Using Veeva Email tokens

Veeva tokens

Veeva tokens is a great way to personalize your RTE. With Merge Tags you can add Veeva tokens to your email content. Veeva tokens allow you to add dynamic information and links to your email.

Every token consists of a code between {{tokenName}} 2 curly brackets. This way, Veeva will recognize it is a token and will process it during prepare/ sending.

Types of tokens

There are several types of tokens:

Personalize: These tokens add specific content from Veeva CRM, mostly related to the account object or user.
Custom: Allow custom input by users, eg dropdown or free text
Documents: Add links to related documents stored in Veeva
Functionality: Add functionality like unsubscribe or Engage related links

You can add tokens to an email template, email fragment and to the subject line.

Below you'll find an overview of common Veeva tokens per type. Note that some of these tokens might not be available in your (Veeva) account. See more about common tokens at Veeva help

We can customize your tokens in your ShamanGo account. Please connect with us.

When can you see the merged tokens?

You can only see a merged example of the tokens in an email once send to Veeva CRM/ Veeva iRep (preview) - or after sending the email to a test email account.

Personalize Tags

These tokens will merge the related field in the CRM. Please check with your IT that this field is available and populated. Do not change these tokens.

Name	Token	Description
Salutation	{{Account.Salutation}}	Could be 'Mr, Mrs'
Full name	{{Account.Name}}	Will be a combined first and last name, eg: 'Clinton Ackerman'
Title	{{accTitle}}	Could be 'Prof', 'Dr'
First name	{{accFname}}	First name, eg: 'Clinton'
Last name	{{accLname}}	Last name, eg: 'Ackerman'
User email	{{userEmailAddress}}	The email address of the sales rep
User name	{{userName}}	Full name of the sales rep
User photo	{{userPhoto}}	A photo of the sales rep

Custom text Tags

These tokens allow the user to select or add custom text. Usually you need to add your preference to the token. Please do not change the syntax.

Name	Token	Description
Picklist with dropdown options	{{customText[option1\|option2]}} You need to change 'option1', 'option2' etc in this token to your preference	You can offer the sales rep to personalise from a dropdown. Options between [ ]. Separate every option with a \|. For Example: {{customText[Good morning\|Good afternoon]}} will give a dropdown to select 'goodmorning' or 'goodafternoon'
Free text	{{customText(inputlengthInt)}} You need to change 'inputlengthInt' with an integer.	This allows the user to add free text. You can maximize the maximum length of the text. Example: {{customText(50)}}, means user can add max 50 characters
Free text with default text	{{customText(Length\|DefaultText)}} You need to change 'Length' with an integer and 'DefaultText' with a text.	This allows the user to add free text, but shows already a default text. Example: {{customText(30\|Dear Sirs)}} means user can add max 30 characters and default text is 'Dear Sirs'.
Custom Rich text	{{customRichText}} You do not change this token.	This token creates a rich text area by 400x300 pixels (default). It enables the user to use bold, italic, and underline text. User can also add bullets and numbers.
Free text (required)	{{customText:Required}} You do not change this token.	Use this token to ensure that the user adds some text before they can send it.
Picklist with tokens	{{customText[##accTitle## ##accFname## ##accLname##, ##accCredentials##\|##accTitle## ##accFname##, ##accCredentials##]}}	Next to a fixed value, you can also create a picklist from dynamic values. In this case you need to replace the { to # for the tokens inside the customText[] token.

As an example, you can start your email with:

{{customText[Cara|Caro]}} {{accFname}} {{accLname}},

This will ask the user to select between 'Cara' or 'Caro' and then populate the firstname and lastname of the account and then add a ','

You could also create this version:

This will provide the following options (for Dr Sarah and Dr Clinton):

Cara Sarah,
Caro Clinton,

Document Tags

You can add links to any document that is available online using a URL. You can also add a link to a document that is managed by Veeva Vault. This document should be approved and the external viewer needs to be enabled. Please contact your IT for more information. To add a link to a document managed by Veeva, add a document token with the Veeva document ID. You will find this DocumentID in the URL when logged in in Vault after /#doc_info/:

Also, you need to relate this document to the email template or fragment in Vault Promomats.

When sending the email the token will be updated to a URL by Veeva. We suggest you use this token as URL of a button or of a hyperlink:

Name	Token	Description
Vault Document Link	{{$VaultDocID}} You need to change 'VaultDocID' with an document number.	Eg: {{$12345}} will change into a URL to view the document 12345. Add as: related document. You can add multiple documents to a template/ fragment.
ISI Document Link	{{ISILink}} You need to change 'ISILink' with the ISI (important safety information) document number.	Eg: {{12345}} will change into a URL to view the document 12345. Add as: ISI document. You can add one ISI document to a template/ fragment.
Related Piece Link	{{PieceLink}} You need to change 'PieceLink' with the related piece number.	Eg: {{12345}} will change into a URL to view the document 12345. Add as: related piece. You can add one related piece to a template/ fragment.
PI Document Link	{{PILink}} You need to change 'PILink' with the PI (product information) document number.	Eg: {{12345}} will change into a URL to view the document 12345. Add as: PI document. You can add one PI documents to a template/ fragment.

Custom text Tags

Name	Token	Description
Free text with default text	{{customText(Length\|DefaultText)}}
Free text	{{customText(inputlengthInt)}}	Example: {{customText(20)}}
Free text (required)	{{customText:Required}}
Dropdown options	{{customText[options]}}	Example: {{customText[Good morning\|Good afternoon]}}
Picklist with tokens	{{customText[##accTitle## ##accFname## ##accLname##, ##accCredentials##\|##accTitle## ##accFname##, ##accCredentials##]}}

Functional Tags

There are even more tokens to add functionality. The most common ones are links related to Engage and the unsubscribe link. The engage tokens usually are used in the Engage invite email, which can have a different email type in Veeva Vault. Do not change these tokens.

Name	Token	Description
Unsubscribe	{{unsubscribe_product_link}}	This link should be in in every email you send. Use as url for hyperlink or button
Template fragment	{{emailTemplateFragment}}	If you have a footer template available you can use this token. Be sure to add this fragment to the email in Veeva Vault!
Meeting link	{{engageLink}}	This is the link that the HCP can use to join the engage meeting
Add to Calendar	{{addToCalendar}}	This is the link that the HCP can click to add the event to their calendar
Time of call	{{parentCallDatetime}}	This token will show the date and time of the planned engage meeting

Using Veeva Email tokens

{{customText[Cara|Caro]}} {{accFname}} {{accLname}},

{{customText[Cara ##accFname##,|Caro ##accLname##,]}}