Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/CallSampling/SamplingRegReq/EnablingCS.htm

## Enabling Controlled Substance Sampling

Users can capture and validate controlled substance disbursement information on the call report, creating an auditable record and supporting compliance with regulations. In order to disburse samples or create sample requests/BRCs for controlled substances, users must have access to the appropriate product, address, and state credential records. When users attempt to save or submit a call report, DEA license information is validated to ensure the HCP is eligible to receive the selected controlled substance samples and BRCs. DEA license information is stored on HCP address records, but it is copied to the call report.

#### Validation Disclaimer

On the Windows platform, this feature is released without validation for sampling. The feature requires enablement and does not affect other Vault CRM functionality. It was 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?**

* End Users — Browser, iPad, iPhone, Windows
* [Using Controlled Substance Sampling](#Using)
* Users do not require an additional license

### Configuring Controlled Substance Sampling 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. Ensure business admins have at least the following permissions (if not already granted in [Configuring Call Sampling](../Config/ConfiguringCS.htm)):

   | Object | Object Permission | Object Types | Fields | Field Permissions |
   | --- | --- | --- | --- | --- |
   | address\_\_v | CRED | * companymaintained\_\_v * repmaintained\_\_v | * dea\_\_v * dea\_address\_\_v * dea\_expiration\_date\_\_v * dea\_schedule\_\_v * dea\_status\_\_v | Edit |
   | call2\_\_v | CRED | call\_report\_\_v | * address\_\_v * dea\_\_v * dea\_expiration\_date\_\_v * ship\_dea\_\_v * ship\_dea\_expiration\_date\_\_v | Edit |
   | samples\_state\_credential\_settings\_\_v | CRED | n/a | * allowed\_schedules\_\_v * credential\_\_v * state\_province\_\_v | Edit |
   | sample\_transaction\_\_v | CRED | * adjustment\_\_v * disbursement\_\_v * receipt\_\_v * return\_\_v * transfer\_\_v | * dea\_\_v * dea\_expiration\_date\_\_v | Edit |

[![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. Ensure end users have the following permissions (if not already granted in [Configuring Call Sampling](../Config/ConfiguringCS.htm)):

   | Object | Object Permission | Object Types | Fields | Field Permissions |
   | --- | --- | --- | --- | --- |
   | address\_\_v | R | repmaintained\_\_v | * dea\_\_v * dea\_address\_\_v * dea\_expiration\_date\_\_v * dea\_schedule\_\_v * dea\_status\_\_v | Read |
   | call2\_\_v | CRE | call\_report\_\_v | * address\_\_v * dea\_\_v * dea\_expiration\_date\_\_v | Edit |
   | samples\_state\_credential\_settings\_\_v | R | n/a | All fields | Read |
   | sample\_transaction\_\_v | R | * adjustment\_\_v * disbursement\_\_v * receipt\_\_v * return\_\_v * transfer\_\_v | * dea\_\_v * dea\_expiration\_date\_\_v | Read |
6. Navigate to **Business Admin > Objects > veeva\_settings\_\_v**.
7. Select the **enable\_dual\_license\_check\_\_v** Veeva Setting checkbox (optional). This ensures validation runs on both the HCP’s DEA license and state license, if configured.
   * When sampling with paper card, ENABLE\_SAMPLE\_CARD\_LICENSE\_CHECK should be true when enabling HCP's state license check along with DEA license for controlled substance.
8. Navigate to **Business Admin > Objects > vmobile\_object\_configuration\_\_v**.
9. Ensure the appropriate VMOCs are enabled for the **samples\_state\_credential\_settings\_\_v** object.

#### Record Updates for Controlled Substance Sampling

As part of enabling controlled substance sampling, update address\_\_v and product\_\_v records, and create samples\_state\_credential\_settings\_\_v records.

