To configure the Free Text Agent:

1. Ensure the following configuration is complete: 

   • Configuring Veeva AI for Vault CRM
   • Refreshing the Vector Database

2. Ensure users have Execute permission to the Free Text Agent:

   • Navigate to Admin > Users & Groups > Permission Sets
   • Select the appropriate permission set
   • Select the Agents tab
   • Select the Execute check box for the Free Text Agent (text_monitoring_agent__v)

3. Select the Objects tab.

4. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   ai_settings__v	At least R	None	text_monitoring_check__v text_monitoring_block_save__v	Read

5. Navigate to Business Admin > Objects > message__v.

6. Edit the appropriate Veeva Messages for safety reporting:

   • SAFETY_REPORT;;crmai__v - To change the message displayed to users for potential product safety issues, edit the Text field on this Veeva Message. The default value is: A safety report is required for information highlighted in purple. Please click here to report in the safety system.
   • SAFETY_SYSTEM_LINK;;crmai__v - To provide users a link to your organization's external safety reporting system, populate the Text field on this Veeva Message with the appropriate link. The provided link is hyperlinked in the safety reporting message.

   If a safety reporting link is not provided in the SAFETY_SYSTEM_LINK;;crmai__v Veeva Message, it is recommended to remove the sentence in the SAFETY_REPORT;;crmai__v Veeva Message instructing users to click here.

7. Ensure the SAFETY_REPORT;;crmai__v and SAFETY_SYSTEM_LINK;;crmai__v messages are marked as Active.

8. Navigate to Admin > Settings > Application Settings > AI Settings.

9. Set the text_monitoring_check__v field to one of the following values:

   • In Edit (in_edit__v) - The agent analyzes text each time the user exits a field while editing the record. This is the default value.
   • On Save and Submit (save_submit__v) - The agent analyzes text only when the user saves or submits the record

10. Set the text_monitoring_block_save__v field to one of the following values:

    • Selected (true) - Prevents users from saving or submitting a record with unresolved issues. This is the default value.
    • Deselected (false) - Enables users to save or submit a record with unresolved issues or when the text is not checked by the agent

To ensure the Free Text Agent accesses the appropriate prescribing information for each product, provide PI reference documents in PromoMats/MedComms. The Free Text Agent references these records when determining which text needs to be flagged as a potential compliance or safety risk, relative to each product’s prescribing information.

For more on configuring and using PI documents in Vault CRM, see Accessing ISI and PI Documents for CLM Content in the HCP Content Player. For information on managing the connection between Vault CRM and PromoMats/MedComms, see Managing Field Mappings Between Vault CRM and PromoMats/MedComms.

Alternatively, PI reference documents can be manually created in Vault CRM:

1. Navigate to Business Admin > Objects > reference_document__v.

2. Select Create.

3. Select the PI object type.

4. Populate the following fields:

   • reference_document_status__v - Approved
   • product__v - Appropriate product. This value must match a my_setup_products__v record where the company_product__v check box is selected.
   • country__v - Appropriate country (optional). If a country is not specified, the PI document is used across countries.

5. Select Save.

6. Navigate to Attachments on the reference_document__v record.

7. Upload or drag and drop the appropriate document file to the reference_document__v record.

   Attach one file per reference_document__v record. Additional files are not included in the agent's compliance context.

8. Initiate a vector database refresh. For more information on performing a vector database refresh, see Refreshing the Vector Database.

To include company-specific or brand-specific definitions of compliance in the Free Text Agent’s analysis, provide documents with the compliance__v document type in Vault CRM. Optionally, a product and country can be specified on each compliance document.

To provide compliance documents:

1. Upload or create the document in Vault CRM, using one of the supported methods. For information on supported methods, see Creating Documents on the Vault platform help site.

2. Select the compliance__v document type when prompted.

3. Select the Standard document lifecycle.

4. Populate either or both of the following fields (optional):

   • country__v - Appropriate country, if the compliance information is country-specific. This value is matched to the call address’ country, or the user’s country. If a country is not specified, the compliance information applies across countries.
   • product__v - Appropriate product, if the compliance information is product-specific. This value is matched to the user’s My Setup Products. If the field is not populated, the compliance information applies across products.

5. Approve the completed document. For information on approving documents, see Using Document Workflows on the Vault platform help site.

6. Initiate a vector database refresh. For more information on performing a vector database refresh, see Refreshing the Vector Database.

When creating compliance documents, ensure any language referencing user roles, countries, products, or brands uses the same natural language wording as the corresponding label in the Vault CRM data model. This enables the Large Language Model (LLM) to consistently apply the information, using the context available in Vault CRM.