Veeva PromoMats Basics on Veeva Basics Help

Document Taxonomy

Tue, 07 Apr 2026 00:00:00 +0000

Type	Subtype	Description
Component	Audio	A sound file, including music or voice recordings.
Component	Graph	Data presented in a graphical format.
Component	Image	A picture that is not a logo or photograph.
Component	Logo	Images, texts, shapes, or a combination of the three that depict the name and purpose of a brand, company or program.
Component	Photo	Photographs.
Component	Video	A video file, including animations or live recordings.
Material	App	A software package created for mobile or desktop devices. This could also be called Application, Application/Software, Mobile App, Mobile Apps, Mobile Devices and Apps, Screen Saver, Digital Program / e-Module, and Device Application.
Material	Article/Reprint	An individually bound copy of an article in a publication or the carrier or folder that is used to contain the reprinted material. This could also be called Clinical Paper/Reprint, Journal Article, Publication, Reprints, Reprint Carrier, Reprint Folder, Reprint Material, Scientific Publication, and Publication Journal Reprint.
Material	Broadcast	Audio-visual materials created for distribution through television, radio, podcasts or other media. This could also be called Audio / Radio, Broadcast (TV / Radio), Podcast, and Radio.
Material	Brochure	A booklet, brochure or an electronic document containing product information. This could also be called Sales Aid, Detail Aid, Leavepiece, Monograph, Flyer, Booklet, Leaflet, Flashcard, and Leave Piece.
Material	Digital Advertising	All digital advertising including web banners, paid search and search optimization. This could also be called Banner, Banner Ad, Search Engine, SEM/SEO, Search Engine Marketing, and Search Engine Marketing with Keywords.
Material	Electronic Detail Aid	Interactive, dynamic HTML content created to be used through a CRM. This could also be called CLM Content, CLM presentation, Core Sales Aid / Visual Aid, Digital Sales Aid, iDetail Aid, Interactive Visual Aid, Self Detail Presentation, and Electronic Detail Aid/IVA.
Material	Email	Electronic mail communication and attachments. Includes marketing automation email, Veeva approved email, templates, and fragments. This could also be called E-Mails, Emails, Fragments, Header, Mass Email, Newsletters, Rep triggered Email, Rep triggered letter, and VAE.
Material	Event Resources	All materials and resources created for events such as congresses, conventions, symposia, or sales meetings (internal and external). Resources include booths, exhibition panels and layouts. This could also be called Booth panel, Booth, Convention Panel, Conference Booths, Congress Materials, Convention Material, Exhibit/Convention, Exhibit Stand Materials, Stage Panel, Stand, Event Item, Display Material, Invites, Agendas, and Posters.
Material	Forms/Questionnaires	Standardized tools designed to collect data, feedback, or enrollment information from Healthcare Professionals (HCPs) or patients. This includes data collection forms (DCFs), market research surveys, and program enrollment paperwork. Unlike Regulatory Forms, these materials are intended for external interaction and may contain product-specific branding or claims. This could also be called HCP Survey, Feedback Tool, Patient Enrollment Form, or Response Form.
Material	Mailing/Letter	Advertising or marketing announcements sent by mail. Includes content and envelope / wrappers. This could also be called Direct Mail, Mail, Mailings, Reply Card, and Letters.
Material	Presentation	Slide-based presentations typically in Microsoft PowerPoint or Google Slides format. May be published directly to a CRM, website, or used as a standalone presentation. This could also be called Multi Slide Document, Oral Presentation, Slide Deck, Slide Kit, Slides Content, and Presentations.
Material	Press Release	Documents created for the news media. This could also be called Media, Media Release, PR Materials, Press Kit, Multi-Media Release, Public Relations.
Material	Print Advertising	An advertisement created specifically to be placed in paid magazine or journal media. This could also be called Literature Advertising, Journal/Magazine Advertisement, Journal Ad, Advertorial, and Journal Advertising.
Material	Promotional Aid	Customized items such as books, pens, or other paraphernalia, typically used as brand reminders. This could also be called Books, Pens, Brand Reminder, Gimmicks, Giveaway, Reminder Item, and Branding Elements.
Material	Social Media	Digital media content (text, images, video, gifs) used on a social media platform. This could also be called Social Media Content and Social Post.
Material	Text Communication	Text that will be published through communication channels such as SMS or Approved Chat or chatbots. This could also be called Electronic Messaging, Text Messages (SMS), Text, Modular Text, and Mobile Message.
Material	Video	Audio visual content in a video format. This could also be called Video / Audio, CD/DVD, and Animation Video.
Material	Website	All types of websites and portals that include text, graphics and hypertext links accessed with a web browser or by typing a unique address. Usually includes a home page and layers of supporting pages. This could also be called Web, Digitool, Wireframe / Schematic, Microsite, and Portals.
Reference	Data on File	Document containing information that is not in the public domain.
Reference	Government/Authority Report	Reports or guidelines issued by authorities.
Reference	Important Safety Information (ISI)	ISI. Important safety information will typically contain the name of the drug, approved uses for the drug, and the risks and side effects of the drug.
Reference	Instructions for Use (IFU)	IFU. Primarily for medical devices, instructions for use are information provided by the manufacturer to inform the user of a device’s intended purpose, proper use, and any precautions.
Reference	Labeling	Prescription labeling documentation that identifies the contents of the drug and provides specific instructions and warnings regarding its administration, storage, and disposal. Includes Patient Information Leaflet (PIL), Package Insert, Patient Information, Prescribing information (PI), Medication Guides, and SMPCs.
Reference	Monograph	A detailed document created to explain the approved use of the drug and contains any other information that may be required related to the drug. This could also be called Product Monograph and Monograph/Dossier.
Reference	Publication	A clinical or scientific study available in a publication. May include the full article and/or the abstract. This could also be called Clinical Articles, Clinical Guidelines, Clinical Material, Clinical Study, Clinical Study Report, Clinical Trial Report, Clinical Trials Report, Literature Reference, Abstract, Text, and Textbook.
Reference	Website	A website that is used for substantiation.