1. Navigate to **Business Admin > Objects > address\_\_v**.
2. Populate the following fields on the appropriate accounts’ **address\_\_v** records:
   * dea\_\_v - Populate with the HCP's DEA license number
   * dea\_address\_\_v - Select the checkbox to indicate this is a DEA address
   * dea\_expiration\_date\_\_v - Populate with the HCP's DEA license expiration date
   * dea\_schedule\_\_v - Populate with a comma-delimited list of the schedules the account can receive for the designated DEA License

     Ensure the text for DEA schedules is consistent across all areas where schedules are specified. In order for an account to receive a product, the schedule associated to the controlled substance sample must be an exact, literal match to one of the schedules listed in the dea\_schedule\_\_v field.
   * dea\_status\_\_v - Set the license status to either Valid or Invalid. Valid indicates the HCP can receive controlled substance samples, while invalid indicates they cannot receive controlled substance samples.

   ![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Advanced/ControlledSubstanceSampling/AddressRecord.png)

   Permission for dea\_license\_address\_\_v field on the address\_\_v object is not required. The DEA Address fields on the call report are copied from name\_\_v (Address Line 1), address\_line\_2\_\_v, city\_\_v, state\_province\_\_v, zip\_\_v, and zip\_4\_\_v on the address\_\_v record, not from the dea\_license\_address\_\_v field.

   If the address record is locked, only administrators or users with Modify All permissions can edit these fields.
3. Navigate to **Business Admin > Objects > product\_\_v**.
4. Populate the following fields on the appropriate **product\_\_v** records:

* controlled\_substance\_\_v - Select this checkbox to mark the product as a controlled substance
* schedule\_\_v - Populate this field with the appropriate schedule for the product. Text in the Schedule field must be consistent across all areas where DEA schedules are specified; sample validation requires exact textual matches for this field.

![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Advanced/ControlledSubstanceSampling/ControlledProductRecord.png)

5. Navigate to **Business Admin > Objects > samples\_state\_credential\_settings\_\_v**.
6. Create the appropriate **samples\_state\_credential\_settings\_\_v** records. In order to receive controlled substance samples, there must be a samples\_state\_credential\_settings\_\_v record matching the HCP's credentials and state, and the product schedule of the sample being disbursed. Ensure all appropriate states have samples\_state\_credential\_settings\_\_v records for the credential levels where HCPs are authorized to receive controlled substance samples.
7. Populate the following fields on the **samples\_state\_credential\_settings\_\_v** records:

* credential\_\_v - The appropriate HCP credential level to allow controlled substance sampling
* allowed\_schedules\_\_v - Controlled substance schedules HCPs with the selected credentials are authorized to receive

  If there are existing samples\_state\_credential\_settings\_\_v records where the restricted\_products\_\_v field is populated for [Restricting Sampling by Account Credentials and State](StateCredentials.htm), create separate records for controlled substance sampling. The allowed\_schedules\_\_v and restricted\_products\_\_v fields cannot both be populated on the same record.
* state\_province\_\_v - State where HCPs with the selected credentials are authorized to receive controlled substance samples. The values in the state\_province\_\_v field on the samples\_state\_credential\_settings\_\_v object must match picklist value API names from the state\_province\_\_v field on the address\_\_v object.

Country restrictions are not available when the allowed\_schedules\_\_v field is populated. The state\_province\_\_v field must be used.

![](../../../Resources/Images/Activities/CallReporting/CallReportSampling/Advanced/ControlledSubstanceSampling/AllowedSchedules.png)

#### Optional Layout Configuration

Optionally, admins can enable a DEA status indicator, and/or display of DEA license information on the call report.

