRM (CLM) (clm_content__v) field is set to Yes. Content is withdrawn when this field is set to No or moves into an Obsolete state. For every document published, Vault CRM creates a CrossLink of the original source document. This CrossLink connects the production PromoMats Vault to the sandbox Vault CRM across domains.
To ensure that the correct content reaches the right audience, Vault routes documents to specific Vault CRM environments based on their Country assignments, using the CRM Connection Country object and routing logic applied via the country__v field.
How the CLM Content Metrics Integration Works
With the CLM Content Metrics Integration, Vault retrieves CLM statistics from Vault CRM and displays them in PromoMats Vaults via the system-managed CLM Content Metrics object (clm_content_metrics__v). This integration allows Content Managers and Marketers to view content performance statistics, such as slide duration, HCP reactions, directly alongside the content. This helps Content Managers and Marketers to identify what content is resonating with HCPs, determine how users are utilizing available materials, understand the reach and impact of the content, and identify what content is underperforming or not reaching its audience.
The following Vault CRM statistics are available in PromoMats Vaults:
- The number of times a presentation or slide was shown in calls
- The duration of a slide shown in a call
- The number of times a presentation has been sent as a link
- The click rate of a presentation shared as a link
- How often slides are used in custom presentations
- The number of presentation previews
- The view order of slides
- Reactions to slides
- The location data for where presentations are shown at the country level
The statistics are available for reports and dashboards and certain CLM engagement metrics are displayed in the Quick Look viewer side panel when you select a document in a Portal.
How the Approved Email Integration Works
The PromoMats-CRM Connection automates the flow of Approved Email content from PromoMats Vaults to Vault CRM over the Vault to Vault connection. This integration ensures that Email Templates, Email Fragments, and Template Fragments, along with their supporting documents, assets, associated renditions, and document relationships, are available in Vault CRM in near real-time.
Vault transfers steady and non-steady state documents related to staged or approved emails, which allows users to test emails before sending, and Vault keeps these related documents synchronized with the source documents when they are modified. Vault also provides country-based routing to ensure that content is sent to specific CRM instances based on the CRM Connection Country object and the country__v field on the document.
Note: This integration is replacing the legacy Approved Email integration.
How the Document Transfer Integration Works
The PromoMats-CRM Connection supports transferring steady and non-steady state documents in a single direction, from PromoMats Vaults to Vault CRM. When a document in a PromoMats Vault is created, Vault automatically creates a CrossLink document in Vault CRM via the Document Transfer integration. Any time the document is up-versioned in the PromoMats Vault, the document is up-versioned and the document metadata is updated to match in Vault CRM. The Document Transfer integration ensures that Vault CRM has access to up-to-date, approved contents available for distribution.
Admins can configure the document types and document metadata to be transferred. Admins can also add the necessary document types to the PromoMats-CRM Connection document type group on the Document Type Group object. To support sharing fax template documents to be used by the Send to Fax feature in Vault CRM, PromoMats Vaults can include the Publish for CRM (Fax) shared document field to indicate which document can be used as a fax template. Admins can add this Yes/No field to any necessary document type.