20R3.1 Functionality Guide

The Functionality Guide is intended for Sales Operations, Business Administrators, System Integrators, and others responsible for making decisions about what features are needed for end users to be successful and deciding which features work together with existing customer configurations.

Information includes an overview of each feature, examples, screen shots, and targeted information on how to use each feature. Select the heading link to display the topic which includes configuration instructions, if applicable.

  • iPad

Remote signatures captured via Approved Links enable end users to remotely capture signatures for BRC sampling outside of an Engage Meeting. This is useful if the user is meeting with an account remotely, for example, over Zoom or Microsoft Teams, but still wants to disburse BRCs.

For example, Sarah Jones meets with Dr. Clinton Ackerman using his preferred method of virtual communication. Dr. Ackerman requests a BRC sample of Cholecap. Sarah uses the Share Link signature method to send a link to Dr. Ackerman via iMessage. When Dr. Ackerman selects the link on his device, he is guided through a process on his device’s web browser and signs for the BRC.

Considerations

  • Approved Links are a signature method selected from the Signature Setup Page
  • Only BRC-type products can be signed for via Approved Links
  • Person account calls, both with and without the --paa section signal, as well as Unique Activity Child Calls can all use Approved Links as a signature method
  • Approved Links are single-use. A Request Expired error message displays to accounts if they attempt to open the same link twice.
  • The Request Expired error message also displays if the user cancels the request before the account opens the link
  • The following features are not supported for Online users capturing remote signatures with Approved Links:
  • HCP Signature Page Display Name and signature display name stamping
  • Approved Email Receipts for Signature Transactions
  • A user can only request one remote signature at a time via Approved Links. Requesting signatures from multiple browser tabs, devices, or platforms at the same time is not supported.
  • The following browsers are unsupported when signing via an Approved Link:
  • Internet Explorer
  • UC Browser
  • Desktop WeChat on Windows

Prerequisites

Using Signature Capture for Sampling with Approved Links

To generate and share a link for an attendee to use to sign for BRCs using an iPad

  1. Use the Signature Setup page to select Share Link for the Signature Method.
  2. Select Next.
  3. Select the appropriate application to share the generated link with the attendee.

    Links display as text in iMessage if the user is not added to the attendee’s contact list.

    The Mail method is not recommended. This is because anti-virus software the recipient may have might open the link in advance and render it expired.

Select Copy Link to copy the link to the device’s clipboard if an acceptable application is not available.

After selecting the appropriate option, the end user must remain in Veeva CRM until the attendee provides their signature.

When an attendee is requested to sign for a BRC via Approved Links, they receive the link via the application selected by the end user.

Selecting the link displays the internet browser, where the signer can review requested BRCs, sign, and submit their signature via their browser.

After the signer signed for the BRC, the end user can review the signature and either accept the signature or request the signer to sign again.

After accepting the signature, the call displays. For auditing purposes, calls where a BRC was signed for via an Approved Link automatically have the Signature_Captured_Share_Link_vod check box selected. Any resulting Sample_Order_Transaction_vod and Signature_Order_Transaction_Audit_vod records made from the call also have this check box selected.

A message displays to accounts when they submit their signature informing them that their signature was accepted, regardless of if the user rejects the signature or not. If the user rejects the account's signature, they must generate a new Approved Link to recapture the signature.

Admins can run reports on the Call2_vod, Sample_Order_Transaction_vod, and Sample_Order_Transaction_Audit_vod objects to review a list of all calls and sample order transaction/audit records where a signature was captured using Approved Links. The appropriate Sample Order Transaction and Audit fields are automatically stamped by triggers when users create call records, to preserve data integrity and provide an audit trail.

Events Management

Hosting a Virtual Event using Engage Meetings

  • iPad
  • Online

Event organizers can host virtual events using Engage Meeting. This enables event organizers to plan and schedule virtual events just as they would in-person events.

