Deploy the Veeva Vault RIM Microsoft 365 Copilot connector

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 Vault RIM's built-in 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.

This article describes the steps to deploy and customize the Veeva Vault RIM connector. For general information about Copilot connector deployment, see Set up Copilot connectors in the Microsoft 365 admin center.

Prerequisites

Before you deploy the connector, make sure that you meet the following prerequisites:

• You must be a Microsoft 365 admin.
• The Veeva Vault RIM instance must be accessible and properly configured.
• Microsoft Entra ID must be set up for authentication.
• Required permissions and roles must be assigned in Veeva Vault and Microsoft 365.

Register an application and configure OAuth

Use the following steps to configure Microsoft Entra ID OAuth 2.0/OpenID Connect for the Veeva RIM connector.

1. Register an application in Microsoft Entra ID.

   • Go to Microsoft Entra admin center > App registrations > New registration.
   • Name the application and select Accounts in this organizational directory only.
   • Add the redirect URI:
     • For Microsoft 365 Enterprise: https://gcs.office.com/v1.0/admin/oauth/callback
     • For Microsoft 365 Government: https://gcsgcc.office.com/v1.0/admin/oauth/callback
   • Generate a client secret under Certificates & Secrets and store it securely.

2. Configure OAuth in Veeva RIM.

   • Go to Admin > Settings > OAuth 2.0/OpenID Connect Profiles.
   • Create a new profile, set the Status to active, and select Azure AD as the provider.
   • Choose Upload AS metadata > Provide Authorization Server Metadata URL, and paste the following link. Replace {tenant-id} with your tenant ID. https://login.microsoftonline.com/{tenant-id}/v2.0/.well-known/openid-configuration
   • Set Identity is in another claim to upn, and in User ID Type, select Federated ID. The UPN should be the same as the federated ID.
   • Choose Client Applications > Add, and use the client ID from your Microsoft Entra ID application for both Application Client ID and Authorization Server Client ID. Add an Application Label.

   Note

   To enable Perform strict Audience Restriction validation, add the client ID to the Audience field.

3. Create security policies and link users.

   • Go to Admin > Settings > Security Policies > Create > Single sign-on. Provide a name and description, and set the status to active.
   • For the authentication type, choose Single Sign-on, and choose a profile. For more information, see Configuring Single Sign-on.
   • In eSignature Profile, select None, and in OAuth 2.0 / OpenID Connect Profile, select the OAuth 2.0 profile that you created. Keep the default values for the remaining settings.
   • Go to Admin > Users & Groups, select the vault owner, and choose Edit.
   • In Details > Security Policy, change the values to the new policy, and in Federated ID, change the value to the UPN of the connector admin account.

Deploy the connector

To add the Veeva Vault RIM connector for your organization:

1. In the Microsoft 365 admin center, in the left pane, choose Copilot > Connectors.
2. Go to the Connectors tab, and in the left pane, choose Gallery.
3. From the list of available connectors, choose Veeva Vault RIM.

Set display name

The display name is used to identify references in Copilot responses to help users recognize the associated file or item. The display name also signifies trusted content and is used as a content source filter.
You can accept the default Veeva Vault RIM display name, or customize the value to use a display name that users in your organization recognize.
For more information about connector display names and descriptions, see Enhance Copilot discovery of connector content.

Set instance URL

Enter the URL of your Veeva Vault RIM instance. For example:
https://<your-vault-domain>.veevavault.com

Choose authentication type

To authenticate the Veeva RIM connector, for the Authentication type, choose Microsoft Entra ID OIDC, and provide the following information:

• Vault session ID URL: In Veeva RIM, go to Admin panel > Settings > OAuth 2.0/ OpenID Connect Profiles, and choose the profile you created for this connection. Copy the Vault Session ID URL.
• Client ID: The application ID for the Entra application you registered for Veeva RIM.
• Client secret: The client secret associated with the Entra application.

Select Authorize to sign in with your Entra ID account, and select Consent on behalf of your organization, and then on the permission request screen, choose Accept.

Roll out

To roll out to a limited audience, choose the toggle next to Rollout to limited audience and specify the users and groups to roll the connector out to. For more information, see Staged rollout for Copilot connectors.
Choose Create to deploy the connection. The Veeva Vault RIM Copilot connector starts indexing content right away.

The following table lists the default values that are set.

To customize these values, choose Custom setup. For more information, see Customize settings.
After you create your connection, you can review the status in the Connectors section of the Microsoft 365 admin center.

Customize settings (optional)

You can customize the default values for the Veeva Vault RIM connector settings. To customize settings, on the connector page in the admin center, choose Custom setup.

Customize user settings

Access permissions

The connector adheres to the access control lists (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, although this approach isn't recommended.

Mapping identities

If you want to enforce the security settings of your Veeva RIM instance, choose Non-ME-ID as the identity type for your content source.

Enter the required information for identity mapping. For example, if you want to map identities based on email addresses:

1. For the Microsoft Entra user property, select Mail.
2. Under non-Microsoft Entra user property, select Add identity property, and choose Email. Use an expression such as ([^@]+) to capture a sequence of one or more characters that are not the @ symbol. Create a formula to complete the mapping, such as {0}@<your-domain>.

Customize content settings

Query string

You can use query string conditions to precisely control the synchronization of articles, ensuring efficient indexing.

Manage properties

The following table lists the properties that the Veeva Vault RIM connector indexes by default.

Add custom properties

In addition to the default properties, the connector automatically discovers custom and other document properties from your Veeva Vault RIM instance. During setup, the connector retrieves all available document fields that are queryable, not disabled, and not hidden, and presents them as additional properties under Manage properties.

You can select and add these custom properties one by one to the connector schema. Each added custom property has the following default schema attributes:

• Query and Retrieve are enabled by default.
• Search and Refine aren't enabled by default but can be turned on under Manage properties.

For properties that reference Veeva Vault objects (ObjectReference type), the connector also fetches the referenced object's metadata and exposes its fields as nested properties. For example, if a custom property references a VObject of type campaign__v, the connector generates properties like campaign__v.name__v, campaign__v.status__v, and so on.

After adding custom properties, you can customize the schema attributes for any property—both default and custom—under Manage properties. You can enable or disable Query, Retrieve, Search, and Refine for each property based on your organization's requirements.

Customize sync intervals

You can modify the frequency of full crawls to fit your organization's requirements. The following are the default crawls:

• Full crawl—daily.

For more information, see Guidelines for sync settings.

Related content

• Veeva Vault RIM connector overview
• Troubleshoot issues with the Veeva Vault RIM connector