Restricting Sampling by Account Credentials and State
Organizations can limit which types of HCPs can receive controlled substances. This helps ensure users do not record controlled substance sample disbursements to ineligible HCPs, maintaining compliance with state regulations. Restrictions are set in Vault CRM on a state-by-state basis, enabling organizations to ensure that call sampling is only restricted for calls in the specific states where these regulations apply.
Who can use this feature?
- iPad Users
- Users do not require an additional license
- Business Admin Users, End Users
Configuring State Credential Restrictions for
Business Admin Users
To configure this feature:
- Ensure the following configuration is complete:
- 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
End Users
To configure this feature:
- Ensure the following configuration is complete:
- Grant the following permissions:
Object Object Permission Object Types Fields Field Permissions samples_state_credential_settings__v
R
n/a
- restricted_products__v
- credential__v
- state_province__v
- country__v (optional: use for country-wide restrictions)
Read
- Create the appropriate records on the samples_state_credential_settings__v object for allowed products. 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.
Allowed schedules are not available if restricting sampling for a country; use the restricted_products__v field instead.
- Populate the restricted_products__v field on the samples_state_credential_settings__v object with a double semicolon delimited list of restricted product names, as an alternative to creating records for allowed schedules (optional). Use the product name from the product's detail-type Product Catalog (product__v) record. For example, Cholecap;;Labrinone;;
Define either allowed schedules or restricted products. Do not define both for the same record.
-
Populate the country__v field on the samples_state_credential_settings__v object with a list of the appropriate country codes, if using sample state credential settings to restrict sampling for a country instead of a state (optional). 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.
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.
-
Ensure the appropriate VMOCs are enabled for the samples_state_credential_settings__v object.
Using State Credential Restrictions as
End Users
HCPs can receive controlled substance samples if there is a Sample State Credential Settings record matching the following criteria:
- State where the controlled substance is disbursed
- HCP’s account credentials
- Schedule of the selected controlled substance
Users can still record product detailing for restricted controlled substances, unless the products are also restricted via product restrictions.
If there is not a record with the appropriate state, credential, and schedule match, an error message displays to the user and the HCP cannot sign for samples until the user removes the restricted product from the call sampling 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.
