# Configuring the RIM-PromoMats Connection Organizations using both a RIM Vault and a PromoMats Vault can utilize the Spark messaging framework to create a standard Vault to Vault connection. This connection transfers _Application_, _Submission_, _Compliance Package_, _Product_, _Indication_, and _Registration_ information across Vaults and automates the creation and updating of CrossLink documents .
## RIM-PromoMats Connection Components The following components support the standard RIM-PromoMats Connection. ### Connections The following _Connection_ records are available from **Admin > Connections**: * _RIM to PromoMats Connection_ (`promomats_to_rim__v`) is available in your PromoMats Vault * _RIM to PromoMats Connection_ (`rim_to_promomats_connection__v`) is available in your RIM Vault You will still need to establish the Vault to Vault connection before you can use it.
### Integration & Integration Points The _Integration_ and _Integration Point_ objects enable Vault to manage the message queues and define what documents and data the connection maps from one Vault to another. These records are read-only and used by Vault to manage the connection and track any connection errors. You may need to activate individual _Integration_ records as needed for your Vault configuration. In your RIM Vault, the _RIM to PromoMats Connection_ record includes the following default _Integration_ records with standard _Integration Point_ records: * _PromoMats Compliance Package Integration_ * _PromoMats Compliance Package Inbound Integration Point_ * _RIM Submission Outbound Integration Point_ * _Submission Management of Compliance Package_ * _PromoMats Compliance Package Documents Inbound Integration Point_ * _PromoMats Contact Integration_ * _PromoMats Contact Inbound Integration Point_ * _RIM Application Integration_ * _RIM Application Outbound Integration Point_ * _RIM Applicant Outbound Integration Point_ * _RIM to PromoMats Document Integration_ * _RIM to PromoMats Document Outbound Integration Point_ * _Product Hierarchy Integration_ * _Product Family Outbound Integration Point_ * _Product Outbound Integration Point_ * _Product Family Product Outbound Integration Point_ * _Product Variant Outbound Integration Point_ * _Product Component Outbound Integration Point_ * _Packaging Outbound Integration Point_ * _Therapeutic Indication Integration_ * _Therapeutic Indication Outbound Integration Point_ * _Brand Integration_ * _Brand Inbound Integration Point_ * _Registration Integration_ * _Registration Outbound Integration Point_ * _Registered Brand Outbound Integration Point_ * _Registered Package Product Outbound Integration Point_ * _Registered Indication Outbound Integration Point_ In your PromoMats Vault, the _RIM to PromoMats Connection_ record includes the following default _Integration_ records with standard _Integration Point_ records: * _PromoMats Compliance Package Integration_ * _PromoMats Compliance Package Outbound Integration Point_ * _PromoMats Submission Outbound Integration Point_ * _RIM Submission Inbound Integration Point_ * _PromoMats Contact Integration_ * _PromoMats Contact Outbound Integration Point_ * _RIM Application Integration_ * _RIM Application Inbound Integration Point_ * _Product Hierarchy Integration_ * _Product Family Inbound Integration Point_ * _Product Inbound Integration Point_ * _Product Family Product Inbound Integration Point_ * _Product Variant Inbound Integration Point_ * _Product Component Inbound Integration Point_ * _Packaging Inbound Integration Point_ * _Indication Integration_ * _Indication Inbound Integration Point_ * _Brand Integration_ * _Brand Outbound Integration Point_ * _Registration Integration_ * _Registration Inbound Integration Point_ * _Registered Brand Inbound Integration Point_ * _Registered Package Product Inbound Integration Point_ * _Registered Indication Inbound Integration Point_ ### Integration Rules To support the RIM to PromoMats connection, it may be necessary to transform data from the source Vault's data model to fit within the target Vault's data model. You can use Integration Rules to incorporate configurable rules for mapping object and document fields between two Vaults. #### Integration Rules for Integrated CrossLinks If you are configuring [Integrated CrossLinks][1], verification of existing integration rules is required. See [Configuring Integrated CrossLinks][2] for details. ### Transferred Data & Documents | Object or Documents | Source Vault | Target Vault | | --- | --- | --- | | _Applicant_ | RIM (Vault Submissions) | PromoMats | | _Application_ | RIM (Vault Submissions) | PromoMats | | _Brand_/_Regulatory Text_ | PromoMats | RIM (all applications) | | Documents | RIM (Vault Submissions) | PromoMats | | _Product Hierarchy_ | RIM (all applications) | PromoMats | | _Registration Hierarchy_ | RIM (Vault Registrations) | PromoMats | | _Therapeutic Indication_ | RIM (all