Keep Life Sciences Cloud showing only MLR-approved content — sync approved PromoMats documents and CLM presentations with their expiry and withdrawal status — and round-trip medical inquiries captured on a visit to Vault MedInquiry and back, with adverse events split off to safety.
Tags: life-sciences, life-sciences-cloud, pharma, veeva, vault, promomats, medical-information, salesforce, api-led
Veeva Vault PromoMats and MedInquiry to Life Sciences Cloud: Approved Content and Medical Inquiries
Objective: When CRM moves to Life Sciences Cloud, content approval and medical information often stay in Veeva Vault. This plan keeps the two in step: reps see only content that is MLR-approved and in date, withdrawn content disappears from the field the same day, and a medical question captured on a visit reaches medical information with its context and comes back with an answer.
What's Getting Built
- Vault PromoMats (System API) — reads approved documents, CLM presentations, and lifecycle state from Vault ·
VQL documents where status = Approved, SPARK NOTIFY document.state-change
- Vault MedInquiry (System API) — creates inquiries and reads responses in Vault MedInquiry ·
POST /objects/inquiry__v, GET /objects/inquiry__v/{id}
- Content sync (Process API) — publishes approved content and withdrawals to LSC with market, product, and expiry ·
POST /content/publish, POST /content/{id}/withdraw
- Medical inquiry (Process API) — takes an inquiry from an LSC visit, files it in MedInquiry, and returns the response to the requester ·
POST /inquiries, GET /inquiries/{id}
Value chain phase
Phase 06 — Commercial & Patient Services. Marketing to healthcare providers (HCPs) and patient support program delivery.
- Scope of this plan: Approved promotional content and medical inquiries flowing between Veeva Vault and Life Sciences Cloud.
- Data in this phase: CRM (Veeva / Salesforce Life Sciences Cloud), prescription data, and logs.
- Receives from: Phase 05 — Supply Chain & Logistics.
- Hands off to: Nothing downstream — this phase closes the loop back to Research & Discovery with real-world evidence.
Prerequisites
- Anypoint Platform org with API Manager, Runtime Manager, and a non-production deployment target.
- Salesforce Life Sciences Cloud org with a connected app and an integration user scoped to the objects this plan writes.
- Secrets Manager or secure properties configured for every system credential.
- Named owner for each source system — integration stalls on access, not on code.
- Veeva Vault PromoMats and MedInquiry API users with read on approved content and write on inquiries.
- The Vault connector version supported by your Mule runtime confirmed before build — check the connector release notes for PromoMats object coverage.
- Agreed mapping of Vault product, market, and audience to LSC so content is filtered correctly per rep.
- The safety intake endpoint and AE reporting clock for any adverse event raised in an inquiry.
Architecture
1. Publish only what MLR approved
- Sync documents and CLM presentations only in an approved, in-date lifecycle state, with expiry carried to LSC.
- Use Vault Spark notifications for state changes and a nightly VQL sweep as the safety net.
- Filter by product, market, and audience so a rep only sees content approved for their country.
2. Withdraw the same day
- Treat withdrawal and expiry as first-class events that remove content from LSC immediately.
- Report any content shown on a visit after withdrawal as a compliance exception.
3. Round-trip medical inquiries
- Capture the question, HCP, product, and requested response channel on the visit, then file it in MedInquiry.
- Return status and the response to LSC so the rep sees the inquiry was answered, without seeing the medical content where policy forbids.
- Keep medical and commercial separated — the rep sees status, the HCP receives the answer.
4. Split off adverse events
- Flag any adverse event, product complaint, or special situation in an inquiry and send it to safety intake inside the reporting window.
- Never wait for the inquiry to close before reporting the event.
5. Security and GxP compliance
- Validate the integration under GAMP 5 — requirements, design, IQ/OQ/PQ evidence, and a traceability matrix retained for inspection.
- Meet 21 CFR Part 11 and EU Annex 11 for electronic records and signatures on every GxP-relevant flow.
- Preserve ALCOA+ data integrity — attributable, legible, contemporaneous, original, and accurate — with audit trails no operator can edit.
- Encrypt regulated data in transit and at rest, and keep production payload visibility to validated support roles only.
- Treat a mapping change on a GxP flow as a controlled change under change management, never as a hotfix.
- Retain the link from every content view in LSC to the approved Vault document version.
- Keep medical information separated from promotional use, per your medical governance policy.
For pre-built API specifications, implementation templates, and reference architecture, see the MuleSoft Accelerator for Life Sciences on Anypoint Exchange.
Sample payload — Medical inquiry from a visit
{
"visitId": "a0V5f00000A1bCd",
"hcpId": "HCP-000482913",
"product": "PRODUCT-X",
"question": "Dose adjustment for renal impairment",
"responseChannel": "email",
"aeFlag": false,
"vaultInquiryId": "INQ-000918"
}
Testing and validation
- Approve a document in Vault and confirm it appears in LSC only for its market and audience.
- Withdraw a document and confirm it disappears from LSC the same day.
- Raise an inquiry with an AE flag and confirm safety intake receives it before the inquiry is answered.
- Answer an inquiry in MedInquiry and confirm status returns to the visit.
Phased rollout
Phase 1 — Connect
- Confirm the Vault connector version and build the PromoMats System API.
- Sync approved content for one product and market.
Phase 2 — Map and validate
- Add withdrawal and expiry events, then the MedInquiry round trip.
- Wire AE split-off to safety and rehearse the clock.
Phase 3 — Production
- Extend to all markets, then retire the legacy CRM content sync per wave.
- Hand exception reporting to compliance.
Success metrics
- Content shown after withdrawal, at zero.
- Hours from Vault withdrawal to removal from LSC.
- Inquiries with an AE reaching safety inside the reporting window.
Troubleshooting
- Expired content still shows in LSC — Likely cause: only state changes were synced, and expiry is a date, not an event. Fix: Run the nightly sweep on expiry dates as well as states.
- Connector calls fail after an upgrade — Likely cause: Vault API version changed under a pinned connector. Fix: Check the connector release notes and pin the Vault API version explicitly.
Deliverable: MLR-approved content and withdrawals synced from Vault PromoMats to Life Sciences Cloud by market, a MedInquiry round trip from the visit, and adverse events routed to safety inside the window.