Submitting a Call with Samples

Users submit calls after completing all relevant information on the call report. To help maintain data integrity and ensure compliance, automatic changes occur on the call report when users submit call reports with samples, BRCs, or promotional/custom items:

  • Validation criteria ensure the disbursed products, license information, and signature status on the call report comply with organization and regulatory requirements
  • Sample transaction records are generated for sample products, and sample order transaction records are generated for BRCs
  • All call report fields become read-only and certain values are stamped on the call record

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?

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

Configuring Submitting a Call With Samples for

To configure this feature, ensure the following configuration is complete:

Using Submitting a Call With Samples as

See the following sections for details on submitting calls with samples:

On the Browser platform, only promotional items, reprints, and custom items are supported.

Validation on Submit

When a user submits a call report, validation criteria help ensure the sample disbursement, license information, and signature status are compliant. If a user needs to correct the call report, an error message displays.

Depending on the types of products selected, a call report with samples or promotional items must meet the following validation criteria in order for a user to submit it:

Product Type

Validation Criteria for Submitting a Call Report

Sample/Alternative Sample

 A sample or alternative sample product must be selected

  • Quantity field must be populated with a positive, whole number

  • For iPad users, the number of products is below the call sample limit (set in the ipad_maximum_samples__v Veeva Setting)

  • Signature is captured or Sample Card #/Sample Send Card#  fields are populated

  • If a number format check is configured, the sample card or sample send card number must meet the expected format
  • The HCP license has not expired
  • The HCP  license is valid for sampling at the call address

BRC

The Product, BRC, and Ship To Address fields must be populated
  • The HCP license is valid for sampling at the selected Ship To Address
  • If samples, alternative samples, or high value promotional items are on the call report in addition to BRCs, the HCP must have a valid license for both the call address and the Ship To Address

High Value Promotional Item

 Product and Item fields must be populated

n/a - license not required

Promotional Item/Custom Product

n/a - signature and license not required

  

If multiple product types are selected, the validation rules compound. For example, if a user selects a sample product and a BRC, the Product, BRC, Ship To Address, and Quantity fields must be populated, the quantity for both products must be a positive, whole number, and the signature and license information on the call report must be valid.

Validation also occurs when saving a call report and when capturing signatures on the call report. See Saving a Call with Samples and Validating Samples on Signature Capture for more information.

Generating Sample Transactions

When users submit a call, a disbursement sample transaction is generated for each selected sample, and a sample order transaction is generated for each selected BRC product. These transaction records are used to maintain accurate records of sample disbursements for inventory, compliance, and audit purposes. See Maintaining Sample Data Integrity for more information.

Data Stamping on Submitted Calls

Call report fields become read-only when a call is submitted. Data entry controls on the call report, like picklists or check boxes, display as plain text, and products selected for detailing display in an ordered list. In addition, the following fields are stamped on the call2__v and sample_transaction__v records for a call:

  • business_account__v (if Selecting the Call Location is enabled)
  • license_expiration_date__v
  • license_status__v
  • license__v
  • ship_license__v
  • ship_license_expiration_date__v
  • ship_license_status__v

Stamping behavior varies based on call type. If sample products or BRCs are on the call report, the is_sampled_call__v check box on the call2__v object is automatically checked when the call is submitted. For group calls, the is_sampled_call__v field is checked only on the record for the selected sample or BRC recipient.

Related Topics

Saving a Call with Samples

Submitting Call Reports