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 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 License Fields (optional)
    • License_vod
    • License_Expiration_Date_vod
    • License_Status_vod
    • License_Valid_to_Sample_vod
    • Sample_Send_Status_vod
    • Sample_Status_vod

    Edit

    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
    • ASSMCA_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
    • ASSMCA_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

    R

    • 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

    R

    n/a

    • DEA_vod (optional)
    • DEA_Expiration_Date_vod (optional)
    • License_vod
    • License_Expiration_Date_vod
    • License_Status_vod

    Edit

  2. Grant admins access to the following tabs:

    • My Samples
    • Lot Catalog
    • Sample Transactions
    • Sample Inventory
  3. 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:
    ObjectOLSRecord TypesFieldsFLS

    Address_vod

    R

    Rep Maintained

    • DEA License Fields (optional)
    • 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

    R

    • Adjustment_vod
    • Return_vod
    • Transfer_vod
    • Call_Name_vod
    • DEA_vod (optional)
    • DEA_Expiration_Date_vod (optional)
    • 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)
    • DEA_Expiration_Date_vod (optional)
    • 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 users confirm a sample receipt, the corresponding sample lot is automatically activated in the user’s inventory
    • ENABLE_IPAD_MYSAMPLES - enables users to capture inventory counts on iPad and Windows platforms
  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
  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.