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Related piece is a type of Veeva-hosted document that allows you to attach a file to approved email content. This file could be a PDF, PPT, or video file.

By adding a Veeva token for Related Piece {{PieceLink}} to an email template or fragment in Shaman, you can link the email content to a related piece document that is hosted in the Veeva Vault Cloud. You can allow the recipient to view or download the document - whilst ensuring that only the latest approved version of the document is accessible.

We have added some extra features to Shaman to help you make the most out of this feature. You can either attach an existing document from your Veeva Vault or create a new Related Piece Document directly to your Vault through Shaman.

From the email details page (where you fill out the required Veeva information for your email template or fragment), click on the section called “Documents” from the menu on the left hand side.

Click the button “Select existing” in order to select an existing file.

You will then see a list of documents available for use. If your document is not visible in the list, you can click “Update” to connect via an integration user or your own Vault credentials in order to update the list with the latest available materials from your Veeva Vault.

Select the Related Piece document you need (by clicking on the small circle to the left of the document name and preview) and click ‘Select’ to save the changes.

Now that you have created a relationship in Veeva Vault between the email document and the related piece document. The last step is to add the related piece token to your approved email. You can add the link of a related piece to the URL of a button, an image, or a text link.

After adding one of these content elements to the body of the email template or fragment, in the menu on the right-hand side, there is a section called “Actions”. Here, click “Special Links” to reveal some additional action options. Select “Document Links” in the dropdown menu, followed by “Related Piece”. You will see that the action field has been automatically populated with {{PieceLink}} in the URL field, with default tab settings (open a new tab) below it.

That´s it! You are ready to sync your email content to Veeva Vault. Once the email template or fragment with the link to the document is created in Shaman and exported to Veeva Vault, it can be set to “Staged” (ready for testing).

You can test the email and the link in Sandbox (FULL). The link will point to an online page containing the Vault Viewer, and the recipient can view (and possibly download) the document depending on your settings. You need to approve both documents so this content can be used in the production environment.

From the email details page (where you fill out the required Veeva information for your email template or fragment), click on the section called “Documents” from the menu on the left hand side.

Click the button “Create new”, you will then be directed to a new page where you will need to fill out all of the necessary information such as document name, MLR approval number, and expiry date.

Once all of the fields have been completed, you can upload the Related Document file from your computer using the “File: Upload” button.

Supported file types for related documents are .pdf .pptx .docx .xls and .mp4.

Good to know!

If you want to allow the HCP to download the PDF version of the file you upload (as well as view it), you can click the “Download PDF file” option.

You can also allow the HCP to download the source file (also known as the original file) uploaded, by clicking “Download Source File”.

Once you have completed the Veeva information for the related document as well as uploaded the document file, click “create” to create the document in Shaman and Veeva/OnCore Vault.

Good to know!

Once the Related Piece (Document) is created and exported to Veeva Vault, its status will be “Draft”. This needs to be approved in Veeva Vault to status “Approved for distribution”. If the Related Piece (Document) stays in Draft, even during the testing, when clicking on the link to that document from the email template or fragment, the link will not work.

Now that you have created a relationship in Veeva Vault between the email document and the related piece document. The last step is to add the related piece token to your approved email. This link could be the URL of a button, an image, or a text link. After adding one of these content elements to the body of the email template or fragment, in the menu on the right-hand side, there is a section called “Actions”. Here, click “Special Links” to reveal some additional action options. Select “Document Links” in the dropdown menu, followed by “Related Piece”. You will see that the action field has been automatically populated with {{PieceLink}} in the URL field, with default tab settings (open a new tab) below it.

That´s it! You are ready to sync your email content to Veeva Vault. Once the email template or fragment with the link to the document is created in Shaman and exported to Veeva Vault, it can be set to “Staged” (ready for testing).

You can test the email and the link in the test CRM environment. The link will point to an online page containing the Vault Viewer, and the recipient can view (and possibly download) the document depending on your settings. You need to approve both the email content and the related piece for the content to be used in the production environment.

✅ The related piece token {{PieceLink}} has been added to a link in the desired template or fragment.

✅ The target document exists in Vault with the document type “promotional piece” or “material” and its status is 'Approved for distribution'.

✅ The target document has been added to the related documents section of the template or fragment with the relation type Related Piece.

✅ To test: The Email Template/Fragment having the link to that Document is created in Shaman and exported to Veeva Vault, and has been set to “Staged”

✅ To view the document online: Change the status of the Document in Veeva Vault to: "Approved”

What happens next?

When the end-user sends the email from Veeva CRM, the token will be replaced by a trackable link to the Veeva Vault Viewer, showing the Related Piece Document you created in the first step. The HCP receives the email and clicks the link which opens the document in the Vault Viewer in the browser. The HCP can view the document or play the video. Additionally, you can allow the HCP to download the document.

What documents can I upload?

You can upload a PDF, PPT, or video file.

Can I add multiple documents?

No, the Related Piece feature in Veeva is limited to one document per Email Template or Fragment.

I don't see this feature?

This feature is not added to all Shaman accounts. Please connect with our support team for more information.