RIM <> PromoMats Connection

Fri, 20 Mar 2026 00:00:00 +0000

The RIM <> PromoMats connection currently supports the transfer of:

Product Information

Product Family
Product Form
Product Variant

Global MLR Process

Thu, 19 Mar 2026 00:00:00 +0000

In PromoMats Basics, the lifecycle that a document follows depends on the input for the Country and Product Type fields, and whether or not the Approved with Changes Country Setting has been enabled by an admin. To accommodate all relevant regulations, additional workflows and roles are available based on these selections.

Note Regardless of the input for Country, Product Type, and Approved with Changes, each task follows the same general process outlined in Review a Document and Approve a Document, but the specific task text varies based on the document’s Country.

A document can be Canceled if it has not reached a major version, i.e. v1.0 (meaning document has not yet been approved). A document’s previous major version can be Expired if Version is greater than 0 (meaning document has been previously approved). Document Version 1.0 becomes Superseded when version 2.0 becomes Approved for Distribution. Documents can be sent for Periodic Review for an Expiration Date extension. Documents do not change state during the evalution, but will end in a state that corresponds with the document’s Expiration Date.

Veeva AI

Mon, 16 Mar 2026 00:00:00 +0000

Important Veeva did not create the LLM that Veeva AI uses, and it is never trained using your data.

Veeva AI, comprised of the Quick Check Agent and the Content Agent, are generative AI tools designed to accelerate the MLR process in Veeva PromoMats Basics by proactively detecting issues in materials, answering questions about materials, and more.

Create an eCTD Compliance Package

Fri, 05 Dec 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Submission Coordinator

To create an eCTD compliance package:

Navigate to Regulatory Library > Materials.
Click the Actions menu and perform a Bulk Action.
Select the document to create an eCTD compliance package for, and click Next.
Select the compliance package type, and click Next.

Review and Submit an eCTD Compliance Package

Fri, 05 Dec 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Submission Coordinator

Prerequisite: Create an eCTD Compliance Package

To review and submit an eCTD compliance package:

Navigate to Regulatory Library > eCTD Submission Ready Documents.
Select the compliance package.
Open the relevant submission form, such as the 2253.
Some of the information will auto-populate. Download the form, open it in a PDF editor, fill in the rest of the form, and sign it.

PromoMats Basics: PromoMats Admin

Thu, 20 Nov 2025 00:00:00 +0000

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PromoMats Basics: Read-only User

Thu, 20 Nov 2025 00:00:00 +0000

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PromoMats Basics: Submission Coordinator

Thu, 20 Nov 2025 00:00:00 +0000

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Change Country Settings

Tue, 14 Oct 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Vault Admin

Country Settings enable you to make country-specific changes to your material process in PromoMats Basics.

