Manage Presentation Access and Discovery
Learning Objectives
After completing this unit, you’ll be able to:
- Distribute presentations through the territory hierarchy to establish field access.
- Distinguish how targeting, recommendations, and Next Best Message shape presentation availability and prominence for an account.
- Configure structured search to help representatives find presentations by known business attributes.
- Explain how Smart Content Search finds relevant file content.
Establish Access, Relevance, and Discovery
Creating and activating a presentation doesn’t automatically make it available to every field user. Administrators first distribute it through the territory hierarchy, then use account-level controls and discovery tools to shape how representatives encounter that content.
Distribution establishes which field users can access a presentation. Account and product restrictions can further determine which distributed presentations are eligible for a specific interaction. Targeting can guide or restrict content selection, while recommendations and Next Best Message help surface relevant presentations. Search helps representatives find accessible content by configured attributes or by meaning within presentation files.
These mechanisms draw on data already maintained in Agentforce Life Sciences, including territory assignments, account relationships, and presentation metadata.
In this unit, you learn about distributing presentations, shaping their account-specific use, and configuring structured and Smart Content Search.
Distribute Presentations to Territories
Territory distribution establishes which field users can access a presentation. Because the Presentation and Presentation Page objects use private sharing, an administrator assigns each presentation to the appropriate territories.
Products associated with presentation pages help focus the territory tree on relevant alignments. The presentation isn’t distributed, however, until the administrator saves the territory assignments. For unbranded content or other approved uses outside those alignments, turn on Select unassigned territories.
Here’s how to distribute a presentation.
- From the Presentations page in the Intelligent Content Admin Console, open the presentation and select Edit.
- Under Territory Distribution, search or browse for the applicable territories.
- Select the territories. To include a parent and all territories beneath it, double-click the parent checkbox.
- Save the presentation.
A parent-territory assignment applies to current and future child territories, reducing maintenance as the territory structure changes. For the Immunexis launch, the admin assigns the deck to the parent rheumatology region so its existing and future child territories inherit access.
Distribution establishes the accessible set. The account and product context can further determine which of those presentations appear during a specific interaction.
Shape Content for an Account
Territory distribution establishes which presentations a representative can access. The account or visit context then applies additional guidance and controls to that accessible content.
When a representative opens the Content Library from an account or visit, an account-level product restriction can hide presentations associated with the restricted product. Sometimes, the rep still has territory access to the presentation and finds it in the general library, but the account context prevents its use for that interaction. During visit planning and delivery, product-restriction and targeting information also helps reps select appropriate content and attendees.
Within the content available for the interaction, three mechanisms serve distinct purposes.
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Targeting identifies presentations intended for a particular account and territory. Depending on the configured Targeting Context, it can guide representatives with warnings or restrict them to targeted presentations and accounts.
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Recommendations rank preferred presentations for an account and territory without removing other accessible content.
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Next Best Message identifies accessible presentations whose Product Guidance supports a message recommended for the account and territory.
Targeting and recommendations use the Provider Account Territory Info record, which represents an account within a particular territory. Run the Align Account to Territory batch job before configuring them so the required records and access are available. Next Best Message uses separate Territory Account Product Message Score records together with the Product Guidance associations on presentation pages.
Configure Targeted Presentations
Use targeted presentations when the organization wants to guide content selection or implement tighter controls over which presentations and attendees are permitted.
Targeting uses the presentation’s Source System Identifier, a unique customer-provided value on the Presentation record. If a presentation created in the Admin Console doesn’t already have one, add a stable identifier.
On the Provider Account Territory Info record for the applicable account and territory, enter the identifiers in Targeted Presentation Information, separated by semicolons.
Then open Presentation Settings, select the applicable org, profile, or user scope, and choose the Targeting Context.
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Warn identifies targeted presentations while keeping other accessible content available. It also warns representatives when they add an account that isn’t targeted to the presentation.
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Restrict shows only presentations targeted to the current account and permits only targeted accounts.
Use Warn when you want to keep account-specific guidance flexible. Use Restrict when the interaction requires a predefined content and attendee set.
Configure Recommended Presentations
Recommended presentations make preferred content easier to find without restricting access to other presentations.
On the same Provider Account Territory Info record, enter Salesforce-generated Presentation IDs and their priority in Recommended Presentation Information using the required JSON format. The ranking can reflect specialty, launch strategy, engagement history, or other business logic and can be populated or refreshed through automation.
When representatives open the library or player from an account, they can filter for presentations recommended for the current account and territory. Changing either context changes the recommendations shown.
Surface Relevant Presentations
Next Best Message provides another way to surface relevant content for an account. Its recommendations are stored in Territory Account Product Message Score records, which associate an account and territory with a Product Guidance message, score, and rank.
When you enable Show Next Best Message in Presentation Settings, Intelligent Content identifies accessible presentations whose pages are associated with the recommended Product Guidance. For example, if efficacy is a Next Best Message for an HCP, a presentation containing a page associated with that efficacy message can appear with the Next Best Message indicator.
Next Best Message doesn’t distribute, restrict, or independently grant access to a presentation. Territory distribution, availability, and account-level product restrictions still determine whether the presentation can appear in the current context.
Help Field Users Search the Content Library
After access and account-specific guidance shape the available content, search helps field users move through it. In Presentation Settings, Search Settings brings together controls for presentation search, Smart Content Search, and advanced account search.
Search results remain subject to presentation availability, territory distribution, and any restrictions that apply in the current account context. Search returns only presentations the representative can already access.
Search Presentation Details
Select existing fields on the respective objects to support structured searches in the content library.
The Presentation Search Field supplies presentation-level terms. Select a standard field, or create a custom text or formula field beforehand. For example, a formula can combine presentation name and language so either value can return the presentation.
The Presentation Page Product Search Field can extend search to page, product, and guidance-message information. Because its product relationship is polymorphic, use a record-triggered flow to collect related values in a custom text field, then select that field here.
Choose and maintain values that reflect the terms field users are likely to enter. Read Expand Presentation Search Capabilities in Salesforce Help for the custom-field and Flow procedure.
The Use advanced search for accounts option supports account discovery from the content experience. It doesn’t change how presentations are matched.
Search Inside Presentation Files
Configured fields support searches by known details. Smart Content Search helps when representatives know the clinical concept but not the stored terms.
Smart Content Search uses Data 360 to index text from presentation files and return conceptually related content. For example, a search for heart disease returns content about cardiovascular risk, cardiac outcomes, or coronary conditions.
Setup begins in Data 360. Deploy the Life Sciences Data Kit, make the presentation records and attached files available for ingestion, and create a vector search index based on Presentation Page.
After the index is ready, return to Search Settings in the Admin Console. Turn on Use Data Cloud to search presentation content, enter the search index API name, and select the file types to include.
Keep these requirements in mind.
- Smart Content Search requires an online connection. Offline users can still search configured presentation details.
- PDFs are indexed automatically. Select additional supported types, including HTML, as needed.
- Presentations that are uploaded before configuring Smart Content Search aren’t indexed retroactively. Upload a new version to make their file content searchable.
Read Set Up Smart Content Search in Salesforce Help for the complete Data 360 procedure.
What's Next?
You’ve learned how to establish presentation access, shape the account-specific experience, and configure search across structured fields and file content.
In the next unit, configure how representatives work with presentations during and after an HCP interaction, including player tools, tracking, and approved follow-up.