Creating Monitoring Rules
Monitoring Rules define which fields are monitored and managed by Approved Notes. Several Monitored Phrases can be associated with each Monitoring Rule. Each rule also has a Start Date, End Date, and Category. Optionally, Monitoring Rules may also contain a Country and Product. Approved Notes only monitors records modified since the Start Date of the Monitoring Rule.
The combination of the violating Monitored Phrase and the category of the Monitoring Rule displays next to any created Monitored Text, enabling compliance users to quickly identify why the Monitored Text violated the rule.
Who can use this feature?
- Browser Users
- Users do not require an additional license
- Business Admin Users
Configuring Creating Monitoring Rules for
Business Admin Users
To configure this feature, ensure Configuring Approved Notes is complete.
Creating Monitoring Rules as
Business Admin Users
Monitoring Rules define which fields are monitored and managed by Approved Notes. You can create up to 500 Monitoring Rules per Vault CRM instance. To create a Monitoring Rule:
- Navigate to the Monitoring Rule tab.
- Select New.
- Select the appropriate record type.
-
Populate the following values:
- name__v
- start_date__v
- end_date__v
- status__v = Active
-
field_set__v – The list of fields the record monitors. Fields can be on any Vault CRM object and can be one of the following types:
- Text
- Long Text
- Rich Text
When using Approved Notes to monitor text sent in Approved Email, monitor the subject__v and user_input_text__v fields on the sent_email__v object. These two fields are stamped with free text entered via Approved Email tokens when the email is sent.
Enter fields using the following format:
objectAPIName.fieldAPIName;;object2APIName.field2APIName
For example: call2__v.next_call_notes__v;;chat_message__v.message__v;;medical_event__v.description__v
Ensure integration users have at least Read object permission and Read field permission to all listed objects and fields. Entered fields must match the case of the API name of the referenced field.
- category__v – Defines why the associated Monitored Phrases are restricted. The following categories are available:
- false_claims__v
- kickbacks__v
- off_label__v
- offensive__v
- other__v
- Any custom categories
The end date cannot be before the start date. The start date and end date cannot both be in the past.
- Select Save.
Monitoring Rules Validations
The following error messages may display when creating/updating if the Monitoring Rule contains an:
- Invalid Start or End Date
- Start and End Dates cannot be in the past
- End Date must be before Start Date
- Invalid field_set__v
- Field Set must contain the correct syntax and refer to a valid object.field pairing
- Field Set refers to a field that is not a text field (Email, Link, and Phone cannot be monitored)
- Field Set cannot be null
- Field Set cannot contain duplicate values
- Invalid product__v and detail_group__v grouping
- A valid Product Group record must exist
Inactive Fields, Records, and Users
- Invalid fields are included in the field_set__ v field upon Monitoring Rule creation/update. Customers should remove inactive fields.
- If the Last Modified By User is inactive, monitored_text__v records are still created
- Records with status__v = inactive are not extracted for Approved Notes rule processing. This includes but is not limited to:
- Monitored Phrase records
- Monitoring Rule records
- My Setup records
- Any other object records
