Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/SampleManagement/ManagingSampleRelatedData/CreatingRecords.htm ## Creating Records for Sample Management Sample admin users create product and user records that Sample Management and [Call Sampling](../../CallSampling/CSOverview.htm) rely on to function. For each sample product, users must have access to corresponding product records on the Product Catalog, Lot Catalog, and Sample Lot objects. The product records on these three objects must be aligned. In addition, sample admin users must create Rep Roster records for each Sample Management user, Call Sampling user, and potential sample return recipient. After all records are created, sample admin users transfer the newly created sample lots to end users. **Who can use this feature?** * Sample Admin Users — Browser * [Creating Rep Roster Records](#Creating) * [Creating New Product Records](#Creating3) * [Creating New Sample Lot Records](#Creating2) * [Transferring Sample Lots to Users](#Transferring) * Users do not require an additional license ### Configuring Creating Records for Sample Management for [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Sample Admin Users](#) Ensure [Configuring Sample Management](../ConfiguringSM.htm) is complete. By default, only sample-type products are supported for Sample Management. See [Managing Non-Sample Products](NonSampleProducts.htm) for information on using Sample Management for products without lot numbers (BRCs, high value promotional items, promotional items, reprint, and custom items). ### Creating Rep Roster Records as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Sample Admin Users](#) Sample admin users create Rep Roster records for each user and sample return recipient. Rep Roster records store information related to Territory Management and HR information, for example, address and asset tag numbers. For sample compliance, all Sample Management and Call Sampling users must have a Rep Roster record with their address and the location of their sample storage locker. Additionally, all potential recipients for a sample return—for example, the sample distributor, sample warehouse, and company headquarters—must have Rep Roster records with their address information. Sample admin users can create Rep Roster records through a bulk data load from an existing source or manually. To create a Rep Roster record manually: 1. Select the **Rep Roster** tab. 2. Select **New**. 3. Enter the appropriate information. 4. Select **Save**. When creating Rep Roster records, the following fields must be populated on user and sample return recipients' Rep Roster records: | Field | Value for Users | Value for Sample Return Recipients | | --- | --- | --- | | name\_\_v | End user’s name | Organization’s name. This value should match with the value in the return\_to\_\_v picklist value label on sample\_transaction\_v | | username\_external\_id\_\_v | End user’s username If the username\_external\_id\_\_v does not match the end user’s Vault CRM username, the address field will not populate on sample transactions. | Organization’s name, exactly matching an option in the return\_to\_\_v picklist value name on sample\_transaction\_v. For example, hq\_\_v If the username\_external\_id\_\_v field does not match a picklist value name in the return\_to\_\_v field on the sample\_transaction\_\_v object, the address field will not populate on sample transactions. | | address\_line\_1\_\_v | Physical location of end user’s sample inventory—usually a storage locker location | Appropriate shipping address for sample returns—usually a distribution center | | address\_line\_2\_\_v | | city\_\_v | | state\_province\_\_v | | zip\_\_v | Always create a new user record and Rep Roster record when adding a new user to the system. The Sample Management module depends on unique users and user IDs for inventory and record keeping. Do not reuse an inactive user record for a new user. ### Creating New Product Records as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Sample Admin Users](#) To make new products available for sampling, a sample admin must ensure each product has the following product records: * A detail-type parent product record in the product catalog * A sample-type child product record * For information on configuring Sample Management for non-sample products like sample requests/BRCs, see [Managing Non-Sample Products](NonSampleProducts.htm) * A My Setup record for the parent product * At least one active sample\_lot\_\_v record, where the status\_\_v field is active\_\_v and the active\_\_v checkbox is selected Sample admin users are the only users who need permissions to create new products (Create, Read, Edit, Delete for the product\_\_v object). Users should only have Read permission to the product\_\_v object and its fields. #### Creating the Parent Product Record Sample products must have a parent detail product record in the Product Catalog. Use an existing product\_\_v record, or create a new record if needed. To create a new parent product: 1. Select the **Product Catalog** tab. 2. Select the **New** action to create a new detail product. Ensure the new product record has the following values: | Field | Value | | --- | --- | | Product Name (name\_\_v) | Name of product | | Product Type (product\_type\_\_v) | Detail | | Manufacturer (manufacturer\_\_v) | Appropriate manufacturer | | Company Product (company\_product\_\_v) | checkbox selected | The Company Product checkbox must be selected on the parent product record to make related products available for Sample Management. When a parent product with Company Product selected is assigned to the user in My Setup, all related product records (BRCs, alternative samples, high value promotional, promotional, reprints, or custom products) are then available for sampling. 