Filter unsubscribed records from Search against OpenData

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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 tothese again. To prevent this, you can specify a reason when you unsubscribe HCPs and HCOs and then those records can be filtered from OpenData search results based on that reason using data visibility profile permissions.

HCP and HCO records can be resubscribed 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.

Using this feature, users can be restricted from unsubscribed records so they cannot be resubscribed through any of these ways.

Enable this feature

This feature is not enabled by default. Administrators must enable the feature for their Network instance.

To enable the feature:

  1. In the Admin console, click Settings > General Settings.
  2. At the top of the page, click Edit.
  3. Select the Enable Option to Filter Unsubscribed HCPs/HCOs from Search Against OpenData setting.

  4. In the pop-up window, confirm that you want to enable the feature.

    Important: The feature cannot be disabled after it is enabled.

  5. Save your changes.

Enabling the feature makes the following changes in your Network instance:

  • Data model updates - A new data model field, data_removal_reason__v, is enabled. The field identifies the reason why the HCP or HCO is unsubscribed.

  • Data maintenance job - A mandatory setting is added to the Unsubscribe from Veeva OpenData job configuration to identify the reason the records are being unsubscribed.

    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 visibility profiles (DVPs) - DVPs include a new permission to restrict users from searching for and downloading HCP and HCO records from OpenData that were previously unsubscribed. The permissions are based on the reason a record was unsubscribed.

To learn more about these changes, see the sections below.

Data model updates

Data removal reason field

When you enable the feature, a new reference type field, data_removal_reason__v, is automatically enabled in your Network instance.

This field 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 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 new reference type, DataRemovalReason, is assigned to the data_removal_reason__v field.

The reference codes are predefined and are used in the new data visibility setting and data maintenance job. 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

A new permission, Prevent search/download for HCPs/HCOs unsubscribed from OpenData Instance, is added to data visibility profiles.

Use it to prevent users from searching and downloading HCPs that have been unsubscribed from Veeva OpenData for any of the predefined reasons. HCPs and HCOs that have been unsubscribed for those reasons will be filtered from search for all of the users assigned to the data visibility profile.

The new permission does not display if this feature is not enabled in the Network instance.

This setting only applies 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.

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

    You can select multiple options; however, if None is selected, that can be the only option.

Example - Data privacy

On DVPs for sales reps, choose the HCP/HCO requested data removal reason to restrict those users from searching or downloading HCPs that were unsubscribed for data privacy compliance. This prevents sales reps from accidentally resubscribing the HCP without their consent.

Alternatively, on DVPs for Data Manager users, 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 data maintenance job

The Unsubscribe from OpenData Records job requires you to select the reason for unsubscribing HCPs and HCOs. The Reason for Unsubscribing HCPs/HCOs field value is applied to all of the records in the job. The data visibility profile permission is then able to restrict users from searching and downloading the unsubscribed records that are flagged for that reason.

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.

The Reason for Unsubscribing HCPs/HCOs setting displays only if this feature is enabled in your Network instance.

Reusing a configured unsubscribe job

If you reuse a previous unsubscribe job configuration for a new job, the configuration cannot be saved until you select the reason for unsubscribing the records

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.