Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/CallSampling/CaptSigforSampling/SampleOptIn.htm

## Requiring Sample Opt-In

In some countries, users must capture a one-time sample opt-in signature or paper consent from HCPs. Once users capture an HCP’s sample opt-in signature or consent, they do not need to capture signatures for individual sample disbursements to the HCP within an admin-defined period of time, unless the disbursement contains controlled substances.

#### Validation Disclaimer

Call Sampling features are released without validation. Call Sampling requires enablement and does not affect other Vault CRM functionality. Call Sampling features were extensively tested by our QA team during the development and release process and will go through validation at a later date.

**Who can use this feature?**

* Business Admin Users — Browser
* [Setting Sample Opt-in Expiration Dates](#Setting)
* End Users — Browser, iPad, Windows
* [Capturing Sample Opt-In Signatures](#Capturin)
* Users do not require an additional license

### Configuring Sample Opt-In for

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

To configure this feature:

1. Ensure the following configuration is complete:
   * [Configuring Call Sampling](../Config/ConfiguringCS.htm)
   * [Configuring Products for Call Sampling](../Config/ConfiguringProductsCS.htm)
   * [Configuring Sample Requests (BRCs)](../Config/ConfiguringBRCs.htm), if using BRCs
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the appropriate permission set.
4. Select the **Objects** tab.
5. Grant the following permissions:

   | Object | Object Permission | Object Types | Field | Field Permission |
   | --- | --- | --- | --- | --- |
   | call2\_\_v | CRED | All applicable object types | n/a | n/a |
   | consent\_template\_\_v | CRED | sample\_consent\_template\_\_v | * calendar\_effective\_date\_\_v * end\_date\_\_v * expiration\_threshold\_\_v * expiration\_type\_\_v * start\_date\_\_v | Edit |
   | multichannel\_consent\_\_v | CRED | sample\_consent\_\_v | * account\_\_v * capture\_datetime\_\_v * consent\_type\_\_v * default\_consent\_text\_file\_\_v * disclaimer\_text\_file\_\_v * external\_id\_\_v (optional) * mobile\_id\_\_v * object\_type\_\_v * opt\_expiration\_date\_\_v * opt\_type\_\_v * sample\_consent\_template\_\_v * sample\_consent\_template\_data\_\_v * signature\_\_v * signature\_datetime\_\_v * signature\_id\_\_v | Edit |
6. Grant View permission to the **sample\_opt\_in\_\_v** field control on the call2\_\_v object.
7. Navigate to **Admin > Configuration > Tabs**.
8. Create a tab for the **consent\_template\_\_v** object and grant access to admins.

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To configure this feature:

1. Ensure the following configuration is complete:
   * [Configuring Call Sampling](../Config/ConfiguringCS.htm)
   * [Configuring Products for Call Sampling](../Config/ConfiguringProductsCS.htm)
   * [Configuring Sample Requests (BRCs)](../Config/ConfiguringBRCs.htm), if using BRCs
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the appropriate permission set.
4. Select the **Objects** tab.
5. Grant the following permissions:

   | Object | Object Permission | Object Types | Field | Field Permission |
   | --- | --- | --- | --- | --- |
   | call2\_\_v | at least CRE | All applicable object types | n/a | n/a |
   | consent\_template\_\_v | R | sample\_consent\_template\_\_v | * calendar\_effective\_date\_\_v * end\_date\_\_v * expiration\_threshold\_\_v * expiration\_type\_\_v * start\_date\_\_v | Read |
   | multichannel\_consent\_\_v | CRE | sample\_consent\_\_v | * account\_\_v * capture\_datetime\_\_v * consent\_type\_\_v * default\_consent\_text\_file\_\_v * disclaimer\_text\_file\_\_v * external\_id\_\_v * mobile\_id\_\_v * object\_type\_\_v * opt\_expiration\_date\_\_v * opt\_type\_\_v * sample\_consent\_template\_\_v * sample\_consent\_template\_data\_\_v * signature\_\_v * signature\_datetime\_\_v * signature\_id\_\_v | Edit |
6. Grant users Execute permission to the **sample\_opt\_in\_\_v** action on the account\_\_v object.
7. Grant users View permission to the **sample\_opt\_in\_\_v** field control on the call2\_\_v object.
8. Grant users File Staging access, to ensure disclaimers display as expected:
   * Select the **Application** tab within the permission set
   * Select the **Access** checkbox in the File Staging table

