Learn about Veeva Vault Integration

This video provides a detailed technical explanation of how to establish continuous document integration from Veeva Vault to external downstream applications. The speaker differentiates this process from a one-time bulk document migration, emphasizing that continuous integration is necessary when documents must be automatically transferred upon reaching a specific, critical milestone, such as the "Approved State" within their life cycle. This mechanism ensures that external systems, which might include other Veeva applications or entirely separate enterprise systems, always receive the latest, finalized versions of regulated content and associated metadata as soon as they are officially approved within Vault.

The core of the continuous integration strategy relies on developing custom code and configuring specific actions within Veeva Vault’s document life cycle management. The process begins with developing custom code designed solely to push the internal document ID (Document ID) to a designated external endpoint. This code must then be packaged as a Veeva Package (VPK) and imported into the Vault environment, where it is deployed as a "Web Action." Once the Web Action is deployed, it is configured within the document life cycle settings. Specifically, under the entry actions for the "Approved State" (or any designated steady state), the Web Action is triggered, ensuring that the document ID is automatically transmitted the moment the document achieves final approval.

The integration flow continues externally via dedicated integration tools, such as Mulesoft or SnapLogic. The external endpoint, which receives the document ID, is configured within Veeva Vault’s Admin Connections section. These integration tools are constantly monitoring the configured endpoint. Upon receiving a document ID, the integration tool uses the internal ID to connect back to Veeva Vault via its backend REST API services. The speaker notes that this connection establishes a session ID, which remains active for 30 minutes, allowing the integration tool to securely extract all necessary details, including the document’s full content and its associated metadata. Once extracted, the integration tool then handles the final step of pushing the complete document package to the designated downstream application, completing the continuous data synchronization loop.

Key Takeaways: • Distinction Between Migration and Integration: One-time bulk migration is suitable for initial data transfers, but continuous integration is required for ongoing synchronization, triggered by specific events like a document reaching a steady, approved state within its life cycle. • Trigger Mechanism via Life Cycle: The integration process is initiated by configuring a Web Action within the entry actions of the target document life cycle state (e.g., "Approved State"), ensuring automated transfer immediately upon status change. • Web Action Development: Custom code must be developed and packaged as a VPK (Veeva Package) to be imported and deployed as a Web Action within Veeva Vault; this code’s sole function is to push the document’s internal ID to a configured external endpoint. • Endpoint Configuration: The external endpoint, which serves as the receiving mechanism for the document ID, must be configured under the Admin Connections section in Veeva Vault, linking the internal action to the external integration tool. • Integration Tool Dependence: External integration tools like Mulesoft or SnapLogic are essential for monitoring the endpoint, receiving the document ID, and executing the subsequent data extraction and transfer steps. • Leveraging REST API Services: Once the document ID is received, the integration tool must connect back to Veeva Vault using the REST API services to authenticate and establish a session ID (active for 30 minutes) necessary for data extraction. • Data Extraction Scope: The integration tool extracts both the document’s content (the file itself) and all associated metadata, ensuring the downstream application receives a complete and contextually rich data package. • Continuous Pull Strategy: The external integration tool operates on a continuous verification loop, constantly checking the configured endpoint for new document IDs, thereby maintaining real-time data flow between Veeva Vault and the downstream system. • Supported Integration Tools: Veeva systems officially supports robust integration tools such as Mulesoft, which are well-suited for handling the complex API interactions and data transformation required for reliable document transfer.

Tools/Resources Mentioned:

• Veeva Vault: The source system for regulated document content.
• Mulesoft: A specific integration tool recommended and supported for connecting to Veeva Vault.
• SnapLogic: Another example of an integration tool capable of providing the necessary endpoint and handling the data flow.
• REST API Services: The standard backend mechanism used by integration tools to connect to Veeva Vault, authenticate, and extract content and metadata.

Key Concepts:

• Web Action: A custom piece of code deployed within Veeva Vault that can be triggered by life cycle events to execute specific tasks, in this case, pushing a document ID to an external system.
• VPK (Veeva Package): The standardized format used to package and import custom code and configurations into Veeva Vault.
• Endpoint: A specific URL or network address configured to receive data (the document ID) from the Veeva Vault Web Action, acting as the bridge to the external integration tool.
• Steady State (Approved State): A defined status within the document life cycle that signifies finality and readiness for external distribution or use, triggering the integration event.
• Session ID: A temporary authentication token generated when an external system connects to Veeva Vault via the REST API, granting access to extract data for a limited time (30 minutes).