3. Select **Save**. #### Creating the Child Product Record Once the parent detail product record is created, a sample admin can create the child product records for sampling. 1. Select the **Product Catalog** tab. 2. Select the **New** action to create a new product. Ensure the new product record has the following values: | Field | Value | | --- | --- | | Product Name (name\_\_v) | Name of product, including the strength—for example, Cholecap 10mg. Including the strength in the product name enables users to quickly identify and select the appropriate sample on the call report. Products must have unique names. For example, a sample and BRC product must not share the same name. | | Parent Product (parent\_product\_\_v) | Appropriate parent product (must be a detail type product) | | Product Type (product\_type\_\_v) | Appropriate product type | | Manufacturer (manufacturer\_\_v) | Appropriate manufacturer | | Sample Quantity (sample\_quantity\_picklist\_\_v) | Enter the appropriate number, if other than 1-20 | | Sample Quantity Bound (sample\_quantity\_bound\_\_v) | Optional; select the checkbox to restrict users to the values specific in the sample\_quantity\_picklist\_\_v field | | Sample U/M (sample\_u\_m\_\_v) | Appropriate picklist value | | Company Product (company\_product\_\_v) | checkbox selected | 3. Select **Save**. ### Creating New Sample Lot Records as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Sample Admin Users](#) In order to select sample-type products on the call report, end users must have access to one or more active, corresponding sample\_lot\_\_v records, in addition to the corresponding product\_\_v records in the Product Catalog. If needed, create new sample\_lot\_\_v records to ensure users have access to the appropriate sample-type products. Do not create duplicate sample\_lot\_\_v records for the same combination of product, product type, lot, and owner. Restricting access to the parent detail-type product record in My Setup does not restrict users’ ability to distribute the corresponding sample-type product. For sample products, availability is determined primarily by access to active sample\_lot\_\_v records, where the status\_\_v field is active\_\_v and the active\_\_v checkbox is selected. sample\_lot\_\_v records can be created: * Via data load, by a sample admin user with Create permission for the sample\_lot\_\_v and sample\_receipt\_\_v objects * Manually from the Lot Catalog tab * By a back-office or external software integration, through an API * By transferring sample lots to users Sample admin users must populate the product\_\_v field when creating sample\_lot\_\_v records. When a sample\_lot\_\_v record is saved, the value in the product\_\_v field is stamped to the sample\_\_v field. Lot names must not exceed 80 characters. #### Data Loading Sample Lot Records Sample admin users can use the [Vault Loader](https://platform.veevavault.help/en/lr/26597/) to create and update sample\_lot\_\_v records in bulk. Data must be in a .csv file format. To create sample\_lot\_\_v records via data load: 1. Create a .csv file containing **sample\_lot\_\_v** records with the following information: | Field | Description | Example Value | | --- | --- | --- | | name\_\_v (Required) | Lot Number for the sample | Test Lot 1 | | ownerid\_\_v | The Vault ID for the owner of the Sample Lot. if not populated, this field is set to the Vault ID of the user loading the record. | 1961189 | | active\_\_v | Indicates whether the field is active or inactive | TRUE | | product\_\_v (Required) | The Vault ID for the product\_\_v record the lot is associated with | VAL000000002002 | | sample\_\_v | Display name for the sample | Labrinone | | u\_m\_\_v | The sample lot's unit of measure | cases\_\_v | | expiration\_date\_\_v | The sample lot expiration date. Must be formatted as YYYY-MM-DD | 2025-12-31 | 2. Create a .csv file containing **sample\_receipt\_\_v** records with the following information: | Field | Description | Example Value | | --- | --- | --- | | sample\_\_v | Display name of the Sample | Labrinone | | lot\_\_v | The Vault ID for the Sample Lot number. This field causes sample receipts to display in the Pending Receipts section of the My Samples page, for the owner of the lot specified. | VBB000000002001 | | u\_m\_\_v | The unit of measure used for the Sample Lot | cases\_\_v | 3. Use the Vault Loader to load the sample lot .csv file to the **sample\_lot\_\_v** object. 4. Use the Vault Loader to load the sample receipt .csv file to the **sample\_receipt\_\_v** object. sample\_lot\_\_v records must be loaded before sample\_receipt\_\_v records. 5. Select the **My Samples** tab once the data import is complete. 