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Recording Contact Calls in Siebel Pharma Handheld

Contact calls are used to track a planned or past call activity with a contact. You can enter contact call details directly in Pharma Handheld.

To record a contact call, users must complete the following tasks, which are included below:

• Enter information on products detailed.
• Enter information about samples dropped.
• Enter information about promotional items dropped (optional).
• Record any decision issues (optional).
• Capture signatures.
• Submit the call.

The next sections explain how to perform each of these tasks. If you have not yet set up your personal lists, you must do so before you can proceed with the next steps. For more information, see Creating Personal Lists in Pharma Handheld.

To record information about products detailed

1. Navigate to the Contact Call screen, and select the desired contact call.

   NOTE:  If you have not yet set up your personal lists, you must do so before you can proceed with the next step.

2. From the Show drop-down list, select Details.

   The Product Details view appears.

3. Tap the Product Details list to select it.
4. On the toolbar, tap the New Record button to add a record for each product discussed during the call.
5. Complete the fields for each record.

   Some of the 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.
   Name	The name of the product detailed during the call. The products appearing in this drop-down list are based on the products added to your Personal list. For more information on adding products to your personal lists, see Creating Personal Lists in Pharma Handheld

To record information about samples dropped

1. Navigate to the Contact Call screen, and select the desired contact call.
2. In the Contact Call form, enter a reference number (if required) in the Ref # field.
3. From the Show drop-down list, select Samples Dropped.

   The Samples Dropped list appears.

4. Tap the Samples Dropped list to select it, and then add a record and complete the fields for each product dropped during the call.

   Some of the fields are described in the following table.

   Field	Comments
   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.
   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 Samples in Siebel Pharma Handheld.
   Quantity	The quantity of samples dropped during the call.

   NOTE:  If the samples you dropped do not appear in the Name field drop-down list, you may need to acknowledge the receipt of the samples within the system. Go to the Samples Receipts screen and submit any records with a status of In Progress. For more information, see Acknowledging Receipt of a Samples Transfer in Pharma Handheld. If the samples you dropped still do not appear, contact your samples administrator.

To record information about promotional items dropped

1. Navigate to the Contact Call screen, and select the desired contact call.
2. From the Show drop-down list, select Promotional Items.

   The Promotional Items view appears.

3. In the Promotional Items list, add a record for each item dropped during the call, and complete the necessary fields.

   Some of the fields are described in the following table.

   Field	Comments
   Name	The promotional item dropped during the call. The items appearing in this drop-down list are based on items added to your Personal Promotional Items list. For more information, see Creating Personal Lists in Pharma Handheld.
   Quantity	The quantity of the promotional item dropped during the call.

To record information about decision issues discussed during the call

1. Navigate to the Contact Call screen, and select the desired contact call.
2. From the Show drop-down list, select Issues.

   The Professional Issues view appears.

3. Tap the Issues list to select it.
4. On the toolbar, tap New Record to add a record for each issue discussed during the call.
5. Complete the necessary fields for each new record.

   NOTE:  Decision issues are the objections a contact may raise when evaluating a product before making a prescribing decision.

You can use Pharma Handheld to electronically capture signatures. For the application to accept a signature:

• Make sure the title field for the contact from Contacts, My Contacts view is populated.
• Make sure the contact's license number appears in the License # field of the Contact view. Licenses are associated with the contact's address.

To capture a signature

1. Navigate to the Contact Call screen, and select the desired parent Contact Call form.
2. Tap the Sign button to launch the Signature Capture view.

   The Signature Capture view contains the company name, samples recorded when the call gets submitted, a disclaimer (as set up by the administrator on the Web client), and contact information.

   If you want to invert the signature display, tap the Signature Flip button instead of the Sign button. Inverting the signature display allows you to extend the handheld device toward the contact for a signature without turning the device around.

3. In the Signature Capture view, have the contact sign on the white surface.
4. Perform one of the following actions:
   • Tap OK to submit the record.
   • Tap Cancel to abort the procedure.
   • Tap Clear to erase the signature area.
   • Tap Change Contact to select the correct contact whose signature you are capturing.

NOTE:  The application automatically locks the keyboard hot keys when the Signature Capture view is displayed.

Changing Contacts While in Signature Capture View

Sales representatives may find themselves in a position where they will need to switch contacts in order to get a required signature. You can change a contact within the signature capture screen.

To change contact while in Signature Capture view

1. In signature capture screen, tap the Change button.
2. From the Pick Contact list, select the desired contact.

   NOTE:  By default only the contacts that are affiliated to the accounts this contact is affiliated to will show on the pick applet. Users can select All Contacts button to show all contacts regardless of their affiliation

3. Tap Pick and Sign.

   The signature capture view appears with the new contact information just selected.

4. Tap OK to commit the signature.

To submit a completed contact call

1. Navigate to the Contact Call screen, and select the desired contact call.

   NOTE:  You cannot submit a call with a future date.

2. Verify that the information for the Contact Call is accurate and complete. For more information, see:
   • To record information about products detailed
   • To record information about samples dropped
   • To record information about promotional items dropped
   • To record information about decision issues discussed during the call

     NOTE:  After you submit a call, you cannot modify any fields except the Comment field.

3. If you dropped samples when making the call, verify that you entered a samples reference number in the Ref # field in the Contact Call form.

   CAUTION:  If you are a mobile user, submit your calls before connecting to the server, and then synchronize. Mobile users should not submit calls while connected to the server or they run the risk of introducing errors into their inventory counts.

4. Contact Call form, tap Submit.

   If the call passes all of the validations, the application:

   • Creates a samples disbursement transaction with a line item for each dropped sample recorded for the call.
   • Submits a disbursement transaction to update the samples inventory. If the submission of the disbursement transaction is successful, the application changes the call's Status field to Submitted.
   • Sets appropriate fields in the call record to read-only.

     For more information on submitting records, see How Siebel Samples Management Works with Calls.