Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/CallSampling/Config/ConfiguringCS.htm

## Configuring Call Sampling

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

The Call Sampling module consists of several components:

#### Address (address\_\_v)

When a user selects an account for sampling, validation is performed against the address and license information stored on this object.

#### Call (call2\_\_v )

The Call object stores the sample card information, shipping address, and signature data for samples recorded on a call.

#### Call Sample (call2\_sample\_\_v)

The Call Sample object stores information for the sample products, custom items, or promotional items recorded on a call—for example, the product and quantity, state or DEA license information, sample send status, and any state or country level restrictions.

call2\_sample\_\_v records should only be created automatically, when samples are added to a call report. If a call2\_sample\_\_v tab is created in a Vault instance, select Prevent Record Creation when creating the tab and remove View access for business admin users.

#### Product Catalog (product\_\_v)

The Product Catalog stores product information for all detail and sample products. In order to select a sample product on the call report, users must have access to the corresponding record in the product catalog.

#### Sample Inventory (sample\_inventory\_\_v)

The Sample Inventory object contains the header record for a user’s physical inventory of sample lots.

#### Sample Limit (sample\_limit\_\_v)

The Sample Limit object stores information on any sample limits defined by administrators.

#### Sample Lot (sample\_lot\_\_v)

The Sample Lot object stores the lot numbers for sample products. In order to disburse a product, users must have access to the corresponding Sample Lot record.

#### Sample Order Transaction (sample\_order\_transaction\_\_v)

The Sample Order Transaction object maintains and controls all transactional data related to sample orders, BRCs, and sample requests. If a sample order is updated or deleted, the change is automatically recorded in the Vault audit trail for the sample\_order\_transaction\_\_v object.

#### Samples State Settings (samples\_state\_settings\_\_v)

The Samples State Settings object stores information on state sampling restrictions for controlled substances. For each state, admins can create a record on the object to restrict sampling entirely for controlled substances, allow sample requests/BRCs only, or allow hand sample disbursements only. If there are no Samples State Settings records for a state, then all delivery options are allowed.

The Samples State Settings object also enables validation of state distributor licenses for dangerous pharmaceutical products, eliminating the need to manually validate license information (see [Supporting State Distributor License Validation](../SamplingRegReq/ValidatingSDL.htm) for more information).

#### Sample Transaction (sample\_transaction\_\_v)

The Sample Transaction object stores all transactional data related to samples—for example, information on sample disbursements, adjustments, transfers, and returns. If a sample transaction is updated or deleted, the change is automatically recorded in the Vault audit trail for the sample\_transaction\_\_v object.

### Configuring Call Sampling for

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

To configure this module:

1. Ensure the following configuration is complete:

   * [Configuring Call Reporting](../../Call_Reporting_2/ConfiguringCR.htm)\*
   * [Configuring Sample Management](../../SampleManagement/ConfiguringSM.htm)
   * [Creating Records for Sample Management](../../SampleManagement/ManagingSampleRelatedData/CreatingRecords.htm)
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the appropriate permission set.
4. Select the **Objects** tab.
5. Grant at least the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | address\_\_v | CRED | * companymaintained\_\_v * repmaintained\_\_v | * [DEA License Fields](../SamplingRegReq/EnablingCS.htm#Configur) (optional) * license\_\_v * license\_expiration\_date\_\_v * license\_status\_\_v * sample\_send\_status\_\_v | Edit |
   | * license\_valid\_to\_sample\_\_v * sample\_status\_\_v | at least Read |
   | call2\_\_v | CRED | call\_report\_\_v | * attendee\_type\_\_v\* * credentials\_\_v\* * [DEA License Fields](../SamplingRegReq/EnablingCS.htm#Configur) (optional) * is\_sampled\_call\_\_v\* * license\_\_v * license\_expiration\_date\_\_v * license\_status\_\_v * mobile\_id\_\_v\* * salutation\_\_v\* * sample\_card\_\_v * sample\_card\_reason\_\_v * sample\_send\_card\_\_v * ship\_address\_line\_1\_\_v * ship\_address\_line\_2\_\_v * ship\_city\_\_v * ship\_country\_\_v * ship\_license\_\_v * ship\_license\_expiration\_date\_\_v * ship\_license\_status\_\_v * ship\_state\_\_v * ship\_to\_address\_\_v * ship\_zip\_\_v * ship\_zip\_4\_\_v * signature\_\_v * signature\_captured\_share\_link\_\_v * signature\_date\_\_v * signature\_timestamp\_\_v | Edit |
   | call2\_sample\_\_v | CRED | n/a | * account\_\_v\* * apply\_limit\_\_v\* * attendee\_type\_\_v\* * call2\_\_v\* * call\_date\_\_v\* * distributor\_\_v * lot\_\_v * limit\_applied\_\_v\* * manufacturer\_\_v * mobile\_id\_\_v\* * product\_\_v\* * quantity\_\_v\* | Edit |
   | my\_setup\_products\_\_v | CRED | n/a | * favorite\_\_v * product\_\_v | Edit |
   | product\_\_v | CRED | n/a | * distributor\_\_v * sample\_quantity\_picklist\_\_v\* * sample\_quantity\_bound\_\_v\* * sample\_u\_m\_\_v * user\_aligned\_\_v\* | Edit |

