Data maintenance

The following enhancements have been added to the Unsubscribe from OpenData data maintenance subscription for this release.

Reason required for unsubscribing to OpenData records

25R1

A reason must now be defined when you unsubscribe from OpenData records.

Defining a reason enables administrators to restrict users from unsubscribed HCO and HCP records so they cannot be resubscribed again.

This enhancement is enabled by default in your Network instance the first time you edit an existing Unsubscribe from OpenData Records subscription or create a new one.

Once enabled, it is applied to all new and existing unsubscribe subscriptions.

Updates to your Network instance

Providing a reason to unsubscribe OpenData records was previously an optional feature: Enable Option to Filter Unsubscribed HCPs/HCOs From Search Against OpenData.

Note: Because the feature is now enabled by default, the setting is removed from the General Settings page.

No impact

No changes will be made to your Network instance in the following situations:

  • You do not use the Unsubscribe from OpenData Records data maintenance job.

  • The existing optional feature to filter unsubscribed HCPs/HCOs is already enabled in your Network instance.

New and existing subscriptions

If the optional feature was not enabled, the following changes are now made in your Network instance the first time you create an unsubscribe subscription or edit an existing subscription:

  • Data model field - The data_removal_reason__v field is added to HCO and HCP objects.

  • Unsubscribe subscription - A required setting is added to the data maintenance subscription configuration to define the reason for unsubscribing.

    Reason Use for
    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.

  • Data visibility profiles - A new permission is added to define the records users can access or not access based on the unsubscribe reason.

    The permission setting displays automatically when an unsubscribe job is added or an existing job is updated.

Administrators can use these updates to prevent users from unknowingly downloading unsubscribed records again by leveraging the reason specified when a record was unsubscribed.

For more details, see Filter unsubscribed records from Search against OpenData in the Veeva Network Online Help.

Add an Unsubscribe subscription

When you choose Unsubscribe from OpenData Records as the new data maintenance subscription, the dialog displays the changes that will be made to your Network instance.

Click OK.

The subscription configuration opens and now contains the required setting, Reason for Unsubscribing HCPs/HCOs.

A reason must be selected before the subscription configuration can be saved.

Important: The reason must be the same for all records being unsubscribed in that job. If you are unsubscribing records for other reasons, create a separate .csv file and create a different job for those records.

If additional Unsubscribe subscriptions are created, the pop up only indicates what the job will do. The feature updates have already been made.

Edit an Unsubscribe subscription

Existing Unsubscribe from OpenData Records subscriptions will now require a reason to be defined before the subscription can run.

The first time you open an existing subscription, the Actions Needed to Proceed dialog describes the changes that will be made to your Network instance.

  1. Choose Yes, Proceed to accept the changes and open the subscription.

  2. Select a Reason for Unsubscribing HCPs/HCOs and save your changes.

The pop up is presented once. Subsequent visits to access an existing subscription simply display the page.

Restrict access to unsubscribed HCOs from Search against OpenData

24R3.1

Administrators can now prevent users from searching and downloading HCOs that have been unsubscribed from OpenData. Previously, this was available for HCPs only.

When records are unsubscribed, they are no longer available in your Network instance. However, if the Search against OpenData feature is enabled, the records display in the search results and include the Download from OpenData icon; users can unknowingly subscribe to the HCOs again.

HCO records can be unknowingly resubscribed to your Network instance from the following activities:

  • Search and downloading records from applications that integrate with Network using the API, for example, Network Account Search (Veeva CRM and Vault CRM), Network Search widget, and Veeva Concur Connector.

    End users for these applications (for example, sales reps) do not know that these records have been unsubscribed due to an opt out.

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

  • Downloading records in the Network UI using Ad Hoc Download or the Download from OpenData button.

You can now specify a reason when you unsubscribe HCOs and then those records can be filtered from OpenData search results based on that reason using data visibility profile permissions.

Enable the feature

To prevent users from unknowingly downloading and resubscribing HCO records again, use the Filter Unsubscribed HCPs/HCOs from Search against OpenData feature.

Update: In version 25R1.0, this feature is enabled by default when creating a new Unsubscribe subscription or editing an existing one.

Administrators must enable this feature.

Note: If the feature is already enabled in your Network instance to restrict access to unsubscribed HCPs, the behavior will be applied to HCOs by default.

  1. In the Admin console, click Settings > General Settings.

  2. At the top of the page, click Edit.

  3. In the Data Maintenance section, select Enable Option to Filter Unsubscribed HCPs/HCOs from Search against OpenData.

  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 changes to the data model, data visibility profiles, and the Unsubscribe from OpenData records data maintenance subscription.

Data model updates

When the feature is enabled, the data_removal_reason__v, field is automatically enabled for HCPs and HCOs. It cannot be disabled.

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 be updated only using the Unsubscribe from OpenData Records data maintenance job. The job populates the field with the reason the record is unsubscribed.

Reference type

The field uses the DataRemovalReason reference codes. Each code describes a reason that a record is unsubscribed.

The reference codes are predefined. The reference type is read-only and can be extended only by Veeva.

DataRemovalReason reference codes

Network Code Network Name Definition
DRR_01 HCP/HCO requested data removal "Right to be forgotten" as defined by GDPR, CCPA, etc.
DRR_02 HCP/HCO is no longer targeted Data storage period limitation (e.g. defined by GDPR), Company changes its therapeutic area
DRR_03 HCP/HCO was added unintentionally HCP/HCO added unintentionally to the working set, HCP/HCO downloaded unintentionally by sales rep or Network user
DRR_04 HCP/HCO was removed for other reason Any reason other than the ones listed above

Data visibility profile changes

A permission is added to DVPs to restrict users from searching for and downloading HCP/HCO records from OpenData that have been unsubscribed.

Administrators can choose any of the predefined reasons for unsubscribing an HCO. HCOs that have been unsubscribed for those reasons will be filtered from search for all users assigned to the data visibility profile.

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

Changes to the Unsubscribe data maintenance subscription

A mandatory setting is added to the Unsubscribe from OpenData records subscription configuration to identify the reason the HCOs are being unsubscribed.

Important: The reason must apply to all the HCP or HCO records that you are unsubscribing in the job. If you are unsubscribing records for other reasons, create a different job for those records.

When the job runs, the unsubscribe reason is added to the data_removal_reason__v field on the HCO record.

Note: The feature must be enabled before you run the Unsubscribe from OpenData records job. HCP and HCO records that are unsubscribed before the feature is enabled cannot be back-filled with a reason. The access to these records cannot be restricted because they do not include the data removal reason.

More information

All the functionality that was available for unsubscribed HCPs is now extended to support HCOs.

For additional details about this feature, see Filter unsubscribed records from Search against OpenData in the Veeva Network Online Help.

Unsubscribe HCO records

The Unsubscribe from OpenData records data maintenance subscription is used to unsubscribe HCOs.

For detailed information about the process, see Unsubscribing from Veeva OpenData records in the Veeva Network Online Help.

Enable the data maintenance subscription

To enable the Unsubscribe from OpenData records feature in your Network instance, contact Veeva Support.