Creating Sample and Product Limits

  • iPad
  • iPhone
  • Online
  • Windows

To comply with regulatory limits on sample disbursements, organizations set limits on the quantity or value of products users can disburse during a set period of time. For a given product, admins can define these limits at the following levels:

  • Account
  • User
  • Account-User
  • Per Call

For example, regulations on sampling prohibit a user from disbursing more than 1 gram of Cholecap in a year. To help ensure users comply with this requirement, Alice Adams creates a limit for each user of 50 samples of Cholecap 20mg per year. If Sarah Jones adds a sample to the call report and exceeds her 50 sample limit, an error displays on the call report.

Considerations

  • Sample and product limits are not enforced for Paper-Based Sampling. If the Sample Card # field is populated on the call report, users can submit call reports where the number or value of products exceeds the limit.
  • If using value-based limits for a sample product group in a multicurrency org, the sample product group record and the products that make up the group must all have the same CurrencyIsoCode. Using value-based limits for a sample product group with product values in different currencies is not supported.
  • When using sample limits, Creating Sample Transactions on Save is not recommended. When the check box for Enable_Sample_On_Save is selected, sample limits are only checked after the sample is added to the call report and the Sample and Promotional items section is locked. If using the Enable_Sample_On_Save Veeva Setting with sample limits, ensure the --nso section signal is on the Call2_vod page layouts for all users subject to sample limits.

Configuring Sample and Product Limits

Ensure initial configuration is complete before enabling this functionality.

To enable limits for product disbursements:

  1. Grant admins the following permissions:

    Object

    OLS

    Record Types

    Field

    FLS

    Call2_Sample_vod

    n/a

    n/a

    • Apply_Limit_vod
    • Limit_Applied_vod

    Read

    Sample_Limit_vod

    CRUD

    n/a

    • Account_vod
    • End_Date_vod
    • Enforce_Limit_vod
    • Limit_Per_Call_vod
    • Limit_Quantity_vod
    • Product_vod
    • Sample_Limit_Type_vod
    • Start_Date_vod
    • User_vod

    Edit

    • Disbursed_Quantity_vod
    • Remaining_Quantity_vod

    Read

    Sample_Limit_Transaction_vod

    R

    n/a

    n/a

    n/a

  2. Grant users the following permissions:

    Object

    OLS

    Record Types

    Field

    FLS

    Call2_Sample_vod

    n/a

    n/a

    • Apply_Limit_vod
    • Limit_Applied_vod

    Read

    Sample_Limit_vod

    R

    n/a

    • Account_vod
    • Disbursed_Quantity_vod
    • End_Date_vod
    • Enforce_Limit_vod
    • Limit_Per_Call_vod
    • Limit_Quantity_vod
    • Product_vod
    • Remaining_Quantity_vod
    • Sample_Limit_Type_vod
    • Start_Date_vod
    • User_vod

    Read

  3. Add the Limit_Per_Call_vod field to the appropriate Sample_Limit_vod page layouts.
  4. Ensure the Limit_Applied_vod and Apply_Limit_vod fields on the Call_Sample_vod object are not visible to end users on the Call2_Sample_vod page layout. End users should still have access to these fields via Field Level Security.
  5. Ensure the appropriate Sample_Limit_vod VMOCs are active for all offline platforms where product limits are enforced.
  6. Ensure the appropriate Product_Group_vod VMOCs are active for all offline platforms where product limits are enforced if using sample limits for product groups as well as individual products (optional). Defining sample limits for product groups enables organizations to set limits per restricted group of products, depending on regulatory requirements.

Configuring Limits for Additional Product Types and Product Groups

By default, sample limits only apply to sample and BRC products. However, sample limits can also be used to restrict disbursements for the following product types:

  • Alternative Samples
  • Custom Promotional Items
  • High Value Promotional Items
  • Promotional Items
  • Product Groups
  • Sample Product Groups

If limits apply to product types other than Sample and BRC, edit the the Product_vod lookup field on the Sample_Limit_vod object to include the appropriate product types:

  1. Select the Product_vod custom field on the Sample_Limit_vod object.
  2. Select Edit for the Product_vod field.
  3. Select the lookup icon next to the criteria values for the Product: Product Type field filter in the Lookup Filter > Filter Criteria section.
  4. Select the check boxes for the appropriate products.
  5. Select Insert Selected.

