What is Shaman Hub?

Reusing content within your organization can be hugely beneficial in terms of saving time, costs, and increasing the positive impact of the most engaging email designs created within your organization. With Shaman Hub, sharing content from a global to local level, or a local to local level has never been easier (or quicker!).

Shaman Hub will only show you content which is approved or staged in Veeva Vault, meaning that expired content is kept safely out of reach. In addition, when content is duplicated from Shaman Hub, not only is the email design copied, but also the connection to the original MLR document in Veeva Vault. This ensures that the key approval information such as the intended audience or method of distribution do not get lost in the localization process.

In this article we will take a closer look at how you can search for content in Shaman Hub, how you can save it to your local list of email content to personalize as you please and very importantly - how you can share your best email content to Shaman Hub to inspire your colleagues and contribute to the overall success of your organization!

You may also want to check out this article which gives a quick summary of common scenarios and frequently asked questions that might arise when using Shaman Hub.

Where can I find Shaman Hub?

Shaman Hub is currently available in the approved email builder (stay tuned for Shaman Hub in the CLM builder!). So, to find Shaman Hub from your Shaman homepage, first click “Approved email”.

From the Email builder overview, click the “Shaman Hub” tab.

Good to know!

Your hub name is unique to your organization, so in your account you will see “your organization name - Hub”.

When you arrive at your hub page, you will see some search filters on the left hand side, a list of content that has already been shared on your hub, as well as a search bar at the top of your screen to type keywords to help you find the right content for you. Let's take a closer look.

Search filters on the left:

Source: Global and local - You can choose to search for content that has been created at a global, or local level by clicking to select the corresponding filter.
Brand: Perhaps you are working on a specific brand team, and would like to find content relating to this specific brand. If so, this is the search filter for you.
Original language: you can search for content which has been created in your local language or in other languages.
Country: you can search for content created by a specific country using this filter.
Type: You can use the filters “Email template”, “Email fragment” and “Template fragment” to only search for content relevant to the content you are creating.

(For a recap on working with email templates and email fragments click here, and for template fragments click here).

Good to know!

If you do not see a value in the list of filters, eg. a brand or a country, it is most likely that content for this brand or country has not yet been shared on the hub, but don´t hesitate to contact your Shaman Customer Success Manager or the Shaman Support Team (support@getshaman.com) for more information.

Search bar at the top: Simply start typing any keywords to find content relevant to your email campaign.

List of content shared on the hub: Here you can see all content currently available on your hub, sorted based on relevancy. Let’s take a look at the information you can see in this email overview.

Title: The title of the email content
Local or Global: Whether it has been created at a global or local level.
Subject line: (in case of email templates)
Summary: An AI generated summary of the contents of the email content (in English)
Created by: The name and franchise of the colleague who created this content
Likes: How many people have “liked” the email content
Duplicates: How many people have duplicated the content to their local work area
Date added: The date the content was added
Expiry date: The date this content will expire (in Shaman Hub)

How does it work?

To take a closer look at email content presented in the email overview page, simply click anywhere within the email details shown.

You will be redirected to a page where you can preview the email content in both Desktop and responsive formats (on the left hand side of your screen).

On the right hand side you will see a “Duplicate email” section. If you like what you see in the preview, you can complete the details in the “Update details and duplicate to your accounts” section.

Account: Select the account where you wish to copy this email content to.

Name: Add a new name or title to your email content

Brand: You can choose to keep the inherited brand assigned to your email content, or you can click “Update” to change it to a different brand.

Language: Select the language you wish to use in your email content. If it´s different from the language in the original content, don´t worry we´ve got you! Shaman will automatically translate this to the language you have selected.

Once you have set these details, click “Duplicate”.

You will be redirected to the email overview page which you are likely to be very familiar with by now. Here, you can complete all the essential information of your email content to be synced correctly in Veeva Vault. (You can take a look at this article to revise this part of creating email content in Shaman.)

Click “Design” to start personalizing the design of the email content you have copied.

Good to know!

If you wish to use “MagicCopy” in email content copied from the Hub, it requires just a couple of additional steps. Take a look at this article to find out more.

Once in the Design section, you can start adding content or updating the existing content as you wish.

Good to know!

As part of the Brand design system implemented by Shaman, any new content elements added by you will inherit your brand identity colours, fonts and padding requirements.

If you select another language in the duplication step, Shaman will automatically translate the email to the selected language, using AI translation. Make sure that the translation result is reviewed carefully.

If you have any doubts and want to check the original text, simply click “Show original email”.

To review any steps about adding content to your email content, please click here, or how to export your email content from Shaman, please click here.

How can I contribute to Shaman Hub?

Sharing your email content on Shaman Hub could not be easier.

Once you are ready to export your content to Veeva Vault, you just need to select the "Export" tab into your email template, email fragment or template fragment.

At the top of your export options, you will see the following criteria that you can select to share with your colleagues, based on:

Brand: You can choose to only share with colleagues working with the same brand as you
Countries: You can choose to only share content with specific countries
Therapeutic Area: You can choose to only share content with users working in similar therapeutic area to you, for example: Neurology, Cardiology, etc.
And importantly: “Share with other users” toggle. This needs to be enabled to share content with your colleagues.

If you do not want to share your email content to Shaman Hub, be sure to deactivate this toggle to prevent your email content from being shared.

On clicking export to Veeva Vault, your content will also be shared to your Shaman Hub.

If you have any questions or doubts about Shaman Hub, we highly recommend that you also take a look at the second part of this article: Common scenarios and frequently asked questions, or contact our Support Team (support@getshaman.com).