\*When configuring non-sample products, for example, promotional items, reprints, and custom items, only this step or level of permission is required. All listed steps and permissions are needed when configuring sample products.

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

To configure this module:

1. Ensure the following configuration is complete:

   * [Configuring Call Reporting](../../Call_Reporting_2/ConfiguringCR.htm)\*
   * [Configuring Sample Management](../../SampleManagement/ConfiguringSM.htm)
   * [Creating Records for Sample Management](../../SampleManagement/ManagingSampleRelatedData/CreatingRecords.htm)
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 | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | address\_\_v | R | repmaintained\_\_v | * [DEA License Fields](../SamplingRegReq/EnablingCS.htm#Configur) (optional) * license\_\_v * license\_expiration\_date\_\_v * license\_status\_\_v * license\_valid\_to\_sample\_\_v * sample\_status\_\_v | Read |
   | call2\_\_v | CRE | call\_report\_\_v | * attendee\_type\_\_v\* * credentials\_\_v\* * [DEA License Fields](../SamplingRegReq/EnablingCS.htm#Configur) (optional) * is\_sampled\_call\_\_v\* * license\_\_v * license\_expiration\_date\_\_v * license\_status\_\_v * mobile\_id\_\_v\* * salutation\_\_v\* * sample\_card\_\_v * sample\_card\_reason\_\_v * signature\_\_v * signature\_captured\_share\_link\_\_v * signature\_date\_\_v * signature\_timestamp\_\_v | Edit |
   | call2\_sample\_\_v | CRED | n/a | * account\_\_v\* * attendee\_type\_\_v\* * call2\_\_v\* * call\_date\_\_v\* * distributor\_\_v * lot\_\_v * manufacturer\_\_v * mobile\_id\_\_v\* * product\_\_v\* * quantity\_\_v\* | Edit |
   | my\_setup\_products\_\_v | R | n/a | * favorite\_\_v (optional) * product\_\_v | Read |
6. Grant View access to the **account\_sample\_status\_\_v** field control in the Object Control Permissions section for the call2\_\_v object. This control enables a sample status indicator to display on call reports.
7. Grant View access to the **samples\_section\_\_v** section control in the Object Control Permissions section for the call2\_\_v object.\*
8. Navigate to **Admin > Configuration > Objects > call2\_\_v > Layouts**.
9. Place the **account\_sample\_status\_\_v** field control on the appropriate layouts on the call2\_\_v object. Do not place the field control in a section control app section.
10. Place the **samples\_section\_\_v** section control on the appropriate layouts on the call2\_\_v object.\*
11. Place the following fields on the appropriate layouts on the call2\_\_v object:

* sample\_card\_\_v
* sample\_card\_reason\_\_v

Do not place these fields in the samples\_section\_\_c app control section or any other custom app control section on the call2\_\_v layout.

