1. Prerequisites

Before starting, ensure you have:

• 1. Admin Access to Veeva CRM.
  2. Approved email templates in HTML format.
  3. Access to Veeva Vault (if used for content management).
  4. A clear understanding of compliance requirements for your region.

2. Enable the Approved Email Module

To begin, the Approved Email module must be enabled in Veeva CRM:

1. 1. Navigate to Setup in the Veeva CRM Admin Console.
   2. Locate Multichannel Settings.
   3. Enable the Approved Email functionality by toggling it on.
   4. Set the required fields, such as sender information, compliance tracking, and default settings for email campaigns.

3. Configure the Email Templates

Email templates form the backbone of the Approved Email system. Follow these steps:

a. Upload Templates

1. 1. Go to Vault or the template management section in Veeva CRM.
   2. Upload the approved HTML template.
   3. Ensure the template adheres to Veeva’s guidelines, including dynamic placeholders for personalisation (e.g., {HCP_Name}, {Product_Info}).

b. Assign Metadata

1. 1. Assign metadata to categorise and tag templates (e.g., product name, region).
   2. Set permissions for template access.

c. Test Rendering

1. 1. Test templates on multiple devices to ensure responsive design.
   2. Use Veeva’s preview functionality to verify personalisation placeholders and layouts.

4. Set Up Compliance Tracking

Veeva Approved Emails must comply with industry regulations. Configure compliance tracking as follows:

1. 1. Enable Audit Logs to track email interactions.
   2. Configure the consent management system to ensure that emails are sent only to HCPs who have opted in.
   3. Set expiration dates for templates and content to ensure outdated materials are not used.

5. Configure the Sender Profiles

Approved Emails are sent on behalf of field users or administrators. Set up sender profiles:

1. 1. Navigate to the User Management section in Veeva CRM.
   2. Assign sender profiles to field users.
   3. Link email addresses and sender names to ensure compliance.
   4. Test sending emails from each profile to ensure proper functioning.

6. Integrate with Veeva Vault

If Veeva Vault is used for managing content:

1. 1. Connect Vault with Veeva CRM using the Vault Integration Settings.
   2. Sync approved content from Vault to Veeva CRM.
   3. Test the integration to ensure seamless content updates.

7. Testing and Validation

Before launching your email campaigns, perform the following tests:

1. 1. Functional Testing: Send test emails to internal addresses to validate rendering, personalization, and compliance.
   2. Compliance Testing: Verify that emails are logged and tracked correctly.
   3. User Testing: Ensure field users can easily access and send Approved Emails from their devices.

8. Deployment

Once testing is complete, deploy the Approved Email solution:

1. 1. Train field users on how to send Approved Emails via Veeva CRM.
   2. Launch the email campaigns to targeted HCPs.
   3. Monitor performance metrics such as open rates, click-through rates, and engagement.

9. Monitoring and Optimization

Post-deployment, it’s crucial to monitor the effectiveness of your Approved Email campaigns:

1. 1. Use MyInsights Dashboards to track email performance.
   2. Gather feedback from field users and stakeholders.
   3. Regularly update templates and sender profiles based on performance data and regulatory changes.