If you work in pharma or biotech marketing, you already know the drill: every word you publish is under a microscope. That’s where Veeva PromoMats comes in—it’s built to help you create, review, and manage compliant medical content. But let’s be honest: if you’re new to PromoMats, or even if you’ve used it for a while, the process can feel clunky and overcomplicated. This guide is for anyone who wants to actually get compliant content out the door—without losing your mind (or your weekends).
Let’s cut through the noise and get down to what works.
Step 1: Understand the Basics (and the Gotchas) of PromoMats
First things first: Veeva PromoMats (here’s what I’m talking about: Veeva) is a cloud-based platform designed specifically for regulated industries. Its main job is to make sure your medical content goes through the right checks, gets documented, and can stand up to audits. It’s not magic, and it won’t make bad content good, but it does keep you organized and (mostly) on the right side of compliance.
What PromoMats actually does: - Stores and versions your content (no more “final_v37_thisone.docx”) - Routes materials through medical, legal, and regulatory review (MLR) - Tracks changes, comments, and approvals - Generates audit trails for every piece of content
What PromoMats doesn’t do: - Think for you—garbage in, garbage out - Automatically know if your claims are correct or compliant - Replace the need for actual human reviewers
Pro tip: Don’t expect PromoMats to simplify your process out of the box. Most companies customize it—sometimes too much. If your workflow in PromoMats feels like a Rube Goldberg machine, odds are someone overengineered it.
Step 2: Prep Your Content Before Uploading
The biggest time-waster? Uploading half-baked drafts and chasing changes during review cycles. Before you put anything into PromoMats, do these:
- Check claim substantiation. Every scientific or promotional claim needs a reference. Don’t upload slides with “data on file” and hope for the best.
- Standardize templates. Use approved templates for slide decks, emails, or leave-behinds. PromoMats loves consistency (and so do reviewers).
- Proof your work. Typos and formatting errors slow everything down. Get a fresh set of eyes on it, or at least run a spelling/grammar check.
- Get references ready. Collect your supporting references as PDFs or links. You’ll need to upload them too.
What to ignore: Don’t bother with fancy graphics or layouts until your base content is approved—otherwise you’ll be making the same changes twice.
Step 3: Upload Content to PromoMats the Right Way
Once your draft is rock-solid, it’s time to get it into PromoMats. Here’s how to avoid common pitfalls:
- Select the correct document type. This determines the workflow. If you pick wrong, your content may get routed to the wrong people (or get stuck entirely).
- Fill in metadata accurately. Yes, it’s tedious. But missing fields mean reviewers will send it back to you. Take the extra minute.
- Attach references and supporting docs. Link everything that substantiates your claims. If you leave them out, your review will stall.
- Check permissions. Make sure everyone who needs to review (medical, legal, regulatory, marketing) can see the document.
Pro tip: Don’t rely on email to tell reviewers something’s ready. Use PromoMats notifications and keep all communication in the system. It’s more traceable and audit-friendly.
Step 4: Navigate the Review and Approval Process
PromoMats is built around the MLR (Medical, Legal, Regulatory) review cycle. Here’s how to keep things moving:
- Monitor status. Keep an eye on your content status (Draft, In Review, Approved, Rejected, etc.). If it’s stuck, ask why.
- Respond to comments in context. PromoMats tracks every comment and response. Address each point clearly, and don’t resolve comments until the issue is actually fixed.
- Keep versions straight. When you upload a new version, link it to the old one so reviewers can see what changed. Don’t create new documents for minor edits.
- Document rationale. If you disagree with a reviewer, write a short, clear explanation in the system. Don’t escalate over email—it just gets lost.
What works: Uploading a “clean” version and a “redline” or annotated version. Reviewers can see both what changed and why, which saves a ton of back-and-forth.
What doesn’t: Arguing about minor wording changes. Pick your battles. Focus on compliance and accuracy, not style preferences.
Step 5: Finalize, Store, and Distribute Approved Content
Once you’ve cleared all approvals, you’re almost there. But don’t drop the ball at the finish line:
- Check approval status. Make sure your document is officially “Approved” in PromoMats. “Pending” or “Draft” means you’re not done.
- Lock down the version. Archive or lock older drafts. Only the final, approved content should be used externally.
- Distribute using approved channels. PromoMats can help you push content to sales reps, field teams, or digital platforms—but only if you use its distribution features.
- Track usage. If your company uses PromoMats for content tracking, make sure field teams are actually using the latest version.
Pro tip: Don’t pull content from outside PromoMats for presentations or emails. If it’s not in the system, it’s not compliant. Auditors love to find these “workarounds.”
Step 6: Manage Expiry, Updates, and Audits
Compliance isn’t a one-and-done deal. Here’s how to avoid headaches down the road:
- Set content expiry dates. Most medical materials have a shelf life (often 1-2 years). PromoMats can remind you when it’s time to review or retire content.
- Update proactively. If clinical data changes, update your content ASAP and run it through the review process again.
- Prepare for audits. Auditors will ask for documentation—version history, reviews, approvals, references. PromoMats tracks this, but only if you used the system as intended.
- Retire obsolete content. Don’t let old versions float around. Archive them in PromoMats and make sure users only access the latest, approved material.
What works: Regular content reviews (quarterly or semi-annual) to catch outdated materials before they cause trouble.
What doesn’t: Relying on email or local folders to store “just in case” versions. It’s a recipe for compliance disasters.
Honest Tips for Staying Sane (and Compliant)
- Train your team. PromoMats isn’t intuitive for everyone. A short walkthrough beats months of frustration.
- Don’t overcomplicate workflows. The simpler your process, the faster you’ll get compliant content out the door.
- Push back on unnecessary “customizations.” Most problems come from companies trying to make PromoMats do things it wasn’t built to do.
- Document everything (in the system). If it’s not in PromoMats, it didn’t happen—as far as auditors are concerned.
Keep It Simple, Iterate, and Don’t Sweat the Small Stuff
Generating compliant medical content with PromoMats isn’t rocket science—but it is a process. Start with solid drafts, only use the system for what it’s good at, and keep workflows as straightforward as possible. Don’t get hung up chasing perfection or overengineering. Get content out, learn what works, and tweak your process as you go.
The goal is compliance and clarity, not complexity. Stick to that, and you’ll spend less time wrestling with PromoMats—and more time getting work done.