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Approve Veeva Vault documents in eWizard

Trigger the MLR approval process of the Veeva Vault interactive document in eWizard.

Serhii Morkotun avatar
Written by Serhii Morkotun
Updated over a month ago

The feature is available on demand. Contact the administrator for details.

To streamline the medical, legal, and regulatory approval process of the Veeva Vault interactive document, you can approve the source item in eWizard. It triggers the status sync with the Veeva Vault document.

Prerequisites

Before changing the status of the VVPM interactive document in eWizard, do the following:

  1. Publish your e-Detailer, portfolio e-Detailer, or email to VVPM as a PDF for approval.

    After publication, the PDF material status of the VVPM document appears on the content item Details page.

  2. Publish your content item to Veeva Vault interactive.

e-Detailers and portfolio e-Detailers

When publishing e-Detailers or portfolio e-Detailers, the Approved PDF Document field on the DETAILS step is automatically filled with the related document name. You can manually change the autopopulated value if required. The selected PDF document is then linked to the interactive document in the Related Pieces section of the Relationships tab in VVPM.

Rep-triggered emails

You can select a PDF document in the Approved PDF Document field on the DETAILS step, and on the FRAGMENTS step when the email contains linked fragments. Within emails, fragment-to-PDF document linkage is as follows:

  • For Veeva Vault fragments—the linkage is retained.

  • For Library fragments—the linkage isn't retained.

However, the selected PDF documents aren't linked to the resulting VVPM interactive documents for Library and Veeva Vault fragments until the email is approved in eWizard.

As a result, the Interactive document status of the VVPM document appears on the content item Details page.

Contact the administrator to configure the approval of rep-triggered emails containing linked fragments with the following missing metadata:

  • PDF material status / Interactive document status—for fragments from My library and Shared with me spaces published to Veeva Vault PromoMats. This metadata is added to the Details pages of the fragments upon the email approval.

  • Publication-related metadata—for Veeva Vault fragments.

After the publication is complete, you can use the following controls:

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

  • VIEW TO APPROVE to open your content item in eWizard Viewer for approval.

The View to approve option for examining your content item in Viewer and approving it's also available in the more menu of the content item in Editor, on its Details page, and from the content item card in Library.

Approve in eWizard

To change the VVPM interactive document status to Approved, ensure the related PDF document is approved in VVPM.

Once you start the approval process from Publisher or with the View to approve more option, eWizard Viewer opens in a new browser tab.

  1. In Viewer, click APPROVE if the content item you're viewing meets all the requirements.

Rep-triggered emails and email fragments

If the email contains tokens, they're replaced with the mapped values in Viewer.

The linked email fragments are highlighted with blue frames, labeled with FRAGMENT and the fragment name in the upper-right corner of the layout. They're approved along with the email.

2. In the Approve interactive document pop-up, click APPROVE.

Rep-triggered emails and email fragments

eWizard checks the presence of the related PDF documents in Veeva Vault PromoMats and verifies their status. If the related PDF documents are approved in Veeva Vault PromoMats, they are automatically linked to the interactive document in the Related Pieces section of the Relationships tab.

e-Detailers and portfolio e-Detailers

In Veeva Vault PromoMats, the e-Detailer-related document is approved after:

  • Slide-related documents.

  • Documents added within the Related Shared Resource section on the RELATIONSHIPS tab.

When the content item doesn't meet the requirements, you can open it in eWizard Editor with the REJECT button in this popup.

If the content item is shared for collaboration, the last user publishing it to Veeva Vault interactive can approve the content item.

After the approval process is complete, an email notification is sent to:

  • The reviewer and the collaborators, if any, with the link to the approved interactive document.

  • The reviewer with the link to the unapproved PDF document if the eWizard item is approved.

Content item details

After the item publication, click OPEN IN MY LIBRARY to open the content item Details page. Here, you can check the following metadata and related Veeva Vault document statuses:

  • PDF material status displays the status of the Veeva Vault PDF document. To sync the statuses of the eWizard item and the related Veeva Vault documents, use the button.

The button appears after you publish the content item to Veeva Vault PromoMats as PDF for approval.

Rep-triggered emails

If the email contains linked fragments, after the item publication to Veeva Vault PromoMats as a PDF for approval:

  • PDF material status appears on the Details pages of the email and linked fragments from the My library and Shared with me spaces.

