Veeva Vault custom fields for Mobile Locker

Use this guide when your organization stores approved content in Veeva Vault and wants Mobile Locker to set presentation settings automatically when that content is ingested.

This is for Vault administrators and IT teams who can add custom document fields. It is not a field-user guide.

Connect Vault first (read-only user, API access, and ingest filter). See Veeva Vault access and ingest for Mobile Locker. This article is the optional ml_* field pack after that connection exists.

On this page

Why custom fields (not native Vault tags)
How ingest uses the fields
Field catalog
- Required fields
- Optional fields
How to create the fields in Vault
Values Mobile Locker expects
Persona labels and similar tags
What we do not map from native tags
Checklist for go-live

Why custom fields (not native Vault tags)

Vault Document Tags (tags__v) are a standard Vault feature. Admins create tags under Configuration > Document Setup > Document Tags. Users apply them on the document. Vault can also auto-tag from phrases in the file. Those tags are useful for search and filter inside Vault.

Mobile Locker ingest does not copy tags__v onto presentations. Native tags are sometimes used only as a query filter (for example, only ingest documents tagged "Mobile Locker"). They do not set folders, groups, email, print, download, or Mobile Locker labels.

To control how content behaves in Mobile Locker, add a small set of custom document fields whose API names start with ml_ and end with __c. Marketing and medical ops then set those fields on each document (or via Vault workflow). When Mobile Locker imports the document, it applies the matching presentation settings.

Do not rely on native Vault tags for Mobile Locker labels. If you need personas, products, or audience labels in the Mobile Locker library, put those values on ml_labels__c.

How ingest uses the fields

Two conditions must both be true, or Mobile Locker will import the file but skip Mobile Locker settings:

The Mobile Locker Vault connection is marked as having Mobile Locker fields (has_mobilelocker_fields). Your Mobile Locker contact enables this after the fields exist in Vault.
The document includes every required ml_* field listed below. If any required field is missing from the document type (not merely blank), attribute mapping does not run.

Optional fields can be empty. Required fields must exist on the document type even if you leave some values blank for a given document.

When mapping runs, Mobile Locker can:

Set the presentation name and alias from optional name fields (if title sync is on for the connection)
Set share, download, and print flags for reps and for viewers
Mark the file internal-use-only
Assign groups (names must already exist in Mobile Locker)
Place the file in a team folder (path must already exist)
Create Mobile Locker labels if they do not exist, then attach them
Attach a share / email template by exact name

Product links use the standard Vault product__v field. That is separate from the ml_* pack.

Field catalog

Create these as shared document fields on the document types you ingest into Mobile Locker. Keep the Field API Name exactly as shown. Labels in the Vault UI can be friendlier.

Required fields

These eight fields must exist on the document for Mobile Locker attribute mapping to run.

Field label (suggested)	Field API name	Vault type	What Mobile Locker does
Folder	`ml_folder__c`	String	Places the presentation in a team folder. See folder paths below.
Groups	`ml_groups__c`	Repeating string (array of strings)	Assigns Mobile Locker groups whose names match exactly. Groups are not created automatically.
Internal use only in Mobile Locker?	`ml_internal_use_only__c`	Boolean (Yes/No)	When true, the presentation is internal-use-only.
Email allowed?	`ml_can_be_emailed__c`	Boolean	Sets whether the file can be shared by email, share link, and share space.
Download by user?	`ml_can_be_downloaded_by_user__c`	Boolean	Sets whether the Mobile Locker user can export / download the file.
Print by user?	`ml_can_be_printed_by_user__c`	Boolean	Sets whether the Mobile Locker user can print.
Download by viewer?	`ml_can_be_downloaded_by_viewer__c`	Boolean	Sets whether a recipient / viewer can download.
Print by viewer?	`ml_can_be_printed_by_viewer__c`	Boolean	Sets whether a recipient / viewer can print.

