Reference

Reference Platform Playbook

Platform Playbook

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Introduction

This document serves as a playbook for NOVA AEM Platform, which holds the components and templates to build ISAs (Interactive Visual Aids) in AEM. This implementation includes XpConnect® for uploading ISAs to Veeva Vault PromoMats and XpGenerator® for submitting MLR PDFs as materials in Veeva. Additionally, an automation workflow process VIA that Synchronizes Key metadata, approval, training, and expiry of Material documents with Multichannel Presentation and Multichannel Slides in Veeva.

1. NOVA AEM Platform

  • Holds the Components and templates to enable AEM authoring of ISAs.
  • Metadata Composer to configure metadata required for uploading slides and presentations to Veeva Vault.
  • Templates map directly to Multichannel Presentations (also referred to as Binders) and Multichannel Slides in Veeva.
  • Components support content creation for multichannel slides.

2. Metadata Composer

  • The Metadata Composer allows users to configure and manage metadata required for ISAs in Veeva Vault.
  • It sets up metadata fields necessary for Multichannel Presentations (Binders) and Slides.
  • Ensures proper classification and retrieval of materials in Veeva.
  • Integrates with XpConnect® to ensure accurate metadata association during uploads.

3. Authoring Using NOVA AEM Platform

a. Maintaining Hierarchy and Metadata

  • Presentation (Binder) contains child pages (Slides) with metadata.
  • Ensure slides maintain the correct order within the presentation.
  • Use the Metadata Composer to manage individual metadata for slides and binders.
  • Author slides to match provided designs.

b. Slide Authoring with PDF and HTML Binders

  • Slides can be authored as either a PDF Binder or an HTML Binder.
  • Ensure CRM media type is PDF for PDF slides and binders.

c. Creating a Binder

A binder serves as a container for slides and follows a structured hierarchy. The binder type determines the format of the slides it contains.

Creating a PDF Binder

  • A PDF Binder is structured as:
    • Presentation Binder → PDF Slide (using PDF template).
  • Ensure CRM media type is PDF for both the PDF Slide and the Binder.

Creating an HTML Binder

  • An HTML Binder is structured as:
    • Presentation Binder → General Slide Template.
  • The General Slide Template serves as the content slide, including a header, footer, and common elements.
  • Ensure CRM media type is HTML for both the content slide and the binder.

d. Binder Navigation

  • CRM_HIDDEN__V on Multichannel Presentation determines whether the binder is hidden or visible. Ensure the binder has the appropriate value.
  • Every ISA requires both a Navigation Binder and a Content Binder :
    • The Navigation Binder contains a single slide with a navigation component that enables users to navigate slides in the Content Binder.
    • The Content Binder contains all the actual slides.
  • Refer to existing Load Sheets for additional details.
  • CRM_HIDDEN__V settings:
    • Navigation Binder: Set to false.
    • Content Binder: Set to true.

e. Finalizing Slides

  • Author slides using the required components to match provided designs.
  • Once authoring is complete, proceed to Step 4.

4. Generating PDFs Using XpGenerator® for Material Upload

  • Use XpGenerator® to generate PDFs required for submission to Veeva Vault.
  • XpGenerator® can identify interactive components such as Tabs, Accordions, Safety Bars, and Modals and can automatically capture screenshots of these elements.
  • Use XpGenerator® to generate PDFs required for submission to Veeva Vault.

5. Setting Up Metadata for Material Upload

  • Ensure metadata for PDF documents is accurately configured before upload.
  • Set up the metadata required for uploading a Material Document using Metadata Composer or AEM's Metadata Schema.
    • Ensure that the metadata is correctly mapped to Veeva Vault requirements to avoid validation issues during upload.
    • Use Metadata Composer to review and adjust metadata before submission to ensure compliance with organizational and regulatory standards.
  • Ensure metadata for PDF documents is accurately configured before upload.

6. Uploading and Checking in the PDF Document in Veeva

  • Initiate the XpConnect® workflow to upload the PDF as material in Veeva.
  • Check in the document and obtain the Document Number/ Project Number.

7. Assigning Compass ID in Metadata Composer

  • Use the obtained Project Number as the Compass ID field in:
    • Multichannel Presentation (Binder)
    • Multichannel Slides

8. Ensuring Proper Metadata Configuration

8a. Unique Identifiers

  • Ensure Presentation ID and External IDs are unique.

8b. Handling Copied Binders/Slides

  • If copying any binder or slide:
    • Clear existing Veeva associations.
    • Update the External ID metadata.
    • Change the Presentation ID under the iRep Presentation tab for Presentation Binder metadata, as it must be unique and cannot be duplicated.

8c. Slide Metadata Best Practices

  • Each slide should have a unique External ID , Description , and Title.

8d. Navigation and CRM Disable Actions

  • If a slide does not contain a navigation component:
    • Ensure Swipe Option is NOT disabled in metadata.
  • If a slide has navigation:
    • Include Swipe in CRM Disable Actions.

