Monitoring Rule (monitoring_rule__v)

A monitoring rule defines the list of fields monitored by Approved Notes. Monitoring rules have monitoring phrases associated with them.

Background Monitoring rules monitor defined fields during a scheduled monitoring process job. Field users can enter, save, and sync any value in monitored fields without any indication that the field is being monitored. Evaluation of the entered field values is performed after the notes are saved in Vault CRM and synced Online.

See Creating Monitoring Rules for more information about how to create and use monitoring rules.

Monitored Phrase (monitored_phrase__v)

Each monitoring rule can have one or more monitored phrases representing words and phrases to be monitored. There are 3 match types, enabling greater flexibility when defining monitored phrases:

• Contains – Matches if the entered text contains the phrase. Matches to these types of phrases are case insensitive.

  For example, a Contains phrase where the phrase is "earn" matches both "learn" and "Learned."

• Exact – Matches if the entered text is exactly the phrase. Matches to these types of phrases are case insensitive.

  For example, an Exact phrase where the phrase is "earn" matches "Earn" but does not match "learn" or "learned."

• Regex – Designates the monitored phrase as a regular expression, or regex. Regex monitored phrases use the Python regex version 3.7. Invalid regex monitored phrases are skipped during the Approved Notes process. Positive and negative look-ahead and look-behind is not supported.

You can create up to 1000 monitored phrases for each monitoring rule.

See Creating Monitored Phrases for more information about how to create and use monitoring phrases.

To configure Approved Notes for integration users, assign the Approved Notes Integration User Permission Set to the appropriate security profiles, which includes:

• The following application permissions:
• Access API
• Metadata API
• Bulk Action

• The following permissions:

  Object Label (API)	Object Permission	Object Types	Fields	Field Permission
  Monitored Phrases (monitored_phrase__v)	R	monitored_phrase__v	created_by__v created_date__v external_id__v global_id__sys id legacy_crm_id__v link__sys match_type__v modified_by__v modified_date__v monitoring_rule__v name__v object_type__v phrase__v status__v	Read
  Monitored Text (monitored_text__v)	CRE	flagged_text__v flagged_phrase__v	application_profile__v assignee__v category__v country__v created_by__v created_date__v detail_group__v external_id__v flagged_phrase__v job_id__v modified_by__v modified_date__v monitored_date__v monitored_field__v monitored_object__v object_type__v monitoring_rule_name__v parent_monitored_text__v product__v security_profile__v text__v text_created_by__v text_last_modified_date__v text_owner__v vault_id__v	Edit
  			global_id__sys id is_parent__v lifecycle__v name__v stage__sys state__v state_stage_id__sys vault_id__link	Read
  Monitoring Rules (monitoring_rule__v)	R	background_monitoring__v	category__v country_code__v created_by__v created_date__v detail_group__v external_id__v end_date__v field_set__v global_id__sys id modified_by__v modified_date__v legacy_crm_id__v link__sys name__v object_type__v ownerid__v product__v start_date__v status__v	Read
  My Setup Products (my_setup_products__v)	R	n/a	id name__v ownerid__v product__v status__v	Read
  User (user__sys)	R	n/a	application_profile__v country__v security_profile__sys	Read

Defining the Integration User

The integration user manages the connection between Vault CRM and Approved Notes. To define the integration user:

1. Navigate to Admin > Configuration > Application Configurations > General > Approved Notes Admin > Vault CRM Connection Management.
   
   
2. Select Edit.
   
   

3. Enter the appropriate administrator credentials.

4. Select Save. A message displays if the entered credentials are valid or invalid.
5. Enable the Process Scheduler for the user.

