Using Autosync

Autosync syncs data created by Vault CRM users from mobile devices to the online server. This makes critical information immediately available to drive decisions made through reporting and analytics.

Autosync improves the Vault CRM experience for field users, Sales Ops, and IT teams, and reduces the risk of data loss to organizations in case the mobile device is stolen or the user leaves the organization without returning the device.

Autosync includes the following:

• Any data created or edited on the mobile device is synced with the online servers as soon as possible
• Users get immediate feedback on data they are creating and editing, so they quickly receive new information and can take action
• Users with multiple mobile devices immediately get mobile changes across all their devices, experiencing email like behavior within Vault CRM

Only changes made on mobile devices sync automatically online. Users must initiate an incremental sync on mobile devices to download any data edited or created online.

Autosync Requirements

iOS 11 or later – Requires 64-Bit iPads (excluding iPad 4)

The Autosync Process

Saving Data on Mobile Devices (1)

Autosync applies to all records which are edited or created by an end user on the mobile device. This includes all Veeva objects, custom objects created by customers, submitted records, and saved records.

Admins who log into production Vaults to triage issues should be mindful of the differences in Autosync and traditional syncing.

• When the record is saved, it is added to the upload queue
• If related edits are in progress, the system may wait for all edits to be completed before adding the records to the upload queue
• If there is internet connectivity, the record is immediately uploaded to the online servers
• For most objects, each record is saved and queued individually
• For the following special objects, all records for the save are queued as part of the same transaction:
• Call/Child Objects related to Call
• Order/Order Lines/Delivery Orders
• Inventory Monitoring/Inventory Monitoring Lines
• Content Acknowledgment/Content Acknowledgment Items
• Medical Inquiry Fulfillment/Medical Inquiry Fulfillment Responses
• Data Change Request/Data Change Request Lines
• If there is no internet connection or the application is put in the background before it is uploaded, the records stay in the upload queue. When internet connectivity is re-established, the application immediately uploads items in the queue to the servers in a first-in, first-out manner.
• In rare cases, the same record may be edited by a user on multiple devices at the same time
• For most objects, the device that saves first wins in these cases. If the values are different, a sync error occurs.
• When edits are made, the previous value and the new value of the fields that changed are uploaded to the server
• Before the online save happens, the application checks whether the previous value in the edit matches with the current value online
• When the objects (listed above) are edited and saved, the data from any of their fields edited by the user, including standard (__v) fields, are sent online. These changes override any online changes.
• If the same Call is Submitted on one device and then edited on another device, a duplicate Call is created with all the edited information for the following call-related objects: Call Samples, Call Discussions, Medical Discussions, Call Key Messages, Call Expenses, Tasks, and Call Clickstreams
• If the same Order or Inventory Monitoring is Submitted on one device and then edited on another device, the edits are discarded.

Processing Saved Records (2)

When changes on a mobile device are synced and saved online, Vault CRM runs all its normal save logic.

• If a validation rule error occurs, this goes back to the device as a sync error
• If saved successfully, data updated includes the following:
• Record ID
• Auto-number fields
• Formula fields
• Last Modified/Created Dates
• Data changed on the record through triggers

Updating Data on the Data Feed (3)

Mobile devices retrieve Autosync transactions from the Autosync data feed. Autosync transactions are user specific.

All records successfully uploaded as a part of the save, are queued to the data feed. This happens immediately after the save completes.

In addition, if the record saved was a child record, the corresponding master record is also queued to the data feed. Any updates to that record, such as the rollup field calculations, would be available. For example, if a user edited an Event Attendee record, the corresponding Medical Event would also be placed on the data feed.

Data stays on the data feed for seven days, after which, it is removed. To receive all changes, users must perform an incremental sync within the seven days.

The system does not recheck VMOC Where Clauses when adding Autosync data to the data feed. If a record was edited or created via Autosync, it is placed on the data feed even if it is outside of the Where Clauses.

Checking for New Data to Download (4)

Mobile devices check for new data from other mobile devices every 30 seconds, if there is internet connectivity. Veeva reserves the right to adjust the timing for when the device checks the data feed.

• If new data from other mobile devices is present, it is downloaded to the device. Once downloaded to the device, the system only merges newly downloaded data when it is safe to do.
• Data is only merged if and when all related data is available (ex. all order lines for an order are downloaded)
• Data is not merged while a user is actively using the record (ex. user is editing or viewing the record)
• Even though data is not merged, the system checks the new data when an action is performed. If the new data prevents the action, the user is notified that they cannot perform the action.
• When the user leaves the edit/view page, data is merged and the next time the user views/edits the record, it is updated
• If there is a pending upload or sync error for a record, Veeva discards the downloaded record. This means there is a more recent update on the mobile device.

The following data sets still require incremental sync:

• All data changes made from online, including the following:
• Integrations/Territory Alignments
• Metadata changes
• Veeva CLM and Approved Email content
• Vault CRM X-Pages Sales Data and Nitro Data
• Data changes made by other users