Handling Inactive Network Records

Network searches can now return only active HCP and HCO records. As a Master Data Management system, the Network keeps track of all record histories. This may result in many records with an inactive status. Because the search only returns active records in Vault CRM, this decreases user confusion, DCR errors, processing time, and storage needs.

Who can use this feature?

Vault
Available to users with Accounts
End Users, Integration Users

Configuring Inactive Network Records Handling

End Users and Integration Users

To enable this feature:

Grant the Network integration user Delete permission on the address__v and child_account__v objects.
Enable the Filter Inactive Network Records Network Setting with a value of 1. (The default value is 0.)
Enable the Network Address Deletion Process Network Setting based on the table below.

Integration users and end users must have matching values for both of these settings.

The following defines how the FILTER_INACTIVE_NETWORK_RECORDS and NETWORK_ADDRESS_DELETION_PROCESS settings behave with different setting combinations.

Filter Inactive Network Records	Network Address Deletion Process	Behavior	Business Use Case
0	0	NAS (Network Account Search): No filter is applied to Network search Account: Inactive accounts remain in user territory New, inactive accounts are loaded into Vault CRM Child Account: Inactive accounts are not deleted Address: Inactive addresses are not deleted	Customer wants to keep all inactive records from Network.
0	1	NAS: No filter is applied to Network search Account: Inactive accounts remain in user territory New, inactive accounts are loaded into Vault CRM Child Account: Inactive accounts are not deleted Addresses: All addresses without Valid or Under Review record states are deleted. Inactive addresses are not deleted	Customer does not want to impact current account territory alignments, but wants to remove invalid addresses.
0	2	NAS: No filter is applied to Network search Account: Inactive accounts remain in user territory New, inactive accounts are loaded into Vault CRM Child Account: Inactive records are not deleted Address: All addresses that do not have Valid or Under Review record states are deleted, but the address is preserved if it is a primary address or the last address on the account. Inactive addresses are not deleted	Customer does not want to impact current account territory alignments. Invalid addresses are removed, but primary addresses are not affected in case they are used in other business modules. Customer also wants an account to have at least one address.
1	0	NAS: Inactive accounts are filtered out from Network search. Inactive child entities are also skipped during import. Account: All territories assigned using ATL are removed from the account; the account owner is changed to the integration user; and the customer_master_status__v field on the Account object is set to Inactive. Territories assigned via a rules engine remain. New, inactive accounts are not loaded into Vault CRM Child Account: Inactive records are deleted Address: Inactive addresses are not deleted	Customer does not want inactive accounts to display but does not want to delete inactive addresses.
1	1	NAS: Inactive accounts are filtered out from Network search. Inactive child entities are also skipped during import. Account: All territories assigned using ATL are removed from the account; the account owner is changed to the integration user; the customer_master_status__v field on the Account object is set to Inactive. Territories assigned via a rules engine remain. New, inactive accounts are not loaded into Vault CRM Child Account: Inactive records are deleted Address: All inactive addresses and addresses without Valid or Under Review record states are deleted	Customer wants to remove all inactive records from Network.
1	2	NAS: Inactive accounts are filtered out. Inactive child entities are also skipped during import. Account: All territories assigned using ATL are removed from the account; the account owner is changed to the integration user; the customer_master_status__v field on the Account object is set to Inactive. Territories assigned via a rules engine remain. New, inactive accounts are not loaded into Vault CRM Child Account: Inactive records are deleted Address: All inactive addresses and addresses without Valid or Under Review record states are deleted, but the address is preserved if it is a primary address or the last address on the account	Customer wants to remove all inactive records from Network but wants to keep primary addresses in case they are used in other business modules. Customer also wants an account to have at least one address.

Account Status for Inactive Network Records Handling

Customers can define a broader set of statuses to indicate an account is active. For example, some customers may want recently retired HCPs to stay in the user’s territory even if the Filter Inactive Network Records Network Setting is enabled.

This does not apply to NAS.

In this example, customers can add the Network reference code for “Retired”, which is “R”, in the HCP Active Statuses Network Setting, delimited by a comma. Similarly, customers can change the HCO Active Statuses Network Setting. Both settings have a default value of “A”, which means Active.

The Network subscription process respects these settings. If “R” is added to the HCP Active Statuses setting when Filter Inactive Records is enabled, it continues to import retired HCPs to Vault CRM, and it does not remove territories from existing Vault CRM accounts.

Setting the Customer Master Status

The Customer Master Status may be set automatically via updates from Network, depending on certain conditions. The following table describes each possible value for the Customer Master Status, and under what circumstances the status is updated:

Customer Master Status	Condition	Receives Updates from Network?
Valid	Valid records in Network
Under Review	No valid conditions	N/A
Rejected	Records invalidated in Network
Inactive	No valid conditions	N/A
Valid	Account status is an active type
Under Review	No valid conditions	N/A
Rejected	Record invalidated in Network
Inactive	Account status is an inactive type