Vault CRM

Massachusetts Controlled Substances Registration (MCSR) licenses

25R1

MCSR licenses are now mapped between Network fields and Vault CRM fields for the Network Bridge. When Vault CRM users download records, the MCSR license details will be included on Massachusetts (MA) addresses for accounts.

This enhancement is available by default in your Network instance. There are configuration steps for Vault CRM and Network.

Note: The full Network-Vault integration for MCSR licenses will be available in Vault CRM's 25R1.0 release.

About MCSR licenses

Massachusetts has new requirements for Controlled Substance Registrations (MCSR) for HCPs.

To support this, Veeva OpenData has added specific address information and drug schedule information for each MA CDS license.

  • Address VID (address_vid__v)

  • Drug Schedule (drug_schedule__v)

Example

When the Vault CRM bridge runs, the drug schedule information will be populated only on the specified address for the MA CDS license.

Enabling MCSR licenses in Vault CRM

Vault CRM configuration

The MCSR data is stored on the CDS fields on the address__v object.

In Vault CRM, grant the Network integration user edit permission to the CDS fields on the address__v object (including the new CDS Schedule field).

Additional information will be available when Vault CRM 25R1.0 is released in Spring 2025. See the Vault CRM Online Help for release dates.

Network configuration

To update all the existing Massachusetts addresses in Vault CRM, push the records through the Vault CRM Bridge.

To do this:

  1. Run a query to identify the HCPs in Massachusetts (Reports > SQL Query Editor).

    Example query 

    SELECT
        DISTINCT hcp.vid__v
    FROM
        hcp INNER JOIN license
            ON (
            entity_vid__v = hcp.vid__v
            AND type_value__v = 'MA'
            AND type__v = 'CDS'
            AND license_status__v = 'A'
            AND license.record_state__v = 'VALID'
        ) INNER JOIN customkey
            ON (
            hcp.vid__v = custom_key_entity_id__v
            AND custom_key_status__v = 'A'
            AND custom_key_source_type__v LIKE '%CRM%'
        )

    Note: Change the last line of the query if your Vault CRM system name in Network doesn't include "CRM".

  2. Add the HCP VIDs to the Export by VID functionality in the Vault CRM target subscription that is used by the bridge.

The addresses will be pushed to Vault CRM the next time the Vault CRM Bridge runs.

When Vault CRM supports MCSR data, it will be included on records when users download HCPs using Network Account Search.

License mapping

Network Field (License object)

 Vault CRM Field (address__v object)
expiration_date__v cds_expiration_date__v
license_number__v cds__v
license_status__v cds_status__v
vid__v network_cds_entity_id__v
drug_schedule__v cds_schedule__v

Vault CRM Bridge record limit

24R3.1.2

To optimize Vault CRM Bridge jobs, the number of account records in each job will be limited to load data in smaller batches.

Records that have the oldest update time are exported first. The next time the bridge job runs, the next batch of records are exported, and so on.

The account record limit is applied by default to all Vault CRM bridge jobs.

  • Default record limit - 300,000 records

  • United States record limit - 150,0000 records

Parent HCO records

Parent HCOs are included in addition to the records that are exported.

For example, if the 150,000 record limit for a US Vault CRM bridge job is reached, the related parent HCOs are then added, so the job might upsert 200,000 account records to Vault CRM.

Target subscription updates

The record limit is automatically set on the target subscription configuration used by the Vault CRM bridge. Only the maximum number of records will be included in the export files.

The following target subscription settings will be ignored for Vault CRM bridge jobs:

  • Full Data Extract - The target subscription will always be run as a delta extract.

  • Apply Record Limit - Any limit defined for this setting for delta extracts will be overridden by the limits set for the Vault CRM bridge.

Job details

The target subscription job details page displays the Record Limit.

Vault CRM Bridge updates

The new Record Limit displays in the Network Data section on Multi-Country bridge configurations; it does not display on child bridge configurations.

Click the tooltip to review the record limit details.

Subsequent Vault CRM bridge jobs

When the record limit is reached, the records that are exported in the next scheduled (or manually run) Vault CRM bridge job are determined using one of these settings in the following order:

  1. Vault CRM bridge setting - The value defined for theData Revision Value.

  2. Target subscription -The Delta Tag End on the last run job record is used to find the record to start with on the next job.

Existing Vault CRM bridge jobs

Delta bridge jobs

If the target subscription is set to export a delta, the record limit will be enforced on existing jobs. When the limit is reached, the next scheduled (or manually run) job will start where the last bridge job left off.

Full bridge Jobs

The record limit will be enforced on target subscriptions that are set to export a full job. The Full Data Extract export setting will be ignored.

To start over and reload all the data:

  1. Instead of setting the target subscription to full export, set the Data Revision Value setting to 0 on the Vault CRM bridge.

