Starting the Request

After Entering the Approval & Disclosures section of the system, click on the corresponding tile for Speaker Bureau Annual Needs Assessment.

By clicking on the tile, a new request page will open. 

Activity Questionnaire

The questionnaire is configured specifically to your organization’s needs and specifications. Many organizations opt to make a significant portion of the questionnaire mandatory to collect as much information about the request as possible.

Additionally, questions can be configured to be conditionally displayed based on the answers to previous questions. By making questions conditional, your organization can streamline the initial form and only present the user with the fields that will be required of them. 

Submitters will not be able to proceed if the required information is missing. If the user leaves the required fields empty, the system will provide feedback, as pictured below. 

• Information Icon

The information icon ⓘ  is displayed next to some questions. Clicking this will open a pop-up window with additional information about the question. The window can be closed by clicking the X in the top right corner. 

• Uploading Files

For questions requiring attachments, add files to the request by clicking the Add File(s) button. Multiple files can be uploaded for a single question.

Note: Executable files or files larger than 50 megabytes cannot be uploaded.

Uploaded files can be deleted before and after the request is submitted by clicking on the Trash Can Icon next to the file that you want to delete and then confirming your action by clicking Yes.

Tip: Once you have answered all the questions in a section, the navigation section will show a Green Checkmark next to a section link, indicating all required questions have been answered.

 

Tip: If the section is incomplete, the navigation section will show a Red Exclamation Point next to the section link, indicating that the required information is missing.  

 

Speaker Details

Depending on your organization's specifications, speakers can either be created within the request, selected from existing master data, or pulled from external systems like Veeva or Reltio. 

• Creating a New Speaker within a Request 

• Adding an Existing Consultant from Master Data, Veeva, or Reltio

First, click Add Speaker. Select the recipient type from the drop-down list. 

Note: When a consultant type is selected in this step, the submitter can only select the consultant(s) of that type in the next step; all others will be grayed out. 

For example, if a submitter selects the Government Official as the consultant type in this step and wishes to select a consultant from the dropdown list in the next step, only consultants marked as Government Officials within master data will be able to be selected from the dropdown list. All other consultant types will be grayed out.

The Add Speaker modal will open.

If your company has Veeva or Reltio configured, the Full Name search will pull results from Veeva or Reltio. If it's not configured, the system will pull results from Master Data Management → Individuals → HCP/Other. 

The search results display 25 records per page, with the possibility to navigate between pages. The returned search results are automatically sorted by the most relevant matches first. 

Once all the required information is entered into the Add Speaker modal, click Save and Close. 

The Speaker will now be added to the request. 

Submitting the Request

To submit the request for approval, click Submit Request. 

Approver Information

Approvers are the person(s) who will review your request and either approve it, reject it, or ask you to update the information you provided.

After clicking the Submit Request button, the Approvers modal will open.

Note: Approver selection varies depending on your organization's specifications. You may be able to select the appropriate approver(s) from a drop-down menu, the approver(s) may be prepopulated for you (and not editable), or a combination of both.

Click here for more information on Changing Approvers in instances where it’s prepopulated.

Click the drop-down arrow on the right to select the appropriate approver. After selecting approvers, the Confirm button will become available. 

Enter any additional comments (optional), then click the Confirm button to submit the request.

By clicking Confirm in the Approver modal, the system will:

• Submit the request for review.
• Send an email notification to your chosen approver or the first approver in your organization’s defined workflow.
• Change the request status to In Progress.
• Redirect the user to the Approvals & Disclosures landing page. From here, the user will be able to see the request they submitted in the Recent Approval & Disclosure Activity table under the Submissions tab.