Advanced Functionality for Sample Management

Admins can enable the following advanced functionality for users:

Managing Sample-Related Data

• Managing Non-Sample Products - Admins configure virtual lot numbers to enable users to manage sample requests/BRCs, promotional items, alternative samples, and other products without sample lot numbers
• Grouping Sample Products - Sample product groups enable admins to create custom categories within the product catalog
• Overriding Locked Sample Management Records - Overriding locked records enables admin users and integration users to update fields on submitted or locked Sample Management records without manually unlocking the record or requiring Modify All permission

Recording Sample Transactions

• Grouping Sample Receipts - Grouping sample receipts by shipment enables users to acknowledge all products in a shipment at once
• Requiring Users to Manually Confirm Sample Quantities - Users can be required to manually input sample quantities when they confirm sample receipt
• Multi-Line Transactions - Users can add multiple products and sample lots to the same transaction
• Capturing Custom Text - Users can capture custom text associated with a transaction
• Supporting State Distributor License Validation - Some states require HCPs receiving samples of dangerous pharmaceutical products to have additional state distributor licenses
• Displaying the State Distributor License Status Indicator - End users can view the account’s state distributor license status on the call report
• Selecting an Address for State Distributor License Validation - When using Call Location, end users can choose to validate the Call Location’s state distributor license instead of the HCP’s
• Cold Chain Sampling - Users can track Tag Alert numbers for refrigerated samples (cold chain samples), supporting the additional care these products require
• Capturing Acknowledgement of Content - For sample request/BRC shipments, HCPs can confirm they received the products requested with Acknowledgement of Content (AOC)
• Printing Acknowledgement of Content Receipts - To quickly and easily produce compliant documentation for HCPs or regulatory agencies, admins and end users can generate PDF receipts for Acknowledgement of Content (AOC)
• Generating Package Labels for Sample Transfers and Returns - End users can generate package labels for sample returns from within Veeva CRM

Managing Sample Inventory

• Inventory Ordering - Admins set order allocations for samples and promotional items, enabling users to place orders within these limits or request exceptions as needed
• Displaying the Negative Sample Warning Indicator - To help users avoid disbursing or transferring more samples than are in their inventory for a given sample lot, a negative sample warning indicator displays on sample transaction records
• Printing Inventory Worksheets - Users can print inventory worksheets to assist in on-hand inventory counts

Restricting Sampling

• Requiring Sample Opt-In - Some countries require a one-time sample opt-in signature for an account to receive samples
• Capturing Remote Signatures for Sample Opt-In - For convenience during remote meetings, and to accommodate any restrictions on in-person meetings, users can remotely capture signatures for sample opt-in
• Creating Sample and Product Limits - To help ensure product disbursements comply with regulatory requirements, admins can define sample limits by quantity or value for several combinations of account, call, user, product, and sample product group
• Using Sample Limit Templates - Sample limit templates enable admins to set a default sample limit for transactions where existing sample limits do not apply
• Viewing Sample Limits on the Call Report - Sample limit warnings can be displayed on the call report to warn end users if their disbursements exceed sample limits

Supporting Sample Audits

• Enabling Sample Audits - In case of a sample audit, admins create a profile for the auditor, configure sharing rules, and ensure they have the appropriate permissions for relevant records