Fax from Veeva Vault demo | SMS and Fax Guru | Cloud Maven, Inc.

This video provides a demonstration of an integration solution that facilitates sending electronic faxes (eFaxes) directly using files stored within Veeva Vault, a foundational content management platform for the Life Sciences industry. The integration, offered by Cloud Maven, Inc., focuses on streamlining operational workflows by connecting regulated content storage with necessary external communication channels, specifically within a Salesforce environment. The presenter establishes the context by highlighting Veeva Vault's role in managing content for life sciences and then illustrates how the eFax component can be embedded into standard or custom Salesforce objects.

The core functionality showcased involves accessing the Veeva Vault file library directly from a component placed on a Salesforce record, specifically the Accounts object in this demo. Users are presented with a list of files pulled from Vault, which can be filtered based on specific requirements. This eliminates the manual, multi-step process of downloading a file from Veeva Vault, navigating to a separate fax service, and then manually logging the communication. Instead, the user simply selects the desired, controlled document from the integrated list and clicks the "send eFax" button to initiate transmission.

A significant benefit for companies operating in regulated sectors is the automatic logging and data association capability. The system ensures that all sent eFaxes are securely stored within Salesforce and are automatically linked back to the parent object (the Account). This feature is crucial for maintaining a complete and compliant audit trail, providing immediate proof of communication and content used, which is vital for regulatory reporting and compliance with standards such as HIPAA and GxP. The solution effectively bridges two critical enterprise systems—Veeva Vault for content governance and Salesforce for commercial operations—to create a more efficient and auditable communication process for pharmaceutical and biotech companies.

Key Takeaways:

• Veeva Vault Content Utilization: The integration directly addresses the challenge of leveraging controlled, approved content stored in Veeva Vault for external communication, ensuring that only the correct versions of documents (e.g., medical information responses, regulatory documents) are transmitted.
• Operational Efficiency via System Integration: By embedding the eFax functionality within Salesforce and linking it directly to Veeva Vault, the solution significantly reduces friction in commercial and medical affairs workflows, eliminating manual file handling and reducing the risk of human error.
• Mandatory Audit Trail Creation: All eFaxes sent through the system are automatically stored within the Salesforce record associated with the recipient (e.g., the Account or Contact), providing an immediate, unalterable audit trail necessary for regulatory compliance and internal reporting requirements.
• Flexibility Across Salesforce Objects: Although demonstrated on the Accounts object, the component is designed to be object-agnostic, allowing it to be deployed on any standard or custom Salesforce object, enabling its use across various departments like Clinical Operations, Regulatory Affairs, or Medical Affairs.
• Addressing Legacy Communication Requirements: The solution modernizes the process of sending faxes—a communication method still required by many healthcare providers and regulatory bodies—by digitizing the transmission and integrating it into modern enterprise software stacks.
• Filtered Content Access: The ability to filter and pull specific files from the vast Veeva Vault library directly into the Salesforce interface based on predefined criteria ensures users can quickly locate and utilize the relevant, approved content without extensive searching.
• AppExchange Ecosystem Leverage: The product is available on the Salesforce AppExchange, demonstrating the common pharmaceutical industry strategy of utilizing specialized third-party solutions to enhance core platform capabilities (Veeva and Salesforce) for highly specific, regulated tasks.
• Regulatory Compliance Support: The automatic logging and association features inherently support compliance initiatives (e.g., GxP, 21 CFR Part 11) by ensuring that every communication involving regulated content is documented and traceable within the enterprise system.

Tools/Resources Mentioned:

• Veeva Vault (Content Management Platform)
• Salesforce (CRM/Operational Platform)
• SMS and Fax Guru (AppExchange Integration Product)

Key Concepts:

• Veeva Vault: The industry-standard cloud platform for managing content and data across the pharmaceutical lifecycle, ensuring regulatory compliance and version control.
• eFax: Electronic faxing, which is critical for secure, documented communication in healthcare and life sciences, replacing physical fax machines with digital, auditable transmissions.
• Salesforce Integration: The practice of connecting Salesforce CRM with other enterprise systems (like Veeva Vault) to create unified workflows and comprehensive customer/account records, essential for commercial operations in pharma.
• Life Sciences Content Management: The specialized governance required for managing documents in a highly regulated environment, ensuring content integrity, approval workflows, and adherence to global health authority standards.