Configuring Claim & Local Adaptation Substantiation (Veeva Claims)

Veeva Claims provides users with the ability to substantiate claims and local adaptations to provide proof of validity. Users can add multiple substantiations to each claim and local adaptation and a single substantiation to multiple claims, minimizing the time spent assessing. Users can also view all Substantiations, and their related Claims, supported by each substantiation document in their Vault.

Configuration Overview

Configuring your Vault to support claim and local adaptation substantiation involves the following steps:

1. Configure objects
2. Configure object layouts
3. Configure bulk substantiation
4. Configure user permissions

Configuring Objects

You must enable system-managed naming for all Claim Substantiation Join and Local Adaptation - Substantiation object types to prevent duplicate records. We recommend that you configure the Value Format setting of the Name fields as follows:

• Claim Substantiation Join: CSJ-{claim__vr.id}-{substantiation__vr.id}
• Local Adaptation - Substantiation: LAS-{local_adaptation__vr.id}-{substantiation__vr.id}

We recommend configuring the default order of fields to display on Claim, Local Adaptation, and Substantiation object record list pages. Vault also applies these default orders to the supported record grids on the Substantiations Doc Info panel.

Configuring Object Layouts

You must configure object layouts in the following ways:

• Claim: Insert the Substantiation related object section so users can add Substantiations to Claims. We recommend allowing users to create new records from within the section.
• Local Adaptation: Insert the Substantiation related object section so users can add Substantiations to Local Adaptations. We recommend allowing users to create new records from within the section.
• Substantiation: Add the Related Reference (related_reference__v) field to a Details section to link each record to a specific document. All Substantiations that reference a document, and their related Claims, appear as supporting records on the document’s Substantiations Doc Info panel.

Simplified Substantiation

To allow users to upload new substantiation documents to Substantiation records, you must also configure the Substantiation object layout in the following ways:

• Add the Related Reference (upload_related_reference_control__c) control field with the slider (). This field allows users to select an existing file or upload a new substantiation document.
• Configure a layout rule to hide the Related Reference control field during record edit.
• Configure a layout rule to hide the Related Reference (related_reference__v) field during record creation. Vault automatically populates this field with the name of the document users select or upload in the Related Reference control field.
• Do not add the Substantiation Upload field to the Substantiation object layout. This automatically populates if a user uploads a file directly from a record and is utilized by Vault to create the new document.

Configuring Bulk Claim Substantiation

The Substantiate Claims action allows users to substantiate Claims by adding a single Substantiation record to multiple Claims. You can configure this action as a record action on the Claim object. When a user runs the Substantiate Claims bulk object record action, Vault collects the user’s Substantiation selection using the Substantiation User Input object. When the user completes the action, Vault creates temporary Bulk Substantiation User Input records for each Claim to which the user adds the Substantiation. Vault then creates new Claim Substantiation Join records for each Claim the user selected.

You can also configure the Bulk Substantiation User Input object layout to customize the Details (Step 4) page that users see when they run the Substantiate Claims action. We recommend removing or hiding all fields except Select Substantiation.

Configuring the Bulk User Input Object Cleanup Job

The Bulk User Input Object cleanup Job deletes temporary user input records created from the Substantiate Claims action more than 24 hours before the job runs. You can configure the job’s schedule to run at a specific time. We recommend that you schedule this job to run daily.

Configuring User Permissions

You must ensure users have the appropriate read and create permissions to access the appropriate objects and object fields in addition to the permissions outlined below:

• For the Claim Substantiation Join object: Create permission.
• For the Local Adaptation - Substantiation object: Create permission.
• For the Substantiation object: Create permission.
  • To view the Substantiations Doc Info panel: Read permission on the Related Reference field.
  • To upload a new document to a Substantiation record: Edit permission on the Related Reference and Substantiation Upload fields.
• To upload unclassified documents, users need either of the following:
  • Create Document Permission on any document type.
  • Document: Always Allow Unclassified to create unclassified documents.
• To bulk add a Substantiation to multiple Claims:
  • Create permission on the Bulk Substantiation User Input object.
  • Application: Object: Bulk Action permission.