Capturing Remote Signatures for Acknowledgement of Content

• CRM Desktop (Windows)
• iPad

To quickly resolve overdue Acknowledgements of Contents (AOCs), users can send HCPs remote signature requests for AOC. HCPs review and sign the AOC to indicate they received BRCs (Business Reply Cards).

In some organizations, HCPs cannot continue to receive more samples until they acknowledge they received samples they previously requested. When users send a remote AOC signature request, HCPs review the AOC details and sign remotely, resolving the overdue record. This enables users to continue sampling to the HCP without making an in-person visit in organizations where fulfillment for new sample requests is held while there are overdue AOCs.

For example, an HCP requests a BRC during a remote meeting, but he has an overdue AOC which you must resolve before disbursing new samples. When you send the HCP a remote signature request for the overdue AOC, the HCP reviews the details and provides his signature.

Who Can Use This Feature?

• Platforms – CRM Desktop (Windows), iPad
• Licensing – Available with Engage
• Users – Admin Users, End Users, Integration Users

Configuring Remote Signatures for Acknowledgement of Content

To enable this functionality:

1. Ensure Capturing Acknowledgement of Content is configured and the AOC_Due_Date_vod formula field is populated on Content_Acknowledgment_vod records.
2. Grant admin users the following permissions:

   Object	OLS	Record Types	Fields	FLS
   Account	R	n/a	Name	Read
   Content_Acknowledgement_vod	at least R	n/a	Account_vod Alert_Created_vod Alert_Duration_vod AOC_Due_Date_vod Call_Reference_vod Call_Signature_vod Call_Text_vod Create_Alert_vod Credentials_vod Delivery_Date_vod Disclaimer_vod External_Id_vod Mobile_ID_vod Not_Received_vod Order_Id_vod Received_By_vod Received_By_FirstName_vod Received_By_LastName_vod Received_By_Middle_vod Received_Title_vod Remote_Signature_Attendee_Name_vod Request_Receipt_vod Ship_Address_vod Ship_Address_Line_1_vod Ship_Address_Line_2_vod Ship_ASSMCA_vod Ship_CDS_vod Ship_City_vod Ship_Country_vod Ship_Date_vod Ship_DEA_vod Ship_License_vod Ship_Location_vod Ship_State_vod Ship_State_Distributor_vod Ship_Zip_vod Ship_Zip_4 Signature_vod Signature_Captured_Remotely_vod Signature_Captured_Share_Link_vod Signature_Date_vod Signature_Request_UUID_vod Status_vod	Read
   Content_Acknowledgement_Item_vod	at least R	n/a	Account_vod Content_Acknowledgement_vod Distributor_vod External_Id_vod Lot_vod Manufacturer_vod Mobile_ID_vod Product_vod Product_Name_vod Received_Quantity_vod Ship_Quantity_vod Tracking_vod U_M_vod	Read
   Sent_Message_vod	CRU	Content_Acknowledgement_vod	Account_vod AOC_ID_vod Call_vod Capture_Datetime_vod Engage_Link_vod  Mobile_ID_vod RecordTypeId Sent_From_Platform_vod Sent_Via_vod Shortened_Engage_Link_vod To_vod Transaction_Type_vod User_vod VExternalID_vod	Edit
   Signature_Request_vod	R	n/a	Account_vod AOC_ID_vod Call2_vod Call_Date_vod Engage_Last_Modified_Datetime_vod Name Owner RecordTypeId Request_Canceled_Datetime_vod Request_Expired_Date_vod Requested_Datetime_vod Status_vod Signature_Accepted_Datetime_vod Signature_Captured_Datetime_vod Signature_Declined_Datetime_vod	Read

