The Call Sampling module consists of several components:

Address (address__v)

When a user selects an account for sampling, validation is performed against the address and license information stored on this object.

Call (call2__v )

The Call object stores the sample card information, shipping address, and signature data for samples recorded on a call.

Call Sample (call2_sample__v)

The Call Sample object stores information for the sample products, custom items, or promotional items recorded on a call—for example, the product and quantity, state or DEA license information, sample send status, and any state or country level restrictions.

call2_sample__v records should only be created automatically, when samples are added to a call report. If a call2_sample__v tab is created in a Vault instance, select Prevent Record Creation when creating the tab and remove View access for business admin users.

Product Catalog (product__v)

The Product Catalog stores product information for all detail and sample products. In order to select a sample product on the call report, users must have access to the corresponding record in the product catalog.

Sample Inventory (sample_inventory__v)

The Sample Inventory object contains the header record for a user’s physical inventory of sample lots.

Sample Limit (sample_limit__v)

The Sample Limit object stores information on any sample limits defined by administrators.

Sample Lot (sample_lot__v)

The Sample Lot object stores the lot numbers for sample products. In order to disburse a product, users must have access to the corresponding Sample Lot record.

Sample Order Transaction (sample_order_transaction__v)

The Sample Order Transaction object maintains and controls all transactional data related to sample orders, BRCs, and sample requests. If a sample order is updated or deleted, the change is automatically recorded in the Vault audit trail for the sample_order_transaction__v object.

Samples State Settings (samples_state_settings__v)

The Samples State Settings object stores information on state sampling restrictions for controlled substances. For each state, admins can create a record on the object to restrict sampling entirely for controlled substances, allow sample requests/BRCs only, or allow hand sample disbursements only. If there are no Samples State Settings records for a state, then all delivery options are allowed.

The Samples State Settings object also enables validation of state distributor licenses for dangerous pharmaceutical products, eliminating the need to manually validate license information (see Supporting State Distributor License Validation for more information).

Sample Transaction (sample_transaction__v)

The Sample Transaction object stores all transactional data related to samples—for example, information on sample disbursements, adjustments, transfers, and returns. If a sample transaction is updated or deleted, the change is automatically recorded in the Vault audit trail for the sample_transaction__v object.

To configure this module:

1. Ensure the following configuration is complete:

   • Configuring Call Reporting*
   • Configuring Sample Management
   • Creating Records for Sample Management
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.

5. Grant at least the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   address__v	CRED	companymaintained__v repmaintained__v	DEA License Fields (optional) license__v license_expiration_date__v license_status__v sample_send_status__v	Edit
   			license_valid_to_sample__v sample_status__v	at least Read
   call2__v	CRED	call_report__v	attendee_type__v* credentials__v* DEA License Fields (optional) is_sampled_call__v* license__v license_expiration_date__v license_status__v salutation__v* sample_card__v sample_card_reason__v sample_send_card__v ship_address_line_1__v ship_address_line_2__v ship_city__v ship_country__v ship_license__v ship_license_expiration_date__v ship_license_status__v ship_state__v ship_to_address__v ship_zip__v ship_zip_4__v signature__v signature_captured_share_link__v signature_date__v signature_timestamp__v	Edit
   call2_sample__v	CRED	n/a	account__v* apply_limit__v* attendee_type__v* call2__v* call_date__v* distributor__v lot__v limit_applied__v* manufacturer__v product__v* quantity__v*	Edit
   my_setup_products__v	CRED	n/a	favorite__v product__v	Edit
   product__v	CRED	n/a	distributor__v sample_quantity_picklist__v* sample_quantity_bound__v* sample_u_m__v user_aligned__v*	Edit

*When configuring non-sample products, for example, promotional items, reprints, and custom items, only this step or level of permission is required. All listed steps and permissions are needed when configuring sample products.

To configure this module:

1. Ensure the following configuration is complete:

   • Configuring Call Reporting*
   • Configuring Sample Management
   • Creating Records for Sample Management
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.
5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   address__v	R	repmaintained__v	DEA License Fields (optional) license__v license_expiration_date__v license_status__v license_valid_to_sample__v sample_status__v	Read
   call2__v	CRE	call_report__v	attendee_type__v* credentials__v* DEA License Fields (optional) is_sampled_call__v* license__v license_expiration_date__v license_status__v salutation__v* sample_card__v sample_card_reason__v signature__v signature_captured_share_link__v signature_date__v signature_timestamp__v	Edit
   call2_sample__v	CRED	n/a	account__v* attendee_type__v* call2__v* call_date__v* distributor__v lot__v manufacturer__v product__v* quantity__v*	Edit
   my_setup_products__v	R	n/a	favorite__v (optional) product__v	Read

6. Grant View access to the account_sample_status__v field control on the call2__v object. This control enables a sample status indicator to display on call reports.