9. Uploading ISA to Vault

a. Upload Options

  1. Upload to Vault via XpConnect®
  • XpConnect® provides an automated method to upload binders and slides to Veeva Vault.
  • It ensures metadata, content, and relationships are maintained as per Veeva standards.
  1. Initiating XpConnect® Workflow on Binder
  • If you initiate the workflow on a binder, a shared object is identified and uploaded first, followed by the slides under the binder with metadata.
  • Distribution package/code package is added to the Multichannel Slide as a rendition in Veeva Vault.
  • The binder is then uploaded with metadata, ensuring slides appear in the correct order under the binder in Vault as Multichannel Presentation Type.
  • XpConnect® generates a Load Sheet (CSV) based on metadata from the presentation binder and slides.
  • The Load Sheet is uploaded as a Digital Support Document in Vault and establishes a supporting document relationship with the material document matching the Compass ID in the binder metadata.
  1. Initiating XpConnect® Workflow on Slide
  • If you have changes only to a slide’s content, initiate the XpConnect® workflow on that specific slide.
  • XpConnect® will upload only the slide screenshot, distribution package, and metadata , ignoring the binder, Load Sheet, and other slides.
  • This process ensures quick updates without affecting the binder structure.
  1. Versioning Behavior in Veeva Vault
  • Once the 0.1 version of a presentation is uploaded:
- Even if you initiate the XpConnect® workflow on the binder again, a new version will not be created unless:
- Slide order is updated.
- A new slide(s) is added to the binder in AEM.
- Metadata of the binder is updated every time the workflow is initiated.
- Each time a binder is uploaded to Vault, all slides beneath it will have
- new version created in Vault.

10. Testing and Validation on ISA in iPad

  1. As long as the slides are in Draft Status in Veeva and Veeva CLM has been synced, you should be able to sync the iPad to download the binder and slides in the REV environment on the production vault and with XYZ login on DEV/Test Vaults.
  • Please note the daily schedules of Veeva CLM sync before initiating sync for the respective environment.
  1. Based on the Franchise Metadata Field , usernames for the Veeva CRM app may change.
  • Please refer to the documentation on Smart Sheets for username mapping and other details.
  1. Supported devices:
  • iPad 11-inch and iPad 13-inch models are officially supported for ISA validation.
  1. Login to the Veeva CRM app and validate the binders to ensure:
  • All slides appear as expected.
  • Navigation works correctly.
  • Metadata and ordering align with the original configuration.
  1. Validate iPad downloads from the REV environment.
  2. Based on the Franchise Metadata Field , Veeva CRM app usernames may vary.
  3. Supported devices: iPad 11-inch and 13-inch models.
  4. Login to the Veeva CRM app to validate binders.

Additional Topics

Shared Resource:

In Veeva, a Shared Resource in Multichannel refers to reusable content assets, such as images, slides, or fragments, that can be used across multiple presentations, emails, and channels. This approach ensures consistency, reduces redundancy, and simplifies content updates. By linking shared resources, updates made to the original asset automatically reflect across all instances where it is used.

How to enable this on NOVA Binder:

  1. Navigate to Presentation binder path in AEM.
  2. Goto page properties à iRep Presentation Tab.
  3. Choose a slide that has the most common content like (Navigation, Videos(used on more than one slide/images repetitive) on the Shared Object Slide.

Two and Three Finger Shortcuts

  • Overview of iPad gestures used within the Veeva CRM app for navigation and efficiency. This feature can create a quickflow when you swipe with two fingers and return to original flow when you swipe with three fingers

Sharing Slides from Other Binders

Guidelines on how to share slides across different binders while maintaining metadata integrity.

Using this option A binder can share the slides of other binders, ensuring the metadata on that binder stays intact when uploaded. Same slide authored once will be shared between the binders.

These slides will added after the slides within the primary binder.

NOVA COMPONENTS

List of Key NOVA components:

  • Flip Container
  • Container
  • Tabs Header
  • Tabs
  • Columns
  • Image
  • Experience Fragment
  • Carousel
  • Callout
  • Vertical Navigation
  • Navigation
  • Safety Bar
  • Button
  • Formulary Coverage
  • Custom presentations
  • Text
  • Video
  • Humira Formulary Data
  • Table
  • Title

NOVA DESIGN SYSTEM INTEGRATION – Flow Chart and Process flow diagram; Nag can add more details about pipelines setup and Jake can callout the process flow.

Component Catalog: Victor can add more details as we progress further.

VIA process and Loadsheet usage: Mukesh or Sudha can add more details.

Conclusion

The integration of NOVA AEM Platform, Metadata Composer, XpConnect®, and XpGenerator® ensures a streamlined process for managing ISAs within AEM and uploading them to Veeva Vault. The automation provided by VIA enhances compliance by managing approvals, training, and expiration seamlessly. This playbook serves as a comprehensive guide to implementing and maintaining this ecosystem efficiently.