3. Grant end users the following permissions:

   Object	OLS	Record Types	Fields	FLS
   Account	R	n/a	Name	Read
   Content_Acknowledgement_vod	CRU	n/a	Account_vod Alert_Created_vod Alert_Duration_vod AOC_Due_Date_vod Call_Reference_vod Call_Signature_vod Call_Text_vod Create_Alert_vod Credentials_vod Delivery_Date_vod Disclaimer_vod External_Id_vod Mobile_ID_vod Not_Received_vod Order_Id_vod Received_By_vod Received_By_FirstName_vod Received_By_LastName_vod Received_By_Middle_vod Received_Title_vod Remote_Signature_Attendee_Name_vod Request_Receipt_vod Ship_Address_vod Ship_Address_Line_1_vod Ship_Address_Line_2_vod Ship_ASSMCA_vod Ship_CDS_vod Ship_City_vod Ship_Country_vod Ship_Date_vod Ship_DEA_vod Ship_License_vod Ship_Location_vod Ship_State_vod Ship_State_Distributor_vod Ship_Zip_vod Ship_Zip_4 Signature_vod Signature_Captured_Remotely_vod Signature_Captured_Share_Link_vod Signature_Date_vod Signature_Request_UUID_vod Status_vod	Edit
   Content_Acknowledgement_Item_vod	RU	n/a	Account_vod Content_Acknowledgement_vod Distributor_vod External_Id_vod Lot_vod Manufacturer_vod Mobile_ID_vod Product_vod Product_Name_vod Received_Quantity_vod Ship_Quantity_vod Tracking_vod U_M_vod	Edit
   Sent_Message_vod	CRU	Content_Acknowledgement_vod	Account_vod AOC_ID_vod Call_vod Capture_Datetime_vod Engage_Link_vod  Mobile_ID_vod RecordTypeId Sent_From_Platform_vod Sent_Via_vod Shortened_Engage_Link_vod To_vod Transaction_Type_vod User_vod VExternalID_vod	Edit
   Signature_Request_vod	R	Content_Acknowledgement_vod	Name Status_vod Signature_Request_UUID_vod	Read

4. Grant integration users the following permissions:

   Object	OLS	Record Types	Fields	FLS
   Account	View All	n/a	Name	Read
   Content_Acknowledgement_vod	Modify All Data	n/a	Account_vod Alert_Created_vod Alert_Duration_vod AOC_Due_Date_vod Call_Reference_vod Call_Signature_vod Call_Text_vod Create_Alert_vod Credentials_vod Delivery_Date_vod Disclaimer_vod External_Id_vod Mobile_ID_vod Not_Received_vod Order_Id_vod Received_By_vod Received_By_FirstName_vod Received_By_LastName_vod Received_By_Middle_vod Received_Title_vod Remote_Signature_Attendee_Name_vod Request_Receipt_vod Ship_Address_vod Ship_Address_Line_1_vod Ship_Address_Line_2_vod Ship_ASSMCA_vod Ship_CDS_vod Ship_City_vod Ship_Country_vod Ship_Date_vod Ship_DEA_vod Ship_License_vod Ship_Location_vod Ship_State_vod Ship_State_Distributor_vod Ship_Zip_vod Ship_Zip_4 Signature_vod Signature_Captured_Remotely_vod Signature_Captured_Share_Link_vod Signature_Date_vod Signature_Request_UUID_vod Status_vod	Edit
   Content_Acknowledgement_Item_vod	Modify All Data	n/a	Account_vod Content_Acknowledgement_vod Distributor_vod External_Id_vod LastModifiedById Lot_vod Manufacturer_vod Mobile_ID_vod Product_vod Product_Name_vod Received_Quantity_vod Ship_Quantity_vod Tracking_vod U_M_vod	Edit
   Signature_Request_vod	Modify All Data	Content_Acknowledgement_vod	Account_vod AOC_ID_vod Call2_vod Call_Date_vod Engage_Last_Modified_Datetime_vod Owner RecordTypeId Request_Canceled_Datetime_vod Request_Expired_Date_vod Requested_Datetime_vod Status_vod Signature_Accepted_Datetime_vod Signature_Captured_Datetime_vod Signature_Declined_Datetime_vod Signature_Request_UUID_vod	Edit
   			Name	Read

5. Edit the value in the AOC_Sign_Request_Expiry_Period_vod Engage Link setting to modify the number of days a signature request link remains valid (optional). The default setting value is 30, so signature request links automatically expire 30 days after the user requests a signature. Admins may change the value to any integer between one and 90. Signature request links are valid until they are signed or until they expire.
6. Ensure the following VMOCs are active for the appropriate platforms:

• Engage_Link_Settings_vod
• Sent_Message_vod
• Signature_Request_vod

Using Remote Signatures for Acknowledgement of Content

To capture a remote signature for AOC:

1. Select the Acknowledgment of Content option from the More Actions menu on the call report or from the More Actions menu on the account detail page. The Acknowledgment of Content option only displays when there is at least one open AOC record for the current user and account. For unique activities group calls, the alert displays on child calls only.