applications) | PromoMats | ### Query Object Rules The connection also supports Query Object Rules for the below RIM integration rules. #### RIM Query Object Rules * _Promotional Contact_ (`promotional_contact__v`) * _Compliance Package_ (`compliance_package__v`) * _Compliance Package Documents_ (`compliance_package_documents__v`) #### PromoMats Query Object Rules _RIM to PromoMats Document Integration Rule_ (`rim_doc_ir__v`) ### Queues This feature includes four standard message processing queues : two (2) in your RIM Vault and two (2) in your PromoMats Vault. You can access and manage these queues from **Admin > Connections > Spark Queues**. In your RIM Vault, you have: * _PromoMats to RIM inbound queue_ (`promomats_to_rim_inbound_queue__v`) * _RIM to PromoMats outbound queue_ (`rim_to_promomats_outbound_queue__v`) In your PromoMats Vault, you have: * _RIM to PromoMats inbound queue_ (`rim_to_promomats_inbound_queue__v`) * _PromoMats to RIM outbound queue_ (`promomats_to_rim_outbound_queue__v`) ### User Exception Objects Vault includes the _User Exception Message_ object and its child object, _User Exception Item_, to help you track and resolve any errors that occur with a connection. If either end of your integration can't process an incoming message, Vault creates a _User Exception Message_ record to capture the failure. Vault also creates individual _User Exception Item_ records for each item that failed on the related _Integration Point_ record in the outbound Vault. You can view and manage these messages from **Admin > Connections > User Exception Messages**. If you want specific users or groups to receive notifications when Vault creates _User Exception Message_ records, you must create a custom lifecycle for the _User Exception Message_ object and configure a notification entry action . A _User Exception Message_ means that you need to update your configuration. After you update the configuration, Vault attempts to resolve any errors the next time the connection runs. You can also select the **Rerun Integration** action to run the connection and resolve errors. ### Standard Document Type Groups The following _Document Type Group_ records are available to support this connection: * _RIM to PromoMats Connection_ is available in your PromoMats Vault * _RIM to PromoMats Connection_ is available in your RIM Vault Vault uses these document type groups to determine which document types to send from one Vault to another. When a document belonging to one of these groups enters its _Steady_ state, Vault sends a Spark message to create a CrossLink document in the connected Vault and updates the document fields to reflect changes made to the document in the source Vault. You must also configure a _Document Type_ reference lookup to map the document type in the source Vault to the document type in the target Vault in order for Vault to transfer documents. These groups are inactive by default. #### Standard Document Type Groups for Integrated CrossLinks If you are configuring [Integrated CrossLinks][1], Document Type Group configuration is required. See [Configuring Integrated CrossLinks][2] for details. ## Configuring Your Vaults for the Connection ### Enabling CrossLinks {#enabling-crosslinks} CrossLink documents enable content from one Vault to be used in another Vault within the same domain. In order for the connection to create documents across both your RIM and your PromoMats Vaults, you'll need to enable CrossLinks in both Vaults. You'll also need to enable the **Exclude source document overlays** and **Exclude source document signature pages** settings. You can use Integrated CrossLinks to automate the continual availability of RIM documents in PromoMats as they enter other state types (Superseded, Obsolete), undergo metadata updates, and re-enter the Steady state. This feature also allows users to maintain link annotations in PromoMats. See [Configuring Integrated CrossLinks][2] for details. ### Configuring Reference Lookups {#reference-lookups} Reference lookups are a configuration component referenced by integration rules that allow you to map the value of a field on a target object or document indirectly from a value in the source Vault. When you configure the RIM to PromoMats connection, you need to add reference lookups for controlled fields within the integration scope. We recommend creating CSV mapping files and loading these to your Vault to create reference lookups. For example, in order for Vault to transfer documents from one Vault to the other, you need to create _Document Type_ reference lookups to map the source document types to the target document types. See Creating & Managing SDK Reference Lookups for detailed instructions. #### Reference Lookups for Integrated CrossLinks If you are configuring [Integrated CrossLinks][1], verification of existing reference lookups is required. See [Configuring Integrated CrossLinks][2] for details.