12. Ensure the **address\_\_v** field is placed on the appropriate call2\_\_v layouts.
13. Navigate to **Admin > Configuration > Objects > product\_\_v > Fields**.
14. Ensure the **no\_promo\_items\_\_v** field formula expression on the product\_\_v object matches the following:

    Case(product\_type\_\_v, 'detail\_\_v', 'TRUE', 'order\_\_v', 'TRUE', 'kit\_item\_\_v', 'TRUE', 'brc\_\_v', 'TRUE', 'market\_\_v', 'TRUE', 'submarket\_\_v', 'TRUE', 'inventory\_monitoring\_\_v', 'TRUE', 'product\_group\_\_v', 'TRUE', 'sample\_product\_group\_\_v', 'TRUE', 'detail\_group\_\_v','TRUE', 'detail\_topic\_\_v', 'TRUE', 'FALSE')

    Remove 'brc\_\_v', 'TRUE', from this list when configuring sample requests/BRCs. For more information, see [Configuring Sample Requests (BRCs)](ConfiguringBRCs.htm#NoPromo).
15. Navigate to **Business Admin > Objects > account\_\_v**.
16. Populate the **sample\_default\_\_v** field on the appropriate account\_\_v records with a semicolon-delimited list of products and default quantities, to define a default quantity for all calls created against the account (optional). When users add the listed products to the Samples and Promotional Items section on the call report, the quantity defaults to the specified amount. Use the format [Textual String of Sample]::[Default Quantity];;.

    For example: Cholecap 10mg::1;;Cholecap 20mg::2;;Cholecap 30mg::2

#### Configuring Veeva Settings and VMOCs for Call Sampling

To configure Veeva Settings and VMOCs:

1. Navigate to **Business Admin > Objects > veeva\_settings\_\_v**.
2. Enable the **enable\_sample\_card\_license\_check\_\_v** Veeva Setting checkbox.
3. Edit the **ipad\_maximum\_samples\_\_v** Veeva Setting to modify the maximum number of samples allowed to be signed for on the iPad (optional). The default value is 8. The TOO\_MANY\_SAMPLES Veeva Message displays an error if the number of samples exceeds the setting.

   Increasing the number may result in scrolling samples.
4. Edit the **maximum\_samples\_\_v** Veeva Setting to modify the maximum number of samples allowed to be signed for on the Windows platform (optional). The default value is 20. As on the iPad platform, the TOO\_MANY\_SAMPLES Veeva Message displays an error if the number of samples exceeds the setting.
5. Select the checkbox for the **enable\_expiration\_filter\_\_v** Veeva Setting to filter expired sample lots (optional). This ensures sample lots with an expiration date earlier than the current date do not display on the call report, so users cannot select samples from an expired lot.
6. Select the **enable\_license\_exp\_date\_bypass\_\_v** Veeva Setting to bypass license expiration date validation (optional). This enables users to sample to HCPs with a license past the expiration date.
7. Navigate to **Business Admin > Objects > message\_\_v**.
8. Update the **DISCLAIMER;;CallReport** Veeva Message with the required wording for the sample signature page disclaimer. If [Country-Specific Disclaimers](../SignatureCapture/CountrySpecific.htm) are configured, update the appropriate disclaimer records on the signature\_page\_\_v object.
9. Update the **SAMPLE\_CARD\_REG\_EXPRESS;;CallReport** Veeva Message text field with a regular expression, if using sample cards (optional). Expressions in this field validate and enforce text length, alphanumeric constraints, capitalization, and checksums for sample card numbers. This can significantly reduce data issues resulting from invalid sample card numbers.

   For example, to enforce a value that begins with a capital letter and is followed by exactly 4 numeric characters, enter the regular expression `\b[A-Z][0-9]{4}\b` in the message’s text field.
10. Navigate to **Business Admin > Objects > vmobile\_object\_configuration\_\_v**.
11. Ensure VMobile Object Configurations (VMOCs) exist for all objects detailed in the configuration above and for the appropriate platforms. If not, create them.\*

\*When configuring non-sample products, for example, promotional items, reprints, and custom items, only this step or level of permission is required. All listed steps and permissions are needed when enabling sample products.

### Related Topics

[Configuring Products for Call Sampling](ConfiguringProductsCS.htm)

[Configuring Sample Requests (BRCs)](ConfiguringBRCs.htm)