In this article:
We highly recommend that you take a look at part 1 of this article (if you haven´t already) before continuing. Part 1 contains an introduction to all the export options that we will review here in further detail.
From the Test tab: send a test email
Exporting a "Test email” of your email content using the "Test" tab provides 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.
Good to know!
The HTML email option is only available when exporting email templates. To receive the HTML of an email fragment, you can attach it to an email template (you can take a look at this article for more information on the steps here and then enable the toggle, “Include selected email fragments” when exporting.
Please note that if you want to test the tokens you need to upload your email to Veeva. Otherwise, you will only see the raw tokens.
After you have created an email template and completed the required Veeva information, go to the "test" tab and click the “Send test email” button.
Once the HTML email has been exported, you will be redirected back to the email template or fragment details page. A pop-up notification will appear (in the top right-hand corner) if successfully exported, and you will receive the exported HTML email to your inbox.
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 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”.
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.
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 document to your email address within a few minutes.
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.
Once the PDF document has been exported, you will be redirected back to the email template or fragment details page. A pop-up notification will appear (in the top right-hand corner) if successfully exported, and you will receive the exported PDF document in your email.
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, by simply clicking the "Download" button.
From the Export tab: Export to Vault
When you sync email content from Shaman to Veeva Vault, depending on whether you have created an MLR document (check out this article here for more information) your email content will arrive in either draft or staged status.
In Veeva Vault, email templates and fragments will be categorized as being in one of four “stages”. It is important to know what each stage in Veeva Vault relates to, as the stage determines who can test, view or use this content, and where (eg. in your test CRM, in your live/ production CRM).
Let´s take a look at the stages and what that means for your content.
Draft:
In Shaman: Any content synced from Shaman that does not have an MLR document attached to it, will directly go into draft status. Normally, if your content does not have MLR information attached to it, it will not be possible to advance from the draft stage (this is to prevent any non-approved content from being distributed non-compliantly.)
In Veeva Vault: Content in draft status can still be edited directly in Veeva Vault. For example, you can update viewable renditions and general information linked to your email content.
In CRM: Draft content is not visible in either test or live/production CRM.
Staged:
In Shaman: Content has been synced to Veeva Vault with an MLR document attached to it.
In Veeva Vault: Content in staged status can be made available in the test CRM environment by completing a “push” through the CRM Publishing tab. You should check your in-house rules with using the push to CRM Publishing, but usually, you can push to the full/test environment at any time. Without completing this step, the staged content will not be viewable in the test CRM.
In CRM: Staged content is available to test (usually for content creators) in the full/test CRM environment.
Approved:
In Shaman: Content in approved status in Shaman has been synced to Veeva Vault, and in Veeva Vault it has been manually set to approved.
Good to know!
It is currently not possible to set content directly to approved from Shaman to Veeva Vault, content must be manually approved in Veeva Vault.
In Veeva Vault: The content has been manually approved for use by the field force.
In CRM: Approved content is available for the field force to use.
Superseded:
A temporary status “Superseded” exists when a new version of content has been created (for example, there has been an update to the content made in Shaman, and it has been resynced to Veeva Vault). Once this new version has been approved, the previous version of the content will be “Superseded”, until the newest version has been pushed to CRM Publishing and is showing in live/full environment.
Expired:
In Shaman and Veeva Vault: Content will appear with an expired status to advise users that this content is no longer available for the field force in live/Production CRM.
Good to know!
To revive expired content back to approved or staged, first, the expired content must be duplicated in Shaman, creating a completely new piece of content. The process then starts from the beginning - add MLR information, and sync to Veeva Vault before manually approving in Veeva Vault.
In CRM: Expired content is not available for the field force to use.
Good to know!
If you see the status “Non-Existing” in Shaman, this is because the content has not yet been synced to Veeva Vault.
To export your email content to Veeva or OnCore Vault, click on the "Export" tab.
Then click the "Export to Vault" button.
From the Export tab: export HTML package per email
The HTML package is a zip file of an email template or fragment which contains all the assets of your email (for example, images) as well as the index.html file.
To find this export option, click the "Export" tab and scroll to the "Export package per email" section. Click the toggle next to "HTML package" to activate the "Export per email" button.
After clicking this button, you will receive the Zip file to your email address within a few minutes.
You will receive an email in your inbox with the zip files for your design.
Download the attachment from the email onto your download folder and unzip the folder. On Windows, you will first see the contents of the zip folder and you need to explicitly unzip it once. Repeat these steps for the “Assets" zip folder, which is inside the unzipped folder.
Once the Zip file has been exported, you will be redirected back to the email template or fragment details page.