Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Integration/Network_Integration/RecordStateHandling.htm

## Record State Handling

The record\_state\_\_v field is used to indicate the different stages of a record’s life cycle in Network. If the state is changed to indicate the record is no longer used, it does not display in the Network UI. Now, in Vault CRM, the record is not imported and the existing record is hidden or deleted from the system. This eliminates errors and inconsistency between Vault CRM and Network.

**Who can use this feature?**

* System Admin Users — Browser, iPad
* [Using Record State Handling](#Using)
* Users require a Veeva Network MDM license

### Configuring Record State Handling for

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

Configuration is not needed for this feature.

### Using Record State Handling as

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

Records are processed in Vault CRM based on their record\_state\_\_v in Network. If the record is new to Vault CRM and the record state is not VALID or UNDER\_REVIEW, the record is not imported.

The following tables define what is imported to Vault CRM based on the record state in Network:

| Entity | Record State | Action | Note |
| --- | --- | --- | --- |
| Account | VALID | Sync to Vault CRM via import or subscription |  |
| DELETED  INVALID | If the record is new to Vault CRM, it is not imported. If the record exists in Vault CRM:  • Territories assigned using ATL are removed from the account. The territories removed using ATL are determined by the ATL Mode. See [Processing Changes to ATL Records](../../TerritoryManagement/AssignAccts/ATL.htm#ProcessingChangestoATLRecords) for details.  • Customer Master Status = Rejected |  |
| MERGED\_INTO | If record exists in Vault CRM, it is merged. If it is new, it is not imported. |  |
| MERGE\_INACTIVATED  MERGE\_ADDED | These record state values only apply to child entity |  |
| UNDER\_REVIEW | The record is imported to Vault CRM, Account Customer Master Status is set to Under Review | Only if Data Change Request Mode Veeva Setting is set to 2 |

| Entity | Record State | Action | Note |
| --- | --- | --- | --- |
| Child Account | VALID | Sync to Vault CRM via import or subscription |  |
| DELETED  MERGED\_INTO  MERGE\_INACTIVATED  MERGE\_ADDED  INVALID | The record is deleted in Vault CRM |  |
| UNDER\_REVIEW | The record is not imported to Vault CRM |  |

| Entity | Record State | Action | Note |
| --- | --- | --- | --- |
| Address | VALID | Sync to Vault CRM via import or subscription |  |
| DELETED  MERGE\_INACTIVATED  INVALID | If the record is new to Vault CRM, it is not imported. If the record exists in Vault CRM, the Inactive flag is selected and the customer\_master\_status\_\_v field on the Address object is set to rejected\_\_v. |  |
| MERGED\_INTO  MERGE\_ADDED | If the selected address exists in Vault CRM, the Inactive flag is selected on the merge loser address and the customer\_master\_status\_\_v field on the Address object is set to rejected\_\_v. All field values that do not exist in the merge winner address are copied to the winner address.  If a merge winner does not exist in Vault CRM when a merge is propagated, instead of setting the loser address to inactive and the customer\_master\_status\_\_v field to rejected\_\_v, the loser address is updated with the winning address' Network external Id. |  |
| UNDER\_REVIEW | The record is imported to Vault CRM, Address Customer Master Status is set to Under Review | Only if Data Change Request Mode Veeva Setting is set to 2 |

Vault CRM uses a flag (inactive\_\_v) on Address object to indicate address status, while Network uses picklist address\_status\_\_v. In order to ensure address status is consistent, it is recommended to create a field in Vault CRM with the same picklist values, and map it to address\_status\_\_v. To populate the inactive\_\_v field in Vault CRM, you can create a custom boolean field in Network on the Address object with a NEX rule. For example:

IF( address\_status\_\_v == 'I' || (record\_state\_\_v IN ['INVALID','DELETED','MERGE\_INACTIVATED']),'Y', 'N')

The Required / Update and Calculate for search results from OpenData settings should be enabled.

An alternative is to create a Transformation Rule in Network.

Map that custom field in Network to the inactive\_\_v field in Vault CRM.

| Entity | Record State | Action | Note |
| --- | --- | --- | --- |
| License | VALID | Sync to Vault CRM via import or subscription |  |
| DELETED  MERGED\_INTO  MERGE\_INACTIVATED  MERGE\_ADDED  INVALID | Remove all relevant license values on the associated address |  |
| UNDER\_REVIEW | The record is not imported to Vault CRM |  |

A MERGE\_INACTIVATED record state occurs in two cases: when a customer-owned record is merged with a Vault-owned record or when two Vault-owned records are merged in the Master system. In the first scenario, the Vault-owned record takes priority and the children of the customer-owned record are deactivated. In the second scenario, the children of the losing record are deactivated.

### Related Topics

[Network Overview](Introduction_and_Background.htm)

[Accounts Overview](../../Accounts/AcctOverview.htm)