Organizations using both a Vault CRM Vault and a PromoMats Vault can utilize the Spark messaging framework to create a standard Vault to Vault connection. This connection transfers documents from PromoMats to Vault CRM. Edits to document fields, new versions, and state changes in PromoMats documents are also reflected in Vault CRM. Streamlining document creation reduces duplicate data and allows Vault documents to have a single source of truth within an organization.

How the Vault CRM to PromoMats Connection Works

The Vault CRM to PromoMats Vault Connection creates new documents, updates existing documents, creates new versions of existing documents, and changes the state of existing documents in the following situations:

  • When a user moves a document to the steady state of its lifecycle in the PromoMats Vault, a document is created in the Vault CRM Vault.
  • When a user updates a field on a document in the steady state of its lifecycle in the PromoMats Vault, the field is updated on the document in the Vault CRM Vault.
  • When a user uploads a new version of a document in the steady state of its lifecycle in the PromoMats Vault, a new version of the document is created in the Vault CRM Vault.
  • When a user moves a document out of the steady state of its lifecycle in the PromoMats Vault, the document is moved to the obsolete state of its lifecycle in the Vault CRM Vault.
  • When a user deletes a document in the steady state of its lifecycle in the PromoMats Vault, the document is moved to the obsolete state of its lifecycle in the Vault CRM Vault.

When any of the above criteria is met, the PromoMats Vault will schedule a job for 5 minutes in the future. This is to prevent multiple changes to a document in quick succession from being ran as independent jobs. Please note that if any change is made to a PromoMats document and then the document is moved out of the steady state or deleted within five minutes of the change, only the state change or delete will be reflected in the Vault CRM document.

After connecting your Vaults, you can either run the job for the first time with one of the following methods:

  • In Vault CRM, navigate to Admin > Connections > Vault CRM to PromoMats. Expand the Integrations section. From the All Actions Menu on PromoMats Document Integration, select Run Integration.
  • In PromoMats, move a document to the steady state of its lifecycle.
  • In PromoMats, update a field on a document in the steady state of its lifecycle.
  • In PromoMats, upload a new version of a document in the steady state of its lifecycle.
  • In PromoMats, moving a document out of the steady state of its lifecycle.
  • In PromoMats, deleting a document in the steady state of its lifecycle.

Document Creation & Update

Vault creates a new document in the lifecycle state defined in the connection’s configuration. Unlike other Vault to Vault Connections, the documents created in the Vault CRM to PromoMats Connection are not CrossLink documents.