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
    • Monitoring Phrase
  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.