Steps to export an email template and fragments

Step-by-step overview for preparing and syncing your content to Veeva

Filip Söderström avatar
Written by Filip Söderström
Updated over a week ago

In this article:


Overview of all steps

With the Shaman Email Editor, you can create HTML email for Veeva Email templates and fragments and directly sync your content to Veeva or OnCore Vault. This article takes you through the process step-by-step. You can read more about the difference between email templates and fragments here.


The workflow

1. Create: the email template

To create a new email template, click on New within the ‘Email templates’ tab of the Shaman Email Editor.

In the next screen, you will be able to add all necessary email details (e.g. related product, subject line, email fragments you wish to add to this template).

A pop up message will appear, prompting you to add a name, Product (Brand) and Language for the new email template.

Good to know!

These details can be edited at a later moment, keep reading to find out how to edit the email details page.

Once you have completed these three fields, click the green "Create" button.

You will then be directed to a page that is known as the email details page. Here, you add all of the necessary information to successfully sync your content to Veeva or OnCore Vault. Check out this article to learn more about how to complete these fields.

Good to know!

In the menu on the left hand side, you will see the section headings of the information that should be completed before syncing to Veeva Vault.

Once you have completed the Veeva information, click the "MagicCopy" tab to proceed to the next step in the email content creation process in Shaman.

From here, you can choose to use MagicCopy (an AI copywriting assistant seamlessly integrated into the Shaman email editor) to generate text for your template fragment. Check out this article to learn more.

You can skip the MagicCopy step and go straight to the HTML editor by clicking the "Design" tab, or the "Skip MagicCopy option" to start creating your email template or fragment.

Before being directed to the email editor, your Design template gallery will appear. Here you will be able to see all available design templates for email fragments (relating to the Product/brand you are working with, and which work area or franchise if applicable).

Simply click on the design template you wish to use to select it, or click "Start without template" to start from a blank canvas.

You will then be redirected to to the HTML editor to start building your email content. You might want to take a look at these articles to give you some inspiration!

Don´t forget to click "save" when you have finished creating your content.


2. Create: the email fragments

To create an email fragment, click on New within the ‘Email fragments’ tab of the Shaman Email Editor.

Now follow the same steps mentioned above: adding email fragment details and creating the email fragment using the email editor.

3. Export: PDFs for approval

Once you have created the email template and fragment(s), you will most likely require the PDF files for both the email template and fragments for approval using your internal approval process. Using Shaman, you can quickly and easily export a PDF file of your email content.

From the email details page of an email template or fragment, click on the “MLR" tab to find the list of export options for a PDF document.

You will see the following options:

  • Compare text to previous version: If you have edited the text in your email and saved the versions separately (you can learn more about email versions here) you also have the option to compare the current version of your email, with any previous different version side by side in a PDF.

  • Include description of key details: activating this option includes additional information (populated from the email details eg. Name, Product, etc) to the beginning of the PDF file.

    By clicking the toggle on the export options page: "Include description of key details", you can control whether the export should contain this additional information (metadata) or not.

Good to know!

If you are exporting an email template, you will see two additional options appear underneath the “PDF file” option: “Include selected email fragments” and “Include selected template fragment”.

In the list of export options you will see “PDF file”. Click the small box next to the PDF file option to select it.

You can click these toggles to enable them to show either email fragments or the selected template fragments in the exported PDF file.

Then, click the “send to Email” button to receive the PDF file to your email address within a few minutes, or click "Download" to download the file directly in your internet browser.

Good to know!

- A PDF file means you will receive a PDF of your email template or fragment.

- PDF file including related fragments means you will receive the email template and the email fragments used.

Repeat these steps for every email template/ fragment.

4. Add email fragments to the email template

Go to the "Overview section" of the approved email template and select the "Fragments" section.

Click "Change fragments" to view a list of email fragments available to use in your email template.

Simply click the email fragments you need to select them. To save your selection, click the green "Confirm" button.

Good to know!

  • Once the fragment is exported from Shaman or synced with Vault, you can add it to an email template in Shaman. If it has not been exported from Shaman, it will not be visible in your list of available email fragments to add.

5. Export: the email fragment(s) to Veeva Vault

To export your email fragments to Veeva Vault, go to the "Export" section of the Email fragment and click "Export to Vault". If you are working with MLR documents and have an MLR document attached to your email content, you can enable the toggle "Set content to staged lifecycle". Check out this article to find out more.

Click "Export to Vault" and you should receive a message saying ‘Export complete’. Your email fragment will now be ready for approval in Veeva Vault (click here for more information on syncing email content to Veeva Vault).

6. Export: the email template to Veeva Vault

To export the email template along with the email fragments to Veeva, go to the "Export" section of the Email template and click "Export to Vault". If you are working with MLR documents and have an MLR document attached to your email content, you can enable the toggle "Set content to staged lifecycle". Check out this article to find out more.

Click export and you should receive a message saying ‘Export complete’. Your email Click "Export to Vault" and you should receive a message saying ‘Export complete’. Your email fragment will now be ready for approval in Veeva Vault (click here for more information on syncing email content to Veeva Vault).

Good to know!

You need to sync your email templates with the selected fragments from Shaman to Veeva Vault to communicate the relationship between them correctly to Veeva Vault. It is not enough just to add them in Shaman, a sync to Veeva Vault needs to happen to communicate these changes.

Make sure to read our short article in which we explain in more detail what email fragments are and how they can be used.

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