### Reviewing Field Rules {#field-rules} You must review the field rules for each integration rule for the RIM to PromoMats connection. To do so, navigate to **Admin > Connections > Integration Rules**, select an integration rule, and click **Field Rules**. Ensure that: * A field rule exists for each required field on the target object or document * All field defaults for the integration rule are using the RIM UUID value ### Generating Global IDs {#global-id} The RIM to PromoMats connection relies on _Global IDs_ to populate the **Link** field in the target Vault. If a record was last updated before the 19R3 release, the _Global ID_ field may not be populated. If a record is missing the _Global ID_, contact Veeva Support and request that they generate Global ID values. To avoid duplicate records, you must ensure that the **Link** field on existing records is populated with the **Global ID** from the source Vault. For example, when working with the AdPromo Submission Management feature, the _Contact_ object is created in RIM as part of the integration. Therefore, any existing _Promotional Labeling and Advertising Contacts_ must be reviewed and updated as needed. To update existing records: 1. In your PromoMats Vault, navigate to the related record for the **Contact**. 2. Copy the **Global ID** value. 3. In your RIM Vault, navigate to the **Contact**. 4. Click **Edit** and enter the _Global ID_ into the **Link** field. 5. Click **Save**. 6. Repeat steps 1-5 for all contacts that exist in both Vaults. ### Last Successful Run Field {#last-successful-run} On every inbound _Integration_ record, the _Last Successful Run_ field captures the date and time that the integration last ran with no errors. Vault uses this date to query changes since the integration's last successful run. You can use the _Last Successful Run_ field in the following ways: * If you don't want Vault to transfer existing object records or existing _Steady_ state documents as CrossLink documents, set this field to the date and time when you will activate the connection. * If you need to rerun every _Integration Point_ within the _Integration_ record, you can clear the _Last Successful Run_ field. The next time an action in either Vault triggers the connection, Vault will re-process all documents or object records within the scope of that integration point. When activating a RIM to PromoMats Connection, set the _Last Successful Run_ field on each active _Integration_ to the date and time that you want transfers to start. If you do not set a value on the _Last Successful Run_ field, Vault will transfer all relevant records and documents. ## Configuring RIM for the AdPromo Submission Management Connection
At a high level, you must complete the following steps in your RIM Vault to enable the standard connection for AdPromo Submission Management: 1. Verify that the **Match Documents to EDL Items** job is active . 2. Ensure that Content Plans are configured. 3. Ensure RIM UUIDs exist for controlled vocabularies. See details about this step below. 4. Navigate to **Admin > Configuration > Objects > Submission > Object Types**. Add the **Related Compliance Package ID** field to each object type listed. 5. Navigate to **Admin > Configuration > Objects > Content Plan > Object Types**. Add the **Match Documents** field to each object type . 6. Edit the **Promotional Materials** document type and fields. See details about this step below. 7. Update the _Content Plan_ and _Content Plan Item_ object lifecycles.Please reach out to your Managed Services representative to learn more about this step. 8. Modify the **Content Plan Template Constraints**. See details about this step below.
