OpenData subscriptions

NCPDP IDs

Veeva OpenData subscriptions for the United States now contain the option to receive National Council for Prescription Drug Programs (NCPDP) IDs for HCOs. For compliance, Veeva OpenData can provide NCPDP data only to customers that have a NCPDP license. Previously, NCPDP ID data was available to all customers.

There is no extra cost for enabling this subscription and receiving this data.

Enable the NCPDP subscription

The Include NCPDP data field-level subscription is disabled by default in all Network instances. The ncpdp_num__v field is also disabled by default. For existing customers, the subscription can be enabled when your license is verified by Veeva OpenData. When the subscription is enabled, you must also enable the ncpdp_num__v field so it can be managed by OpenData.

If you do not have a license, or your license has not yet been verified (new customers), the Include NCPDP data option is dimmed in your US OpenData subscription.

Locally managing NCPDP data

The NCPDP field can be useful for matching purposes. If you do not have a license, the ncpdp_num__v field for HCOs can be enabled and managed locally; data change requests on the NCPDP ID will be sent to local data stewards.

For information about using Veeva standard fields to load local data, see Enabling data model fields.

The tooltips that displayed beside the Additional OpenData Parent HCO records options have been removed. The tooltips contained a count of the records that could be downloaded into your Network instance the next time the subscription job ran. The count could be vastly overstated because it could not reflect the filtering criteria that is applied before records are downloaded. The tooltips have been removed to avoid misrepresenting the count of records that could be downloaded.

Converting OpenData opt-outs

Administrators now have the option to configure an OpenData subscription so opted out records for Veeva OpenData HCPs are automatically converted into customer-managed records.

Today, when HCPs opt out of OpenData, the record is no longer actionable; it disappears from your Network instance and is masked in Veeva CRM. However, some HCPs that opt-out of OpenData still consent to customers continuing to store and process their data. In this case, Network can convert the OpenData record into a customer-managed (local) record that keeps the same Network entity ID. This enables you to retain the history of transactions and to continue engaging with the HCP.

OpenData country subscriptions contain the setting to convert opted-out HCP records into customer-managed records. The setting is managed by country so you have the flexibility to convert records in some countries but not others. For example, your compliance team might have a policy for some countries that opted-out records in OpenData must be opted out in your Network instance also.

When records are converted, the following information is retained on the customer-managed record:

All lDs on the record (Veeva ID, alternate IDs, custom keys).
The account record in Veeva CRM including all of its transactional data.

This enhancement is available in all OpenData country subscriptions in your Network instance. The setting is disabled by default.

Note: This feature applies only to future records that are opted-out of OpenData; it does not apply to records that have been opted-out in the past.

Some countries do not use the data privacy opt-out feature. If the setting is enabled for the country, there is no impact to your data.

Supported records

OpenData records can be converted into local records if the record existed in your Network instance before it was opted-out. If the HCP record was not downloaded before the record was opted-out, it cannot be converted to a local record.

Convert records

In Europe, when HCPs request to be opted out, OpenData sends an email every 15 days to inform customers about the requests. Ten days later, the data_privacy_opt_out__v field is set to True for those HCP records. If you enabled the option to convert opted-out records in your OpenData country subscription, the next time you sync with OpenData, the record will become a local record.

To enable the option:

In the admin console, click System Interfaces > OpenData Subscriptions.
Open a country subscription and select Convert OpenData opt-outs into customer-managed records.

After the record is converted, it will no longer be updated by OpenData. It cannot be downloaded from OpenData again and the Send to OpenData button on the profile is hidden from local data stewards so the record cannot be taken over by OpenData.

If the opted-out record is not converted into a customer-managed record, it is no longer available in your Network instance. This is the existing data privacy opt-out behavior.

Updates to converted records

When Veeva OpenData records are converted to local records, the following changes are applied:

Changes to fields

Fields are updated to identify the change in ownership.

Field	Old Value	New Value
record_owner_type__v	OpenData	Locally Managed
record_owner_name__v	OpenData	Local
is_veeva_master__v	True	False
data_privacy_opt_out__v	No/False	No/False

All locally managed fields and sub-objects are retained when the OpenData record is converted to a locally managed record.

New source system

A new Veeva-owned system called opendata_opt_outs__v is added to your Network instance. Any opted-out OpenData record that is converted will be assigned to this system. This enables you to easily track the records that have been converted. The system cannot be used in source and target subscriptions.

Custom keys

On the new local record, the MASTER_v source key will be inactivated. The MASTER__v source key is added to every OpenData record that is downloaded to your Network instance. A new custom key for the opendata_opt_outs__v system is added. That new custom key contains the Network entity ID.

Revision history

In the record's Revision History, you can view the previous revisions and the changes that occurred during the conversion; for example, the change in record owner name and type.

Data lineage

On the data lineage page for the converted local record, all of the OpenData sources are replaced with the new system, opendata_opt_outs.

Relationship considerations

If a converted record has relationships to OpenData HCOs, the relationship is converted to a local relationship. You can view these relationships in detail using Network Explorer.

Merge records

After opted-out records are converted into local records, they can be merged into other local or master records as usual.

Change requests

Updates to the converted HCP record will be routed to local data stewards. If the record was not converted to a local record, the DCR is automatically rejected.

Reporting on converted records

To report on records that have been converted in your Network instance, you can run a SQL query.

Sample query

SELECT
        hcp.vid__v,
        hcp.record_merged_vid__v,
        customkey.custom_key_status__v,
        customkey.custom_key_source_type__v,
        customkey.custom_key_type__v,
        customkey.custom_key_value__v
    FROM
        hcp JOIN customkey
            ON hcp.vid__v = customkey.custom_key_entity_id__v
    WHERE
        customkey.custom_key_source_type__v = 'opendata_opt_outs__v'
        AND hcp.vid__v = customkey.custom_key_value__v
    ORDER BY
        hcp.vid__v

This query includes merge losers because converted records could be merged into other local records. In the report results, the surviving record ID displays if the record was merged into another record.

Ad Hoc Download

Converted records cannot be downloaded to your Network instance using Ad Hoc Download in an OpenData subscription. If the Network entity ID (VID) of an opted-out record or converted record is added, an error displays.

Filter labels

The filter labels that are used to subscribe to additional HCPs and HCOs in country subscriptions are updated to more accurately reflect how the filters actually work.

Updated labels

The following labels have been updated.

Previous Field Label	Updated Field Label	Description
All Specialties	Any Specialty	The filter looks for the value in any of the fields in the specialty field set: `specialty_1__v` to `specialty_9__v`.
Types	Type	The filter looks for the value in the object type field: `hco_type_v` or `hcp_type__v`.