Using Barcodes to Record Call Samples

Using barcodes to record samples simplifies the sampling process, enables easier and more compliant sampling, and allows for more accurate sample identification and tracking. To add a sample to the call report, end users can use their device’s camera to scan the barcode on a sample’s packaging.

Validation Disclaimer

Call Sampling features are released without validation. Call Sampling requires enablement and does not affect other Vault CRM functionality. Call Sampling features were extensively tested by our QA team during the development and release process and will go through validation at a later date.

Who can use this feature?

  • iPad, iPhone Users
  • Users do not require an additional license
  • End Users

Configuring Barcode Scanning for

To configure this feature for business admins:

  1. Ensure the following configuration is complete:

  2. Grant admins the following permissions:

    Object Object Permission Object Types Fields Field Permissions

    sample_lot__v

    CRED

    		 n/a batch_lot_id__v

    Edit

To configure this feature:

  1. Ensure the following configuration is complete:

  2. Grant integration users the following permissions:

    Object Object Permission Object Types Fields Field Permissions

    sample_lot__v

    CRED

    		 n/a batch_lot_id__v

    Edit

To configure this feature:

  1. Ensure the following configuration is complete:

  2. Grant end users the following permissions:

    Object Object Permission Object Types Fields Field Permissions

    call2__v

    CRED

    n/a

    barcode_scan__v

    Read

    call2_sample__v

    CRED

    n/a

    barcode_scan__v

    Edit

    sample_lot__v

    R

    		 n/a batch_lot_id__v

    Read

  3. Add the barcode_scan__v object control to the details__c section on the appropriate call2__v layouts.

  4. Update the batch_lot_id__v field for all sample_lot__v records with associated barcodes. The contents of this field are case sensitive and must match the information encoded in the barcode.

Using Barcodes to Record Call Samples as

See the following sections for details on using barcodes to record call sampling as an admin:

Viewing Barcode Scanning Activity in the Activity Log

The Activity Log displays the following automatically recorded activities with a corresponding time stamp:

  • When the user opens the scanner
  • When the user successfully scans the barcode
  • When the user encounters an error
  • When the user closes the scanner

Using the Barcode Scan Flag

Users and admins can view which samples have been added through barcode scanning on the call report, and admins can run reports on barcode scanning use—for example, how many call reports have samples that were added via barcode scanning.

Admins identify which samples were added through barcode scanning with the barcode_scan__v field on the call2_sample__v object. The flag is automatically applied to sample records that have been added through barcode scanning.

Considerations

  • Both 1D and 2D barcodes that follow the GS1 GTIN Management Standard are supported
  • End users only need access to a product via a sample lot in order to add the product to a call using the barcode. This means this feature does not respect the following product type restricting section attributes:
  • No BRC/Sample Request
  • No Samples
  • No Alternative Samples
  • No High Value Promotional Items
  • No Promo Items
  • This feature respects the contents of the sample_quantity_bound__v and sample_quantity_picklist__v fields on product__v records

See the following sections for details on using barcodes to record call samples as an end user:

Adding Samples to a Call Using a Barcode

When end users first use this feature, they must grant the Vault CRM application access to their device’s camera if they have not already done so.

To scan samples from a call:

  1. Navigate to the Samples and Promotional Items section of the Call Report. This feature supports samples, and non-sample products with virtual lot numbers enabled.

  2. Select the Scan Barcode action.

  3. Position the barcode within the shape indicated by the camera. If a valid barcode is detected, Vault CRM searches for a match against the Batch Lot IDs of all sample lots currently synced to the user’s device.

    If there are multiple matching sample lots available for a sample-type product, a picklist displays. Select the appropriate sample lot from the picklist.

    Only sample-type products display in the picklist; products using no_lot__v do not display. For products with virtual lot numbers, ensure individual users do not have multiple virtual sample lot records with the same batch lot ID.

  4. Review the following displayed sample_lot__v fields to confirm the barcode is correct:

    • expiration_date__v
    • name__v
    • product__v
    • u_m__v

  5. Enter the appropriate quantity.

  6. Select Add.

After adding a sample using the barcode, end users can add more samples or return to the call report by selecting the X action in the top-right corner of the screen.

Manually Entering Sample Barcodes

If a sample lot has a barcode that cannot be correctly scanned or detected, users can manually enter the barcode:

  1. Select Enter barcode number.
  2. Enter the barcode number.
  3. Select Submit.

Vault CRM searches for a match against the Batch Lot IDs of all sample lots currently synced to the user’s device. If there is a match, end users can add sample lots the same as if the barcode successfully scanned.

Validating Sample Lots Added via Barcode

When the end user adds a sample lot via a scanned or manually entered barcode, the following validation occurs:

  • If expired sample lots are filtered, then the sample lot’s expiration date cannot be earlier than the current date
  • If Restricting Products by Account or Defining Allowed Products are enabled, the account or sample recipient is restricted from receiving the sample
  • If Sample Limits are enabled, the disbursement must not exceed the limit

If validation on any of these steps fails, the account is not authorized to receive the sample and an error displays to end users. End users can then attempt to scan another barcode.

Transferring Sample Lots with Batch Lot IDs

If a Batch Lot ID is associated with a sample being transferred from one end user to another, the Batch Lot ID of a sample lot is included in the transfer. When a Sample Transfer is submitted, all sample lots assigned to the recipient are checked for any matches on the following fields of the transferred sample lot:

  • Lot #
  • Sample
  • Owner

If no records match these fields of the transferred sample lot, a new sample lot is created in the recipient’s name that includes the Batch Lot ID of the transferred lot.

Whether or not the sample lot is created as active or inactive is based on the enable_receipt_activation__v Veeva Setting.

If a record matches these fields of the transferred sample lot, the existing sample lot’s Batch Lot ID is overridden with the Batch Lot ID of the transferred lot.

Related Topics

Adding Multiple Products to the Call Report

Managing Non-Sample Products