Pull Approved Content from Veeva Vault Promomats into Entatio.com

This video provides an in-depth exploration of integrating Veeva Vault PromoMats with Entatio.com to streamline the distribution of regulatory-approved content for life sciences companies. The presenter begins by establishing the critical need for pharmaceutical and biotech firms to share promotional and educational materials, such as prescriber information and sales presentations, with healthcare providers while rigorously adhering to regulatory compliance. The core problem addressed is how to efficiently make content that has undergone Promotional Review Committee (PRC) approval available to an audience, ensuring that only approved and current versions are distributed.

The tutorial then walks through the practical steps of connecting a Veeva Vault instance to Entatio.com. It highlights Veeva Vault's role as a popular regulatory document management system that facilitates the PRC review process for marketing content. By integrating these two platforms, Entatio ensures that any content shared with the healthcare community has been officially reviewed and approved for release. The demonstration includes navigating the Entatio interface to set up vault credentials, browse available content within the vault, and select specific media, such as an "interactive visual aid" (IVA) or "closed-loop marketing presentation," for import.

A significant aspect of the integration is the capability for automated content synchronization. The video details how users can configure Entatio to automatically check for updates to the selected media in Veeva Vault on a scheduled basis (e.g., daily or weekly). This feature ensures that if any changes are approved in Veeva Vault, the distributed content in Entatio is automatically updated, and subscribers (such as healthcare providers) can be notified via email. The presentation concludes by illustrating how the content appears to the end-user and emphasizes the crucial integration with Veeva CRM, which allows life sciences companies to track specific individuals' engagement with the distributed media, thereby providing valuable insights for commercial operations.

Key Takeaways:

• Ensuring Regulatory Compliance in Content Distribution: The video underscores the paramount importance of distributing only Promotional Review Committee (PRC) approved content, especially for life sciences companies sharing sensitive information like prescriber data or sales presentations with healthcare providers. Veeva Vault PromoMats serves as the central hub for this regulatory approval process.
• Streamlined Content Integration from Veeva Vault: Entatio.com offers a direct and user-friendly method to connect to Veeva Vault, enabling life sciences companies to pull approved media assets seamlessly. This integration simplifies the process of making compliant content available to a wider audience.
• Automated Content Synchronization for Accuracy: A key feature demonstrated is the ability to schedule automatic updates, where Entatio periodically checks Veeva Vault for any changes to linked media. This ensures that the content presented to the audience is always the most current, PRC-approved version, minimizing the risk of distributing outdated or non-compliant materials.
• Enhanced Content Management and Organization: Within Entatio, users can create "presentations" or collections of media, allowing for structured organization of content pulled from Veeva Vault. This facilitates easier management and distribution of various interactive visual aids (IVAs) or closed-loop marketing (CLM) presentations.
• Audience Subscription and Notification System: The platform supports a subscription model where healthcare providers or other audience members can subscribe to specific content. Upon any update to the content in Veeva Vault (and subsequent automatic synchronization to Entatio), subscribers receive automated email notifications, keeping them informed of new information.
• Robust Engagement Tracking with Veeva CRM: The integration extends to Veeva CRM, allowing life sciences companies to track individual user engagement with the distributed media. This provides critical data for sales and marketing teams, offering insights into which healthcare professionals are viewing specific content, thereby enhancing commercial operations and sales effectiveness.
• Flexible Content Embedding Options: Approved content can be embedded into external websites, offering flexibility in how it is shared. This can be done with or without a registration screen, catering to different access control requirements and marketing strategies.
• Reference Numbering for Traceability: When content is pulled from Veeva Vault, Entatio retains the original vault reference number. This ensures clear traceability back to the source document in the regulated system, which is crucial for audit trails and compliance verification.
• Optimized Content Marketing and Sharing: By combining a regulatory document management system (Veeva Vault) with a content distribution platform (Entatio) and a CRM system (Veeva CRM), life sciences companies can achieve a more efficient, compliant, and insightful content marketing and sharing ecosystem.

Tools/Resources Mentioned:

• Veeva Vault PromoMats: A regulatory document management system widely used in the pharmaceutical and life sciences industries for managing and approving promotional and marketing content.
• Entatio.com: A content distribution platform demonstrated in the video for sharing and tracking approved media with audiences, particularly within the healthcare community.
• Veeva CRM: A customer relationship management platform, specifically mentioned for its integration with Entatio to track user engagement with distributed content.

Key Concepts:

• Promotional Review Committee (PRC): A critical internal process in life sciences companies where marketing and promotional materials are reviewed by medical, legal, and regulatory teams to ensure compliance with industry regulations and internal policies before public release.
• Interactive Visual Aid (IVA) / Closed-Loop Marketing (CLM) Presentation: Digital sales tools used by pharmaceutical sales representatives during interactions with healthcare professionals. These are often interactive and designed to capture feedback or data, forming a "closed loop" of information.
• PII (Prescriber Information): Personally Identifiable Information related to prescribers (healthcare professionals), which requires careful handling and compliance with data privacy regulations.
• Auto-Update Feature: A mechanism that automatically synchronizes content from a source system (like Veeva Vault) to a distribution platform (like Entatio) whenever changes are made and approved in the source, ensuring content remains current.