   ![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/AccessFileStaging.png)
9. Navigate to **Admin > Configuration > Objects > account\_\_v > Object Types > Actions**.
10. Ensure the **sample\_opt\_in\_\_v** action is active for the appropriate account\_\_v object types.
11. Navigate to **Admin > Configuration > Objects > call2\_\_v**.
12. Select the **Layouts** tab.
13. Place the **sample\_opt\_in\_\_v** field control in the details\_\_c section on the appropriate call2\_\_v layouts.
14. Enable the **No Sample License No Signature** section attribute for the samples\_section\_\_v section control on the appropriate call2\_\_v layouts (optional). The No Sample License No Signature section attribute disables the requirement to capture a signature for individual sample disbursements, in addition to disabling state and license validation checks.
15. Navigate to **Business Admin > Objects > vmobile\_object\_configuration\_\_v**.
16. Enable the following VMOC for the appropriate platforms:

    | VMOC | Sync Type | WHERE clause | Lookup |
    | --- | --- | --- | --- |
    | multichannel\_consent\_\_v | Full Sync | n/a | account\_\_v |

#### Configuring a Marketing Banner

To promote a product or brand when HCPs sign for sample opt-in, a marketing banner can be displayed on the sample opt-in signature page. To configure the marketing banner:

1. Navigate to **Admin > Configuration > Objects > veeva\_settings\_\_v > Details > Options**.
2. Ensure the **Allow attachments** checkbox is selected for the veeva\_settings\_\_v object.
   ![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Marketing Banner/AllowAttachmentscropped.png)
3. Navigate to **Business Admin > Objects > veeva\_settings\_\_v**.
4. Select the appropriate **veeva\_settings\_\_v** record:

* To display the same marketing banner across all application profiles, select the global Veeva Settings record
* To display differing marketing banners by application profile, select a [profile-specific](../../Getting_Started/SettingUp/ApplicationProfiles.htm#Settings) Veeva Setting record

5. Upload an image named **consent\_logo.xxx** to the Attachments section of the Veeva Settings record, where .xxx represents the image file extension.
   Supported file types are JPG, PNG and GIF. GIF files do not animate.
   ![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Marketing Banner/Copy of ConsentLogoCropped.png)
6. Navigate to **Business Admin > Objects > vmobile\_object\_configuration\_\_v**.
7. Ensure a VMOC for the **veeva\_settings\_\_v** object is active for the appropriate platforms.

Images are not stretched to fit the screen; if the logo image is smaller than 290 pixels by 145 pixels, it displays at its original size.

#### Marketing Banner Considerations

* Marketing banners can be up to 700 pixels wide and 300 pixels high. For iPad, the optimal image size is 333 pixels wide and 181 pixels high.
* Supported image formats are JPG, PNG and GIF (GIF files do not animate)
* If using the marketing banner for [Capturing Remote Signatures for BRC Samples During Engage Meetings](../../Multichannel/Engage/Sign/RemoteSig.htm), the file size for the image must be less than 1 MB

### Setting Sample Opt-in Expiration Dates as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

To define how long sample opt-in signatures stay valid, admins create a record on the consent\_template\_\_v object. Depending on regulatory requirements and organization policies, expiration dates are based on either the date of the last signature (rolling) or a specific date range (calendar).

#### Setting a Rolling Expiration Date

By default, all signatures captured with rolling expiration dates expire two years from the date of the signature capture. To define rolling expiration dates for sample opt-in, based on the individual account’s last signature capture:

1. Navigate to **Business Admin > Objects > consent\_template\_\_v**.
2. Create a new **consent\_template\_\_v** record.
3. Enter the appropriate **Consent Template Name** and **Start Date**.
4. Select **Rolling** from the Expiration Type picklist.
5. Enter the number of months past capture that signatures remain valid in the **Expiration Threshold** field. For example, if the Expiration Threshold is set to 12, then each sample opt-in signature expires 12 months after it is captured.
6. Select **Save**.