6. Confirm the new sample receipts (for more information, see [Confirming Product Receipt](../RecordingSampleTransactions/ConfirmReceipt.htm)). Confirming receipt creates sample transactions for the new sample lots, which the calculated\_quantity\_\_v field is based on. When users confirm receipt, the calculated\_quantity\_\_v field on the sample\_lot\_\_v records is updated with the receipt quantity. Sample admin users must transfer the appropriate sample lots to users (for more information, see [Transferring Sample Lots To Users as](#Transferring) ). If external systems—for example, a sample fulfillment vendor—are integrated with Sample Management, sample admin users must also ensure the new sample lots are reconciled with the external integration. #### Creating Sample Lots from the Lot Catalog Tab Sample admin users can generate multiple sample\_lot\_\_v records for a selected user via the Create Sample Lots action on the Lot Catalog tab. To create new sample\_lot\_\_v records manually: 1. Select the **Lot Catalog** tab from the Sample Management tab collection. ![](../../../Resources/Images/SampleManagement/LotCatalog/LotCatalog.png) 2. Select the appropriate lot catalog records. Sample lots are only created for active lot catalog records. ![](../../../Resources/Images/SampleManagement/LotCatalog/LotCatalog1.png) 3. Select **Create Sample Lots**. ![](../../../Resources/Images/SampleManagement/LotCatalog/LotCatalog2.png) 4. Use the **create\_for\_\_v** field to select the appropriate user from a list of all active users. ![](../../../Resources/Images/SampleManagement/LotCatalog/LotCatalog3.png) 5. Select **Save**. If a corresponding sample\_lot\_\_v record does not already exist for the user, a sample\_lot\_\_v record for each selected sample lot is created for the user specified in the create\_for\_\_v field. The fields on the new sample\_lot\_\_ v record are automatically populated with the following: * active\_\_v - value from the active\_\_v field on the lot\_catalog\_\_v record * calculated\_quantity\_\_v - zero * expiration\_date\_\_v - value from the expiration\_date\_\_v field on the lot\_catalog\_\_v record * name\_\_v - value from the name\_\_v field on the lot\_catalog\_\_v record * ownerid\_\_v - user selected in the create\_for\_\_v field on the Create Sample Lots page * product\_\_v - value from the product\_\_v field on the lot\_catalog\_\_v record * sample\_\_v - value from the sample\_\_v field on the lot\_catalog\_\_v record * sample\_lot\_id\_\_v - a concatenation of the owner ID, sample name, and lot number * u\_m\_\_v - value from the u\_m\_\_v field on the lot\_catalog\_\_v record If a corresponding sample\_lot\_\_v record already exists for the user, a new record is not created. Instead, the expiration date on the existing sample\_lot\_\_v record is updated with the value from the expiration\_date\_\_v field on the lot\_catalog\_\_v record. #### Creating Sample Lot Records with Distribution Systems or External Software Integrations Vault CRM can be integrated with external software systems or distribution systems for sample fulfillment, data management, and sample accountability. To create sample\_lot\_\_v records when the Sample Management module is integrated with another system for sample fulfillment: 1. Define the integration between the external system and the **sample\_lot\_\_v** and **sample\_receipt\_\_v** objects. The sample\_receipt\_\_v object stores all pending sample receipts for users. 2. Confirm sample receipt in My Samples (for more information, see [Confirming Product Receipt](../RecordingSampleTransactions/ConfirmReceipt.htm)). Confirming receipt creates sample transactions for the new sample lots, which the calculated\_quantity\_\_v field is based on. When users confirm receipt, the calculated\_quantity\_\_v field on the sample\_lot\_\_v records is updated with the receipt quantity. 3. Ensure the new sample lots are reconciled with inventory counts in the external system. ### Transferring Sample Lots To Users as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Sample Admin Users](#) To enable users to access Sample Management functionality, sample admins must transfer sample lots to users as part of an initial inventory transfer. Transferring sample lots enables users to create sample transactions—for example, disbursing samples via Call Sampling, once the user confirms sample receipt. It also automatically creates a calculated sample quantity based on all other sample transactions for the user. For efficiency in Sample Management, Inventory For, Transferred From, and Adjust For fields default to the current user. To transfer sample lots to users: 1. Select **New Transfer** from the Sample Transactions section of the My Samples tab and complete the appropriate fields. To transfer BRC products with virtual lot numbers, select New Allocation Transfer instead. Address information populates automatically, based on the user’s selected rep\_roster\_\_v record. The transferred\_from\_\_v field defaults to the current user. The username\_external\_id\_\_v field on the rep\_roster\_\_v record must exactly match the selected user’s Username; otherwise, the address fields do not populate. See [Creating Rep Roster Records](#Creating) for more information. ![](../../../Resources/Images/SampleManagement/Transactions/AdminTransfer.png) 2. Select **Save** to submit the record. 3. Select **Continue** to confirm the submission. Once a sample admin user submits the new sample transaction, the transferred sample lots display in the Pending Sample Receipts section of My Samples. Users must then [confirm product receipt](../RecordingSampleTransactions/ConfirmReceipt.htm). ### Related Topics [Managing HCP License Information](../../CallSampling/Disbursements/HCPLicenseInfo.htm) [Managing Picklist and Field Values for Sampling](ManagingPicklistandFieldValues.htm) [Aligning Promotional Products and BRCs by User](../../CallSampling/Disbursements/UserAligned.htm)