### RIM UUIDs for Controlled Vocabularies {#uuids} Veeva provides standard values for many _Controlled Vocabularies_. To identify these values, Vault assigns a RIM UUID value to each _Controlled Vocabulary_ record provided by Veeva. The RIM to PromoMats Connection requires that RIM UUID values are correctly configured. If you do not have RIM UUID values for _Controlled Vocabulary_ records, please contact Support. ### Editing the Promotional Materials Document Type and Fields {#document-type-fields} Document types must be aligned with the _Content Plan Template_ to ensure documents are only matched once. To align the document types with the _Content Plan Template_, you must configure document types as follows: 1. Add the **Promotional Material Document Type** field to the **Regulatory > Promotional Materials** document type. 2. Add the **Annotated Label** type under the **Regulatory > Promotional Materials** document type. 3. Add the **Annotated Material** type under the **Regulatory > Promotional Materials** document type. 4. Add the **Annotated Reference** type under the **Regulatory > Promotional Materials** document type. 5. Add the **Clean Material** under the **Regulatory > Promotional Materials** document type. ### Modifying Content Plan Template Constraints {#content-plan-template-constraints} As part of the configuration, you must review any content plan template constraints for Promotional Material submissions. When the connection is used, after documents are matched, all content plan items and sections without a matched document are inactive. Vault does not activate the items. ### Reviewing Applicant and Application Records As part of the configuration process of the AdPromo Submission Management feature, you must update the _Applicant_ and _Application_ records in your PromoMats Vault. When using the RIM to PromoMats Vault Connection to submit your compliance package to the FDA, Vault must use the _Applicant_ and _Application_ records linked by the connection. If your RIM and PromoMats Vaults have matching _Applicant_ or _Application_ records that were created previously, you must copy the _Global ID_ from the record in RIM and add it to the _Link_ field in PromoMats. This ensures that the records match in both Vaults. If there are any _Applicant_ or _Application_ records in your PromoMats Vault without an equivalent in your RIM Vault, you must avoid including these records in compliance packages used with the connection. 1. In your RIM Vault, navigate to the related record for the **Application** and **Applicant** or **Organization**. 2. Copy the **Global ID** value. 3. In your PromoMats Vault, navigate to the **Application** and **Applicant**. 4. Click **Edit** and enter the Global ID into the **Link** field. 5. Click **Save** ## Configuring PromoMats for the AdPromo Submission Management Connection Please reach out to your Managed Services representative to learn more about the specific configuration steps required for enabling the automated AdPromo Submission Management feature. At a high level, you must complete the following steps in your PromoMats Vault to enable the standard AdPromo Submission Management connection: 1. Enable eCTD Compliance Package generation. See Configuring the eCTD Compliance Package. 2. Update the necessary document fields. See [details about this step][4] below. 3. Add the **RIM to PromoMats Connection** document type group. See [details about this step][5] below. 4. Update the **Submission Ready Lifecycle**. See [details about this step][6] below. 5. Make the _Product Type_ field on the _Product_ object required. We recommend configuring a default value for this field. ### Updating Document Fields {#updating-document-fields} As part of the configuration, you must add document fields to several document types: 1. Navigate to **Admin > Configuration > Document Fields**. 2. Click **Health Authority Form**. 3. Add the following fields: * _Application_ * _Primary Submission_ * _Actual Submitted Date_ * _Submission Notes_ 4. Click **eCTD Submission Ready Documents**. 5. Add the fields from step 3. 6. Click **eCTD Submission Ready Documents > Submission Ready Copies > Annotated Label**. 7. Add the following fields: * _Material Type_ * _Professional/Consumer_ * _Promotional Material Document Type_ * _Promotional Material Document Number_ 8. Click **Annotated Reference** and add the fields from step 7. 9. Click **Annotated Material** and add the fields from step 7. 10. Click **Clean Material** and add the fields from step 7. ### Adding a Document Type Group {#document-type-group} You must add the _RIM to PromoMats Connection_ document type group to the _eCTD Submission Ready Documents_ and _Health Authority Form_ document types. If you plan to include any additional document types in the binder, you must also add the _RIM to PromoMats Connection_ document type group to these types. ### Updating the Submission Ready Lifecycle {#updating-lifecycle} As part of the configuration process, you must update the _Submission Ready Lifecycle_: 1. Navigate to **Admin > Configuration > Document Lifecycles**. 2. Select the **Submission Ready Lifecycle**. 3. Click the **States** tab, then click **Submission Ready**. 4. Click **Entry Actions**, then click **Edit**. 5. Select **Perform with Conditions**. 6. Add the following entry action: _If_ **Binder** _equals Yes,_ **Send Health Authority Ready State spark**. 7. Click **Save**. 8. Select **Entry Criteria**, then click **Edit**. 9. Select **Create Rule**, then add entry criteria such that Vault should **Always** validate that the **Application** field **is not blank**. 10. Click **Save**. ## Configuring the Product Transfer Feature Please reach out to your Managed Services representative to learn more about the specific configuration steps required for enabling the automated transfer of product data between vaults. ## Configuring Integrated CrossLinks {#configuring-integrated-crosslinks} You can automate the continual availability of RIM documents in PromoMats as they enter other state types (Superseded, Obsolete), undergo metadata updates, and re-enter the Steady state. See About Document Creation & Integrated CrossLinks for further details. These instructions assume: * You've already established the Vault to Vault connection , and enabled CrossLinks in both Vaults (**Admin > Settings > General Settings**). * Impacted documents' lifecycles in both Vaults are configured to set a new major version in the Steady state. See [Integrated CrossLink Limitations][3] for details and other considerations.