  • The button appears only on the email Details page. You can use this button to sync the statuses of the email and linked email fragments with the related VVPM documents.

Portfolio e-Detailers

If the portfolio e-Detailer is created with the merge-existing scenario, PDF material status and the button appear only on the Details page of the portfolio e-Detailer after it's published to VVPM as a PDF for approval.

  • Interactive document status displays the status of the VVPM interactive document. On the PUBLICATIONS tab, you can find the INTERACTIVE APPROVAL STATUS column with the eWizard item status.

Rep-triggered emails

If the email contains linked fragments, the INTERACTIVE APPROVAL STATUS column and Interactive document status appear on the Details pages of the email and its linked fragments from the My library and Shared with me spaces after the email is published to Veeva Vault interactive.

Portfolio e-Detailers

If the portfolio e-Detailer is created with the merge-existing scenario, INTERACTIVE APPROVAL STATUS column and Interactive document status appear only on the Details page of the portfolio e-Detailer after it's published to Veeva Vault interactive.

A reviewer can set the following statuses to content items:

  • PENDING APPROVAL—the content item is under review

  • APPROVED—the reviewer has approved the content item

Send test email

In Viewer, you can send a test email to ensure that the layout, images, text, tokens, formatting, and styling display correctly across different email clients and devices.

The linked email fragments aren't displayed in the test email.

To send a test email:

  1. Open your email in Viewer for approval.

  2. Click the SEND TEST EMAIL button.

    You can also run the Send test email option from Library and Editor.

  3. In the Send test email pop-up, set the subject, teaser, and recipients of your email.

    To receive the test email with the matching values of the tokens, select the Replace tokens with mapped values checkbox in the pop-up.

  4. Click SEND.

As a result, the recipients receive the test email containing the tokens replaced with mapped values.

Additional scenarios

Publication to Veeva Vault as interactive before PDF

To approve your content item in eWizard, publish it as a PDF if you initially sent it to VVPM as interactive. After that, republish it as interactive.

The PDF document isn't approved in VVPM

If the content item is approved before the PDF document, click on the Details page once the PDF document is approved in VVPM. It triggers the approval process for the interactive document in eWizard.

The e-Detailer slide or linked document isn't approved in VVPM

If any document in the Related Shared Resource section of the RELATIONSHIPS tab or any slide-related document isn't approved in VVPM, the eWizard team is automatically notified, and you receive an email with a link to track the issue status.

Documents are deleted in VVPM

When a PDF or interactive document is deleted in VVPM, the following changes occur on the Details page in eWizard:

  • Statuses of the PDF and interactive documents disappear after you click on the Details page.

  • The button disappears for the PDF document.

  • The INTERACTIVE APPROVAL STATUS column is no longer available for the interactive document on the PUBLICATIONS tab.

After the content item republishing to VVPM as a PDF or interactive, all statuses and metadata reappear on the Details page.

Status mismatch between eWizard email with linked fragments and related Veeva Vault interactive document

If the VVPM interactive document isn't approved once the eWizard source item is, approve the PDF documents related to the linked fragments in Veeva Vault and click on the email Details page.

Publication of a linked email fragment to VVPM as PDF after interactive

When you approve the email with the linked fragment published as PDF after the item has been published as interactive, the statuses of the PDF and interactive documents disappear. Approve the PDF document related to the email fragment in Veeva Vault first and then republish the email as interactive.

Retaining the link between a Veeva Vault fragment and its related PDF document within a specific email

When you republish the email, the Approved PDF Document field on the FRAGMENTS step is automatically populated with the linked PDF document in the following cases:

  • Before the email is approved in eWizard.

  • After the email is approved in eWizard, if the related PDF has been unlinked from a Veeva Vault fragment in the target system.

You can select a different PDF document if required.

Linking a different or updated PDF to a Veeva Vault fragment with the linked related document

Upon selecting a different or updated PDF in the Approved PDF Document field on the FRAGMENTS step, the existing document linked to the Veeva Vault fragment is automatically removed after the email approval. The newly selected document appears in the Related Pieces section on the Relationships tab in VVPM.

Approving the outdated email with linked fragments

When you approve the content item in eWizard and the Outdated version pop-up appears, the following changes may occur in the related Veeva Vault interactive document:

  • A linked email fragment version changes.

  • A fragment is unlinked.

  • A new fragment is linked.

Republish the latest email version to VVPM as PDF and interactive to approve the source item in eWizard.

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