  6. Select Save.

Configuring Value-Based Limits

By default, sample limits are calculated based on product quantity. To define sample limits based on the monetary value of the products disbursed:

  1. Grant admins the following additional permissions:

    Object

    OLS

    Record Types

    Field

    FLS

    Call2_Sample_vod

    n/a

    n/a

    • Amount_vod
    • Product_Value_vod

    Edit

    Product_vod

    n/a

    n/a

    Product_Value_vod

    Edit

    Sample_Limit_vod

    CRUD

    n/a

    • Disbursed_Amount_vod
    • Limit_Amount_vod
    • Remaining_Amount_vod

    Edit

    Sample_Limit_Transaction_vod

    R

    n/a

    • Limit_Amount_vod
    • Disbursed_Amount_vod
    • Amount_To_Disburse_vod
    • Remaining_Amount_vod

    Read

  2. Grant users the following additional permissions:

    Object

    OLS

    Record Types

    Field

    FLS

    Call2_Sample_vod

    n/a

    n/a

    • Amount_vod
    • Product_Value_vod

    Read

    Product_vod

    n/a

    n/a

    Product_Value_vod

    Edit

    Sample_Limit_vod

    R

    n/a

    • Disbursed_Amount_vod
    • Limit_Amount_vod
    • Remaining_Amount_vod

    Read

  3. Add the Product_Value_vod field to the appropriate Product_vod page layouts.
  4. Add the following fields to the appropriate Sample_Limit_vod page layouts:
    • Disbursed_Amount_vod
    • Limit_Amount_vod
    • Remaining_Amount_vod
  5. Populate the Product_Value_vod field on the appropriate Product_vod records.

Defining Sample and Product Limits

To set limits for users’ sample disbursements within a specific period of time, admins create sample limit records. There are three basic types of limit:

Sample limits can be applied to any of the following product types:

  • Samples
  • BRCs
  • Alternative Samples
  • Promotional Items
  • High Value Promotional Items
  • Custom Promotional Items

Sample Product Group Limits

To restrict disbursements for an entire group of products and enable grouping similar products together, admins create sample limits against a predefined sample product group.

For example, if a limit applies to all Cholecap products, create a limit against a sample product group that includes Cholecap 10mg, Cholecap 20mg, and Cholecap 30mg. For more information on creating sample product groups, see Grouping Sample Products.

Per Call Limits

To set a limit for disbursements on each call, rather than the total disbursements over a time period, admins create a per call limit. For example, an account-user-per call limit for Sarah Jones and Dr. Ackerman means that Sarah cannot disburse more than two samples of Cholecap to Dr. Ackerman during any particular call, but there is no limit on the amount of samples she can disburse over multiple visits.

Creating Sample and Product Limits

Admins can create sample limit records manually or through data loading to the Sample_Limit_vod object.

To manually create a sample or product limit record:

  1. Select the Sample Limit tab.
  2. Select the New button.
  3. Enter a Sample Limit Name.
  4. Select the appropriate Sample Limit Type:

    Limit Type

    Description

    Example

    Account

    Limits the number of total disbursements the account can receive of one product, from all users

    Dr. Ackerman cannot receive more than twenty samples of Cholecap 10mg in a year, regardless of who disburses it

    Account-Per Call

    Limits the number of disbursements an account can receive of one product on any one call

    Dr. Ackerman cannot receive more than twenty samples of Cholecap 10mg on one call

    Account-Sample Product Group

    Limits the number of total disbursements an account can receive from a group of products, from all users

    In a year, Dr. Ackerman cannot receive more than twenty samples from the Verteo NextGen product group, which includes Cholecap 10mg, Cholecap 20mg, Resotlar, and Narbrax

    Account-Sample Product Group-Per Call

    Limits the number of disbursements an account can receive from a group of products on one call

    On one call, Dr. Ackerman cannot receive more than twenty samples from the Verteo NextGen product group, which includes Cholecap 10mg, Cholecap 20mg, and Restolar, and Narbrax

    User

    Limits the number of total disbursements a user can make of one product

    Sarah Jones cannot disburse more than twenty samples of Cholecap 10mg across all accounts in a year

    User-Per Call

    Limits the number of disbursements of one product a user can make on a call to any account

    Sarah Jones cannot disburse more than twenty samples of Cholecap 10mg on any one call, to any HCP

    Account-User

    Limits the number of disbursements of one product for a specific combination of account and user

    Sarah Jones cannot disburse more than twenty samples of Cholecap 10 mg to Dr. Ackerman in a year

    Account-User-Per Call

    Limits the number of disbursements of one product for a specific combination of account and user, on any given call

    Sarah Jones cannot disburse more than twenty samples of Cholecap 10mg to Dr. Ackerman on any one call

  5. Select the Start_Date_vod and End_Date_vod to define when the limit applies.
  6. Select the Enforce_Limit_vod check box to prevent users from capturing signatures or submitting calls with disbursements exceeding the limit (optional). For more information on soft and hard limits, see Viewing Sample Limits on the Call Report.
  7. Select the Limit_Per_Call_vod check box if creating a per call limit (optional).
  8. Select the appropriate Product or sample product group.
  9. Enter the appropriate number of sample units in the Limit_Quantity_vod field.
  10. Populate the User_vod and Account_vod fields depending on the Sample Limit type:

    Limit Type

    Fields to Populate

    Account

    Account_vod field only

    Account-Per Call

    Account-Sample Product Group

    Account-Sample Product Group-Per Call

    User

    User_vod field only

    User-Per Call

    Account-User

    Both the Account_vod field and the User_vod field

    Account-User-Per Call
  11. Select Save or Save & New.

