Configuring Sample Management

Initial configuration includes the setup of all default functionality for Sample Management. Advanced functionality requires additional configuration.

Prerequisites

Ensure the following is complete before configuring Sample Management:

• Configuring the Product Catalog

Configuring Sample Management for Admins

1. Grant admins at least the following permissions:

   Object	OLS	Record Types	Fields	FLS
   Address_vod	CRUD	Company Maintained Rep Maintained	DEA_vod (optional; used for Controlled Substance Sampling) DEA_Expiration_Date_vod (optional; used for Controlled Substance Sampling) DEA_Schedule_vod (optional; used for Controlled Substance Sampling) DEA_Status_vod (optional; used for Controlled Substance Sampling) License_vod License_Expiration_Date_vod License_Status_vod Sample_Send_Status_vod	Edit
   			License_Valid_to_Sample_vod Sample_Status_vod	Read
   Lot_Catalog_vod	CRUD	n/a	Active_vod Expiration_Date_vod Item_ID_vod Sample_vod Sample_Description_vod U_M_vod	Edit
   My_Setup_Products_vod	CRUD	n/a	Favorite_vod Product_vod	Edit
   Product_vod	CRUD	n/a	Distributor_vod Sample_Quantity_Picklist_vod Sample_Quantity_Bound_vod Sample_U_M_vod	Edit
   Rep_Roster_vod	View All Modify All	n/a	Address_Line_1_vod Address_Line_2_vod City_vod Computer_Asset_Tag Fax_Number Home_Phone Mobile_Number Organization_Id State_vod Territory_vod Username_External_Id_vod VIN Zip_vod	Edit
   Sample_Inventory_vod	View All Modify All	n/a	Inventory_Date_Time_vod Inventory_For_vod Inventory_From_Date_vod Inventory_Type_vod Mobile_Created_Datetime_vod Mobile_ID_vod Mobile_Last_Modified_Datetime_vod No_Sample_Lots_vod Previous_Inventory_Date_Time_vod Status_vod Submitted_vod Submitted_Date_vod Unlock_vod User_vod	Edit
   Sample_Inventory_Item_vod	View All Modify All	n/a	Count_vod Difference_vod Expected_Quantity_vod Expiration_Date_vod Inventory_Name_vod Lot_vod Lot_Lookup_vod Mobile_ID_vod Sample_vod U_M_vod Unlock_vod	Edit
   Sample_Lot_vod	View All Modify All	n/a	Active_vod Allocated_Quantity_vod Batch_Lot_Id_vod Calculated_Quantity_vod Expiration_Date_vod Product_vod Sample_vod Sample_Lot_Id_vod Suppress_Lot_vod U_M_vod	Edit
   Sample_Lot_Add_vod	View All Modify All	n/a	Lot_vod Mobile_ID_vod Quantity_vod Sample_vod	Edit
   Sample_Order_Transaction_vod	View All Modify All	Adjustment_vod BRC Receipt_vod Transfer_vod	Account_vod Account_Id_vod Account_Name_vod Address_Line_1_vod Address_Line_2_vod Adjusted_Date_vod Adjust_For_vod Allocation_Impact_Quantity_vod Call_Date_vod Call_Datetime_vod Call_Id_vod Call_Name_vod Call_Sample_Id_vod Call_Sample_Name_vod City_vod Comments_vod Confirmed_Quantity_vod Credentials_vod Delivery_Status_vod Disclaimer_vod Discrepancy_vod Distributor_vod Group_Identifier_vod Group_Transaction_Id_vod Lot_vod Manufacturer_vod Quantity_vod Reason_vod Receipt_Comments_vod Received_vod Ref_Order_Transaction_Id_vod Request_Receipt_vod Salutation_vod Sample_vod Sample_Card_Reason_vod Sample_Send_Card_vod Sample_U_M Ship_Country_vod Ship_Address_Line_1_vod Ship_Address_Line_2_vod Ship_City_vod Ship_License_vod Ship_License_Expiration_Date_vod Ship_License_Status_vod Ship_Location_vod Shipment_Id_vod Ship_State_vod Ship_State_Distributor_vod Ship_State_Distributor_Exp_Date_vod Ship_Zip_vod Ship_Zip_4_vod Signature_vod Signature_Date_vod Signature_Page_Display_Name_vod State_vod Status_vod Submitted_Date_vod Territory_vod Transferred_Date_vod Transferred_From_vod Transferred_From_Name_vod Transfer_To_vod Transfer_To_Name_vod Type_vod U_M_vod Unlock_vod Zip_vod Zip_4_vod	Edit
   Sample_Order_Transaction_Audit_vod	View All Modify All	n/a	Account_vod Account_Id_vod Account_Name_vod Action_vod Call_Date_vod Call_Datetime_vod Call_Id_vod Call_Name_vod Call_Sample_Id_vod Call_Sample_Name_vod Comments_vod Confirmed_Quantity_vod Credentials_vod Delivery_Status_vod Disclaimer_vod Discrepancy_vod Distributor_vod Manufacturer_vod Quantity_vod Request_Receipt_vod Salutation_vod Sample_vod Sample_Card_Reason_vod Sample_Send_Card_vod Sample_U_M Ship_Country_vod Ship_Address_Line_1_vod Ship_Address_Line_2_vod Ship_City_vod Ship_License_vod Ship_License_Expiration_Date_vod Ship_License_Status_vod Ship_Location_vod Shipment_Id_vod Ship_State_vod Ship_State_Distributor_vod Ship_State_Distributor_Exp_Date_vod Ship_Zip_vod Ship_Zip_4_vod Signature_vod Signature_Date_vod Signature_Page_Display_Name_vod Status_vod Territory_vod Transaction_Id_vod	Edit
   Sample_Receipt_vod	View All Modify All	n/a	Comments_vod Confirmed_Quantity_vod Lot_vod Lot_Name_vod Quantity_vod Receipt_Comments_vod Received_vod Ref_Order_Transaction_Id_vod Ref_Transaction_Id_vod Sample_vod Shipment_Id_vod Transferred_Date_vod Transferred_From_vod Transferred_From_Name_vod U_M_vod	Edit
   Sample_Transaction_vod	View All Modify All	Adjustment_vod Disbursement_vod Receipt_vod Return_vod Transfer_vod	DEA_vod (optional) DEA_Expiration_Date_vod (optional) License_vod License_Expiration_Date_vod License_Status_vod Unlock_vod	Edit
   Sample_Transaction_Audit_vod	View All Modify All	n/a	DEA_vod (optional) DEA_Expiration_Date_vod (optional) License_vod License_Expiration_Date_vod License_Status_vod	Edit

