Zinc Maps is no more (almost), long live Veeva Vault PromoMats

Why you should be signing up for the Veeva Vault PromoMats Agency Certification Program

As many working in the Pharma industry will already be aware, Veeva bought out Zinc Ahead a couple of years back. However, what may have passed you by, was the announcement that Zinc Maps will cease to be available to users as early as 2020. The new tooling for approvals and interacting with CMLR teams will now be Veeva’s own PromoMats. So that leaves just over two years to move everything and everyone from Zinc to Vault PromoMats; easy, right?

One of the key success factors for this migration will be the up-skilling and on-boarding of those agencies currently using Zinc Maps. Veeva are very aware of this and as such are opening up the tool directly to agencies and putting a big push behind their agency certification program. We thought we would share with you why you should be lining up to take the test and provide you with a few highlights as to what you can expect.

Why get certified?

  • There’s no avoiding it! To put it bluntly, Veeva PromoMats is coming and it’s coming in hot. If your current clients use Zinc Maps then at some point they will ask you, along with every other agency working with them, to move to Veeva PromoMats. So why not get ahead of both the game and the competition by signing up and getting yourselves certified?
  • Veeva partners will benefit. As you might expect Veeva are pretty keen to make sure PromoMats gets used properly and lives up to its brand promise, as such they recommend their Pharma partners work only with Certified Agencies as this will lead to fewer errors and fewer review cycles.
  • Manage your resource and workload. Getting your agency certified – rather than waiting for your clients to push the training on you – will mean you can schedule the training to suit you and your current resource levels, allowing your team the space and time to learn about the product and even to become the experts your clients will want to work with.
  • Gain a deeper understanding, sooner. Ultimately, by being certified and having your own access to the product and the deep understanding that will give you, you will be able to work smarter, advise clients better and end up delivering projects under less pressure in terms of both time and cost.

What is in it?

The certification program consists of nine parts:

  1. Welcome & Walkaround – this explains both the course system and provides an overview of the PromoMats review/approval process.
  2. A library of training modules on each of the Veeva PromoMat features in small bitesize chunks. Each module includes both ‘view’ and ‘try’ modes.
  3. New Features (for CPD).
  4. Support links (phone, email).
  5. Exam – must be taken within 45 days of registration. Each user receives two attempts at the overall exam. There are 33 tasks to complete for the exam, with five ‘lives’ per exam attempt, one of which is lost for each incorrectly completed task. After five incorrect answers there is a 24 hour lock out before the next exam attempt can be made. Veeva have introduced an element of gamification with the user being able to win back a ‘life’ by completing one of five bonus tasks.
  6. Best practice articles with guidance on how to implement a PromoMats approval process.
  7. Feedback Form.
  8. Quick Start Guide.
  9. Veeva Vault Help.

Who is it for?

Account Teams, Medical Writers, Project Managers – basically anyone who uploads documents for MLR review.

What is it going to cost?

<10 people = $500 per person per year
11-20 = $450 per person per year
21-30 = $425 per person per year
31-40 = $400 per person per year
>40 = $375 per person per year

Purchases can be made via the Veeva Store.

Feel you still need to know more? As Veeva Accredited partners, we keep our finger on the pulse of all the latest updates. Sign up to our newsletter below to receive more useful resources or feel free to drop us a line.

What to expect from the all new Veeva Brand Portals

With Veeva’s all new Brand Portals coming as part of their big 17R3 release in December, here’s our sneak peek of the most exciting features that are set to be unveiled.

What is a Veeva Brand Portal?

The Brand Portals will be offered as part of the current Vault licence fee and will support multiple brand levels, making it possible to have an above-brand portal with security rights for different users to the brands below that level.

What does this mean in practice? Ultimately, a single central source of global brand materials that maximises content reuse and compliance visibility. This content can then be accessed via a lower level affiliate Brand Portal where localised and approved versions can be held, accessed and reused.

Add in the ability to customise logos and colour schemes and the new Brand Portal will offer a much more bespoke, brand oriented user experience.

The Portal will also be available for Med Comms and Value Comms (Promomats) vaults, with all Vault content being accessible via these Portals. Users with access to multiple Portals land on a Portal Selector page at login and can select the Portal they want to enter from there. These Portals have the potential to become a one stop shop for many key communications projects such as Value Communications Toolkits. Keeping everything in one place and reducing the admin and compliance burden dangles the tempting potential of significant savings for Pharma. This is especially true when compared to the alternative of building and hosting such tools on various disparate generic platforms such as SharePoint, Joomla and Huddle.


