Opt out matching settings

Administrators can include opted-out HCP records in matching for incoming records from add requests and source subscriptions. By default, opted out records are excluded from matching.

Matching is supported for records that you have opted out in your Network instance (customer opt outs) and records that have been opted out from Veeva OpenData and have previously been downloaded to your Network instance. You can determine the opt out setting by country.

This feature is available by default in your Network instance.

Configure the opt out match settings

Administrators can manage the match behavior for opted out records for their Network instance.

To configure match behavior:

1. In the Admin console, click Settings > Opt Out Matching Settings.

   The configuration page contains options for Customer and OpenData opt outs.

2. In the Customer Opt Outs in your instance section, choose an option:

   • Exclude OpenData opted out records from matching (default) - This is the default setting.

   • Include OpenData opted out records in matching - Allow records that you have opted out to be included in the matching process for add requests and source subscriptions.

   These settings apply to all countries unless you add a country exception.

   Note: If this section does not display, the data_privacy_opt_out__c field is not enabled or the Candidate Records feature is not enabled, or both. These must be enabled to match against customer opted-out records.

3. In the OpenData Opt Outs in your instance section, choose an option:

   • Exclude OpenData opted out records from matching - This is the default setting and represents the current behavior (no matching).

   • Include OpenData opted out records in matching - Allow opted-out records to be included in the matching process.

     If you select this option, choose one of the following:

     • Review new incoming records that match OpenData opt outs - Incoming records will be sent to the local inbox for review. If approved, they become valid and active locally managed records. Custom keys will be assigned to the records, as usual.

       The record will include feedback that it initially matched with an opted out record.

     • Reject new incoming records that match OpenData opt outs - Incoming records that match are rejected. On the rejected add request or source subscription job details, feedback displays so you know that the incoming record matched with an already downloaded OpenData opted out record.

   These settings apply to all countries unless you add a country exception.

4. To define a different option for specific countries, click Add Exception.
5. Save your changes.

Match to customer opted out records

You can opt out any HCP record (local, Veeva OpenData, and third party records) in your Network instance. Customer opted out records are visible in your Network instance if your HCP Opt Out Visibility data visibility profile permission is set to True. Incoming records can be merged with customer opted out records if a match is found.

Match options

• Exclude - When you choose not to match with opted-out records, the present behavior for incoming unmatched records occurs (a valid record, a candidate record, or no record is created).

  Duplicate records could be created because the add request or source subscription cannot find the record that it should be matched to.

• Include - The match process considers opted out records.

  • If a match is not found, the present behavior for incoming unmatched records occurs (a valid record, a candidate record, or no record is created).

  • If the incoming record matches, the outcome depends on the type of match that is found.

Summary of behavior for customer opt outs

	Match Option	Behavior
Add Requests	Exclude	Duplicate records could be created.
	Include	Add requests can become change requests or can be created as candidate records and included in suspect match tasks.
Source subscriptions	Exclude	Duplicate records could be created.
	Include	Incoming records can match and update records or can be created as candidate records and included in suspect match tasks.

Matching to OpenData opted out records

When records that you have previously downloaded are opted out in Veeva OpenData, they can no longer be accessed in your Network instance. Using this feature, incoming records in add requests and source subscriptions can still match to the opted out records because the records remain in Network, even though they're not visible.

If a match is found , the incoming record cannot be merged with the opted-out OpenData record, but a new locally managed record can be created.

Summary of behavior for OpenData opt outs

	Match Option	Behavior
Add Requests	Exclude	Customer cannot retain a copy of an opt out
	Include - Reject	Record matches and is automatically rejected with a note.
	Include - Review	Add request is sent to the local inbox with a note.
Source subscriptions	Exclude	Duplicate records could be created.
	Include - Reject	Record matches and is automatically rejected with a note.
	Include - Review	Add request is sent to the local inbox with a note.

Match options

You can choose one of these options to match to OpenData opted out records:

• Exclude - When the matching process does not occur, the present behavior for incoming unmatched records occurs (a valid record, a candidate record, or no record is created).

