To configure this feature, ensure Configuring Veeva AI for Vault CRM is complete.

To refine how the Free Text Agent reviews compliance in specific contexts, business admin users can create Prescribing Information (PI) reference documents and compliance documents with supplementary information.

By default, the Free Text Agent considers the following compliance concerns:

• Inappropriate Content Screening - Restricted words, profanity, and inappropriate content, as defined in the LLM’s content filters
• Data Protection - Entry of protected health information (PHI) or personally identifiable information (PII) in unencrypted fields
• Corporate Compliance - Adherence to corporate compliance policies, including standard operating procedures, work instructions, handbooks, and more. User type, country, division, department, and title are considered when determining whether users’ text poses a corporate compliance concern.
• Promotional Compliance - Off-label product promotion. This applies to company products only.
• Product Restrictions - Mentions of products that are either restricted or not allowed for the selected account, location, and/or attendee accounts at the time the compliance check occurs
• Safety Vigilance - Reporting of adverse events, serious adverse events, or product quality complaints outside of designated safety systems

The Free Text Agent highlights potential issues based on the above concerns and any supplementary PI reference documents or Compliance-Type documents business admins create, while respecting legitimate use cases and regulatory safe harbors.

For the Free Text Agent to consider the additional context, admins must refresh the vector database after uploading or modifying documents. For more information on performing a vector database refresh, see Manually Refreshing the Vector Database.

Creating PI Reference Documents

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.

Ensure fields on the appropriate reference_document__v records are populated as follows:

• object_type__v - pi__v
• 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.

Vault CRM recommends using the PromoMats/MedComms integration to create and manage PI reference documents. 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.

Creating Compliance Documents

To customize the Free Text Agent’s definition of compliance to match company-specific or brand-specific definitions of compliance, create documents with the compliance__v document type. Optionally, product and country can be specified on each compliance document. Ensure fields on the appropriate compliance__v documents are populated as follows:

• document_type__v - compliance__v
• country__v - Appropriate country (optional). 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 (optional) - 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.

Considerations for PI Reference and Compliance Documents

• To ensure agent readability, product labeling and compliance documents must be provided in a machine-readable .pdf or .txt file format, in one of Vault CRM's supported languages
• XML is the best way to communicate with the agent
• Ensure documents do not have duplicate versions
• Ensure country, product, brand, and user role are defined in the same way across PI documents, compliance documents, and the Vault CRM data model