   AOC signature capture from the call report is only supported on individual calls or unique activities group calls. It is not supported for standard group calls.

   
   

   Alternatively, select the Sign icon from the header on a Content Acknowledgment detail page.
   
   

2. Select the appropriate signature method from the Request Signature Method picklist on the Signature Setup page.
   
3. Complete the selected signature request process:
   

• Face to Face Signature Capture
• Share Link Signature Capture
• Engage Meeting Signature Capture

Once the HCP submits their signature, the end user receives an email notification from Veeva CRM.

Remote AOC signatures are automatically accepted. Users do not need to review and accept the HCP signature.

Approved Email receipts are not available for AOC signatures.

While there is a pending signature request, the Content_Acknowledgment_vod record for the AOC is locked. Users and admins cannot edit or delete Content_Acknowledgement_vod records with pending signature requests until the HCP provides a signature or the user cancels the signature request.

Face to Face Signature Capture

To request a signature using Face to Face signature capture:

1. Select Face to Face from the Request Signature Method picklist for the appropriate AOC record.
   
   

2. Select the Request Signature button.
   
   

3. Provide the device to the HCP for signature capture.

4. Select Accept to accept the HCP signature and complete the AOC process.

The Face to Face method is not available on the CRM Desktop (Windows) platform.

Share Link Signature Capture

To request a signature using Share Link signature capture:

1. Select Share Link from the Request Signature Method picklist for the appropriate AOC record.
   
   

2. Select Request Signature.
   
   

3. Select the appropriate application from the custom sharing modal to share the generated link with the HCP. Sharing options are defined by the ENGAGE_LINK_APPS;;EngageLink Veeva Message. If an acceptable application is not available, select Copy Link to copy the link to the device’s clipboard, then send it to the HCP through the preferred application.
   

Users do not need to remain in the Veeva CRM application while waiting to capture the signature.

Checking for Pending Signatures

To check for submitted signatures after sending a Share Link signature request, select the Check for Signature or Check for All Signatures button from the upper right corner of the signature page, or from the signature request card. Users access the signature page from the same entry points as they did when requesting a signature--the call report, the Content Acknowledgement detail page, or the account detail page. If there are multiple signature requests pending for the account, the Check for All Signatures button is available in the signature page header.

If the HCP has submitted a signature for one or more outstanding AOC signature requests, a Signature Received message displays.

Select OK to return to the Signature Setup page. If all open AOCs are resolved, including AOCs with pending signature requests, the Signature Setup page closes and users are returned to their entry point.

If the HCP has not submitted a signature for any pending request, a No Signature Received message displays.

Select OK to return to the Signature Setup page.

Engage Meeting Signature Capture

To request a signature using Engage Meeting signature capture:

1. Select Engage Meeting from the Request Signature Method picklist for the appropriate AOC process.
   

2. Select Request Signature.

3. Select the appropriate attendee. This step only displays if multiple attendees are using the same Engage meeting ID as the selected account.

A Requesting modal displays to the meeting host until the HCP sends their signature back to the host.

The Engage Meeting method is only available while users are hosting an Engage meeting.

Canceling Pending Signature Requests

To cancel a pending signature request, select the Cancel Request button for the appropriate AOC on the Signature Setup page. If the HCP has not yet submitted a signature and the request is not expired, a confirmation message displays.

Select Cancel Request to confirm the cancellation.

Canceling a pending signature request is not available for Face to Face signatures.

Providing a Remote Signature for Acknowledgment of Content

AOC recipients review the signature request, sign, and submit their signatures from the signature capture screen on the end user's device (Face to Face method only) or from the internet browser on their own device. Recipients may edit the received quantity, mark an order as not received, and edit the AOC recipient before submitting their signature.

Editing the Received Quantity

Marking an Order as Not Received

Editing the AOC Recipient

Submitting Signatures

Related Topics

• Capturing Signatures for Sampling
• Capturing Acknowledgement of Content
• Capturing Remote Signatures Asynchronously for BRC Samples (Sign Later)