After the sample limit is successfully created, the Remaining Quantity is calculated based on the difference between the Limit Quantity and Disbursed Quantity. If an admin edits the Limit Quantity or Disbursed Quantity values, the Remaining Quantity is recalculated and a Sample Limit Transaction record is automatically generated.

Creating Value-Based Limits

To define limits based on the value of the samples or products disbursed, instead of the quantity, create a value-based sample limit. Value-based sample limits enable admins to comply with sample regulations on the monetary value of products disbursed, especially for promotional items or high-value promotional items.

An individual Sample Limit record must be either quantity-based or value-based.

To create a value-based limit, complete the fields on the sample limit record as usual. However, instead of using the Limit Quantity field to set the limit, enter the appropriate monetary amount in the Limit_Amount_vod field.

In multi-currency orgs, the currency for the Limit_Amount_vod field must match the selected product’s currency. When applying value-based limits to a sample product group, all of the products in the group must also have the same currency.

Value-based limits for business accounts are only supported for sample and BRC product types. The account must be a person account for all other product types.

Enforcing Sample Limits

By default, limits are evaluated when users capture a signature or submit a call report. Limits active for the selected Call Date are evaluated in the following order:

  1. Account Limits
  2. Account-User Limits
  3. User Limits

If the products selected on the call report exceed an active sample or product limit, an error displays:


To display a warning before the user captures a signature or submits the call, enable Viewing Sample Limits on the Call Report.

If multiple limits apply, the most restrictive limit is enforced. For example, if a user limit for Sarah Jones has a remaining quantity of five samples and an account-user limit for Sarah Jones has a remaining quantity of ten samples, then the lower user limit of five samples is enforced.

If multiple limits with the same limit quantity apply, the order of execution determines which limit is applied. The limit executed first applies. For example, if a user limit and account-user limit for Sarah Jones both apply, and both have a remaining quantity of five samples, the account-user limit is enforced because it is executed before the user limit.

To avoid oversampling, ensure individual users only submit calls from one platform at a time. For example, recording Cholecap disbursements online and then recording more Cholecap disbursements on an iPad, without syncing, may result in oversampling because the lower number of remaining Cholecap samples is not reflected offline until the user syncs.

Sample limits can be strictly enforced or used to simply track sample disbursements against a targeted quantity, depending on whether the Enforce_Limit_vod check box is selected on the sample limit record:

  • If the Enforce_Limit_vod check box is selected, the sample limit is strictly enforced. Users cannot capture signatures or submit a call report if the product amount or quantity exceeds the applied limit.
  • If the Enforce_Limit_vod check box is not selected, the sample limit is considered a “soft” limit. If the product amount or quantity exceeds a sample or product limit, the disbursement is tracked against the applied limit, but users can still disburse the product, capture signatures, and submit the call report.

Limits are only enforced for the accounts and users specified on sample limit records. For information on automatically generating records for accounts without sample limit records—for example, new accounts—see Using Sample Limit Templates.

Generating Sample Limit Transaction Records

To provide an audit trail for sample limits, a sample limit transaction record is automatically created when:

  • Any of the sample limit quantity fields are updated
  • A sample limit record is edited
  • Users save, sign, or submit a call report where sample limits apply

When a user records product disbursements on a call report, the quantity disbursed is copied to the Quantity_To_Disburse_vod field on the sample limit transaction record. The Disbursed_Quantity_vod and Remaining_Quantity_vod fields for all active, applicable sample limits are then updated based on the Quantity_To_Disburse_vod field on the sample limit transaction record. If a single disbursement is subject to multiple sample limits, then multiple sample limit transaction records are generated and the Disbursed_Quantity_vod field is updated across multiple sample limit records.

Viewing Sample Limit Transaction Records

To view sample limit transaction records, select the sample Limit Transactions related list on the appropriate sample limit record. The Created_By field on the ​​Sample_Limit_Transaction_vod object displays the name of the user who edited the sample limit record or submitted the call report that generated the sample limit transaction record.

Only admins can view sample limit transaction records; end users should not have access to the Sample Limit Transaction tab or related list. Admins and users cannot manually create sample limit transaction records, since they are generated automatically by the system.

Deleting Sample Limits

Admins can delete sample limits, if needed. To delete a sample limit record:

  1. Select the appropriate sample limit record.
  2. Select Delete.

When a sample limit record is deleted, the call report records and sample limit transaction records related to the sample limit remain in the system.

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