Ensure Configuring Sample Management is complete.

See the following sections for details on managing HCP license information:

• Entering HCP License Information
• Determining HCP Sample Status
• Managing License Information Across HCP Addresses

Entering HCP License Information

To update HCP license information, complete the following fields on the appropriate account address__v records, either manually or in bulk via the Vault CRM Loader:

• license__v
• license_expiration_date__v
• license_status__v

If Controlled Substance Sampling is enabled, complete the following additional fields:

• dea__v
• dea_expiration_date__v
• dea_schedule__v
• dea_status__v

If Capturing and Validating CDS License Information is enabled, complete the following additional fields:

• cds__v
• cds_expiration_date__v
• cds_status__v

If the account has other addresses in the same state and the account’s License Valid to Sample status is Valid, then the license information is copied to all of the account’s other addresses in the state.

Determining HCP Sample Status

In order for an account to receive samples, the license information must meet the following criteria:

• license__v, license_expiration_date__v, and license_status__v fields are complete
• External license records confirm the License # (license__v) is accurate and registered to that HCP
• The License is valid for the state on the HCP’s Address record
• The License Expiration Date is greater than or equal to the current date

When the address information is saved, the license_valid_to_sample__v and sample_status__v fields calculate the sample status. Five sample status types are supported in Vault CRM:

Sample Status	Description
Expired	The HCP’s license is expired and they cannot receive samples
Invalid	The HCP’s license is invalid and they cannot receive samples
New	The HCP’s account is new, and the license information has not yet been validated against external records.
Valid	The HCP can receive samples regularly. A third party vendor has validated the license information against external records.

A Sample Status indicator displays on the call report, confirming an HCP is eligible for sampling.

If a user attempts to save a call report with samples or capture a sample signature for an HCP who does not have a valid license, an error message displays:

Managing License Information Across HCP Addresses

To ensure consistency in license information across an individual HCP’s addresses, account addresses are automatically updated via the address trigger when certain conditions are met.

Conditions		License Field Behavior
License fields on the address__v record are blank. The address record is new or did not previously have license information.	The License Valid to Sample status is Valid The account has other addresses in the same state	New license information is copied to all of the account’s other addresses in the same state
	The account does not have other addresses in the same state	License information is only updated on the address record being edited
The address record is an existing record, with values in the license fields.	The license fields are updated with new values	Updated license information is copied to all of the account’s other addresses in the same state
	The license fields are not populated on the updated record—for example, a user or admin deletes the HCP's license information	License information is removed from all of the account’s other addresses in the same state

If users do not enter any license information on a new address__v record, Vault CRM searches against all of the account's address__v records in the state. If there is valid license information for another of the account's addresses in the state, the valid license information is copied to the new address__v record. If address__v records for the same account and state are not found, the license fields remain unpopulated.

Modifying Sample Status Formulas

To change how sample status is calculated, modify the formulas in the license_valid_to_sample__v or sample_status__v fields on the address__v object to read from a custom field on the address object, instead of from license fields. Modifying these formulas to read from a custom field bypasses the need for license information in determining sample status.

For example, the following formula modifies the license_valid_to_sample__v field to read values directly from the Sample Status picklist, instead of calculating sample status from license fields:

IF( sample_status__v = "Valid", "Valid", "Invalid")

If the License Valid to Sample does not equal an exact literal string match to Valid, then the account is not able to sign for samples.

To disable or modify checks on license expiration dates, use the No Sample License or No Sample License No Signature section attributes, or the enable_license_exp_date_bypass__v Veeva Setting. Modifying expiration date checks via the license_valid_to_sample__v formula alone may conflict with a separate check for license expiration dates on mobile devices.