Screenshot of Veeva Brand Portals


What will a Veeva Brand Portal be like to use?

This time around Veeva have really gone all out to create a bespoke user experience by introducing a number of useful new widgets and tools. Here’s the low-down on the new features.


A slide carousel provides quick access to documents in an intuitive fashion.


A series of top level filters form a quick access toolbar for direct links to relevant materials:

  • Announcements
  • Market Access
  • Presentations
  • References
  • Videos

Highlighted materials

Further sections of the portal home page offer rapid retrieval of relevant information and ability for brand managers to direct representatives and affiliates to the items of interest.

Featured items

These are items specifically curated by the brand team.

Most popular

Automatically generated by analysis of Vault downloads.

Recently added

Automatically generated by date of upload.

Each item has a state and classification with colour coding, e.g. green for “Approved for Distribution”. This allows rapid assembly of a presentation using the most appropriate materials.


Brand managers can set announcements on their page, alerting users to updates, perhaps highlighting new or prime content.


There is a search facility to find materials containing a given text or tag (provided the content is semantic).

Results are presented in a Tile view to allow for rapid identification of the correct asset.
Faceted Search allows for filtering of the results to narrow down to the area required (e.g. CLM Presentations, Market Access Materials, References).

It is also possible to filter by owner, reviewer, country, status and product. So for example you could specify all UK materials for Cholecap which are waiting for approval and have Joe Brown as the reviewer.

Document metrics

Vault now allows capture of metrics on viewing, downloading and rendition downloads of materials from Vault.

  • Total document activities
  • Total downloads
  • Total copies
  • Usage by channel (E.g. each brand accessing common materials – helicopter view)
  • Most popular document types
  • Most popular documents
  • Most active users

These metrics are available in an easy-to-view dashboard.

Referencing in Vault

All references are now linked up – blue highlights in the rendition within Vault connect up to the source reference document that will appear in a popup window. The specific aspect of a reference document will be found, with no need to switch into annotation mode or review one by one in the annotation pane.

It’s also now possible to link internally to a document, in the same manner as using # anchors in HTML pages.

Bookmarks now connect directly to the area in the document where the bookmark was placed. These features enable users to navigate large and unwieldy documents much more quickly and easily.

Are Veeva Brand Portals a positive development?

With these enhancements, Veeva have moved away from Vault being a simple repository with a user interface geared towards more IT-savvy users. It is now possible to create an attractive, intuitive and easy to access portal to pull together content that is accessible to all. Veeva Brand Portals looks set to maximise the benefits of a single source approach to digital asset management and further streamline the creation-approval-distribution cycle – a development that Pharma has been crying out for. We’re sure that the team at twentyeightb won’t be the only ones looking forward to Veeva rolling this out in December.

For more information look out for Veeva’s Brand Portal Public Education Webinar to be held this January 2018. Or if you’re interested in learning more about the services that we offer as Veeva CLM development specialists, feel free to get in touch with our team of experts.

Moving to Veeva: What are your options?

You’ve been told your pharma field force (or your client’s sales force if you’re an agency) is moving over to Veeva CLM and the next eDetails aid you produce has to be built in Veeva. So, what are your options?

PowerPoint to Veeva

Veeva recently introduced support for Microsoft’s flagship slide presentation program, PowerPoint. If your field force currently uses PowerPoint to present to customers, you can simply upload your .ppt file to Veeva Vault and distribute it to your field team. Users simply open the file via Veeva iRep and, as long as they have MS PowerPoint installed on their iPad, away they go.

Upside: Simple, quick, and because it can be done without specialist help, if you already have the .ppt file it’s pretty much free.

Downside: Clumsy (opens the MS PowerPoint app), very limited analytics (only that the presentation was opened), not optimised for iPad and not fully integrated with Veeva CRM, so users cannot utilise other multichannel activity, such as Approved Email.

We recommend this option when your current sales materials are in .ppt format and:

  • there is limited or no available budget;
  • it’s for a small specialist sales team;
  • the detail aid is a one-off or only to be used for a short time period;
  • or there is no requirement for analytics or business insights.

PDF & flat image to Veeva

Veeva CLM presentations support the use of PDFs and image files as simple non-interactive slides that can be put together to create a very basic digital sales aid.

Upside: Simple, quick and requires very limited specialist help – if you already have the content then the cost is low.

Downside: Limited analytics (only which slides are seen), flat content, no interactive elements, limited navigation options and not optimised for iPad.

