In this article:
Email templates and fragments can be confusing if you haven't worked with them before. In this article, we take a look at what these types of content are, and how you might use them.
What are an email template and an email fragment?
Email template: this is the body of your email content, the main backbone, and content such as the primary header, primary text, salutations, etc. In an email template, you can add placeholders for email fragments or a template fragment, so that your field force can adapt the fragments within the template to best serve their objectives.
Email fragment: pieces of content displayed in the body of the email. They can be arranged by the user to tailor the email to their needs. Like approved emails, email fragments are stored and managed in Veeva Vault to ensure compliance.
Email fragments give users flexibility and a higher level of customization when composing emails to HCPs.
Fragments can include:
text
images
links
When creating fragments, keep in mind that they can be shared between different products.
You can find the list of available email fragments in your account by clicking the email fragments tab in the email editor.
Fragments (like email templates) can be enhanced with email tokens, allowing reps to personalize their emails further.
Take a look at how to enhance your emails with tokens: Using Veeva tokens.
In an email template, you can set up a minimum and a maximum number of fragments. You can enable and configure this limitation in the properties of the Email fragment block in the HTML editor.
By default the limitation is disabled. If enabled, the minimum or maximum number of fragments the end user can add will be determined by this limitation. As content owner, you can add as many fragments to the template as you like and the end user will see all these options but can only add the minimum or maximum quantity as determined.
When to use these fragment limitations?
Setting a minimal number of fragments (for example to 1) means that the email can not be sent unless the field force selects at least 1 fragment. This will help send out the most accurate and relevant information to the HCPs. If you set the maximum number to 3, the user will not be able to add more than 3 fragments, and therefore will most likely not overwhelm the recipient with unnecessary information.
These limits are set individually and according to your company's needs.
Handy tips when working with fragments and templates
Some extremely handy information when working with email templates and fragments:
Email templates have subject lines, email fragments do not
Fragments need to be exported from Shaman or synced with Vault before being added to an email template.
Once the fragment is exported from Shaman or synced with Vault, you can add it to an email template in Shaman.
Fragments can be product dependent: Product is referring to Brand, and not CRM Product. If the Brand/Product is the same in the template and in all the fragments, you only need to add the fragments to the template and sync it with Veeva or OnCore Vault.
If the template and the fragments have different Products/Brands you need to disable the option Restrict Email fragments to product (check screenshot) and then sync it with Vault.
