Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/CallSampling/Disbursements/HCPLicenseInfo.htm ## Managing HCP License Information To ensure samples are only disbursed to eligible HCPs, HCP license information is validated when users save a call report, capture signatures for sampling, and submit a call report. This license information is updated and maintained by users, a sample admin, or by an integration with an external software integration. **Who can use this feature?** * Business Admin Users, End Users — Browser, iPad, iPhone * [Entering HCP License Information](#Entering) * [Determining HCP Sample Status](#Determin) * [Managing License Information Across HCP Addresses](#Managing) * Users do not require an additional license ### Configuring Managing HCP License Information for [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)All Users](#) Ensure [Configuring Sample Management](../../SampleManagement/ConfiguringSM.htm) is complete. ### Using Managing HCP License Information as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)All Users](#) See the following sections for details on managing HCP license information: * [Entering HCP License Information](#Entering) * [Determining HCP Sample Status](#Determin) * [Managing License Information Across HCP Addresses](#Managing) ### Entering HCP License Information To update HCP license information, complete the following fields on the appropriate account address\_\_v records, either manually or in bulk via the Vault CRM Loader: * license\_\_v * license\_expiration\_date\_\_v * license\_status\_\_v If [Controlled Substance Sampling](../SamplingRegReq/EnablingCS.htm) is enabled, complete the following additional fields: * dea\_\_v * dea\_expiration\_date\_\_v * dea\_schedule\_\_v * dea\_status\_\_v If [Capturing and Validating CDS License Information](../SamplingRegReq/CDSLicenses.htm) is enabled, complete the following additional fields: * cds\_\_v * cds\_expiration\_date\_\_v * cds\_status\_\_v If the account has other addresses in the same state and the account’s License Valid to Sample status is Valid, then the license information is copied to all of the account’s other addresses in the state. ### Determining HCP Sample Status In order for an account to receive samples, the license information on the HCP's relevant Address record must meet the following criteria: * license\_\_v, license\_expiration\_date\_\_v, and license\_status\_\_v fields are populated * The License Status field is set to valid * The License Expiration Date is greater than or equal to the current date When the address information is saved, the license\_valid\_to\_sample\_\_v and sample\_status\_\_v fields calculate the sample status. Five sample status types are supported in Vault CRM: | Sample Status | Description | | --- | --- | | Expired | The HCP’s license is expired and they cannot receive samples | | Invalid | The HCP’s license is invalid and they cannot receive samples | | New | The HCP’s account is new, and the license information has not yet been validated against external records. | | Valid | The HCP can receive samples regularly. A third party vendor has validated the license information against external records. | For information on setting the Sample Send Status for BRC disbursements, see [Restricting Sample Send Addresses](../ShipBRC/RestrictBRCAddress.htm). A Sample Status indicator displays on the call report, confirming an HCP is eligible for sampling. ![](../../../Resources/Images/SampleManagement/DefaultFunct/LIcenseStatusIndicator.jpeg) If a user attempts to save a call report with samples or capture a sample signature for an HCP who does not have a valid license, an error message displays: ![](../../../Resources/Images/SampleManagement/DefaultFunct/LicenseError.jpg) #### Managing License Information Across HCP Addresses To ensure consistency in license information across an individual HCP’s addresses, account addresses are automatically updated via the address trigger when certain conditions are met. | Conditions | | License Field Behavior | | --- | --- | --- | | License fields on the address\_\_v record are blank. The address record is new or did not previously have license information. | * The License Valid to Sample status is Valid * The account has other addresses in the same state | * New license information is copied to all of the account’s other addresses in the same state | | * The account does not have other addresses in the same state | * License information is only updated on the address record being edited | | The address record is an existing record, with values in the license fields. | * The license fields are updated with new values | * Updated license information is copied to all of the account’s other addresses in the same state | | * The license fields are not populated on the updated record—for example, a user or admin deletes the HCP's license information | * License information is removed from all of the account’s other addresses in the same state | If users do not enter any license information on a new address\_\_v record, Vault CRM searches against all of the account's address\_\_v records in the state. If there is valid license information for another of the account's addresses in the state, the valid license information is copied to the new address\_\_v record. If address\_\_v records for the same account and state are not found, the license fields remain unpopulated. [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) #### Modifying Sample Status Formulas To change how sample status is calculated, modify the formulas in the license\_valid\_to\_sample\_\_v or sample\_status\_\_v fields on the address\_\_v object to read from a custom field on the address object, instead of from license fields. Modifying these formulas to read from a custom field bypasses the need for license information in determining sample status. For example, the following formula modifies the license\_valid\_to\_sample\_\_v field to read values directly from the custom pick list field sample\_flag\_\_c with pick list values yes\_\_c and no\_\_c, instead of calculating sample status from license fields: If(sample\_flag\_\_c = “yes\_\_c”, "Valid", "Invalid") If the License Valid to Sample does not equal an exact literal string match to Valid, then the account is not able to sign for samples. To disable or modify checks on license expiration dates, use the [No Sample License or No Sample License No Signature section attributes](../SamplingRegReq/NoLicenseRestrictions.htm), or the [enable\_license\_exp\_date\_bypass\_\_v](../Config/ConfiguringCS.htm#ExpBypass) Veeva Setting. Modifying expiration date checks via the license\_valid\_to\_sample\_\_v formula alone may conflict with a separate check for license expiration dates on mobile devices. ### Related Topics [Creating Records for Sample Management](../../SampleManagement/ManagingSampleRelatedData/CreatingRecords.htm) [Managing Picklist and Field Values for Sampling](../../SampleManagement/ManagingSampleRelatedData/ManagingPicklistandFieldValues.htm) [Aligning Promotional Products and BRCs by User](UserAligned.htm)