  Duplicate records could be created because the add request or source subscription cannot find the record that it should be matched to.

• Include - The match process will consider opted-out records.

  Behavior for including opted out records

  Match type	Outcome
  No match is found	The present behavior for incoming unmatched records occurs (a valid record, a candidate record, or no record is created).
  Key matches	If an incoming record matches using custom keys or entity IDs (VIDs), the opted out record is updated with the data from the incoming record (present behavior).
  ACT and ASK matches	When strong matches or fuzzy matches are found, Network recognizes that the match is with an opted out record and will not update it with the incoming record. The option that you choose in the configuration (Reject or Review) determines what happens to the incoming record. Reject - If a match is found, the incoming record is auto-rejected and discarded. Review - When a match is found, an add request is routed to the local inbox. If the add request is accepted, a locally managed record is created.

  Considerations for source subscriptions

  When opted out records are included in matching and an incoming record matches with two records, the record with the lowest Network entity ID (VID) is matched, regardless of whether the records are opted out or not. This is existing match behavior

  For example, if an incoming record matches to both a downloaded opted-out OpenData record and an existing record that is not opted out, the record with the lowest VID is matched.

  Including opted out records

  When you choose to include opted out records in matching, there are two options:

  • Reject new incoming records that match OpenData opt outs

  • Review new incoming records that match OpenData opt outs

  Reject matches

  If you choose this option and a match is found, the incoming record is auto-rejected and discarded.

  Note: Because ASK and ACT matches are treated the same, some records might really be duplicates of opted out records, while other records are not. Rejecting records could result in the loss of data for records that are not actually a duplicate of the opted out record.

  • Add requests - A resolution note displays in the request so the user knows why the request was rejected.

    Rejected add request

    

  • Source subscriptions - If you reject matches in source subscriptions, the rejected matches are identified in the job error log, job details, and the inbox.

    Job error log

    A job warning displays in the Job Error Log so you can identify the record that was not processed.

    

    The entity ID displays, but opted-out OpenData records are not accessible in the Network UI. In this example, TEST1:12185|TEST12 is the key for the record from the incoming file. TEST1:2 means that rejected record was in the second row of the feed called TEST1.

    Job Details page

    The Job Summary table displays a count of the matches that were rejected in the Rejected column.

    

    Inbox

    Source subscription jobs with the rejected matches are listed in the inbox with Job Warnings.

    

  Review matches

  If you choose this option and a match is found, an add request is routed to the local inbox. If the add request is accepted, a locally managed record is created.

  Note: An ASK match cannot be created as a suspect match task because the opted-out OpenData record is not visible in Network.

  The resolution note explains that the record matched to an opted out record.

  • Add requests - If the original add request was created by a Data Steward and it matches to an opted out record, the request is automatically approved, as usual. If it was created by another user, Data Stewards can review and process the request.

    

  • Source subscriptions - Any matches found for opted-out OpenData records are identified in the Job Details, match log and on the resulting add requests.

    Job Details page

    The Match Summary table displays a count of matches in the ACT Matches Locally column, but the Job Result Summary table displays only zeros (0).

    

    Match log

    Any matches display in the match log because you've chosen to review the matches. It also displays because you can't match to an already downloaded opted-out OpenData record because that record isn't accessible in your Network instance.

    The Match Id and Numberic Match ID columns display the opted-out OpenData record that matched to the incoming record. The opted-out record cannot be accessed in the Network UI, but you can report on the VID for more details.

    

    Inbox

    Because the match to an opted-out OpenData record isn't possible, an add request is created to potentially add a local record.

    The Requester Comments in the add request explain that the record was matched in a source subscription.

    The Resolution Notes identify that the request matched to an opted-out record and that custom key values are being automatically approved.

    

    Note: Add requests will follow the rules you have defined in your workflow settings. For example, add requests from matched records will be automatically approved if you have set your workflow setting to do this for new customer owned records.