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 token, either as an exact match or a partial match, an error message displays, preventing the fax from being sent.

This feature enhances compliance by proactively identifying and blocking fax communications that may contain inappropriate or non-compliant language, ensuring that all outgoing communications adhere to established guidelines.

Who can use this feature?

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

Configuring Restricted Words for

Using Restricted Words for

Fax Admin Users

Defining a List of Restricted Words

To define restricted words:

Navigate to 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}}
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:

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 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.