Organizations using both a Vault CRM Vault and a PromoMats Vault can utilize the Spark messaging framework to create a standard Vault to Vault connection. This connection transfers documents from PromoMats to Vault CRM. Edits to document fields, new versions, and state changes in PromoMats documents are also reflected in Vault CRM. Streamlining document creation reduces duplicate data and allows Vault documents to have a single source of truth within an organization.

Vault CRM to PromoMats Vault Connection Components

The following components support the standard Vault to Vault Vault CRM to PromoMats Connection.

Connections

The following Connection records are available from Admin > Connections:

  • Vault CRM to PromoMats Connection (vault_crm_to_promomats__v) is available in your Vault CRM Vault
  • Vault CRM to PromoMats Connection (vault_crm_to_promomats__v) is available in your PromoMats Vault

You will still need to establish the Vault to Vault connection before you can use it.

Integrations & 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 are used by Vault to manage the connection and track any connection errors.

The Vault CRM to PromoMats Connection record includes the following default Integration record with standard Integration Point record in your Vault CRM Vault:

Integration Name Integration Point Name Sent From Sent To
PromoMats Document Integration PromoMats Document Inbound PromoMats Vault CRM

The Vault CRM to PromoMats Connection record includes the following default Integration record with standard Integration Point record in your PromoMats Vault:

Integration Name Integration Point Name Sent From Sent To
PromoMats Document Integration PromoMats Document Outbound PromoMats Vault CRM

Integration Rules

To support the Vault CRM 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 Spark Integration Rules to incorporate configurable rules for mapping object and document fields between two Vaults.

In your Vault CRM Vault, you have:

  • PromoMats Document Inbound Integration Rule (promomats_document_ir__v)

Query Object Rules

This connection also supports Query Object Rules for the PromoMats Document Inbound Integration Rule (promomats_document_ir__v).

Queues

This connection includes two (2) standard message processing queues: one (1) in your Vault CRM Vault and one (1) in your PromoMats Vault. You can access and manage these queues from Admin > Connections > Spark Queues.

In your Vault CRM Vault, you have:

  • Vault CRM to PromoMats inbound queue (vault_crm_to_promomats_inbound_queue__v)

In your PromoMats Vault, you have:

  • Vault CRM to PromoMats outbound queue (vault_crm_to_promomats_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 your Vault CRM to PromoMats Vault Connection. If either of your integrations 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 manually rerun the integration in Vault CRM by navigating to Admin > Connections > Vault CRM to PromoMats > Integrations > PromoMats Document Integration. Select Run Integration from the Actions menu to run the connection and resolve errors.

Standard Document Type Groups

The following Document Type Groups records are available to support this connection:

  • Vault CRM to PromoMats Connection is available in your PromoMats Vault

Vault uses this document type group to determine which document types to send from one Vault to another.

  • When a document in the PromoMats Vault belonging to this group enters its Steady state, Vault sends a Spark message to create a document in the connected Vault CRM Vault
  • When a document in the PromoMats Vault belonging to this group has fields updated in its Steady state, Vault sends a Spark message to update fields on the document in the connected Vault CRM Vault
  • When a document in the PromoMats Vault belonging to this group has a new version uploaded in its Steady state, Vault sends a Spark message to create a new version for the document in the connected Vault CRM Vault
  • When a document in the PromoMats Vault belonging to this group exits its Steady state, Vault sends a Spark message to change the state of the document in the connected Vault CRM Vault to the Obsolete state
  • When a document in the PromoMats Vault belonging to this group is deleted while in its Steady state, Vault sends a Spark message to change the state of the document in the connected Vault CRM Vault to the Obsolete state

Note that 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 and update documents.

Configuring Vault CRM for the Connection

After establishing the Vault to Vault connection , you must complete the following steps in your Vault CRM Vault to configure the standard connection.

Configuring 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 Vault CRM to PromoMats Vault Connection, you need to add the following reference lookups:

Document Type

  1. In Vault CRM, navigate to Admin > Connections >Vault CRM to PromoMats.
  2. Expand the Reference Lookups section.
  3. Click Add.
  4. Select Document Type as Reference Lookup Type.
  5. Select Document Type (document_type__sys) as Target Object and click Continue.
  6. Click Add.
  7. Select the name of a PromoMats document type as Source Key.
  8. Enter the name of a Vault CRM document type as Target Key and click Save.
  9. Repeat steps 6-8 until all desired document types have been added to the Document Type Reference Lookup.
  10. Alternatively, use the Load Reference Lookup button to bulk add Reference Lookups.

Document Lifecycle State

  1. In Vault CRM, navigate to Admin > Connections > Vault CRM to PromoMats.
  2. Expand the Reference Lookups section.
  3. Click Add.
  4. Select Document Lifecycle State as Reference Lookup Type.
  5. Select the desired Document Lifecycle for connected documents as Target Object and click Continue. It is recommended to select the Promotional Material Lifecycle (promotional_material_lifecycyle__c).
  6. Click Add.
  7. Select the name of the approved state of a PromoMats document type as Source Key.
  8. Enter the name of the Vault CRM document lifecycle approved state as Target Key and click Save.
  9. Repeat steps 6-8 until the approved lifecycle state for all lifecycles of the desired document types have been added to the Document Lifecycle State Reference Lookup.
  10. Alternatively, use the Load Reference Lookup button to bulk add Reference Lookups.

