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 the following permissions:
   

   Object	Object Permissions	Object Types	Field	Field Permissions
   call2_sample__v	CRED	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 group_id__v remaining_quantity__v	Read
   sample_limit_transaction__v	CRED	n/a	account__v account_id__v account_name__v call2__v call2_id__v call_name__v call2_sample_id__v created_by__v created_date__v disbursed_quantity__v end_date__v enforce_limit__v external_id__v global_id__sys group_id__v id modified_by__v modified_date__v legacy_crm_id__v limit_amount_corpv__sys limit_per_call__v limit_quantity__v link__sys local_currency__sys lot__v merged__v ownerid__v product__v product_id__v product_name__v quantity_to_disperse__v reason__v remaining_quantity__v sample_limit__v sample_limit_id__v sample_limit_name__v name__v sample_limit_type__v start_date__v status__v user__v user_id__v user_name__v	Read

3. Navigate to Admin > Configuration > Objects > sample_limit__v > Layouts.
4. Ensure the following fields are added to the appropriate layouts on the sample_limit__v object:

• account__v
• disbursed_quantity__v
• end_date__v
• enforce_limit__v
• group_id__v
• limit_per_call__v
• limit_quantity__v
• name__v
• product__v
• remaining_quantity__v
• sample_limit_type__v
• start_date__v
• user__v

By default, sample limits may be applied to products of any type. To restrict which product types may be included in a sample limit, edit Criteria VQL for the product__v reference field on the sample_limit__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	CRED	n/a	amount__v product_value__v	Edit
   product__v	CRED	n/a	local_currency__sys product_value__v	Edit
   sample_limit__v	CRED	n/a	limit_amount__v local_currency__sys	Edit
   			disbursed_amount__v remaining_amount__v	Read
   sample_limit_transaction__v	CRED	n/a	amount_to_disburse__v disbursed_amount__v limit_amount__v remaining_amount__v	Read

2. Navigate to Admin > Configuration > Objects > product__v > Layouts.
3. Add the product_value__v field to the appropriate product__v layouts.
4. Navigate to Admin > Configuration > Objects > sample_limit__v > Layouts.
5. Add the following fields to the appropriate sample_limit__v layouts:
   • disbursed_amount__v
   • limit_amount__v
   • local_currency__sys
   • remaining_amount__v
6. Navigate to Business Admin > Objects > product__v.
7. 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 the following permissions:
   

   Object	Object Permissions	Object Types	Field	Field Permissions
   call2_sample__v	CRE	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 group_id__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. Navigate to Admin > Configuration > Objects > call2_sample__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. Navigate to Business Admin > Objects > vmobile_object_configuration__v.
6. Ensure the appropriate sample_limit__v VMOCs are active for offline platforms where product limits are enforced.
7. 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	CRE	n/a	amount__v product_value__v	Edit
product__v	RE	n/a	product_value__v	Edit
			local_currency__sys	Read
sample_limit__v	R	n/a	disbursed_amount__v limit_amount__v local_currency__sys 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.

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.

A Sample Limit must be either quantity-based or value-based. The same record cannot be both quantity-based and value-based.

In a multi-currency Vault, the currency for the limit_amount__v field must match the selected product’s currency. When applying value-based limits to a sample product group, all of the products in the group must also have the same currency.

If using value-based limits for a sample product group in a multicurrency Vault, the sample product group record and the products that make up the group must all have the same CurrencyIsoCode. Using value-based limits for a sample product group with product values in different currencies is not supported.

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.

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.

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. For the following products which do not require a signature or sample card number, the error message still displays and limits are enforced:

• Custom
• Reprint
• Promotional

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.

To avoid oversampling, ensure individual users only submit calls from one platform at a time. For example, recording sample disbursements from Browser and then recording more sample disbursements on an iPad, without syncing, may result in oversampling because the lower number of remaining samples is not reflected offline until the user syncs.

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.