![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Sample Opt-in/RollingTemplateCropped.png)

#### Setting a Calendar-Based Expiration Date

To set a calendar-based expiration date for all sample opt-in signatures:

1. Navigate to **Business Admin > Objects > consent\_template\_\_v**.
2. Create a new **consent\_template\_\_v** record.
3. Enter the appropriate **Consent Template Name** and **Start Date**.
4. Select **Calendar** from the Expiration Type picklist.
5. Enter the number of months past capture that signatures remain valid in the **Expiration Threshold** field.
6. Select the **Calendar Effective Date** to set the starting date for the consent period. For example, if the Calendar Effective Date is set to 01-01-2024 and the Expiration Threshold is set to 12, all sample opt-in signatures expire on 12-31-2024 and every 12 months after.
7. Select **Save**.

![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Sample Opt-in/CalendarTemplatecropped.png)

### Capturing Sample Opt-In Signatures as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To disburse the following product types, end users must capture valid sample opt-in for accounts:

* Sample
* BRC
* Alternative Sample

Until a sample opt-in signature or paper consent is captured, users cannot capture the HCP’s signature for these product types, and the account's Sample Status indicator displays as invalid.

On standard group calls, sample opt-in displays for the selected sample recipient. On [unique activity group](../../Call_Reporting_2/Executing/Activities/UniqueActivities.htm) calls, a warning icon displays on attendee cards, and the sample opt-in banner is accessible from the attendee’s child call report. Each unique activity group call attendee must have a valid sample opt-in signature in order to receive samples.

When users capture sample opt-in, key information is stamped on the following fields on the multichannel\_consent\_\_v object:

* account\_\_v - The Account ID for the opt-in
* capture\_datetime\_\_v - Datetime the user enters a Paper Consent ID, if paper consent is in use
* consent\_type\_\_v - Set to sample\_consent\_\_v
* default\_consent\_text\_file\_\_v - Text displayed in the review panel on the sample opt-in signature page
* disclaimer\_text\_file\_\_v - Disclaimer text displayed to the HCP
* opt\_type\_\_v - Set to opt\_in\_\_v
* opt\_expiration\_date\_\_v - Date the opt-in expires, based on the active sample\_consent\_template\_\_v record. If a sample\_consent\_template\_\_v record is not available, the field is empty.
* signature\_id\_\_v - The Paper Consent ID value entered by the user
* sample\_consent\_template\_\_v - References the relevant sample\_consent\_template\_\_v record
* sample\_consent\_template\_date\_\_v - Expiration date for the relevant sample\_consent\_template\_\_v record

Browser
iPad, Windows

To capture sample opt-in on the Browser platform, select the Sample Opt In action from the All Actions menu on the Account Detail page.

![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Sample Opt-in/AcctDetailOptCropped.png)

If the account does not have a valid sample opt-in signature on record, a warning also displays on the call report.

![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Sample Opt-in/Copy of Opt1Cropped.png)

To capture an HCP’s consent for sample opt-in, select the link in the sample opt-in banner on the call report or the Sample Opt In action from the Account Detail page.

![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Sample Opt-in/SampleOpt2.png)

Capture the HCP’s Paper Consent ID and consent to receive samples, then select Done.

![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Sample Opt-in/SampleOptIn3.png)

To capture an HCP’s signature for sample opt-in on the iPad or Windows platform, select the All Actions menu on the Account Detail page, then select Sample Opt In.

![](../../../Resources/Images/SampleManagement/Advanced/AcctDetailOptIn.png)

If the account does not have a valid sample opt-in signature on record, a warning also displays on the call report.

![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Marketing Banner/SampleOptIn.PNG)

To capture an HCP’s signature for sample opt-in, select the sample opt-in banner on the call report or the Sample Opt In action from the Account Detail page. If a marketing banner is configured, it displays on the signature page.

![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Marketing Banner/SampleOptin2.PNG)

After capturing the HCP’s signature, select Save to submit the signature.

After a valid opt-in is captured, a Valid Opt-In banner displays on the call report and users do not need to recapture signatures for future sampling unless the opt-in expires or they are disbursing controlled substances.

![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/ValidSampleOptIn.PNG)

If controlled substances are on a call report for an account with a valid opt-in, users must still capture the HCP’s signature. The signature page displays the controlled substances along with all other samples, BRCs, and alternative samples selected on the call report.

After opt-in is captured, a valid indicator displays for the Sample Opt In action in the All Actions menu on Account Detail pages.

![](../../../Resources/Images/SampleManagement/Advanced/SampleOptInAcctDetail-Valid.PNG)

### Related Topics

[Capturing Electronic Signatures for Sampling](../SignatureCapture/SigCap.htm)

[Validating Samples on Signature Capture](ValidateOnSign.htm)