Restricted Words in Send to Fax

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Restricted Words in Send to Fax

Send to Fax allows administrators to define a list of restricted words to prevent sending fax communications containing potentially inappropriate or non-compliant language.

If an end-user attempts to send a fax containing a restricted word in a free text area, either as an exact match or a partial match, an error message displays, preventing the fax from being sent.

Who can use this feature?

Fax Admin Users — Browser, iPad, iPhone
Defining a List of Restricted Words
Using Multiple Veeva Messages to Restrict Words
End Users — Browser, iPad
Using Restricted Words
Users require an Approved Email license

Configuring Restricted Words for

Defining a List of Restricted Words as

Fax Admin Users

To define restricted words:

Navigate to Business Admin > Objects > Veeva Settings > Fax Settings.
Select the Fax Restricted Words Fax Setting.
Select Edit.
Enter a list of restricted words, phrases, or product tokens separated by double semi-colons.

For example:

word1;;this is a phrase;;this is another phrase;;{{detailproduct}}

The {{detailproduct}} token expands to hold the names of all product__v records where product_type__v is equal to detail__v.
Select Save.

Using Multiple Veeva Messages to Restrict Words

Administrators can define the list of restricted words as a series of Veeva Messages. This enables a list of restricted words larger than the 5000 character limit of a single Veeva Message:

Navigate to Business Admin > Objects > Veeva Messages.
Create all appropriate Veeva Messages containing lists of restricted words.
Veeva Messages must be a unique combination of the name__v, category__v, and external_id__v fields.
Navigate to Business Admin > Objects > Veeva Settings > Fax Settings.
Select the Fax Restricted Words Fax Setting.
Enter the Veeva Messages as a comma-separated list. All Veeva Messages in this setting must belong to the same category and use the format [Name1],[Name2],[Name3];;[Category].

For example, the following references three Veeva Messages for the list of restricted words: RESTRICTED,RESTRICTED2,RESTRICTED_jp;;ApprovedEmail

All Veeva Messages used must have the same language and match the user’s language.

If administrators already defined restricted words in Veeva Messages for Approved Email, they can reference the same Veeva Messages for use in fax communications. To do so, update the Fax Restricted Words Fax Setting to list the Veeva Messages used for restricted words in Approved Email. This prevents the need for the administrator to define separate lists for Approved Email and Send to Fax.