Enable Approved with Changes

The Approved with Changes setting adds a new option during the MLR approval process which allows approvers to indicate that a material is substantively approved, but requires minor edits, such as a typo. Once the material is marked as such, the Material Coordinator can then confirm needed changes and move the material directly to Approved for Production.

Create a User

Thu, 17 Jul 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Vault Admin

Create a Domain User

To create a Domain User:

Navigate to PromoMats Admin > Users, and click Create.
In the Domain User field, select Create Domain User.
In the Create Domain User dialog, enter the user’s First Name, Last Name, User Name, and Email, then click Save to create the Domain User.

Add New Reviewers to a Workflow

Wed, 16 Jul 2025 00:00:00 +0000

To add new reviewers to an ongoing workflow:

Within the document that is involved in the workflow, click the workflow name to open the task and workflow details.
Click the Actions menu () on the workflow.
Select add participants.
Add or change any reviewers for the workflow.
Click complete to finish adding reviewers.

Approve a Document

Wed, 16 Jul 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Content Creator, Content Manager, Material Coordinator, Medical, Legal, Regulatory, Responsible Pharmacist, Medical Signatory, AQP

To approve a document:

Navigate to Content Workspace > Tasks and open the Approval task.
Review the document, then click Complete.
Select a Verdict. If you approve the changes, provide your electronic signature if prompted. If the verdict is Not Approved, provide a descriptive comment.

Create a Document

Wed, 16 Jul 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Agency, Content Manager, Material Coordinator, Medical, Legal, Regulatory

To create a document:

In the Content Workspace, click Create.
Choose whether the document should be a full document upload, or placeholder. Placeholder documents allow you to add the document itself at a later date.

Prepare a Production Proof

Wed, 16 Jul 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Agency, Content Manager, Medical Signatory

In some cases, a production proof needs to be uploaded to a document as a rendition.

To upload a production proof:

Navigate to Content Workspace > Tasks and open the Prepare Production Proof task.
Select the Document Files tab.

Resolve an Annotation

Wed, 16 Jul 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Agency, Content Manager, Material Coordinator, Medical, Legal, Regulatory

To resolve an annotation:

Open the document.
Click the annotation, then click Resolve annotation ().
If you’re not able to find annotations that you know are on the document, you may have them hidden. Perform the following checks to ensure they’re visible:
1. Click Show Annotations (). If annotations are currently shown, this button becomes Hide Annotations, and displays an icon with the number of annotations on the document.
2. Ensure the filter () is set to display unresolved annotations.

Warning All annotations must be resolved before a document is able to enter the Approved for Production state. Unresolved annotations will result in a message stating that the document doesn’t meet the required criteria: Annotations (Unresolved) equals 0.

Review a Document

Wed, 16 Jul 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Content Manager, Material Coordinator, Medical, Legal, Regulatory, Medical Signatory

The review process helps supply iterative feedback to ensure documents contain all required information. Specific terminology on tasks will differ based on the user’s Reviewer Type.

To review a document:

Navigate to Content Workspace > Tasks and open the Review task.

Upload a New Version of a Document

Wed, 16 Jul 2025 00:00:00 +0000

Uploading a new version of a document often occurs on a document in the Revise and Resubmit state, or, in more rare cases and if enabled by your organization, the Approved with Changes state.

To upload a new version of a document:

While viewing the document you want to upload a new version of, click the All Actions menu.
Select upload a new version.

Claims

Tue, 15 Jul 2025 00:00:00 +0000

Claim Category
Affordability
Convenience
Disease State
Dosing and Administration
Efficacy
Instruction for Use
Limitation
Mode of Action
Reliability
Safety
Technical Specification
Tolerability

Claims Harvesting

Tue, 15 Jul 2025 00:00:00 +0000

The Harvest Claims feature allows you to extract link annotations from documents to populate the Claims library. Users can harvest the annotated text as Match Text, bring forward linked references, and copy the document into the individual Claim records. You can immediately approve Claims upon creation if the document you are harvesting from is in a steady state (e.g. Approved for Distribution), streamlining Claims management by providing teams with automated Claim creation.

