Veeva Vault RIM Microsoft 365 Copilot connector overview

The Veeva Vault RIM Microsoft 365 Copilot connector allows organizations to index regulatory submissions and compliance documents from Veeva Vault into Microsoft Graph, making them accessible across Microsoft 365 experiences, including Microsoft 365 Copilot and Microsoft Search. The connector integrates the Vault RIM permission model to ensure that users can only access authorized content. It enhances content generation and review speed through intelligent content analysis and preparation. By streamlining the entire regulatory submission lifecycle, the connector helps submitters track submission status more effectively and significantly reduces turnaround times.

Why use the Veeva Vault RIM connector to index your data?

The following are the key benefits of the Veeva Vault RIM Copilot connector:

• Enhanced content management and retrieval: The connector suggests tags to aid in submission review and preparation.
• AI-assisted content reuse and localization: Facilitates content adaptation to various markets, saving time while ensuring relevance for different audiences.
• Comprehensive document review and summarization: AI tools help with grammar, spelling, semantics, and regulatory compliance, ensuring accuracy and up-to-date regulatory submissions and compliance documents.
• Productivity boost: Minimizes time spent searching for information across multiple sources by integrating Microsoft 365 Copilot and Microsoft Search with RIM data.
• Efficient content preparation: Improves efficiency by referencing existing regulatory submissions and compliance documents to help generate new materials effectively.

This guide is for Microsoft 365 administrators or anyone responsible for configuring, managing, and monitoring the Veeva Vault RIM Copilot connector.

Build agents with the Veeva Vault RIM connector

Developers can use this connector as a knowledge source in declarative agents they build with Copilot Studio, Agent Builder in Microsoft 365 Copilot, or the Microsoft 365 Agents Toolkit.

Agent prompts

The following examples show prompts that agent builders can use to help their users retrieve information from Veeva Vault RIM:

• Submission summary: Generate a summary of recent regulatory submissions by region.
• Deadline tracking: Identify upcoming submission deadlines based on current project timelines.
• Activity report: Create a report detailing all regulatory activities by product, product family, or country/region.
• Feedback summary: Summarize Health Authority Regulations received from health authorities over the past quarter.
• Document checklist: Generate a list of required documents for an upcoming regulatory submission.
• Approval overview: Provide an overview of all pending approvals by country/region or product.
• Submission timeline: Create a timeline of historical submissions and approvals for a specific product, product family, or country/region.
• Audit changes: Summarize changes made related to a specific product, submissions, or application for use during a regulatory audit or inspection.
• Compliance status: Generate a detailed report on approval status across different regions.

These example prompts illustrate some of the ways Microsoft 365 Copilot can interact with Veeva RIM data to enhance productivity and streamline workflows. Users can create their own prompts tailored to their specific data and business needs. For more information, see Prompting tips.

Veeva Vault RIM connector capabilities and limitations

The Veeva Vault RIM Copilot connector enables users to:

• Generate summaries to understand and make decisions based on regulatory submissions, compliance metrics, and key documents.
• Improve the searchability of regulatory submissions and compliance documents by using advanced Microsoft 365 search capabilities.
• Gain insights and recommendations from indexed data to enhance workflow efficiency, including checking the usage of specific phrases in RIM documents.
• Index RIM content to create a unified search experience across Microsoft 365 environments.
• Maintain data privacy and compliance by supporting access control list (ACL) permissions and document-level permissions, simplifying the permission model, and reducing the risk of misconfiguration.
• Use query string conditions to precisely control the synchronization of articles, ensuring efficient indexing.

The Veeva Vault RIM connector has the following limitations:

• Supports file types including Microsoft Office documents, PDFs, and text-based files only; doesn't support PNG, JPG, or video files.
• Partially indexes files larger than 4 MB.
• The indexing speed is constrained by the API rate limits imposed by the Veeva platform. If you have a high volume of documents, you might experience longer completion times.

Data types indexed from Veeva Vault RIM

The connector indexes regulatory submissions, compliance documents, and associated metadata such as document name, owner, and lifecycle stage. Indexed content is surfaced in Microsoft 365 Copilot and search results, enabling unified access and improved discoverability. Metadata like title, created by, and last modified by is also indexed.

Permissions model and access control

The connector adheres to the ACLs defined in Veeva Vault. Only users with view permissions in Veeva Vault can see the indexed content in Microsoft 365. Admins can optionally allow all users access to all indexed content. The connector supports document-level permissions and simplifies the permission model to reduce the risk of misconfiguration.

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