Configuring Approved Notes

Initial configuration includes the setup of all default functionality for Approved Notes.

Configuring Integration Users

To configure Approved Notes for integration and compliance users:

1. Grant integration users the following permissions:

   Object	OLS	Record Types	Fields	FLS
   Monitoring_Rule_vod	R	n/a	Name Category_vod Field_Set_vod Email_recipients_vod End_Date_vod Start_Date_vod	Read
   Monitored_Phrase_vod	R	n/a	Name Match_Type_vod Monitoring_Rule_vod Phrase_vod	Read
   Monitored_Text_vod	CRU	Flagged_Text_vod Flagged_Phrase_vod	Parent_Monitored_Text_vod Salesforce_Id_Link_vod	Read
   			Assignee_vod Category_vod Country_vod This field is required even if the Creating Country-Specific Approved Notes Rules feature is not enabled. External_Id_vod Feedback_vod Flagged Phrase_vod Is_Parent_vod Job_ID_vod Monitored_Date_vod Monitored_Field_vod Monitored_Object_vod Monitoring_Rule_Name_vod Salesforce_Id_vod Status_vod Text_Created_By_User_vod Text_Last_Modified_by_User_vod Text_Last_Modified_Date_vod Text_Owner_vod Text_vod User_Profile_vod	Edit
   Profile	R	n/a	n/a	n/a

   Salesforce Notes and Notes & Attachments are not supported for monitoring.

   If monitoring Chatter fields, ensure the integration user is assigned the Admin role.

2. Grant compliance users the following permissions:

   Object	OLS	Record Types	Fields	FLS
   Monitoring_Rule_vod	CRUD	Background_Monitoring_vod	Name Category_vod Field_Set_vod Email_recipients_vod End_Date_vod Start_Date_vod	Edit
   Monitored_Phrase_vod	CRUD	Monitored_Phrase_vod	Name Match_Type_vod Monitoring_Rule_vod Phrase_vod	Edit
   Monitored_Text_vod	CRUD	Flagged_Text_vod Flagged_Phrase_vod	Category_vod Country_vod This field is required even if the Creating Country-Specific Approved Notes Rules feature is not enabled. External_Id_vod Flagged Phrase_vod Is_Parent_vod Job_ID_vod Monitored_Date_vod Monitored_Field_vod Monitored_Object_vod Monitoring_Rule_Name_vod Parent_Monitored_Text_vod Salesforce_Id_Link_vod Salesforce_Id_vod Text_Created_By_User_vod Text_Last_Modified_by_User_vod Text_Last_Modified_Date_vod Text_Owner_vodText_vod User_Profile_vod	Read
   			Assignee_vod Feedback_vod Status_vod	Edit
   Profile	R	n/a	n/a	n/a

3. Grant integration users OLS read access and FLS read permission to all objects and fields defined in the Field_Set_vod fields of all active Monitoring_Rule_vod records.

4. Grant both integration users and compliance users access to the following Visualforce pages:

   • VeevaApprovedNotesAdmin
   • Scheduler_Administration_vod
5. Grant compliance users and integration users the Transfer Record system permission.

6. Enable the View Setup and Configuration administrative setting for the integration user.

   Enabling this setting also allows the user to view the App Setup menu and Administrative Settings pages, which allows the user to make configuration changes.

7. Grant both integration users and compliance users visibility to the following tabs:

   • Approved Notes Admin
   • Monitoring Rule
   • Monitored Phrases

8. Contact Veeva Support to allocate a Virtual Private Cloud (VPC). Each customer requires a unique VPC to help ensure performance when processing monitoring rules. This step only applies to customers enabling Approved Notes after the 20R3.1 Release.

   All related production and sandbox orgs use the same VPC, so this step only needs to be done once per customer.

Defining the Integration User

The integration user manages the connection between Veeva CRM and Approved Notes. Information flows between the Veeva CRM and Approved Notes using the following process:

To define the integration user:

1. Navigate to the Veeva CRM Connection Management section in the Approved Notes Admin tab.
2. Select Edit.
3. Enter the appropriate administrator credentials.
4. Select Is This a Sandbox? if the org is a sandbox.
5. Select Save.

A message displays if the entered credentials are valid.

Scheduling the Approved Notes Process

After defining the integration user, admins must activate and schedule the Approved Notes Process:

1. Navigate to the Process Scheduler page.
2. Navigate to the Approved Notes Process.
3. Select the appropriate interval for the process to run.
4. Select the Schedule will be active check box.
5. Select Save.