In this article:
An introduction to the export options available in Shaman
After creating email templates and fragments in Shaman, the next step is to export them for approval, review, or distribution. In this article, we take a look at each of the export options available and review how these will fit into your workflow process.
Good to know!
The export options available in your account depend on your account configuration. In this article, we will review all the options that exist in Shaman, but it is possible that only a selection of these are available in your account.
If you have any doubts or would like to find out more about any of these options, please contact us at support (using the green chat bubble or email us support@getshaman.com).
From the Test tab: send a test email
Exporting with the “test email” option allows you to test your email content, providing a true copy of the email that the field force will send to HCPs. This option is different from the PDF file in the sense that it will be a fully responsive email containing all the content elements.
Before syncing email templates and fragments to Veeva Vault and making them available for your field force, you can export them first to your email as an HTML email to test them.
Good to know!
Veeva tokens will remain in their “raw” form, as the information is populated from your CRM and will only be visible when tested from test or live CRM.
From the MLR tab: export as a PDF document
A PDF file of an email template or fragment is a necessary part of most approval processes. Using Shaman, you can quickly and easily export a PDF file of your email templates and fragments.
With the PDF document export option, you can also decide whether to:
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
Include selected email fragments: if you are working with an email template, you will have the option to include the email fragments you have linked to the email template in the PDF export from Shaman.
Include selected template fragment: if you are working with an email template, you will have the option to include the template fragment you have linked to the email template in the PDF export from Shaman.
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.
Good to know!
It is now possible to download a PDF file of your email content directly in your browser window.
Direct download: PDF File
NB: This feature can be enabled per account upon request.
You can now download a PDF file of approved email content, without the need to export from Shaman to your email. Simply click the "Download" button in the section "Export as PDF document in the MLR tab.
From the Export tab: Export to Vault
Once you have created your email content and received approval (through your in-house approval process), you are ready to sync it from Shaman to Veeva Vault to make it available for the field force to use.
Shaman makes this part of the process extremely easy, you just need to complete obligatory Veeva information in the email details page (you can take a look at this article for further information) and then use the option to "Export to Vault" in the "Export" tab.
From the Export tab: export HTML package per email
Using this option you can export the zip file of an email template or fragment containing all the assets of your email (for example, images) as well as the index.html file.
Reviewing the workflow process
To help illustrate how each export option fits into your workflow process, we will use an example of multiple email fragments with an email template.
Create: the email template in Shaman
Create: the email fragments in Shaman
Approve: export PDFs separately for all email fragments and template for approval
Prepare: Add email fragments to the email template in Shaman
Test: export template (including email fragments) as HTML email to your inbox
Sync: Sync your email fragments separately to Veeva Vault
Sync: Sync your email template with the email fragments added to Veeva Vault ((you can create MLR documents in Shaman to sync email fragments and templates straight to staged in Veeva Vault, take a look at this article for more information).
Good to know!
If you have updated email content in Shaman, to communicate these changes to Veeva Vault, you need to sync again to Veeva Vault after making the changes.
After completing these steps in Shaman, the next steps to make email content available for your field force to use occur in Veeva Vault. Take a look at this article to find out more.