To configure this feature for business admins:

1. Ensure the following configuration is complete:
• Configuring Call Sampling
• Configuring Products for Call Sampling
• Configuring Sample Requests (BRCs)
2. Grant business admins the following permissions:
   

   Object	Object Permissions	Object Types	Field	Field Permissions
   call2_sample__v	n/a	n/a	apply_limit__v limit_applied__v	Edit
   sample_limit__v	CRED	n/a	account__v end_date__v enforce_limit__v limit_per_call__v limit_quantity__v name__v product__v sample_limit_type__v start_date__v user__v	Edit
   			disbursed_quantity__v remaining_quantity__v	Read
   sample_limit_transaction__v	R	n/a	n/a	n/a

3. Add the limit_per_call__v field to the appropriate sample_limit__v layouts.

Configuring Limits for Additional Product Types and Product Groups

By default, sample limits only apply to sample and BRC products. However, sample limits can also be used to restrict disbursements for the following product types:

• Alternative Samples
• Promotional Items
• High Value Promotional Items
• Custom Promotional Items
• Reprints
• Product Groups
• Sample Product Groups

By default, products of any type may be added to a sample product group. To restrict which product types may be added to a sample product group, edit the product__v lookup field on the product_group__v object to include only the appropriate product types.

Configuring Value-Based Limits

By default, sample limits are calculated based on product quantity. To define sample limits based on the monetary value of the products disbursed:

1. Grant admins the following additional permissions:
   

   Object	Object Permissions	Object Types	Field	Field Permissions
   call2_sample__v	n/a	n/a	amount__v product_value__v	Edit
   product__v	n/a	n/a	product_value__v	Edit
   sample_limit__v	CRED	n/a	limit_amount__v	Edit
   			disbursed_amount__v remaining_amount__v	Read
   sample_limit_transaction__v	R	n/a	limit_amount__v disbursed_amount__v amount_to_disburse__v remaining_amount__v	Read

2. Add the product_value__v field to the appropriate product__v layouts.
3. Add the following fields to the appropriate sample_limit__v layouts:
   • disbursed_amount__v
   • limit_amount__v
   • remaining_amount__v
4. Populate the product_value__v field on the appropriate product__v records.

To configure this feature:

1. Ensure the following configuration is complete:
• Configuring Call Sampling
• Configuring Products for Call Sampling
• Configuring Sample Requests (BRCs)
2. Grant end users the following permissions:
   

   Object	Object Permissions	Object Types	Field	Field Permissions
   call2_sample__v	n/a	n/a	apply_limit__v limit_applied__v	Edit
   sample_limit__v	R	n/a	account__v disbursed_quantity__v end_date__v enforce_limit__v limit_per_call__v limit_quantity__v name__v product__v remaining_quantity__v sample_limit_type__v start_date__v user__v	Read

3. Add the limit_per_call__v field to the appropriate sample_limit__v layouts.
4. Ensure the limit_applied__v and apply_limit__v fields are not visible to end users on the call2_sample__v layout. End users should still have access to these fields via field permission.
5. Ensure the appropriate sample_limit__v VMOCs are active for offline platforms where product limits are enforced.
6. Ensure the appropriate product_group__v VMOCs are active for offline platforms where product limits are enforced if using sample limits for product groups as well as individual products (optional). Defining sample limits for product groups enables organizations to set limits per restricted group of products, depending on regulatory requirements.

Configuring Value-Based Limits

By default, sample limits are calculated based on product quantity. To define sample limits based on the monetary value of the products disbursed, grant end users the following additional permissions:

Object	Object Permissions	Object Types	Field	Field Permissions
call2_sample__v	n/a	n/a	amount__v product_value__v	Edit
product__v	n/a	n/a	product_value__v	Edit
sample_limit__v	R	n/a	disbursed_amount__v limit_amount__v remaining_amount__v	Read

See the following sections for details on creating and using sample limits as a business admin:

• Defining Sample and Product Limits
• Creating Sample and Product Limits
• Creating Value-Based Limits
• Viewing Sample Limit Transaction Records
• Deleting Sample Limits

Defining Sample and Product Limits

To set limits for users’ sample disbursements within a specific period of time, admins create sample limit records. There are three basic types of limit:

Sample limits can be applied to any of the following product types:

• Samples
• BRCs
• Alternative Samples
• Promotional Items
• High Value Promotional Items
• Custom Promotional Items
• Reprints

Per Call Limits

To set a limit for disbursements on each call, rather than the total disbursements over a time period, admins create a per call limit. For example, an account-user-per call limit means a user cannot disburse more than two samples of product to an HCP during any particular call, but there is no limit on the amount of samples the user can disburse over multiple visits.

Creating Sample and Product Limits

Admins can create sample limit records manually or through data loading to the sample_limit__v object.