7. Grant View access to the samples_section__v section control on the call2__v object.*

8. Navigate to Admin > Configuration > Objects > call2__v > Layouts.

9. Place the account_sample_status__v field control on the appropriate layouts on the call2__v object. Do not place the field control in a section control app section.

10. Place the samples_section__v section control on the appropriate layouts on the call2__v object.*

11. Place the following fields on the appropriate layouts on the call2__v object:

• sample_card__v
• sample_card_reason__v

Do not place these fields in the samples_section__c app control section or any other custom app control section on the call2__v layout.

12. Ensure the address__v field is placed on the appropriate call2__v layouts.

13. Navigate to Admin > Configuration > Objects > product__v > Fields.

14. Ensure the no_promo_items__v field formula expression on the product__v object matches the following:

    Case(product_type__v, 'detail__v', 'TRUE', 'order__v', 'TRUE', 'kit_item__v', 'TRUE', 'brc__v', 'TRUE', 'market__v', 'TRUE', 'submarket__v', 'TRUE', 'inventory_monitoring__v', 'TRUE', 'product_group__v', 'TRUE', 'sample_product_group__v', 'TRUE', 'detail_group__v','TRUE', 'detail_topic__v', 'TRUE', 'FALSE')

    Remove 'brc__v', 'TRUE', from this list when configuring sample requests/BRCs. For more information, see Configuring Sample Requests (BRCs).

15. Navigate to Business Admin > Objects > account__v.

16. Populate the sample_default__v field on the appropriate account__v records with a semicolon-delimited list of products and default quantities, to define a default quantity for all calls created against the account (optional). When users add the listed products to the Samples and Promotional Items section on the call report, the quantity defaults to the specified amount. Use the format [Textual String of Sample]::[Default Quantity];;.

    For example: Cholecap 10mg::1;;Cholecap 20mg::2;;Cholecap 30mg::2

Configuring Veeva Settings and VMOCs for Call Sampling

To configure Veeva Settings and VMOCs:

1. Navigate to Business Admin > Objects > veeva_settings__v.

2. Enable the enable_sample_card_license_check__v Veeva Setting check box.
3. Edit the ipad_maximum_samples__v Veeva Setting to modify the maximum number of samples allowed to be signed for on the iPad (optional). The default value is 8. The TOO_MANY_SAMPLES Veeva Message displays an error if the number of samples exceeds the setting.

   Increasing the number may result in scrolling samples.

4. Edit the maximum_samples__v Veeva Setting to modify the maximum number of samples allowed to be signed for on the Windows (Beta) platform (optional). The default value is 20. As on the iPad platform, the TOO_MANY_SAMPLES Veeva Message displays an error if the number of samples exceeds the setting.

5. Select the check box for the enable_expiration_filter__v Veeva Setting to filter expired sample lots (optional). This ensures sample lots with an expiration date earlier than the current date do not display on the call report, so users cannot select samples from an expired lot.

6. Select the enable_license_exp_date_bypass__v Veeva Setting to bypass license expiration date validation (optional). This enables users to sample to HCPs with a license past the expiration date.

7. Navigate to Business Admin > Objects > message__v.

8. Update the DISCLAIMER;;CallReport Veeva Message with the required wording for the sample signature page disclaimer. If Country-Specific Disclaimers are configured, update the appropriate disclaimer records on the signature_page__v object.

9. Update the SAMPLE_CARD_REG_EXPRESS;;CallReport Veeva Message text field with a regular expression, if using sample cards (optional). Expressions in this field validate and enforce text length, alphanumeric constraints, capitalization, and checksums for sample card numbers. This can significantly reduce data issues resulting from invalid sample card numbers.

   For example, to enforce a value that begins with a capital letter and is followed by exactly 4 numeric characters, enter the regular expression \b[A-Z][0-9]{4}\b in the message’s text field.

10. Navigate to Business Admin > Objects > vmobile_object_configuration__v.

11. Ensure VMobile Object Configurations (VMOCs) exist for all objects detailed in the configuration above and for the appropriate platforms. If not, create them.*

*When configuring non-sample products, for example, promotional items, reprints, and custom items, only this step or level of permission is required. All listed steps and permissions are needed when enabling sample products.