Optional fields

Field label (suggested)	Field API name	Vault type	What Mobile Locker does
Business-friendly name	`ml_business_friendly_name__c`	String	If title sync is enabled, becomes the presentation name in Mobile Locker.
Alias	`ml_alias__c`	String	If title sync is enabled, becomes the presentation alias.
Email template	`ml_email_template__c`	String or repeating string	Matches a Mobile Locker share template by exact name. If several values are sent, only the first is used.
Labels (or tags)	`ml_labels__c`	Repeating string (array of strings), or a comma-separated string	Creates missing Mobile Locker labels on the team, then attaches them to the presentation. Use this for personas, audience, or any library tags you want in Mobile Locker.

How to create the fields in Vault

In Vault, go to Admin > Configuration > Document Fields (or the equivalent Document Setup screen for your release).
Create each field as a shared field with the API name in the tables above. Use suffix __c.
Add the fields to every document type (and subtype, if needed) that Mobile Locker will ingest.
Give marketing, medical, or the Vault role that owns promotional content permission to edit these fields. The integration user that Mobile Locker uses must be able to read them in the API / VQL.
Optional: add the fields to the Doc Info layout so users can set them without a loader.
Tell your Mobile Locker contact when the fields are live so we can turn on has_mobilelocker_fields on the connection.

Mobile Locker can provide an Excel field template (Mobile Locker Custom Veeva Vault Fields - TEMPLATE.xlsx) that matches this catalog. Use it as a checklist when you create the fields in Vault.

You do not install a Mobile Locker package in Vault for these fields. They are ordinary custom document fields that you own.

Values Mobile Locker expects

Booleans

Use true / false (or Vault Yes / No). Empty required booleans are treated as not set for that setting.

Folder paths (`ml_folder__c`)

Use home (any capitalization) to keep the file on the team Home list and remove it from folders.
For a nested folder, use the same path as in Mobile Locker, for example Sales Aids/Oncology. You can prefix with home/. Leading and trailing slashes are ignored. Backslashes are treated as slashes.
Matching is case-insensitive against the team folder tree. The folder must already exist. Mobile Locker does not create folders from this field.

Groups (`ml_groups__c`)

Each value must match a Mobile Locker group name on that team. Unknown names are ignored. The connection can also supply default group names. Document groups and connection groups are combined.

Labels (`ml_labels__c`)

Each value becomes a Mobile Locker label. If the team does not have that label, ingest creates it, then attaches it. Use the names field users should see in the library (for example Persona: Radiologist or Radiologist). Duplicate names on the same team are not created twice.

Email templates (`ml_email_template__c`)

The value must match a share template name on the team. If it does not match, the presentation is not given a template.

Persona labels and similar tags

If marketing wants to tag assets by persona (or any other taxonomy) in Vault and have those values appear as Mobile Locker labels:

Create ml_labels__c (and the required fields above).
Have users or workflow set the persona values on ml_labels__c, not only on native tags__v.
On ingest, Mobile Locker creates any missing labels and attaches them.

You can still use native Vault tags for Vault search. Keep Mobile Locker-facing values on ml_labels__c so Vault-only tags (for example "Mobile Locker" as an ingest flag) do not clutter the Mobile Locker library.

What we do not map from native tags

Vault feature	API name	Mapped to Mobile Locker?
Document tags	`tags__v`	No (query filter only, on some connections)
Automated image tags	`image_tags__v`	No
Annotation tags	(annotations)	No
Document type / subtype / classification	`type__v`, `subtype__v`, `classification__v`	Not mapped to labels or folders

Checklist for go-live

Create all required ml_* fields and add them to the ingest document types.
Create optional fields you plan to use (ml_labels__c for personas).
Confirm the Mobile Locker integration user can read the fields in VQL.
Create matching folders, groups, and share templates in Mobile Locker before you depend on those names.
Ask Mobile Locker to enable Mobile Locker fields on the Vault connection.
Ingest one test document with known values and confirm name, folder, groups, labels, and share flags in the Mobile Locker admin library.

Questions: contact support@mobilelocker.com or your Mobile Locker account team.