1. Navigate to **Admin > Users & Groups > Permission Sets**.
2. Select the appropriate permission set.
3. Select the **Objects** tab.
4. Grant users access to the **address\_dea\_status\_\_v** field control on the call2\_\_v object.
5. Navigate to **Admin > Configuration > Objects > call2\_\_v > Layouts**.
6. Place the **address\_dea\_status\_\_v** field control on the appropriate call2\_\_v layouts (enables a DEA status indicator on the call report). Do not place the control in a section control section.
7. Place the following fields on the appropriate **call2\_\_v** layouts (displays DEA license information on the call report):

   * dea\_\_v
   * dea\_expiration\_date\_\_v

### Configuring Ship-To DEA License Information for

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

Users must also capture DEA license information for sample requests/BRCs of controlled substances. To enable sample requests/BRCs of controlled substances, complete the following additional configuration:

1. Navigate to **Admin > Users & Groups > Permission Sets**.
2. Select the appropriate permission set.
3. Select the **Objects** tab.
4. Ensure end users creating sample requests/BRCs have the following additional field permissions:

   | Object | Object Permission | Object Types | Fields | Field Permissions |
   | --- | --- | --- | --- | --- |
   | call2\_\_v | CRED | call\_report\_\_v | * ship\_dea\_\_v * ship\_dea\_expiration\_date\_\_v | Edit |
5. Navigate to **Admin > Configuration > Objects > call2\_\_v > Layouts**.
6. Add the following fields to the appropriate layouts on the **call2\_\_v** object (optional; displays DEA license information on the call report):

   * ship\_dea\_\_v
   * ship\_dea\_expiration\_date\_\_v

### Using Controlled Substance Sampling as

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

If an HCP is licensed to receive controlled substances, users add controlled substance sample products to the call report through the same controls as regular sample products/BRCs. See [Selecting Products](../Disbursements/Products.htm) for more information.

#### Validating DEA License Information

Additional validation helps ensure disbursements of controlled substances comply with the more stringent regulations for controlled substance sampling. In addition to the default validation criteria for [Saving a Call with Samples](../Disbursements/Saving.htm), [Validating Samples on Signature Capture](../CaptSigforSampling/ValidateOnSign.htm), and [Submitting a Call with Samples](../SubmitCallwSamples/Submitting.htm), controlled substance sampling must meet the following requirements:

* The call address/ship-to address and the DEA Address for the selected person account must match exactly
* DEA information for the selected person account address must meet the following criteria:
* DEA License Number - The DEA license number for the selected address must follow a specific format, which is enforced via an algorithm check when the account signs for controlled substances
* DEA Expiration Date - The expiration date must be greater than or equal to the current date
* DEA Schedule - The schedule associated to the controlled substance sample must be an exact, literal match to one of the schedules listed in the dea\_schedule\_\_v field on the account’s address\_\_v record
* DEA Status - The DEA Status must be set to Valid
* There must be a samples\_state\_credential\_settings\_\_v record meeting the following criteria:
* Allowed Schedules - The product schedule of any samples/BRCs on the call report must be included in the allowed\_schedules\_\_v list
* Credentials - The selected credentials must match the signing account's credentials
* State - The state/province must match the call address or ship-to address state/province
* If the enable\_dual\_license\_check\_\_v Veeva Setting is selected, the HCP must have valid state license information for the call addresses’ state. When sampling with paper card, ENABLE\_SAMPLE\_CARD\_LICENSE\_CHECK should be true when enabling HCP's state license check along with DEA license for controlled substance.
* If [Samples State Settings](StateDelivery.htm) are enabled, the state and delivery mechanism for the sample/BRC cannot be included in the list of restrictions

#### Swapping the Signee

When controlled substances are on the call report, the [Swapping the Signee](../SignatureCapture/SwapSingee.htm) feature only allows users to select a new signee whose DEA Address information is an exact, literal match to the previous signee’s DEA Address information.

#### Using the DEA Sample Status Indicator

If the address\_dea\_status\_\_v field control is added to the call report layout, DEA status indicators display for accounts and in the appropriate Address picklists on the call report. This gives users a visual reminder of whether or not the HCP can receive controlled substance samples for the specific address. DEA status indicators only display for person accounts.

### Related Topics

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

[Restricting Sampling by Account Credentials and State](StateCredentials.htm)

[Restricting Controlled Substance Delivery by State](StateDelivery.htm)

[Capturing and Validating CDS License Information](CDSLicenses.htm)