2. Add the appropriate sample products to the list of Sample_vod picklist values on the Lot_Catalog_vod object. To select a sample when manually creating sample lot records, the sample must be included as a picklist value for the Sample_vod field.

3. Grant admins access to the following tabs:

   • My Samples
   • Lot Catalog
   • Sample Transactions
   • Sample Inventory

Do not create tabs for the Sample Transaction Audit, Sample Lot, and Sample Inventory Item objects. Sample management is conducted through the Sample Transactions, Lot Catalog, and Sample Inventory objects, respectively.


4. Ensure the Inventory_For_vod field is added to the appropriate Sample_Inventory_vod page layouts, to enable admins, district managers, or auditors to conduct inventories for other users.
5. Select the check box for the ENABLE_MYSAMPLES_LOGIN Veeva Setting to enable admins to view other users’ My Samples pages.
6. Grant admins access to the CreateSampleLots_vod Visualforce page:
   • In Salesforce Setup, navigate to Custom Code > Visualforce Pages
   • Select the Security link for CreateSampleLots_vod
   • Move the appropriate profile(s) to Enabled Profiles
   • Select Save
7. Grant admins access to the VOD_GetRecordIds Apex class:
   • In Salesforce Setup, navigate to Custom Code > Apex Classes
   • Select the Security link for VOD_GetRecordIds
   • Move the appropriate profile(s) to Enabled Profiles
   • Select Save