For example, Sarah Jones schedules a virtual event with Dr. Ackerman as a speaker. Dr. Adams and Dr. Antonucci are attendees. Sarah designates the event as an Event Meeting and starts the event using Engage Meeting. Dr. Ackerman, Dr. Adams, and Dr. Antonucci all join the meeting using HCP Attendee apps.

Considerations

Prerequisites

Scheduling Virtual Events

To designate an event as a virtual meeting, navigate to the appropriate event and select the Schedule_Engage_vod button. This button displays for selection when the following requirements are met:

  • The current user is a licensed Engage Meeting user
  • The event’s Assigned_Host_vod field is blank
  • The event’s Webinar_Status_vod field is Off_vod, Failed_vod or blank

After selecting Schedule Engage, participant URLs are generated for all existing Event Speakers and Event Attendees. Additionally, Webinar_Status_vod field updates to On_vod and creates a corresponding Remote_Meeting_vod record with a record type of Event_vod.

Inviting Attendees and Speakers to Virtual Events

Using the Engage Meeting Invitations via Approved Email feature, event organizers can select the Send button to send an Approved Email template to attendees and speakers.

To use an Approved Email Template:

  1. Ensure the Using Approved Email for Events Management feature is enabled.
  2. Grant all users the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    Approved_Document_vod

    n/a

    Remote_Meeting_vod

    n/a

    Edit

    Sent_Email_vod

    n/a

    Remote_Meeting_vod

    Related_Transaction_ID_vod

    Edit

Creating Speaker and Attendee Specific Templates

Approved Email templates sent as invitations to a virtual event can be made specific to either speakers or attendees, enabling greater flexibility when designing templates.

Email templates must have a type of Event Management Invite Template in Vault.

  1. Set the Audience field to Speaker or Attendee. If this is left blank, the template is available for all audience types.

    Templates sent to attendees should include the {{EM_Attendee_vod__c.Webinar_Participant_URL_vod__c}} token. Templates sent to speakers should include the {{EM_Event_Speaker_vod__c.Webinar_Panelist_URL_vod__c}} token.

  2. Align the Approved Email template to the desired Event Types and Event Topics using the Events Management Properties section.

Hosting a Virtual Event

To start a virtual event via Engage Meeting, navigate to the event and select the Start_Webinar_vod button, Start Engage.

During the virtual event, hosts can perform the following actions:

  • Mute/Unmute their own audio – If the host is not connected to the audio, the Join Audio button displays. Hosts can select this button to choose how to join the virtual event audio.
  • Start/Stop their video
  • Share Content – The types of content that can be shared varies based on the platform:
  • iPad
  • Screen
  • Whiteboard
  • Bookmark
  • Photos
  • Online
  • Desktop
  • Security – This button only displays when the event is hosted on the Online platform and enables the following actions:

    The options are available on the iPad by selecting the More menu.

  • Lock Meeting – Disables additional attendees from joining the event
  • Enable Waiting Room – See the Waiting Room section for more information
  • Allow attendees to share their screen
  • Allow Chat
  • Allow attendees to rename themselves.
  • Participants – Displays the video and audio status of each attendee. Additionally, if the attendee selected the Raise Hand button, a raised hand icon displays next to their name. From this list, hosts can perform the following actions:
  • Mute/Unmute an attendee
  • Remove from event
  • Ask to Start Video/Stop Video
  • Chat – Does not display if chat is disabled
  • Mute/Unmute all attendees
  • End Meeting – Displays the message "Do you want to end the meeting for all participants?"

Using the Waiting Room

The Waiting Room is a feature that enables the host to prevent attendees or speakers from entering a meeting before the organizer is ready.

When an attendee or speaker enters the event, a message displays to the host.

To let attendees into the meeting:

  1. Select the Participants button.
  2. Select the appropriate attendee.
  3. Select Admit.

Optionally, the host can select Admit All to admit all waiting attendees.

The Waiting Room is automatically enabled for all meetings. Event organizers can disable the waiting room by selecting Security, then deselecting Enable Waiting Room.

On the iPad platform, Enable Waiting Room is in the More menu of the Meeting Controls Menu.