### Configuring PromoMats for Integrated CrossLinks To configure your PromoMats Vault for Integrated CrossLinks: 1. Navigate to **Admin > Connections > Connections**. Review the `document_type__sys` Reference Lookup and confirm the **Source Key** and **Target Key** values reference the appropriate document types in each Vault. The **Source Key** values are the document types coming from RIM, and the **Target Key** is the PromoMats document type that the CrossLink should be mapped to. 2. Navigate to **Admin > Connections > Integration Rules**. Review the `rim_document__v` Integration Rule and confirm that any required or desired fields on the target document have an appropriate field rule to map or default the field. If there is no standard field rule, you must create one . 3. In the document lifecycle for each target document type, define or confirm the following state types are mapped as expected for CrossLinking: * Steady State * Superseded State * Obsolete State 4. Navigate to **Admin > Connections** and select the **RIM to PromoMats** connection. In the **Integrations** section, select **RIM to PromoMats Document Integration**. Update the record's **Status** to **Active**, then confirm the integration point record under **Integration Points - Inbound** is also set to Active. ### Configuring RIM for Integrated CrossLinks To configure your RIM Vault for Integrated CrossLinks: 1. For each document type to be transferred to PromoMats, add the RIM-PromoMats _Document Type Group_. 2. In the document lifecycle for each target document type, define or confirm the following state types are mapped as expected for CrossLinking: * Steady State * Superseded State * Obsolete State 3. Navigate to **Admin > Connections** and select the **RIM to PromoMats** connection. In the **Integrations** section, select **RIM to PromoMats Document Integration**. Update the record's **Status** to **Active**, then confirm the integration point record under **Integration Points - Outbound** is also set to Active. ## Connection Limitations * Updates done to the Compliance Package in the _Revise & Resubmit_ state are not fully extensible and may not trigger updates in RIM. If updates are required to the Compliance Package or its documents, it is recommended that the package is rebuilt. * For CrossLinks created in RIM from the PromoMats Compliance Package via the AdPromo Submission Management Connection, updates to documents while the compliance package is in _Revise & Resubmit_ are not reflected in RIM. See Standard Vault to Vault Connection Limitations for a list of limitations that impact your RIM to PromoMats connection. ### Integrated CrossLink Limitations {#integrated-crosslink-limitations} * After this feature is configured, the connection only initiates document and metadata transfer once the RIM document reaches its next Steady state. For example, if RIM document v2.0 is updated to Steady state v3.0, only v3.0 is transferred to PromoMats. The PromoMats CrossLink version history begins at v3.0, and any subsequent Steady state versions (4.0 and later) are properly reflected. * When the connection creates CrossLinked documents in PromoMats, it retains the same version number defined on the source document. For example, if the RIM document is in its Steady state at v1.1, Vault creates the PromoMats CrossLink v1.1 and takes no further action if the RIM document is subsequently updated. To avoid this, you must at minimum configure the lifecycle with a _Set new major version_ entry action in the Steady state. ## Related Permissions You need a _System Admin_ security profile as well as the following permissions to set up the standard RIM to PromoMats connection: | Type | Permission Label | Controls | | --- | --- | --- | | Security Profile | Admin: Application: Manage Connections | Ability to set up the RIM to PromoMats standard connection | | Security Profile | Object: User Exception Item, User Exception Message: Read | Ability to see _User Exception Item_ and _User Exception Message_ records if a connection failure occurs | [1]: #about-default-crosslink-behavior-and-integrated-crosslinks [2]: #configuring-integrated-crosslinks [3]: #integrated-crosslink-limitations [4]: #updating-document-fields [5]: #document-type-group [6]: #updating-lifecycle