We recommend this option when your current sales materials are in PDF or flat image format and:

  • there is limited or no available budget;
  • it’s for a small specialist sales team;
  • the detail aid is a one-off or only to be used for a short time period;
  • or there is no requirement for analytics or business insights.

Content adaptation – CLM to CLM

If you already have an HTML5-based eDetails aid, either as a standalone web app or in-built for another framework, such as Agnitio, MI Touch (Nexxus) or Vablet, then it can be dropped into a single Veeva “slide”. This is sometimes called a “Veeva Deep” CLM solution.

You’re likely to need the help of a Veeva approved developer as there will be functionality that needs adapting between frameworks, but as long as the original code has been well put together, their involvement should be relatively light.

Be warned, however; if the source code has been poorly written then your specialist developers may well recommend starting from scratch, as the cost to adapt poor code often spirals out of control.

Upside: Low friction transition for the field force, existing presentation assets reduce the time impact of design approval, so can be relatively quick and may only require moderate intervention from your specialist developer.

Downside: Limited analytics (Veeva will only show one slide has been opened), potential for very large file sizes leading to slow upload and sync times, navigation, transitions and overall performance may be poor when compared to a presentation built specifically for Veeva.

We recommend this option when you really like your current detail aid and what you really want is as little disruption to your field force as possible. Whilst it’s not really a long-term solution, it’s an excellent way to limit friction during your transition to Veeva CRM.

Bespoke Veeva development

A Veeva accredited developer can work with you and your creative agency to plan, design and build a bespoke Veeva CLM that will help you and your field team realise the potential this platform has for positively impacting your brand’s performance.

A bespoke Veeva CLM solution allows you to take full advantage of Veeva’s Closed Loop Marketing functionality. It can provide real-time feedback to the rep to improve their territory management, customer segmentation activity and in-call selling success.

With well designed content, a Veeva CLM presentation can also provide you with business-critical market insights and track the progress of your KPIs. For more information about the insights you can achieve with Veeva, please refer to our guide on Veeva CRM MyInsights.

With the right approach and the right experts on hand to support you, producing a Veeva-wide CLM does not need to be expensive. Although this approach will likely require the most development time, if coded well, a Veeva-wide CLM will deliver significant ROI over time as future updates, adaptations and even localisation will be easier, quicker and considerably less expensive to undertake.

Upside: This is how Veeva is meant to be used.

Downside: To do it well you need time, planning and budget.

We would recommend pharma brand teams and their marketing agencies take this option whenever possible.

Next steps

To learn more about Veeva CLM solutions, please get in touch with our Veeva Level 4 certified digital development team on +44 (0) 1480 877 321 or drop us a line via our contact form to discuss how 28b can help you maximise the potential of Veeva for your brand.

Are unified processes closer to becoming reality?

A new report from Veeva has shown a huge swing towards unified applications and processes across a large majority of Clinical Operations Leaders. In the latest Veeva Unified Clinical Operations Survey, nearly all of the respondents surveyed indicated that they believed all processes and applications should be unified.

Challenges across the board

The survey, which researched the experience and opinions of 300 different clinical operations professionals, found that a huge 99% of respondents believed that their CTMS ought to be unified. 60% of the professionals surveyed said that faster study execution and improved study quality were the main drivers towards a unified system but it’s also believed that the amount of challenges involved with current legacy CTMS applications is another big driver. In fact nearly all of the respondents reported at least one major challenge with their current setup.

According to the report, the majority of clinical operations professionals now use an average of four applications while more than one third use at least five different applications to manage clinical trials. The majority of challenges faced were found to stem from the difficulty of using several non-unified applications; the top challenges were reported as integrating multiple applications and reporting across applications with other challenges including systems being hard to use, system inability to support collaboration, and difficulties with data being tracked outside of systems.

In contrast, respondents believed a unified system would give them better study visibility, faster study execution, and improved study quality, as well as better management, end-to-end visibility, and easier collection and leverage of data throughout the clinical lifestyle.

The path to unified clinical applications

Veeva has since gone on to demonstrate that this upswing in popular opinion has had a very real effect on decision-making, reporting that five customers – including one top 50 global pharma company – have already implemented Veeva’s new Vault CTMS despite it being only two months since the product’s release.

