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Recording and Submitting Contact Calls

Some end users carry their laptops with them throughout the day and enter call information as they make the calls. (This is necessary if signatures are captured electronically when samples are dropped.) Others choose to enter all call details at the end of the day.

End users track details about calls made on a contact with contact call records. Although users can create and display contact calls on the Contacts screen, they enter details about the actual call in the Activities screen. To record a contact call, users must complete the following procedures:

• Display the Contact Call Detail view
• Enter information on products detailed
• Enter information about any samples dropped and obtain signatures for these dropped samples
• Enter information about any promotional items dropped
• Record any decision issues discussed during the call
• Submit the call

NOTE:  End users can view all activities, contacts, and opportunities associated with an account and its child accounts on the account hierarchy tree. For more information, see Administering and Managing Accounts in Life Sciences.

This task is a step in Process of Recording Calls.

To record contact calls

1. Display the call in the Contact Call Detail view, for example, in one of the following ways:
   • Navigate to the Activities screen, then the Activities List view, and drill down on a planned contact call activity.
   • Navigate to the Contacts screen, then the Contacts List view, drill down on a contact, click the Calls view tab, and drill down on the call.

     NOTE:  For more information on scheduling and creating contact calls, see Creating a Contact Call.

2. In the Call Product Detailed list, click Add.

   A pop-up opens which lists all the products which can be detailed.

3. Enter priorities for the products you want and click OK.

   Some fields are described in the following table.

   Field	Comments
   Indication	The purpose or therapeutic area for which a drug is designed.
   Priority	Priority of this product relative to others discussed during the call.
   Product	The product detailed during the call.

4. In the Samples Dropped applet, click Add to create a new record for each product dropped during the call and complete the necessary fields in the pop-up that is displayed.

   The Samples Dropped applet shows all sample products available to the user and Lot# from Personal Inventory. You can click on Show All which will show all Valid Product Lot# combinations.

   If there are two active allocations for a given product, the application displays the same lot# of each allocation record. If this is the case, ensure that the allocation records loaded do not have overlapping dates.

   Some fields are described in the following table.

   Field	Comments
   Available Qty	Quantity available in the sales representative's inventory.
   Cut Off Date	Date after which it is not advisable to sample the product.
   Expiry Date	Date on which the product expires.
   Lot #	The lot number (if applicable) of the products dropped during the call. If tracking samples by lot number, select a lot number in the Pick Lot dialog box. For more information, see Defining Lot Numbers for Samples.
   Max Quantity	The maximum quantity that a sales representative can sample.
   Name	The name of the products dropped during the call. The products appearing in this drop-down list are based on the products available in your samples inventory. For more information on samples, see Managing Pharma Samples.
   Quantity	The quantity of sample dropped during the call.
   Stop Sampling	A flag which identifies that this sample cannot be disbursed anymore.

   NOTE:  If the sample you dropped does not appear in the Name field drop-down list, the sample has not been defined as a product. It is the responsibility of your administrator to define products.

   If you select a Smart Call Template, the application populates the Qty values based on the Smart Call Template. If there are two active Lot # for a product, Qty values are applied by the application based on the cut off date and the Last Physical Count value being greater than zero.

5. In the Samples Request applet, click Add to create a new record for each product dropped during the call and complete the necessary fields in the pop-up that is displayed.

   Some fields are described in the following table.

   Field	Comments
   Name	Name of the sample.
   Stop Sampling	A flag to indicate if the stop sampling field is set.
   Min Quantity	The minimum number of samples that a sales representative should deliver.
   Max Quantity	The maximum number of samples that a sales representative can request
   Available Quantity	The number of samples that a sales representative has.
   Quantity	Enter the number of samples requested by the doctor.

   The Direct Send products will not have an opening count, closing count, physical count. The sales representative cannot transfer, return, adjust, report loss or theft for these samples because they do not have possession of the samples. The Sample Carry Process and the Inventory Period will be used only for sample carry products.

6. (Optional) Click the Validate link in the Call Details view.

   The validation engine validates the call against sample eligibility rules without navigating to the Signature Capture screen. The sales representative can validate the call prior to meeting the professional and ensure all business rules are met.

   The validation processes use all rules defined by the Administrator for sampling. A visual indicator (Red, Yellow, Green) and a message applet shows all warning and error messages, if any. The sales representative can correct any issues and click Sign if the visual indicator is yellow or green. The validation process will also copy the correct State Lic# and DEA# details to the call, based on the selected Address for the call.

7. If you are collecting an electronic signature for the dropped samples:
   1. Click Sign.
   2. Obtain the professional's signature and click Save.
   3. Enter sample reference number (if required) in the Ref # field.
8. If you are collecting a paper signature for the dropped samples:
   1. Select the Paper Sign check box.
   2. Obtain the professional's signature on the paper record.
   3. Enter sample reference number (if required) in the Ref # field.

      NOTE:  If you want to create a new activity for a different contact at the time of capturing a signature, click New Sample Drop button. The Pick Contact Applet is displayed.

9. In the Promotional Items Dropped list, create a new record for each item dropped during the call and complete the necessary fields.

   Some fields are described in the following table.

   Field	Comments
   Name	The promotional item dropped during the call.
   Quantity	The quantity of the promotional item dropped during the call.

10. In the Issues list, create a new record for each issue discussed during the call and complete the necessary fields.

    NOTE:  Decision issues are the objectives a contact can raise when evaluating a product before making a prescribing decision. For more information, see Defining Decision Issues.

11. Verify that all information entered is correct and click Submit.

    NOTE:  Once you submit a call, you cannot delete the call nor modify any fields except the Comment field.