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Publish to Veeva Vault as PDF for approval

Transfer your eWizard items to Veeva Vault as PDF files for MLR approval

Written by Yuliia Skrybantovych
Updated over a month ago

You can send your eWizard item as PDF to Veeva Vault for approval. The resulting PDF document in Veeva Vault features all required metadata, linkage, and renditions.

To publish your item, select Veeva Vault as PDF for approval on the target system selection page and click NEXT. Then sign in to your Veeva Vault account and select the required environment.

When publishing a validated content item with less than 80% success, Veeva target systems aren't available for selection. The sign appears in the popup with suggestions for improving content quality.

You can publish your item as a new document or update the existing Veeva Vault document.

Contact your administrator to set updating of existing documents as a default publication flow.

Publish as a new document

  1. On the PREPARATION page, select Publish as new.

    Select the following checkboxes, where applicable:

    • Highlight modules—to single out Veeva Vault modules, their statuses, and changes applied to them in the resulting PDF document.

    • Include subject and teaser lines—to include the subject and teaser in the PDF of your email.

    • Include mobile view—to publish your email both in desktop and mobile view.

    • Add outbound links—to include the Outbound links page with the list of all item links in the resulting PDF document.

    • Include validation results of MLR Acceleration—to publish your validated content item along with its validation results.

      Emails

      If you also select the Include mobile view checkbox when publishing a validated email, the mobile version of the resulting PDF document will contain the validation results as well.

    • Publish as iPDF—to publish the content item as an interactive PDF file, preserving configured element interactivity and transitions in the resulting material.

      You can select only one option at a time—either Highlight modules, Include validation results of MLR Acceleration, or Publish as iPDF. This restriction prevents overlapping interactive elements and labels in the published PDF material, ensuring clear and readable output.

  2. Click NEXT.

  3. Fill in the metadata fields and click NEXT.

    If your email contains linked email fragments, the FRAGMENTS step is added.

    Rep-triggered emails

    The FRAGMENTS step is skipped when you publish rep-triggered emails with linked fragments as a composite PDF.

    On the FRAGMENTS step, you can fill in the metadata fields for Library and shared fragments. After the email publication, you can find the fragments linked to the resulting document in Veeva Vault PromoMats.

    Contact your administrator to configure the publication of shared fragments.

  4. Check the publication summary and click PUBLISH.

On the bottom bar, click the progress indicator to track the publication process. After successful completion, use the following controls:

  • OPEN IN LIBRARY to view your item details.

  • OPEN IN VEEVA VAULT to view your item in Veeva Vault as a PDF document.

For the failed publication, click the progress indicator to view the error report under . You can copy and email the error details to eWizard Support for assistance.

Update an existing document

  1. On the PREPARATION page, select Update existing document.

  2. Enter the name or number of a target Veeva Vault document.

    When republishing the same content item, the system notifies you of the name (number) and status of this Veeva Vault document.

    To configure the search for available Veeva Vault document types by name, contact the administrator.

  3. Select the following checkboxes if required:

    • Highlight modules—to single out Veeva Vault modules, their statuses, and changes applied to them in the resulting PDF document.

    • Production Proof Rendition—to add your eWizard item as a reference to the selected Veeva Vault document. You can find it in the Renditions section in Veeva Vault. In this case, the selected document and its metadata aren't changed in Veeva Vault. To update the document, clear the checkbox.

    • Include subject and teaser lines—to include the subject and teaser in the PDF of your email.

    • Publish fragments only—for emails containing the modified Library fragments. The checkbox is selected by default. Clear the checkbox to update the email and the linked Library fragments.

    • Add outbound links—to include the Outbound links page with the list of all item links in the resulting PDF document.

    • Publish as iPDF—to publish the content item as an interactive PDF file, preserving configured element interactivity and transitions in the resulting material.

      Note: You can select only one option at a time—either Highlight modules, Include validation results of MLR Acceleration, or Publish as iPDF. This restriction prevents overlapping interactive elements and labels in the published PDF material, ensuring clear and readable output.

    • Include fragments in PDF—to publish a rep-triggered email with its linked fragments as a single composite PDF.

      The checkbox is available when both of the following flows are configured:

      • Standalone VVPM PDF documents for the email and its linked fragments.

      • Composite VVPM PDF document that combines the email and its linked fragments.

      You can select only one option at a time—either Publish fragments only or Include fragments in PDF.

  4. Click NEXT.

  5. On the DETAILS step, the metadata fields are automatically completed with the values inherited from the target Veeva Vault document.

    You can view its status and number on the left of the page. To keep the current document status after its updating, select the Retain Veeva Vault status checkbox. When it's cleared, the document status is reset in Veeva Vault.

  6. Click NEXT.

    Emails and email fragments

    If your email contains email fragments, the FRAGMENTS step is added. Here, you can:

    • Change metadata for modified Library and shared fragments. The Update fragment in Veeva Vault checkbox is selected by default to update the fragment in the target system and restart the MLR approval process.

    • Manage the resulting document status of a modified Library fragment. The document must be in a status other than Draft. The Retain Veeva Vault status checkbox is selected by default to keep the status after publication.

    • Fill in the metadata fields for the newly added Library and shared fragments.

    Contact the administrator to configure the following:

    • The default state and label of the Retain Veeva Vault status checkbox.

    • Automatic clearing of the Retain Veeva Vault status checkbox when a fragment status matches the Veeva Vault document status mentioned in the configuration. Any document status can be specified in the configuration.

    • Publication of shared fragments.

    7. Check the publication summary and click PUBLISH.

    After initiating publication, you can track its progress with the percentage indicator on the bottom bar. Click it to view all the steps in detail.

When your publication is successfully complete, use the following controls:

  • OPEN IN MY LIBRARY to view your content item details in eWizard Library.

  • SHOW IN VEEVA VAULT to view your content item in Veeva Vault PromoMats as a PDF document.

For the failed publication, click the progress indicator to view the error report under . You can copy and email the error details to eWizard Support for assistance.

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