To configure Approved Notes for compliance users:

1. Assign the Approved Notes End User Permission Set to the appropriate security profiles, which includes the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   Monitored Phrases (monitored_phrase__v)	CRED	monitored_phrase__v	created_by__v created_date__v external_id__v global_id__sys id legacy_crm_id__v link__sys match_type__v modified_by__v modified_date__v monitoring_rule__v name__v object_type__v phrase__v status__v	Read
   Monitored Text (monitored_text__v)	RED	flagged_text__v flagged_phrase__v	assignee__v feedback__v monitored_text_status__v ownerid__v status__v	Edit
   			application_profile__v category__v country__v created_by__v created_date__v detail_group__v external_id__v flagged_phrase__v global_id__sys id is_parent__v job_id__v legacy_crm_id__v link__sys modified_by__v modified_date__v monitored_date__v monitored_field__v monitored_object__v monitoring_rule_name__v name__v object_type__v parent_monitored_text__v product__v text__v text_created_by__v text_last_modified_date__v text_owner vault_id__v vault_id__link	Read
   monitoring_rule__v	CRED	background_monitoring__v	category__v country_code__v created_by__v created_date__v detail_group__v external_id__v field_set__v global_id__sys id legacy_crm_id__v link__sys modified_by__v modified_date__v name__v object_type__v ownerid__v product__v start_date__v status__v	Read
   My Setup Products (my_setup_products__v)	R	n/a	id name__v ownerid__v product__v status__v	Read
   User (user__sys)	R	n/a	application_profile__v country__v security_profile__sys	Read

2. Navigate to Admin > Configuration > Tabs.

3. Create tabs for the following objects:

   • monitoring_rule__v
   • monitored_phrase__v
   • monitored_text__v
4. Navigate to Admin > Users & Groups > Permission Sets.
5. Select the appropriate permission set.
6. Select the Tabs tab.

7. Grant access to the following tabs:

   • Monitoring Rules
   • Monitored Phrases
   • Monitored Text
8. Navigate to the Monitored Text tab.

9. Create a new view on the tab with the following properties:

   • Name – Flagged Phrases
   • Filters – Monitored Text Type = Flagged Phrase
   • All appropriate columns

   This view is used for reviewing Approved Notes violations.

   Ensure the view is shared with the appropriate compliance users.

All fields for the Flagged Text and Flagged Phrase object types must be configured as follows:

1. Navigate to Admin > Configuration > Objects > Monitored Text > Object Types.
2. Select the More Actions menu.
3. Select Edit Object Type Fields.
4. Enable all fields for the Flagged Text and Flagged Phrase object types.

5. Select Save.

Compliance users can utilize States and Stages to help track the status of a Monitored Text record. By default, the following Lifecycle States and Stages have are provided:

• Open (open__v)
• In Review (in_review_state__v)
• Further Review Needed (further_review_needed_state__v)
• Closed (closed__v)

Business admin users can customize States and Stages within the Monitored Text Lifecycle in order to suit their specific business needs. Refer to the following Vault platform documentation for details on configuring lifecycles, stages, and entry criteria for progressing to the next state:

• Configuring Object Lifecycles
• Configuring Lifecycle Stages
• Configuring Entry Criteria

Configuring Customer LIfecycle States and Stages

Custom states and stages can be configured as needed. To create a custom state:

1. Navigate to Admin > Configuration > Object Lifecycles > monitored_text_lifecycle__v.
2. Select the Create button for States.
   
   

3. Enter the State Label and State Name.

4. Select Save.

Each monitoring_rule__v record must have an associated category via the category__v picklist, which contains the following default values:

• false_claims__v
• kickbacks__v
• off_label__v
• offensive__v
• other__v

Additional values can be configured in this picklist as follows:

1. Navigate to Admin > Configuration > Objects > monitoring_rule__v > Fields > category__v.
2. Select Edit.

3. Enter the appropriate new picklist values.

   

4. Select Save.
5. Navigate to Object Types > Background Monitoring > category__v.
6. Select Edit.

7. Add the new custom values to the Selected Values column.

8. Select Save.

The Approved Notes Process must be activated and scheduled as follows:

1. Navigate to CRM Setup > Process Scheduler.
2. Edit the Approved Notes Process.
3. Select the appropriate interval for the process to run.
4. Select the Schedule will be active check box.
5. Select Save.

When the Approved Notes job is initiated, the integration user receives an email alert. Additional recipients may also be configured to receive email alert statuses under the Alert/Status Report Administration section:

1. Under the Alerts/Status Report Administration, select the Edit link for the Approved Notes Process.
2. Enter the recipients’ email address, separated by commas, in the modal.

3. Select Save.