Vault CTMS, which is the industry’s first app to bring together CTMS, eTMF, eSource, study start-up, and site document exchange on one cloud platform has proven popular with early adherents who say it enables them to unify global data, content, and processes. New customer Lynn Sutton, the vice president of Clinical Operations at inSeption Group, called Vault CTMS an innovation. “Veeva Vault CTMS establishes a new era of innovation in clinical trial management with an easy-to-use, intuitive design,” she said. “We expect to drive new levels of efficiency and productivity by streamlining our clinical processes.”

Another new customer, Edward Leftin from Clinical Information Systems at Ora Inc. agrees, saying, “The ability to bring together CTMS, eTMF, and study start-up on a single, modern cloud platform is a real game-changer. Veeva will enhance our ability to leverage the same business processes and workflows throughout the lifecycle of all our studies.”

With so many industry professionals moving towards unified systems, and early customers providing such positive reports, it looks like more pharma companies will be adopting Veeva over the coming months and years. It now remains to be seen whether the challenge faced by pharma marketing teams and outsourced partners, who will need to adapt to the change of sales aid platform, will be worth the benefits of a unified system overall. If your pharma team or client utilises Veeva for digital sales aid presentations, why not find out more about our Veeva CLM development and consultancy services?

Introducing Veeva CRM MyInsights

What is Veeva CRM MyInsights?

Veeva CRM MyInsights is a new module for Veeva designed to deliver “Tailored real-time insights at the point of execution to drive better decisions”.

MyInsights provides access on the iPad itself to data ordinarily only visible at the back-end via expensive Business Intelligence tools and reports. Veeva CRM MyInsights is bundled with the standard Veeva CRM license which means if your reps currently use Veeva iRep then you also have access to Veeva CRM MyInsights.

Its open Application Programming Interface (API) and synchronisation engine give users the ability to carry around data from Veeva, or the underlying Salesforce platform, and receive updates whenever they can find a network connection, as well as integrating the results of their own activity in real time.

By engaging with your Veeva CRM MyInsights approved developer you can give your field force beautiful, intuitive and engaging dashboards that have the potential to inform and empower them to be even more effective in their territory planning, key account management and 1:1 calls with their customers.

What are the benefits?

Real-time insight

Veeva CRM MyInsights empowers your field force to analyse their own data directly on the iPad before or after a call. Reducing the duration of the feedback cycle and closing the loop in real time means reps can see the results and act on them there and then.

Real-time access to data means a rep could be informed as they walk into a meeting that five minutes earlier the HCP was reading up on the drug they are about to present.

Consistent information delivery

Veeva CRM MyInsights provides a single source for all data. Field forces can access their MyInsights report in the same place they look at their account details, call history and plan their day; and there’s no need to manually correlate data from multiple different tools, which may not all be consistent with each other if their update cycles are not synchronised.

Integration with other channels means the reports can highlight to a rep if a given HCP has accessed materials via another channel. For example, if the HCP has been looking at a particular drug’s Prescribing Information, if this had been captured by the Salesforce cloud underpinning Veeva this information could be made available to the rep in order to inform the upcoming conversation.

Flexible technology

Industry standard technology allows for massive flexibility in layout and design – anything that can be done on a web page can be done in Veeva CRM MyInsights. There are a number of existing dashboards provided with Veeva, but as they’ve been written using open standards, they can be customised to suit your individual requirements and preferences.

The depth of data analysis is not limited, although the recommendation would be to keep it light. Analysis can provide recommendations for the channels and messages which resonate most with a given type of customer.

Custom report layouts

This allows you to target the information reps require, where and when they need it. By using the flexibility inherent in an HTML5 presentation, data can be presented in multiple formats and using multiple analysis methods. For example, a territory manager may be interested in a cross-sectional view of data by area; a representative may wish to see a timeline view of their interactions with a specific HCP; and the team as a whole may be interested in a longitudinal analysis of overall trends in the franchise area. Reports can be account based or territory based.

The flexibility of the HTML reporting means your Veeva CRM MyInsights accredited developer can produce a wide range of dashboards. They can even be interactive, allowing reps to filter and drill down into the data to find the insights they need the most.

Heads Up: Veeva have just announced the Sunrise User Interface for Veeva CRM, combining MyInsights dashboards and intuitive user interface design to deliver powerful insights and more productive reps. Coming Summer 2018!

What can it look like?

