Restricting Sampling by Account Credentials and State
Organizations can limit which types of HCPs can receive certain product disbursements. This helps ensure users do not record disbursements to ineligible HCPs, maintaining compliance with applicable regulations. Restrictions are set in Vault CRM on a state-by-state or country basis, enabling organizations to ensure that call sampling is only restricted for calls in the specific regions where these regulations apply.
Validation Disclaimer
On the Browser platform, this feature is released without validation for sampling. The feature requires enablement and does not affect other Vault CRM functionality. It was 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?
- End Users — Browser, iPad (iPhone coming soon)
- Using State Credential Restrictions
- Users do not require an additional license
Configuring State Credential Restrictions for
Business Admin Users
To configure this feature:
- Ensure the following configuration is complete:
- Navigate to Admin > Users & Groups > Permission Sets.
- Select the appropriate permission set.
- Select the Objects tab.
- Grant the following permissions:
Object Object Permission Object Types Fields Field Permissions samples_state_credential_settings__v
CRED
n/a
- restricted_products__v
- credential__v
- state_province__v
- country__v (optional: use for country-wide restrictions)
Edit
All fields Read
End Users
To configure this feature:
- Ensure the following configuration is complete:
- Navigate to Admin > Users & Groups > Permission Sets.
- Select the appropriate permission set.
- Select the Objects tab.
- Grant the following permissions:
Object Object Permission Object Types Fields Field Permissions samples_state_credential_settings__v
R
n/a
All Read
-
Navigate to Business Admin > Objects > samples_state_credential_settings__v.
-
Create the appropriate samples_state_credential_settings__v records.
-
Enter the appropriate information for each samples_state_credential_settings__v record:
- Populate the credential__v field with the appropriate HCP credential level for the restriction
- Populate the restricted_products__v field with a double semicolon delimited list of restricted product names. Use the product name from the product's detail-type Product Catalog (product__v) record. For example, Cholecap;;Labrinone;;
If there are existing samples_state_credential_settings__v records where the allowed_schedules__v field is populated for controlled substance sampling, create separate records for restricting products. The allowed_schedules__v and restricted_products__v fields cannot both be populated on the same record.
-
Populate either the state_province__v or country__v fields, depending on whether the restriction applies by state or country:
- state_province__v - To restrict sampling by state, populate the state_province__v field with the appropriate state. The values in the state_province__v field on the samples_state_credential_settings__v object must match picklist value API names from the state_province__v field on the address__v object.
- country__v - To restrict sampling by country rather than state, populate the country__v field with a list of the appropriate country codes. The values in the country__v field on the samples_state_credential_settings__v object must match picklist value API names from the country__v field on the address__v object.
- Navigate to Business Admin > Objects > vmobile_object_configuration__v.
-
Ensure the appropriate VMOCs are enabled for the samples_state_credential_settings__v object.
Use either country or state restrictions for a geographic area. For example, do not create a record for New York if there is also a U.S. sample state credentials restriction, and vice versa.
Using State Credential Restrictions as
End Users
Samples State Credentials Settings restrictions apply to the following product types:
- Sample
- BRC
- Alternative Sample
HCPs cannot receive these types of product disbursements if there is a Samples State Credential Settings record matching the following criteria:
- State where the controlled substance is disbursed
- HCP’s account credentials
- Product is included in the Restricted Products field
Restricted products are not selectable in the Samples and Promotional Items section of the call report.
For BRC products, Ship To Addresses where the product is restricted are not selectable. If all the account’s Ship To Addresses are ineligible, the BRC is not available in the Samples and Promotional Items section of the call report.
Users can still record product detailing for products restricted by Samples State Credential Settings records, unless the products are also restricted via product restrictions.
If a restricted product is selected on the call report, an error message displays to the user when they attempt to save the call, capture a signature, or submit the call. The HCP cannot sign for samples until the user removes the restricted product from the Samples and Promotional Items section of the call report. When swapping the signee, users can only select addresses where the HCP is eligible for the sample/sample send. If both Sample State Credential Settings and Sample State Settings records apply to an account, the more restrictive setting is enforced.
Error message text is controlled by the CREDENTIAL_SCHEDULE_INVALID;;CallReport Veeva Message for schedule and credential restrictions, and the ACCOUNT_SAMPLE_PRODUCT_RESTRICTION;;CallReport Veeva Message for product restrictions.