Create a Claim and Add References

Tue, 15 Jul 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Content Manager, Material Coordinator, Medical, Legal, Regulatory, Medical Signatory

A Claim is a group of words or phrases that make a representation about a product, such as a risk or benefit which is supported by literature via a reference.

To create a Claim:

From the Claims tab in the Content Workspace, click Create.
Enter the Match Text, or the exact text for the claim statement in your document.
Select the document’s Primary Country and Language.
Select the Primary Brand, and Category that best describes the document.
Optionally, use the Additional Details field to enter any mandatory footnote text, disclaimers, or qualifying statements for the claim.
Click Save to create the Claim.

Add a Reference to a Claim

To add a reference to a claim:

Dashboards

Tue, 15 Jul 2025 00:00:00 +0000

Name	Description
Essential Dashboard	The Dashboard provides you with an at-a-glance overview of key reports, including status breakdowns, upcoming expirations, active workflows, and key statistics like Average Days in Review.

PromoMats Basics

Tue, 15 Jul 2025 00:00:00 +0000

PromoMats Basics provides an end-to-end solution for managing promotional materials. It helps organizations streamline the complex process of creating, reviewing, approving, distributing, and maintaining compliant content for Pharma, Biotech, and Medtech.

Core Features

The following core functionality is available in Veeva PromoMats Basics:

Core Brand Data: Allows you to create and manage each brand’s core data, like abbreviation, generic name, and up-to-date labeling documents.
Document Management: Provides a secure repository for promotional materials including workflows, components, references, and claims. Each document includes a full audit trail to ensure compliance.
Regulatory Workflows: Submit to FDA Workflow tracks submission of Material for 2253 or pre-clearance.
Medical, Legal, Regulatory (MLR) Review & Approval: Provides a streamlined, automated MLR review and approval process that includes automated versioning, real-time annotations, and e-signatures.
Document Linking: Provides the ability to create relationships across Materials, Claims, References, and Components.
Claims Management: Allows you to automate the generation of reference links on claim statements in promotional materials by adding references to a created claim.
Reports & Dashboards: Includes predefined reports and dashboard to display key metrics and monitor ongoing MLR activities.

PromoMats Basics Users

Tue, 15 Jul 2025 00:00:00 +0000

Vault users are managed by Vault Admins, and can be customized to perform various tasks throughout PromoMats Basics.

User Types

Vault users are categorized into three (3) different user types:

Domain Users: Users from your company’s domain, such as your peer employees. This is the most common type for new users.
Cross-Domain Users: Users from external organizations, such as vendors or consultants, who can use their existing Veeva Vault credentials to access your company’s vault. Cross-Domain Users can log into any Vault they have access to using their existing home domain login credentials, or using SSO if it is enabled for your organization.
VeevaID Users: Users that are not employees of your company and do not have their own Vault User ID.

User Access

You can provide users access to PromoMats Basics based on their role at your organization using security profiles and system assignments.

Reports

Tue, 15 Jul 2025 00:00:00 +0000

Reports can be accessed by navigating to Reports and Dashboards > Reports in the Content Workspace tab collection.

Note Reports in Veeva Basics are curated by the Veeva Basics team, and cannot be created from scratch. If you would like to submit a request for a specific report, use this form.

Name	Description
Active Material Workflows	This workflow displays all active workflows for documents under the Material type.
Active Material Workflows with Task Information	More detailed report on active Material workflows.
All Expiring Components	Shows which component assets will be expiring within the next 7, 30, 60, and 90 days.
All Expiring Documents	Documents coming up for expiry within the next 7, 30, 60, and 90 days.
All Expiring Materials	This report shows which materials will be expiring with the next 7, 30, 60, and 90 days.
All Expiring References	References coming up for expiry within the next 7, 30, 60, and 90 days.
Approved for Distribution Materials by Subtype	A Report that displays all Approved for Distribution Materials by subtype.
Approved Materials with/without Linked Documents	Shows which approved documents in the system contain reference link annotations.
Average Task Duration	This report allows you to report on average task durations (days).
Component Usage	Identify what components in your library have been linked to materials through the component relationship type.
Copies based on outdated Originals	A report showing documents created using the Make a Copy feature, where the original document has since been updated.
Current Material Status and Type	List of all non-expired Materials with accompanying metadata.
Document Reuse by Document	Breakdown of source file format for Component and Material document types.
Document Source File Format	Breakdown of source file format for Component and Material document types.
Document Usage	90 Day document usage report for steady state documents. Users of this report will be able to view usage by activity type, date, document, document type, and user.
In Progress	In Progress Workflows from custom date range.
Materials: Duration in Each Status (Days)	This report includes all Material documents across all status with the exception of superseded documents.
Owner Report	This report allows you to view all documents by Owner for the purpose of looks or transfers.
Reference Duplicate Count	Count of duplicate documents under the document type Reference.

