Send add requests to Veeva OpenData

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Data Stewards and Data Managers can route qualified local records to Veeva OpenData as add requests so OpenData takes ownership of the records.

Sending the records to OpenData for ownership reduces stewardship cost for customers and improves data quality.

Note: Add requests cannot be sent to third-party data providers using this feature.

Enable feature

The feature is not enabled by default. Contact Veeva Support to enable it for your Network MDM instance.

Set user permissions

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When the feature is enabled, Administrators can determine which group of users have access to the Send to OpenData button by assigning a permission on the data visibility profile.

  1. In the Admin console, click Users > Data Visibility Profile.
  2. Select a data visibility profile and click Edit.
  3. In the Permissions section, set the Send to OpenData option to True.
  4. Save your changes.

The Data Stewards and Data Managers assigned to this data visibility profile will have access to the Send to OpenData button on locally managed records.

Support for Send to OpenData

Data Stewards can route locally managed records to Veeva OpenData using the Send to OpenData button on the record profile.

The primary country of the record determines which Veeva OpenData instance the add request is sent to. Address countries are not considered for add request routing.

The Send to OpenData button displays only if the following criteria are met:

  • User Type - Data Steward or Data Manager

  • Record state - Valid

    The button is hidden if the record is in any of the following states: Under Review, Invalid, Merged_into, or Deleted.

  • HCP/HCO Type - Must be managed by Veeva OpenData (this is defined in the Veeva OpenData subscription).
  • Record owner - Locally managed.

  • Data restrictions - The record does not contain proprietary, restricted data, or third-party system contributions - sub-objects or attributes cannot be from a proprietary system.

    Source systems cannot be marked as proprietary or restricted in System Interfaces > Systems. Data from a proprietary system is never shared with Veeva OpenData or a third party data provider.

  • Tasks - The record does not have local pending tasks (DCRs or suspect matches).
  • The record has not already been sent to Veeva OpenData with pending tasks.

Sending records

After a Data Steward or Data Manager clicks the Send to OpenData button, a dialog displays containing the following:

  • Requester notes

    (Optional) Provide some context about the record or the reason for sending the add request. This helps the OpenData team to verify the add request.

    Note: Default text, OpenData Takeover Request, is appended to all Requester Notes so OpenData can easily identify these requests. If additional notes are not provided, this default text still displays when the request is sent.

  • Attachments

    Include image files to help OpenData Data Stewards to quickly process the add request. For example, include a photo of a business card,

  • Disclaimer

    Confirm that the data you sending to OpenData was not sourced from another master data provider.

    The Send to OpenData button is not active until you confirm. If the data originated from a different master data provider, cancel the request. The record cannot be sent to Veeva OpenData.

Send to OpenData not active

If the Send to OpenData button displays but it is dimmed, the record contains proprietary data, has pending local tasks, or has already been sent to Veeva OpenData. For each of these reasons, a tooltip message displays when you hover over the dimmed Send to OpenData button.

My Requests

Records that are routed using the Send to OpenData button display as add requests on your My Requests page.

Note that the Requester Comments on the My Requests page and on the task contains the default text, OpenData Takeover Request, and any comments that you added when you sent the request.

Add requests

When add requests are sent to Veeva OpenData, the following behavior occurs:

Impact to the local record

  • The record profile becomes locked; edits cannot be made. Incoming change requests are automatically rejected by Network MDM with the following message: "System Rejected - You cannot update a record that has been sent to OpenData. The record is currently Pending Master."

  • Further updates made to the pending OpenData record are automatically rejected.

    Change requests can be made to this record after the add request has been processed by Veeva OpenData.

  • The record cannot be merged into another record; the Find Suspect Match option on the profile page is not available.
  • For candidate records, the Resolve button on the record profile is disabled so data stewards or data managers do not accidentally resolve the candidate.
  • When the Create Verified option is enabled in your Network MDM instance (Workflow Settings), another unverified record will not be created. Network MDM recognizes that the local record already exists, so a new unverified record will be prevented from being created.

Details not included on the add request

Add requests that are routed using Send to OpenData do not include the following information:

  • Custom reference types for sub-objects (addresses, parent HCOs, and licenses). The values are removed.
  • Inactive sub-objects
  • Locally managed parent affiliations. If the record has a parent HCO relationship to an HCO from a proprietary source, the HCP record is sent to OpenData without the parent HCO relationship and HCO. Only Parent HCOs that are managed by Veeva OpenData are included in the add request.

Details retained on the new OpenData record

Custom keys and sources are retained on the record if Veeva OpenData accepts the add request and assumes ownership of the record.

Rejected add request

If Veeva OpenData rejects the add request, the record state of the locally managed record remains valid. The record can be edited and the Send to OpenData button displays on the record's profile page.

Reporting on DCRs

Users with access to advanced reporting can run a query to report on the change requests that have been sent to Veeva OpenData. For more information see DCRs sent to Veeva OpenData.