Product sales trends reports
Veeva CRM MyInsights Product Sales Trends Reports
KOL Profiles
Veeva CRM MyInsights KOL Profiles
Territory level call activity filtered by product
Veeva CRM MyInsights Territory Level Call Activity
Territory level dashboard visualising specific multichannel activity, e.g. approved email
Veeva CRM MyInsights Territory Level Dashboard
Account level insights into call activity
Veeva CRM MyInsights Account Level Insights into Call Activity
Product inventory levels
Veeva CRM MyInsights Product Inventory Levels

So what do I do now?

If you want to empower your reps in real time, get in touch with a Veeva CRM MyInsights approved developer to evaluate feasibility and pull together a roll-out plan.

Here are our tips to help you achieve the full potential of Veeva CRM MyInsights…

1. Define each target audience and map out the key points in your business processes: This will help you identify the business processes that would benefit from an additional level of insight.

2. Proactively survey sales, training, marketing, medical teams, business informatics and other relevant stakeholders: This will help you establish the most important information they need so that your first set of reports are ready to go on launch day.

3. Work with your design agency and Veeva CRM MyInsights approved developers to build and deploy an intuitive and engaging Veeva CRM MyInsights dashboard: This will inform and empower your field force so they are even more effective in their territory planning, key account management and 1:1 calls with their customers.

Some real world applications to get you thinking…

  • Measure and plan target customer coverage and call frequency
  • Analyse product performance
  • Evaluate customer engagement with multichannel activity
  • Visualise activity by customer segmentation
  • Track customer recruitment for medical education events
  • Motivate and challenge field force by showing performance to target and/or rank against best and worst performers
  • KOL profile summaries
  • View product ordering status

To learn more about Veeva CRM MyInsights, please get in touch with our Veeva Level 4 certified digital development team on +44 (0) 1480 877 321 or drop us a line via our contact form to discuss how 28b can help you maximise the potential of Veeva CRM MyInsights for your brand.

Top 10 tips for brand teams working in Veeva

So you’ve decided on Veeva for your pharma CLM or digital sales aid solution, but where to begin?

Our digital development consultants have put together 10 quick tips to help you get started and on the path to achieving maximum digital impact!

  1. Don’t go it alone: Find and engage a Veeva approved digital specialist to help you maximise the potential of Veeva for your brand. They can advise you on the best route to launching your digital sales aid, even if the starting point is existing materials. If you already have a great creative agency on board, but they don’t do development or don’t have enough Veeva experience, consider bringing in a specialist Veeva developer, like 28b. Consider the potential risks if the developer you select also creates content and competes with your creative agency – this can lead to conflict and delays.
  2. Put business objectives first: Work with your Veeva experts to evaluate the solution that is right for you and your brand. Whilst natively designed DSAs provide a fully immersive experience, the most engaging content, shortest download times, most detailed analytics and integration into Veeva Vault; Powerpoint conversions, linked PDFs or flat image based detail aids can also be appropriate solutions in certain circumstances.
  3. Get content approved early: Late changes can be accommodated, but will almost certainly disrupt the development flow, which carries the risk of the delivery becoming out of sync with project requirements.
  4. Get your KPIs upfront: Design to the output rather than designing the DSA then trying to analyse the results later.
  5. Involve your field team: There can be resistance from pharma reps, sales managers and HCPs to a new eDetailing solution. Fears can include monitoring, information leakage and friction to the presentation process. Reduce potential friction by engaging rep champions who input into the process and feedback on designs and structure.
  6. Start small and iterate: Build the first DSA with a minimal set of content, roll it out then gather feedback from the reps.
  7. Leverage expertise: Get your brand team together with your creative agency, Veeva approved developers and, if you can, your compliance team, to agree a working framework.
  8. Work the deadline backwards: Start from the fixed immovable deadlines (conferences, update cycles, approval dates, launches) and move back to the current date to ensure everyone has adequate time to deliver. Be prepared to reduce features, content or functionality to hit the deadline. A small, well-crafted DSA will be better than a large one which doesn’t work or gets rejected by your regulatory team.
  9. Smooth the publishing path: Veeva is a corporate tool involving corporate IT, so be prepared for delays in getting the final product moved from your Veeva approved developers’ test environment onto the corporate production server and available for the field force to use. Find out early what they need and how long it will take, and build this into your project plan.
  10. Make sure your experts collaborate effectively: Make sure your creative agency is happy working closely with you Veeva approved developers. You and your brand will be best served by expert teams who are happy to collaborate rather than teams that are in competition for your attention and budget.

We hope you find our top tips useful and would love to hear from you if you have any further questions or require any assistance with your Veeva CLM project. You can reach us on +44 (0) 1480 877 321 or drop us a line via our contact form.