Using Virtual Events as a Speaker

Speakers who receive an Approved Email with the meeting link can join a scheduled virtual event. The Engage app launches after selecting the link, and the meeting ID defaults from the email.

If the Speaker does not have the Engage App, a download link displays. The speaker must paste the meeting ID into the app, or select the link in the email again to join the virtual event.

Sharing Screens During a Virtual Event

To share an application window or desktop during a virtual event:

  1. Select Share.
  2. Select the appropriate application window or desktop. The following content is supported for screen sharing:

    • Screen
    • Open application windows
    • Whiteboard
    • Connected mobile device

Recording a Virtual Event

  • iPad
  • Online

Event organizers can record virtual events for future training, marketing, or auditing purposes. Recordings are stored in Veeva Vault and are available after the meeting.

For example, Sarah Jones hosts a virtual event on the efficacy of Cholecap. She selects the Record to the Cloud button as the event begins. Part way through the event, she selects the Cloud button and pauses the recording for a break. Sarah selects Record again when the event continues. After the event is complete, both recordings are stored together in Vault.

Recording a Virtual Meeting

Event organizers can begin recording by selecting the Record to the Cloud button in the More Actions menu.

Organizers can pause or end the recording by selecting the Cloud button, then selecting the appropriate action. If a host stops or pauses a recording and then restarts, two recordings are saved.

After the host ends the event, all recordings made are uploaded to the configured Vault and are stored in a new Vault Binder. The created binder is named after the name and date of the event. The location of the created binder stamps in CRM on the Vault_Binder_Path_vod field on the EM_Event_vod record.

Reporting on Event Business Rules

  • Online

Admins can create and run reports from event history records to better understand how event business rules are being used, for example, a report that tells you how frequently a specific account is violating an expense limit rule. Admins can analyze details about event business rules and violations caused by the rule to determine if a rule is functioning correctly. If a rule is not functioning correctly, the admin can use the information in the EM_Event_History_vod object to update the rule accordingly.

For example, Cathy Johnson, an admin, wants to monitor which accounts frequently violate a newly configured Per Attendee Attendance Rule, which limits the number of events an attendee can be invited to. She creates a report based on event history records created by the new rule. She notices that Clinton Ackerman’s account frequently violates the rule and determines the violations are incorrect. Based on this information, Cathy updates the Attendance Rule, allowing Dr. Ackerman to be invited to more events without violations.

Viewing a History of Event Business Rules

Whenever an Event Business Rule triggers a hard or soft warning, an EM_Event_History_vod record is created with a record type of EM_Business_Rule_History_vod and with the following fields:

Field

Description

Action_Type_vod

Defaults to EM Business Rule Execution

Event_vod

References the corresponding event

Action_Datetime_vod

The date and time when the rule ran

EM_Business_Rule_vod

Stamps with the EM_Business_Rule_Id_vod field of the corresponding event business rule

EM_Business_Rule_Configuration_vod

Stamps with the EM_Business_Rule_Id_vod field of the corresponding event business rule

EM_Business_Rule_Type_vod

The record type of the corresponding event business rule

User_vod

References the user that initiated the Rule

Run_Rule_Type_vod

References the Run Rule Type of the corresponding event business rule

Event_Action_vod

References the Run_Rule_Event_Action_vod field of the corresponding event business rule

Warning_Type_vod

References the Warning_Type_vod field of the corresponding event business rule

Record_Violated_ID_vod

SFID of the record that violated the rule. Depending on the record type, this can be either an EM_Event_vod record or an EM_Attendee_vod record.

Record_Violated_Name_vod

Stamps with the name of the record that caused the violation

EM_Attendee_Account_vod

Populates if the record that violated the rule is an EM_Attendee_vod record for an Account

EM_Attendee_User_vod

Populates if the record that violated the rule is an EM_Attendee_vod record for a User

EM_Attendee_Contact_vod

Populates if the record that violated the rule is an EM_Attendee_vod record for a Contact

Platform_vod

The platform where the rule was run