Create a Brand

Mon, 14 Jul 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Vault Admin

Brands are used to organize relevant PromoMats Basics content under a brand umbrella, enabling the use of the brand as a filter when browsing the document library. When uploading documents, users will assign them to the brand that is appropriate for the document that they’re uploading.

Create an Organization

Mon, 14 Jul 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Vault Admin

Organizations classify users as either internal or external (e.g., a creative agency). Associating users with the correct organization ensures they have the right permissions. Organization records are related to the Agency field on Material documents.

To create an organization:

Navigate to PromoMats Admin > Organizations, and click Create.

Inactivate or Reactivate a User

Mon, 14 Jul 2025 00:00:00 +0000

Who can complete this task? Veeva PromoMats Basics: Vault Admin

If a user leaves your organization and no longer needs to be active in the system, Vault Admins can fully deactivate the user, and later reactivate it if needed.

Inactivate a User

To inactivate a user:

Navigate to PromoMats Admin > Users, open the user record that you want to inactivate.

Promomats Basics Jobs

Wed, 09 Jul 2025 00:00:00 +0000

Note Times listed in this table are shown in Standard Time. If your Vault is in a location that observes Daylight Saving Time, add one hour to the times shown during the Daylight Saving Time period.

Job Name	Description	Schedule
Auto Expire (Component)	Automatically expires Components when the Expiration Date has been reached.	Runs daily at 4:00 AM in the Vault’s timezone.
Auto Expire (Material)	Automatically expires Materials when the Expiration Date has been reached.	Runs daily at 3:00 AM in the Vault’s timezone.
Auto Expire (Reference)	Automatically expires References when the Expiration Date has been reached.	Runs daily at 3:00 AM in the Vault’s timezone.
Automated Image Tagging Count Requests	Count the number of service requests for Automated Image Tagging.	Runs daily at 4:00 AM in the Vault’s timezone.
Automated Image Tagging Results Cleanup	Deletes Automated Image Tagging Results records that are older than 90 days (age defined by Start Date/Time on record).	Runs daily at 4:00 AM in the Vault’s timezone.
Content Similarity Job Error Logs Cleanup	Deletes Content Similarity job error logs where the Created Date is over one year ago or refer to Content Similarity records that have been deleted.	Runs Monday at 9:00 PM in the Vault’s timezone.
Content Similarity Records Cleanup	Deletes Content Similarity records where the source document is in steady state, is over one year old, or is no longer needed due to the source document being up-versioned.	Runs Monday at 8:00 PM in the Vault’s timezone.
Task Reminders	Sends reminders for automatic workflow task reminders.	Runs daily at 5:00 AM in the Vault’s timezone.
User Account Activation	Automatically activates user accounts when the Activation Date has been reached.	Runs daily at 4:00 AM in the Vault’s timezone.

If you’re unsure of your Vault’s timezone, you’ll find it listed on every timestamp within the Vault. Contact support for help changing your Vault’s timezone.

PromoMats Basics: Agency Content Creator

Wed, 04 Jun 2025 00:00:00 +0000

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PromoMats Basics: Content Manager

Wed, 04 Jun 2025 00:00:00 +0000

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PromoMats Basics: Legal User

Wed, 04 Jun 2025 00:00:00 +0000

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PromoMats Basics: Material Coordinator

Wed, 04 Jun 2025 00:00:00 +0000

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PromoMats Basics: Medical User

Wed, 04 Jun 2025 00:00:00 +0000

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PromoMats Basics: Regulatory User

Wed, 04 Jun 2025 00:00:00 +0000

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PromoMats Basics: Vault Admin

Wed, 04 Jun 2025 00:00:00 +0000

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Mon, 01 Jan 0001 00:00:00 +0000