Configuring Sample Management for Users

1. Grant end users the following permissions:
   

   Object	OLS	Record Types	Fields	FLS
   Address_vod	R	Rep Maintained	DEA_vod (optional; used for Controlled Substance Sampling) DEA_Expiration_Date_vod (optional; used for Controlled Substance Sampling) DEA_Schedule_vod (optional; used for Controlled Substance Sampling) DEA_Status_vod (optional; used for Controlled Substance Sampling) License_vod License_Expiration_Date_vod License_Status_vod License_Valid_to_Sample_vod Sample_Status_vod	Read
   Lot_Catalog_vod	R	n/a	Expiration_Date_vod Lot_vod Sample_vod	Edit
   			Active_vod Item_ID_vod Sample_Description_vod U_M_vod	Read
   My_Setup_Products_vod	R	n/a	Favorite_vod (optional) Product_vod	Read
   Product_vod	RU	n/a	Distributor_vod Manufacturer_vod Sample_Quantity_Bound_vod Sample_Quantity_Picklist_vod Sample_U_M_vod User_Aligned_vod	Read
   Rep_Roster_vod	CRU	n/a	Address_Line_1_vod Address_Line_2_vod City_vod Home_Phone Mobile_Number State_vod Zip_vod	Edit
   Sample_Inventory_vod	CRU	n/a	Audit_vod Inventory_Date_Time_vod Inventory_For_vod Inventory_Type_vod Previous_Inventory_Date_Time_vod Status_vod	Edit
   			Inventory_From_Date_vod Submitted_Date_vod	Read
   Sample_Inventory_Item_vod	CRU	n/a	Count_vod Expected_Quantity_vod Expiration_Date_vod Inventory_Name_vod Lot_vod Lot_Lookup_vod Sample_vod U_M_vod	Edit
   			Difference_vod	Read
   Sample_Lot_vod	RU	n/a	Active_vod Lot_vod Sample_vod Sample_Lot_Id_vod	Edit
   			Calculated_Quantity_vod Expiration_Date_vod U_M_vod	Read
   Sample_Lot_Add_vod	CRU	n/a	Comments_vod Lot_vod Quantity_vod Sample_vod	Read
   Sample_Order_Transaction_vod	R	n/a	Signature_Captured_Share_Link_vod	Edit
   Sample_Order_Transaction_Audit_vod	R	n/a	Signature_Captured_Share_Link_vod	Edit
   Sample_Receipt_vod	CRU	n/a	Comments_vod Confirmed_Quantity_vod Lot_vod Lot_Name_vod Quantity_vod Sample_vod Shipment_Id_vod Transferred_Date_vod Transferred_From_vod Transferred_From_Name_vod U_M_vod	Edit
   Sample_Transaction_vod	CRU	Adjustment_vod Return_vod Transfer_vod	Call_Name_vod DEA_vod (optional; used for Controlled Substance Sampling) DEA_Expiration_Date_vod (optional; used for Controlled Substance Sampling) Disbursed_To_vod Disclaimer_vod License_vod License_Expiration_Date_vod License_Status_vod Lot_vod Quantity_vod Sample_vod Sample_Card_vod Signature_Date_vod Status_vod Submitted_Date_vod Type_vod	Edit
   Sample_Transaction_Audit_vod	R	n/a	Call_Name_vod DEA_vod (optional; used for Controlled Substance Sampling) DEA_Expiration_Date_vod (optional; used for Controlled Substance Sampling) Disbursed_To_vod Disclaimer_vod License_vod License_Expiration_Date_vod License_Status_vod Lot _vod Quantity_vod Sample_vod Sample_Card_vod Signature_Date_vod	Read

2. Grant users access to the following tabs:
   • My Samples
   • Sample Transactions
3. For end users conducting blind inventories, create a new page layout on the Sample_Inventory_Item_vod (optional). Remove the Expected_Quantity_vod and Difference_vod fields from the new page layout, then assign the page layout to the appropriate user profiles.

General Configuration

1. Add the following fields to the appropriate page layouts on the Product_vod object:
   • Distributor_vod
   • Manufacturer_vod
   • Sample_Quantity_Bound_vod
   • Sample_Quantity_Picklist_vod
   • Sample_U_M_vod
   • User_Aligned_vod
2. Add the following fields to the appropriate page layouts on the Sample_Transaction_vod and Sample_Transaction_Audit_vod objects:
   • License_vod
   • License_Expiration_Date_vod
   • License_Status_vod
3. Add the following fields to the appropriate page layouts on the Sample_Order_Transaction_vod and Sample_Order_Transaction_Audit_vod objects:
   • Ship_License_vod
   • Ship_License_Expiration_Date_vod
   • Ship_License_Status_vod
4. Enable the following Veeva Setting check boxes:
   • ENABLE_RECEIPT_ACTIVATION - When this setting is enabled and users receive sample transfers, the corresponding sample lots are not active in users' inventories until they confirm they received the transfer. This setting only applies to sample transactions with the Transfer_vod record type.
   • ENABLE_IPAD_MYSAMPLES - Enables users to capture inventory counts on iPad
5. Set the MY_SAMPLES_LAYOUT_EDIT Veeva Setting to read MY_SAMPLES_LAYOUT_EDIT;;SAMPLES_MGMT. This setting references the MY_SAMPLES_LAYOUT_EDIT Veeva Message, which enables CSS styling for the My Samples edit page.
6. Set the MY_SAMPLES_LAYOUT_VIEW Veeva Setting to read MY_SAMPLES_LAYOUT_VIEW;;SAMPLES_MGMT. This setting references the MY_SAMPLES_LAYOUT_VIEW Veeva Message, which enables additional CSS styling for the My Samples page.
7. Populate the Sample_Default_vod field on the appropriate Account records with a double-semicolon delimited list of samples to default on a new or planned call (optional). The field value format must be as follows: [Textual String of Sample]::[Default Quantity];;
   For example: Cholecap 10mg::1;;Cholecap 20mg::2;;Cholecap 30mg::2
• To mass update sample defaults across an organization, create a custom list view that includes all appropriate accounts, select all records, and then update the Sample_Default_vod field via inline editing
• Alternatively, use the Data Import Wizard or Data Loader to update the Sample_Default_vod field values

Sample_Default_vod functionality is not available on the iPad platform.

8. Ensure VMobile Object Configurations (VMOCs) exist for all appropriate objects detailed in the configuration above and for the appropriate platforms. If not, create them.
9. Create sharing rules, if needed, to ensure admins can view other users’ inventories and sample transactions. By default, managers have read access to their reports’ records via the Role Hierarchy.

Finally, ensure the appropriate records are in place for sampling—each sample product must have product records and a sample lot record, and each user must have a rep roster record with address information. See Creating Records for Sample Management for more information.