To manually create a sample or product limit record:

1. Select the Sample Limit tab.
2. Select the Create action.
3. Enter a Sample Limit Name.
4. Select the appropriate Sample Limit Type:
   

   Limit Type	Description	Example
   Account	Limits the number of total disbursements the account can receive of one product, from all users	An HCP cannot receive more than twenty samples of Product A 10mg in a year, regardless of who disburses it
   Account-Per Call	Limits the number of disbursements an account can receive of one product on any one call	An HCP cannot receive more than twenty samples of Product A 10mg on one call
   Account-Sample Product Group	Limits the number of total disbursements an account can receive from a group of products, from all users	In a year, an HCP cannot receive more than twenty samples from the Verteo NextGen product group, which includes Product A 10mg, Product A 20mg, Restolar, and Narbrax
   Account-Sample Product Group-Per Call	Limits the number of disbursements an account can receive from a group of products on one call	On one call, an HCP cannot receive more than twenty samples from the Verteo NextGen product group, which includes Product A 10mg, Product A 20mg, and Restolar, and Narbrax
   User	Limits the number of total disbursements a user can make of one product	An end user cannot disburse more than twenty samples of Product A 10mg across all accounts in a year
   User-Per Call	Limits the number of disbursements of one product a user can make on a call to any account	An end user cannot disburse more than twenty samples of Product A 10mg on any one call, to any HCP
   Account-User	Limits the number of disbursements of one product for a specific combination of account and user	An end user cannot disburse more than twenty samples of Product A 10 mg to a specific HCP in a year
   Account-User-Per Call	Limits the number of disbursements of one product for a specific combination of account and user, on any given call	An end user cannot disburse more than twenty samples of Product A 10mg to a specific HCP on any one call

5. Select the start_date__v and end_date__v to define when the limit applies.
6. Select the enforce_limit__v check box to prevent users from capturing signatures or submitting calls with disbursements exceeding the limit (optional). For more information on soft and hard limits, see enforcing limits.
7. Select the limit_per_call__v check box if creating a per call limit (optional).
8. Select the appropriate Product or sample product group.
9. Enter the appropriate number of sample units in the limit_quantity__v field.
10. Populate the user__v and account__v fields depending on the sample limit type:
    

    Limit Type	Fields to Populate
    Account	account__v field only
    Account-Per Call
    Account-Sample Product Group
    Account-Sample Product Group-Per Call
    User	user__v field only
    User-Per Call
    Account-User	Both the account__v field and the user__v field
    Account-User-Per Call

11. Select Save or Save & New.

After the sample limit is successfully created, the Remaining Quantity is calculated based on the difference between the Limit Quantity and Disbursed Quantity. If an admin edits the Limit Quantity or Disbursed Quantity values, the Remaining Quantity is recalculated and a Sample Limit Transaction record is automatically generated.

Creating Value-Based Limits

To define limits based on the value of the samples or products disbursed, instead of the quantity, create a value-based sample limit. Value-based sample limits enable admins to comply with sample regulations on the monetary value of products disbursed, especially for promotional items or high-value promotional items.

An individual Sample Limit record must be either quantity-based or value-based.

To create a value-based limit, complete the fields on the sample limit record as usual. However, instead of using the Limit Quantity field to set the limit, enter the appropriate monetary amount in the limit_amount__v field.

Viewing Sample Limit Transaction Records

To view users' sample limit transaction records, select the sample limit transactions related list on the appropriate sample limit record.

Only admins can view sample limit transaction records; end users should not have access to the Sample Limit Transaction tab or related list. Admins and users cannot manually create sample limit transaction records, since they are generated automatically by the system.

Deleting Sample Limits

Admins can delete sample limits, if needed. To delete a sample limit record:

1. Select the appropriate sample limit record.
2. Select Delete.

When a sample limit record is deleted, the call report records and sample limit transaction records related to the sample limit remain in the system.

Business admins create sample and product limits on the Browser platform, however, Call Sampling on Browser is not available to end users in the current release of Vault CRM.

By default, limits are evaluated when users capture a signature or submit a call report. Limits active for the selected call date are evaluated in the following order:

1. Account Limits
2. Account-User Limits
3. User Limits

If the products selected on the call report exceed an active sample or product limit, an error displays:

To display a warning before the user captures a signature or submits the call, enable Viewing Sample Limits on the Call Report.

If multiple limits apply, the most restrictive limit is enforced. For example, if the user limit for an end user has a remaining quantity of five samples and an account-user limit for the same end user has a remaining quantity of ten samples, then the lower user limit of five samples is enforced.

If multiple limits with the same limit quantity apply, the order of execution determines which limit is applied. The limit executed first applies. For example, if a user limit and account-user limit both apply for an end user, and both have a remaining quantity of five samples, the account-user limit is enforced because it is executed before the user limit.

Sample limits can be strictly enforced or used to simply track sample disbursements against a targeted quantity, depending on whether the enforce_limit__v check box is selected on the sample limit record:

• If the enforce_limit__v check box is selected, the sample limit is strictly enforced. Users cannot capture signatures or submit a call report if the product amount or quantity exceeds the applied limit.
• If the enforce_limit__v check box is not selected, the sample limit is considered a soft limit. If the product amount or quantity exceeds a sample or product limit, the disbursement is tracked against the applied limit, but users can still disburse the product, capture signatures, and submit the call report.

Limits are only enforced for the accounts and users specified on sample limit records. For information on automatically generating records for accounts without sample limit records—for example, new accounts—see Using Sample Limit Templates.

Sample and product limits are not enforced for Paper-Based Sampling. If the sample_card__v (Sample Card #) field is populated on the call report, users can submit call reports where the number or value of products exceeds the limit.

Generating Sample Limit Transaction Records

To provide an audit trail for sample limits, a sample limit transaction record is automatically created when:

• Any of the sample limit quantity fields are updated
• A sample limit record is edited
• Users save, sign, or submit a call report where sample limits apply

When a user records product disbursements on a call report, the quantity disbursed is copied to the quantity_to_disperse__v field on the sample limit transaction record. The disbursed_quantity__v and remaining_quantity__v fields for all active, applicable sample limits are then updated based on the quantity_to_disperse__v field on the sample limit transaction record. If a single disbursement is subject to multiple sample limits, then multiple sample limit transaction records are generated and the disbursed_quantity__v field is updated across multiple sample limit records.