Organizations using both a PromoMats Vault and a Medical Vault on the same domain can use a standard Vault to Vault connection. The PromoMats - Medical connection automates the creation, versioning, and updating of CrossLink documents, document fields, and anchors across Vaults. For example, Medical literature references or labeling documents from RIM via the RIM-PromoMats connection. Streamlining document creation reduces duplicate data and allows Vault documents to have a single source of truth within an organization.

How the PromoMats - Medical Vault Connection Works

The PromoMats - Medical Vault Connection creates CrossLink documents across Vaults in the following situations:

  • When a document enters its steady state in the source Vault, Vault creates or versions a CrossLink document in the target Vault and populates fields. Any previous steady state versions are also created in the target Vault.
  • When a user updates fields on documents in the source Vault, Vault updates the crosslinked document in the target Vault.
  • Vault matches the Product and Country fields on documents from the source Vault to the corresponding fields in the target Vault based on Product Name (name__v) and Country Code (code__sys).

About Document Creation & Update

Vault creates new CrossLink documents in the steady state defined in the target Vault’s document lifecycle of a given document type. If the document’s type has multiple lifecycles, Vault applies the first lifecycle available. Because Vault creates CrossLink documents through the Vault REST API, it does not apply document lifecycle role defaults. The connection creates CrossLink documents using the Specific Document Version binding rule. See details about source binding rules below.

The PromoMats - Medical Connection creates, up-versions and syncs metadata for documents in the target Vault that are configured to transfer between Vault Applications:

  • When a source document enters its steady state, the connection creates a CrossLink in the target Vault in the steady state of the target’s Document Type defined on the Document Lifecycle. Vault also applies any entry actions configured on that lifecycle state, such as setting the version number to a major version.
  • If a connection-created crosslink exists on the target Vault and a new version of the source document is created and moved to a steady state, the connection up-versions the Target CrossLink and creates a new CrossLink version.
  • When the fields on a steady state source document are modified in the source Vault, Vault updates those fields on the CrossLink document in the target Vault.
  • Vault transfers the latest and any previous steady state versions of a document since the connection last ran. However, Vault transfers anchors for only the latest steady state version.
  • Document versions created in the target Vault are set by the target Vault and bound to the versions from which they were created in the source Vault.

Document Fields

By default, Vault matches the Product field on source Vault documents to the corresponding field in the target Vault based on the Product Name (name__v) and matches the Country field based on the Country Code (code__sys).

About Source Binding Rules

If a CrossLink document does not already exist in the target Vault, Vault creates the CrossLink document and binds it to the current document version in the source Vault. Vault will then update the CrossLink document only if a user in the source Vault specifically edits the version of the source document that is bound.

All CrossLink documents created via the PromoMats - Medical Vault Connection have the Source Binding Rule set to Specific Document Version.