Requiring Sample Opt-In

  • iPad
  • iPhone
  • Online
  • Windows

In some countries, users must capture a one-time sample opt-in signature from HCPs. Once users capture an HCP’s sample opt-in signature, they do not need to capture signatures for individual sample disbursements to the HCP within an admin-defined period of time, unless the disbursement contains controlled substances.

For example, Dr. Ackerman requests samples of Cholecap during a visit with Sarah Jones. Dr. Ackerman does not yet have a valid sample opt-in signature, so Sarah captures his signature and then disburses the samples of Cholecap. Sarah does not need to recapture Dr. Ackerman’s signature for sampling for the rest of the year, unless he requests controlled substance samples.

Configuring Sample Opt-In

Ensure initial configuration is complete before enabling this functionality.

To enable signature capture for sample opt-in:

  1. Grant admins the following permissions:

    Object

    OLS

    Record Types

    Field

    FLS

    Call2_vod

    n/a

    n/a

    zvod_Sample_Opt_In_vod

    Edit

    Consent_Template_vod

    CRUD

    Sample_Consent_Template_vod

    • Calendar_Effective_Date_vod
    • Start_Date_vod
    • End_Date_vod
    • Expiration_Threshold_vod
    • Expiration_Type_vod

    Edit

    Multichannel_Consent_vod

    CRUD

    Sample_Consent_vod

    • Account_vod
    • Capture_Datetime_vod
    • Opt_Expiration_Date_vod
    • External_ID_vod (optional)
    • Mobile_ID_vodOpt_Type_vod
    • Signature_ID_vod
    • Sample_Consent_Template_vod
    • Sample_Consent_Template_Data_vod
    • Signature_vod
    • Signature_Datetime_vod

    Edit

  2. Grant users the following permissions:

    Object

    OLS

    Record Types

    Field

    FLS

    Call2_vod

    n/a

    n/a

    zvod_Sample_Opt_In_vod

    Edit

    Consent_Template_vod

    R

    n/a

    • Calendar_Effective_Date_vod
    • Start_Date_vod
    • End_Date_vod
    • Expiration_Threshold_vod
    • Expiration_Type_vod

    Read

    Multichannel_Consent_vod

    CR

    Sample_Consent_vod

    • Account_vod
    • Capture_Datetime_vod
    • Opt_Expiration_Date_vod
    • External_ID_vod
    • Mobile_ID_vod
    • Opt_Type_vod
    • Signature_ID_vod
    • Signature_vod
    • Signature_Datetime_vod

    Edit

  3. Add the Sample_Opt_In_vod button to the appropriate Account page layouts.
  4. Add the zvod_Sample_Opt_In field to the appropriate Call2_vod page layouts, in the same section as the zvod_Samples_vod field.
  5. Create a tab for the Consent_Template_vod object and grant access to admins.
  6. Enable the following VMOC for all desired offline platforms:

    VMOC

    Sync Type

    WHERE clause

    Lookup

    Multichannel_Consent_vod

    Full Sync

    N/A

    Account_vod

Setting Sample Opt-in Expiration Dates

To define how long sample opt-In signatures stay valid in an org, admins create a record on the Consent_Template_vod object Depending on regulatory requirements and organization policies, expiration dates are based on either the date of the last signature (rolling) or a specific date range (calendar).

Setting a Rolling Expiration Date

By default, all signatures captured with rolling expiration dates expire two years from the date of the signature capture. To define rolling expiration dates for sample opt-in, based on the individual account’s last signature capture:

  1. Create a new Consent_Template_vod record.
  2. Enter the appropriate Consent Template Name and Start Date.
  3. Select Rolling from the Expiration Type picklist.
  4. Enter the number of months past capture that signatures remain valid in the Expiration Threshold field. For example, if the Expiration Threshold is set to 12, then each sample opt-in signature expires 12 months after it is captured.

  5. Select Save.

Setting a Calendar-Based Expiration Date

To set a calendar-based expiration date for all sample opt-in signatures:

  1. Create a new Consent_Template_vod record.
  2. Enter the appropriate Consent Template Name and Start Date.
  3. Select Calendar from the Expiration Type picklist.
  4. Enter the number of months past capture that signatures remain valid in the Expiration Threshold field.
  5. Select the Calendar Effective Date to set the starting date for the consent period. For example, if the Calendar Effective Date is set to 01-01-2020 and the Expiration Threshold is set to 12, all sample opt-in signatures expire on 12-31-2021 and every 12 months after.
  6. Select Save.

Capturing Sample Opt-In Signatures

For users to disburse samples, the account must have a valid sample opt-in signature if any of the following product types are on the call report:

  • Sample
  • BRC
  • Alternative Sample

To capture an HCP’s signature for sample opt-in, select the More Actions button on the Account Detail page, then select Sample Opt In.

If the account does not have a valid sample opt-in signature on record, a red indicator displays in the More Actions menu and a warning displays on the call report. Users can also capture sample opt-in signatures by selecting the warning on the call report.

For group calls with unique activities enabled, the warning displays below the corresponding attendee’s name. Each attendee must have a valid sample opt-in signature in order to receive samples.

From the sample opt-in signature page, capture the HCP signature, then select Save to submit the signature.

Once the sample opt-in signature is saved, users do not need to capture the HCP’s signature for sampling until the sample opt-in expires, or unless they disbursed controlled substances on the call (for more information on capturing signatures for controlled substance samples, see Controlled Substance Sampling).

If users capture controlled substance samples on a call report for an account with valid sample opt-in, the sample signature page displays the controlled substances samples along with all other samples selected on the call report.

Capturing Sample Opt-in for HCPs with Valid Signatures

Users may capture HCP signatures for sample opt-in while the HCP’s previous sample opt-in signature is still valid.

To capture a sample opt-in signature for an HCP with an existing, valid sample opt-in signature, select the More Actions button on the Account Detail page, then select Sample Opt In.

If the HCP still has a valid sample opt-in status, a green indicator displays in the More Actions menu and the sample opt-in warning does not display on the call report.

When the user captures the HCP’s signature, the Expiration_Date_vod field on any existing sample opt-In record is set to the current (today’s) date minus one day.

Displaying Logos

To display a company logo or marketing image on the sample opt-in signature page:

  1. Navigate to the Images folder on the Documents tab.
  2. Upload the appropriate image file to the Images folder. GIF, JPG, and PNG images are supported.

    GIF files do not animate.

  3. Name the image file consent_logo.xxx (where xxx is the standard file extension for the file type).
  4. Set the keyword to offline for the image to display on offline platforms.
  5. Select Save.

Images are not stretched to fit the screen; if the logo image is smaller than 290 pixels by 145 pixels, it displays at its original size. Only one logo image file is supported at a time.