Product

  1. In Vault CRM, navigate to Admin > Connections > Vault CRM to PromoMats.
  2. Expand the Reference Lookups section.
  3. Click Add.
  4. Select Object as Reference Lookup Type.
  5. Select Product (product__v) Target Object and click Continue.
  6. Select a Target Key Field. It is recommended to use ID (id).
  7. Click Add.
  8. Enter the ID of a PromoMats Product record as Source Key.
  9. Select the ID of a Vault CRM Product record as Target Key and click Save.
  10. Repeat steps 6-8 until all Products have been added to the Document Lifecycle State Reference Lookup.
  11. Alternatively, use the Load Reference Lookup button to bulk add Reference Lookups.

Country

  1. In Vault CRM, navigate to Admin > Connections > Vault CRM to PromoMats.
  2. Expand the Reference Lookups section.
  3. Click Add.
  4. Select Object as Reference Lookup Type.
  5. Select Country (country__v) Target Object and click Continue.
  6. Select a Target Key Field. It is recommended to use ID (id).
  7. Click Add.
  8. Enter the ID of a PromoMats Country record as Source Key.
  9. Select the ID of a Vault CRM Country record as Target Key and click Save.
  10. Repeat steps 6-8 until all Countries have been added to the Document Lifecycle State Reference Lookup.
  11. Alternatively, use the Load Reference Lookup button to bulk add Reference Lookups.

Configuring Field Rules

Field Rules can be added to map fields from PromoMats documents to Vault CRM documents. Ensure either a default value or a Field Rule exists for all required fields on the target Vault CRM document types. The following Field Rules need to be configured to use the Vault CRM to PromoMats Connection.

Expiration Date

  1. In Vault CRM, navigate to Admin > Connections > Integration Rules > promomats_document_ir__v.
  2. Scroll down to the Field Rules section.
  3. Click Create.
  4. Select Documents as Target Object.
  5. Select Expiration Date (expiration_date__c) as Target Doc Field.
  6. Select Documents as Query Object.
  7. Select Expiration Date (expiration_date__c) as Query Field and click Save.

Approved for Distribution Date

  1. In Vault CRM, navigate to Admin > Connections > Integration Rules > promomats_document_ir__v.
  2. Scroll down to the Field Rules section.
  3. Click Create.
  4. Select Documents as Target Object.
  5. Select Approved for Distribution Date (approved_for_distribution_date__c) as Target Doc Field.
  6. Select Documents as Query Object.
  7. Select Approved for Distribution Date (approved_for_distribution_date__c) as Query Field and click Save.

Configuring Document State Types

The Obsolete State needs to be defined for each document lifecycle for documents that will be created in Vault CRM by the Vault CRM to PromoMats Vault Connection.

  1. Navigate to Admin > Configuration > Document Lifecycles > Select each document lifecycle for documents that will be created in Vault CRM by the Vault CRM to PromoMats Vault Connection > Ensure a state is defined for the Obsolete State.

Configuring PromoMats for the Connection

After establishing the Vault to Vault connection , you must complete the following steps in your PromoMats Vault to configure the standard connection.

Configuring the Vault CRM to PromoMats Document Type Group

The Vault CRM to PromoMats Document Type Group needs to be added to Document Types, Subtypes, or Classifications to use the Vault CRM to PromoMats Connection. The standard PromoMats Vault includes the Vault CRM to PromoMats Document Type Group on the Material and Reference document types.

  1. Navigate to Admin > Configuration > Document Types.
  2. Add the Vault CRM to PromoMats Document Type Group to each Document Type, Subtype, or Classification that should trigger the connection by clicking the All Actions Menu, scrolling down to Document Type Groups, and adding the Vault CRM to PromoMats Document Type Group.

Configuring Document State Types

The Steady State needs to be defined for each document lifecycle used for documents with the Vault CRM to PromoMats Document Type Group

  1. Navigate to Admin > Configuration > Document Lifecycles > Select each document lifecycle used for documents with the Vault CRM to PromoMats Document Type Group > Ensure a state is defined for the Steady State.

Connection Limitations

See Standard Vault to Vault Connection Limitations for a list of limitations that impact your Vault CRM to PromoMats Vault Connection.

Users must have Manage Connections and Manage Integrations application permissions to set up and manage the Vault CRM to PromoMats Connection. Users must also have Read, Create, and Edit permissions for the Connection, Integration, Integration Point, and Reference Lookup objects and the Read permissions for the User Exception Message and User Exception Item objects.

Users must have View and Execute permissions for the Run Integration action for the Integration object to manually run the integration from Vault CRM.

Setting up and managing the connection can be accomplished with the standard Vault Owner or System Admin security profiles.