Filter unsubscribed records from Search against OpenData

AD
DM

Administrators can prevent users from downloading HCPs and HCOs that have been unsubscribed from OpenData.

When records are unsubscribed, they are no longer available in your Network instance. However, users can unknowingly subscribe to the records again in the following ways:

  • Search - If the Search against OpenData feature is enabled, the unsubscribed records display in the search results and include the Download from OpenData icon.

  • Add requests - An incoming record from an add request matches a Veeva OpenData record.

  • Integrations - Other applications that integrate with Network using the API; for example, Veeva CRM or Vault CRM (Network Account Search), Network search widget, and Veeva Concur Connector.

To prevent users from resubscribing to the records, use the reason that was defined during the unsubscribe job.

This filtering is applied to users through a data visibility profile permission.

Data privacy example

If you unsubscribed to HCP records using the HCP/HCO requested data removal reason, you might filter the records from OpenData search results for specific users only.

  • Sales reps - On the DVP assigned to these users, choose the HCP/HCO requested data removal reason to restrict them from searching or downloading HCPs that were unsubscribed for data privacy compliance. This prevents sales reps from accidentally resubscribing the HCP without their consent.

  • Data Managers - Do not choose this reason so Data Managers have access to search and download these HCPs in case the HCP provides consent to store and use their data again.

Unsubscribe from OpenData records job

Use the Unsubscribe from OpenData Records data maintenance job to unsubscribe the records (System Interfaces > Data Maintenance Subscriptions).

Choose the reason why the records are being unsubscribed.

Important: The reason must apply to all of the records listed in your .csv file. If you are unsubscribing records for other reasons, create a separate .csv file and create a different job for those records.

Note: Records that were unsubscribed to before this feature was available cannot be back-filled with a reason. These records cannot be filtered because they do not include the data removal reason.

Data removal reason field

When the job runs, the reason will be added to the data_removal_reason__v field on the unsubscribed record.

About the field

This is a system field that is locally managed; change requests for this field are never sent to Veeva OpenData or third party data provider.

The reference type field can only be updated using the Unsubscribe from OpenData Records data maintenance job. It cannot be disabled after it is enabled.

Reference type

The reference type is read-only and can only be extended by Veeva. It can be exported, but new codes cannot be added; the Import button is dimmed.

Data visibility profiles setting

Data visibility profiles contain a setting that you can use to prevent users from searching and downloading records that have been unsubscribed from Veeva OpenData for any of the predefined reasons.

Records that have been unsubscribed for those reasons will be filtered from search for all users assigned to the DVP.

This setting applies only to HCPs and HCOs that have been unsubscribed from Veeva OpenData for the specified reasons.

Set the permission

  1. In the Admin console, click Users & Permissions > Data Visibility Profiles.
  2. Open a data visibility profile (DVP).

  3. In the Search section, expand the list beside Prevent search/download for HCPs/HCOs unsubscribed from OpenData Instance.

    Multiple options can be selected; however, None can be the only option.

    Reason Use
    None (default) The user can search for and download any HCP that has been unsubscribed from OpenData.
    HCP/HCO requested data removal Use for data privacy. For example, the HCP has requested to be removed from your Network instance.
    HCP/HCO is no longer targeted Use for data storage period limitations, or if the HCP/HCO is no longer an active target.
    HCP/HCO was added unintentionally Use if the HCP/HCO was added by mistake through the OpenData subscription's working set or downloaded by a user.
    HCP/HCO was removed for other reasons Use for any reason other than the ones listed.

Add requests for unsubscribed HCPs/HCOs

The data visibility profile permission also prevents users from adding records that have been unsubscribed from OpenData.

Add requests that match with an OpenData record that was unsubscribed for a specific reason, will be automatically rejected if it was submitted by a user who does not have permission to search and download unsubscribed HCPs/HCOs for that reason.

Users can view the resolution note to understand why the add request was rejected.

Resubscribing to records

When users have permission to resubscribe to an HCP/HCO record from OpenData, the data_removal_reason__v field value is updated and set to No Value/Null.

Anonymizing unsubscribed records

When unsubscribed HCP records are included in the Anonymize Deleted HCP records jobs, the data_removal_reason__v field value is retained; it is not masked or blanked during the anonymization job.

Reporting on data removal reason

Unsubscribed records can be reported on; for example, a data manager can create an overview of all of the HCPs removed from their Network instance, including the data removal reason. The data removal reason can be accessed from reporting as long as the record has not been anonymized; anonymized records are removed from reporting.

Exporting data removal reasons

You can export a list of all records removed from your Network instance, including the data removal reason for each HCP/HCO. Anonymized HCPs are included in target subscriptions.

Network API

This feature also supports the Network API. Unsubscribed HCPs and HCOs are excluded from the Search API if a user's DVP prevents them from searching for the records. Similarly, the Retrieve API will prevent a user from downloading an unsubscribed record based on the user's DVP.