Default Functionality for Sample Management
The following functionality is automatically available to users after initially configuring Sample Management:
Managing Sample-Related Data
- Creating Records for Sample Management- In order to transfer new sample lots to end users, admins must create the appropriate product, sample lot, and Rep Roster records
- Managing Picklist and Field Values for Sampling - In the initial setup, and as-needed going forward, admins define values for picklists and fields on the Sample Transaction and Sample Inventory objects
- Managing HCP License Information - Admins enter, update, and maintain the HCP license information used to calculate whether an account is eligible to receive sample disbursements
Recording Sample Transactions
- Transferring Sample Lots To Users - Once the appropriate product records are created, an admin or an external software integration transfers sample lots to users
- Confirming Product Receipt - End users must confirm the type and quantity of products they receive from sample distributors
- Transferring Products - If end users have too much of a particular product or are changing territories, they can transfer their products to other users
- Creating Product Adjustments - End users can create adjustments to their calculated sample inventory to reflect product loss or incorrect calculation
- Disbursing Products with Call Sampling - End users disburse products to accounts during calls, and record these disbursements on the call report via Call Sampling. When users submit a call report with samples, disbursement-type sample transaction records are created for each sample or BRC selected on the call report.
- Returning Products - If end users have too much of a particular product or if there is a product recall, they can return products to the sample distributor
Managing Sample Inventory
- Capturing Inventories - End users conduct inventories and record their on-hand inventory as part of sample reconciliation
- Capturing Inventories for Other Users - Managers, admins, and auditors can capture product inventory for another user
- Activating and Deactivating Sample Lots - To manage which sample lots display on the call report, end users mark sample lots as active or inactive
- Requesting Sample Lots - End users can request new sample lots for products they are already assigned
Supporting Sample Audits
- Maintaining Sample Data Integrity - Because sampling is highly regulated and controlled, general security controls, data sharing rules, and audit records help maintain data integrity for samples and sample data
- Unlocking Submitted Sample Transaction and Inventory Records - To help comply with PDMA regulations and create an audit trail, only admins can edit certain parts of past sample transactions, and any changes to sample-related records are automatically recorded in Veeva CRM