Capturing and Validating CDS License Information

  • Browser
  • CRM Desktop ( Mac (Sandbox Beta), Windows)
  • iPad
  • iPhone

Controlled and Dangerous Substances (CDS) license validation can be customized for varying product schedules and CDS license requirements across states, to ensure users distribute samples and BRCs to HCPs with the appropriate credentials. CDS license information is validated when sampling to accounts in states which require CDS licenses for controlled substances. In some states, HCPs must have a CDS license for every address where they stock or store samples that are controlled by the state but not by the DEA, for example, Massachusetts Schedule VI substances.

CDS validation does not occur if any of the following section signals are enabled: --nsl, --nslns, --npdma.

Who Can Use This Feature?

  • Platforms – Browser, CRM Desktop (Mac (Sandbox Beta), Windows), iPad, iPhone
  • Licensing – Users do not require an additional license
  • Users – End Users

Configuring CDS License Fields

To capture and validate CDS license information for controlled substances:

  1. Ensure Configuring Call Sampling is complete.

  2. Grant sample admins the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    Address_vod

    CRUD

    • Company Maintained
    • Rep Maintained
    • CDS_vod
    • CDS_Expiration_Date_vod
    • CDS_Status_vod

    Edit

    Samples_State_Settings_vod

    CRUD

    n/a

    CDS_Required_vod

    Edit

    Sample_Transaction_vod

    RU

    		Sample_Disbursement_Layout_vod
    • CDS_vod
    • CDS_Expiration_Date_vod

    Edit

  3. Grant end users at least the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    Address_vod

    CRU

    		Rep Maintained
    • CDS_vod
    • CDS_Expiration_Date_vod
    • CDS_Status_vod

    Read

    Samples_State_Settings_vod

    R

    n/a

    • CDS_Required_vod
    • External_Id_vod

    Read

    Sample_Transaction_vod

    R

    		Sample_Disbursement_Layout_vod
    • CDS_vod
    • CDS_Expiration_Date_vod

    Read

  4. Add the following picklist values for the CDS_Status_vod field on the Address_vod object:
    • Valid_vod
    • Invalid_vod

  5. Add the CDS_vod and CDS_Expiration_Date_vod fields to the Sample_Disbursement_Layout_vod page layout on the Sample_Transaction_vod and Sample_Transaction_Audit_vod objects.

  6. Add the Ship_to_CDS_vod and the Ship_to_CDS_Expiration_Date_vod fields to the appropriate page layouts on the Sample_Order_Transaction_vod and Sample_Order_Transaction_Audit_vod objects (optional: for users creating sample requests/BRCs).

  7. Create Samples_State_Settings_vod records for each state where a valid CDS license is required. Select the CDS_Required_vod check box for each record.

The CDS_Required_vod check box cannot be selected on a Samples_State_Settings_vod record if the Setting_vod picklist field is populated. Create separate records for CDS license validation and Restricting Controlled Substance Delivery by State

Configuring CDS Validation for Non-Controlled and Schedule Specific Sampling (MCSR)

CDS validation can be customized to handle states with unique schedule categories and CDS requirements, for example, MCSR (Massachusetts Controlled Substance Registration). The following configuration extends the basic CDS validation functionality to accommodate states with varying CDS regulations.

This functionality is not supported on CRM Desktop (Mac (Sandbox Beta)).

To customize CDS license validation for states where schedule categories and CDS requirements differ from DEA requirements, complete the following additional configuration:

  1. Grant admins Edit FLS for the following fields:
  • CDS_Schedule_vod on the Address_vod object
  • CDS_State_Schedule_vod on the Product_vod object
  • CDS_for_Non_Controlled_vod on the Samples_State_Settings_vod object
  1. Add the CDS_Schedule_vod field to the appropriate Address_vod page layouts.
  2. Add the CDS_State_Schedule_vod field to the appropriate Product_vod page layouts.
  3. Add the CDS_for_Non_Controlled_vod field to the appropriate Samples_State_Settings_vod page layouts.
  4. Complete the following fields on Address_vod records, if not already populated:
  • CDS_vod
  • CDS_Expiration_Date_vod
  • CDS_Status_vod
  1. Populate the CDS_Schedule_vod field on the appropriate Address_vod records with a comma-delimited list of the schedules for which the HCP is licensed in the address’s state. For example: IV, V, VI. This step is for addresses in states where schedules are listed on CDS licenses.
  2. Populate the CDS_State_Schedule_vod field on Product_vod records where CDS schedule restrictions apply, with a list of states and the schedule assigned to the product in each state. This step is for products with a schedule assigned by the state.

    Use the format state:schedule;state:schedule, where state is the API name of the corresponding picklist value in the State_vod field on the Address_vod object, and schedule is the text value of the schedule designated in that state. For example, MA:V;CA:06 indicates a product is categorized as Schedule Five in Massachusetts and Schedule Six in California. HCPs must be licensed for the appropriate schedule in each state in order to receive the product.

    The values in the CDS_State_Schedule_vod field on the Product_vod record must be an exact match for the values in the CDS_Schedule_vod field on Address_vod records. For example, if the roman numeral VI is used in the CDS_Schedule_vod field for addresses in Massachusetts, MA:VI must be used for that state in the CDS_State_Schedule_vod field on the Product_vod record.

    On a Product_vod record, only one schedule can be listed per state.

  3. Create Samples_State_Settings_vod records for states where products are regulated as controlled substances by the state but not scheduled by the DEA, for example, Massachusetts. Select the CDS_for_Non_Controlled_vod check box on these records. This step enables CDS validation to run regardless of whether the Controlled_Substance_vod check box is selected on the sample or BRC Product_vod record.

    The Controlled_Substance_vod check box only needs to be selected on Product_vod records if the product is a DEA-scheduled controlled substance. For example, Schedule VI substances in Massachusetts do not need to be marked as controlled substances.

    4. Before granting FLS to users, ensure CDS license and schedule information is complete on all appropriate Address_vod records, and the CDS_State_Schedule_vod field is populated on Product_vod records. If this information is not complete, users may be prevented from sampling.

  4. Grant end users Read FLS for the following fields:
    • CDS_Schedule_vod on the Address_vod object
    • CDS_State_Schedule_vod on the Product_vod object
    • CDS_for_Non_Controlled_vod on the Samples_State_Settings_vod object

Validating CDS License Information

In addition to the default sample validation for signature capture, CDS license information is validated when an account is selected for signature capture. If the Controlled_Substance_vod check box is selected on the Product_vod record, DEA license validation for controlled substances also occurs. CDS validation occurs whether or not the ENABLE_LICENSE_EXP_DATE_BYPASS or ENABLE_SAMPLE_CARD_LICENSE_CHECK Veeva Settings are enabled.

If Paper-Based Sampling is being used or Enable_Samples_on_Save is enabled, CDS validation occurs when the call report is saved.

Stamping CDS License Fields

When users select a product which requires CDS validation for sampling or sample request (BRC) on the call report, the CDS Number, CDS Expiration Date, and CDS Status fields are populated based on the account’s address record. The values in these fields are copied to the following objects:

  • Call2_vod
  • Sample_Transaction_vod
  • Sample Transaction Audit_vod
  • Sample_Order_Transaction_vod (for sample request/BRCs only)
  • Sample_Order_Transaction_Audit_vod (for sample request/BRCs only)

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