Displaying Sample Warning Indicators

  • iPad
  • iPhone
  • Windows

Sample warning indicators help users proactively manage their sample inventory to avoid sample waste, running out of samples, or inadvertently disbursing a sample that is about to expire. These indicators display on the call report if a user’s inventory of a particular sample lot is running low or if the sample lot is nearing expiration.

For example, Sarah Jones records a sample of Cholecap for Dr. Clinton Ackerman on the call report. When she selects the sample lot and enters the quantity, a warning displays alerting Sarah that the sample expires soon. Sarah notices the warning and selects a different sample lot for Dr. Ackerman.

Configuring Sample Warning Indicators

Ensure initial configuration is complete before enabling this functionality.

Depending on the desired warnings, populate either or both of the following Veeva Settings:

  • Sample Lot Quantity Warning Threshold - Populate the Sample Lot Quantity Warning Threshold Veeva Setting with the number of remaining samples to trigger a warning. For example, if the setting is populated with 20, a warning displays when there are 20 or fewer units of a sample lot in the user’s sample inventory.
  • Sample Lot Expiration Warning Threshold - Populate the Sample Lot Expiration Warning Threshold Veeva Setting with the number of days before expiration to trigger a warning. For example, if the setting is populated with 30, a warning displays when there are 30 or fewer days between the current date and the sample lot's expiration date.

Using Sample Warning Indicators

Sample warning indicators display in the sample dialog when users select samples lots, and on the call report:

On the call report, a warning icon displays in line with the quantity heading above the quantity field. Selecting the icon displays the applicable sample warning messages:

There are two Veeva Settings that control the sample warnings:

  • SAMPLE_LOT_QTY_WARNING_THRESHOLD_vod - If the quantity remaining of the sample lot is less than or equal to the value of this setting, the warning displays
  • SAMPLE_LOT_EXP_WARNING_THRESHOLD_vod - If the number of days between the current date and the expiration date of the sample lot is less than or equal to the setting, the warning displays

The warning text is controlled by the SAMPLE_LOT_QTY_WARNING_TEXT and SAMPLE_LOT_EXP_WARNING_TEXT Veeva messages. The message text accepts a single parameter that is replaced by the quantity remaining and the expiration date, respectively.

Example: Remaining: {0}

Customizing Warning Text

Admins can customize the warning text displayed to users by editing the SAMPLE_LOT_QTY_WARNING_TEXT and SAMPLE_LOT_EXP_WARNING_TEXT Veeva messages.

Do not remove the single parameter, {0}, from the Veeva message text. This parameter displays the quantity remaining and the expiration date, respectively. For example, the default message text for the sample lot quantity warning is Remaining: {0}. In the warning displayed to users, {0} is replaced by the remaining quantity.