    This setting overrides the Delta Tag End on the last target subscription job.

    The bridge job will start and export all records up to the limit.

  2. After starting the first bridge job, clear the 0 value from the Revision Data Value setting.

    Important: If the 0 value is not cleared, the next bridge job will send the first set of records again.

  3. Continue running the bridge jobs until the record limit is no longer hit.

DCR attachments

24R3.1

DCRs received from Vault CRM can now include attachments. Support for adding attachments on DCRs was added in Vault CRM version 24R3.2.

This enhancement is enabled by default. Network has supported attachments on DCRs since version 23R3.0 (December 2023).

Support for attachments

  • Number of files - A maximum of three files.

  • File size - 10 MB maximum for each file.

  • File types - Only image file types are supported in Veeva Network.

    • BMP

    • GIF

    • HEIF (supported on Apple® devices only)

    • JPG/JPEG

    • PNG

    • TIF/TIFF

  • Descriptions - A maximum of 1000 characters can be added.

  • Platforms - Vault CRM Browser and iPad.

Network configuration

Attachments must be configured for each object type (HCP, HCP).

If you have enabled attachments for objects in your Network instance already, no changes are required to support these DCRs from Vault CRM.

For details, see Enable attachments on DCRs in the Veeva Network Online Help.

Vault configuration

Configuration steps are required in Vault CRM to support attachments on DCRs.

For details, see the DCR Attachments topic in the Vault CRM Online Help.

Long notes on data change requests

24R3.1

Network accepts DCRs submitted from Vault CRM that include notes containing up to 1,000 characters. Vault CRM added support for long notes in version 24R3.2.

Vault CRM users can add detailed comments in the Notes section on DCRs to provide data stewards with the information they need to verify the requested changes.

This enhancement is enabled by default in your Network instance.

Support for long notes

Long notes are available in the Browser and iPad.

Network configuration

No configuration is required in Network to support additional text on DCRs sent from Vault CRM.

Previously, the maximum characters supported for Notes on DCRs was 255 characters.

Vault CRM configuration

Configuration steps are required in Vault CRM to support long notes on DCRs.

For details, see the Long Notes in Data Change Requests topic in the Vault CRM Online Help.

Null values for missing reference mappings

24R3.1

When records are sent to Vault CRM through the Network Bridge, any values that do not have a corresponding Network Reference Mapping in CRM are now replaced with a null value so the record can be upserted. Previously, records with missing reference mappings failed to upsert.

This enhancement is enabled by default.

About reference mappings

Network reference values must be mapped to Vault CRM reference values. Values for reference type fields are frequently added by Veeva OpenData so the mappings must be maintained.

When the Network Bridge runs, the Network reference codes are transformed to the Vault CRM reference codes. Previously, if a reference mapping was missing, the Network code remained in the field. The record would fail to upsert because the Network code does not include the __v or __c suffix that Vault CRM codes have.

Note: The upsert fails for each object record only. For example, if the missing reference mapping is on the HCP record, it will fail to upsert but any related addresses or relationships will upsert successfully.

Now, missing reference codes will be replaced with a null value after the transform so the record can be upserted. The reference field value will be null, so it should be fixed by creating the mapping, but the record will be successfully updated.

Considerations for required fields

If the missing reference value is for a required field in Vault CRM, the record will fail to upsert because there's no value. For example, Primary Country is a required field for records in Vault CRM. A record cannot be added without a value in the Primary Country field.

Field exceptions

If there are fields that you do not want to be upserted to Vault CRM with a null value, contact Veeva Support.

These fields can be configured so they will not be changed to null. The record will fail to upsert.

Resolve missing reference mappings

When reference mappings are missing, the record will be upserted but the field value will be missing in Vault CRM.

After the bridge job runs, any missing reference mappings display as a Vault Upsert Error on the Job Details page and will be logged as a Record Level Error.

Click Download Error Report Log to view the error details.

The log identifies the error as a missing reference mapping and displays the reference type field and the reference code.

Missing Network Reference Mapping, record updated with null value: ON for specialty_1__v

Use this information to update your Network - Vault CRM reference mappings.

You can validate the Vault CRM Bridge to help identify and correct all missing reference mappings. To proactively maintain the bridge mappings, run the bridge validation monthly or quarterly.

Updates to reference codes

Network publishes the changes to OpenData reference codes in the Veeva Network Data Governance document with each Network release. Use this document to maintain your reference mappings.

The Data Governance document is published in the Release Notes topic for each release.

Vault CRM Bridge job changes

24R3.1

Network Address and License objects map to the Vault CRM Address object. Address and License jobs will now be combined when they are upserted in the Vault CRM Bridge.

On the Job Details page, the Bridge Summary section will now display Address and License counts together in the Address row.

This change is enabled by default in your Network instance.