Starting the Request

After entering the Approval & Disclosures section of the system, click on the corresponding tile to Engage a Consultant.

Note: The wording of tiles may vary depending on your organization’s specifications. The instructions below are meant as a general guideline only.

Clicking the Engage a Consultant tile on the Pre-Approval landing page will open its corresponding request page.

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 required information is missing.  

 

Once a submitter has filled out all the details of the activity questionnaire correctly, they can click Next at the bottom of the page to proceed to the Consultant Details section.

Support Categories

The first section in the Consultant Details screen is Support Categories. Support Categories define the type of support that will be provided to the consultant(s). 

After adding Support Categories, a submitter will be able to assign one or more of the support categories to one or more consultants created in the next step.

• Adding Support Categories

To begin, click Add Category to select the type(s) of support to be offered in the request. Clicking on Add Category will display a list of the categories your organization has configured that are applicable to the request.

When a category is selected from the drop-down list, additional questions will be presented to the submitter. The subsequent form displayed is dependent on the category selected. Submitters must complete this form and select Save and Close to add their selected category to the request. Multiple support categories can be added to a request. Follow the same step to add each support category separately, followed by clicking Save and Close.

Note: If Cancel is selected, the information entered will not be saved to the support category and will not be added to the request. 

• Editing A Support Category

If a submitter wants to edit the added support category, click the Support Category Name in the Consultant Details screen. 

After clicking the Support Category Name, an Edit Support Category modal will open. Make any applicable changes and then click Save and Close to return to the request. 

Note: When updating the support category, a submitter can update fields such as description, but the submitter will not be able to edit the Default Amount field once the support category is saved to draft. If the submitter needs to update the default amount, they can either delete the support category and add a new one or edit the amount from the recipient details.

• Removing A Support Category

Submitters can choose to remove a support category before submitting the request. To do so, click on the Gray Icon with three dots and select Delete from the dropdown list. 

Note: If a support category is removed after consultant(s) are added, it will be removed from all the consultant(s) to whom you had previously added the support category

Consultant Details

Consultants are the individuals who will benefit from the request being submitted for approval. Depending on your organization's specifications, consultants can either be created within the request, selected from existing master data, or pulled from external systems like Veeva or Reltio. 

• Creating a New Consultant within a Request 

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

To add a consultant(s) to the request, click the Add Consultant button and select a Consultant 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 Consultant 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. 

More information on HCPs coming from Veeva can be found here: Veeva Integration

• Assigning A Support Category To A Consultant

Once the Contact Details section is complete, click Next to proceed to the Support Categories section of the Add Consultant modal. 

From here, a user can choose to select a support category(s) that they want to offer to their consultant by selecting the Plus Sign Button ⊕  to the right of the support categories they want to add.  

Note: If no support categories are shown, the submitter will need to go back and add support categories.

Once a user clicks on the Plus Sign Button ⊕, the support category will be added for the consultant. 

Note: Multiple support categories can be added to a single consultant.

Click here for information on how the system converts FMV rates from a foreign currency to USD.

After a submitter has answered all questions on the Contact Details section and added the Support Categories for the consultant, click Save And Close to add this consultant to the request.

• Editing Consultant Details Prior To Submission

If the submitter needs to edit any other details of an added consultant, they can click the  Name and the Edit Consultant screen will reopen. After editing the details, Click Save And Close to save the updated information.

• Removing a Consultant Prior to Submission

There are two ways to delete a consultant prior to submission of the request. 

1. Click the Gray Icon containing three dots to the right side and select Delete from the dropdown list. 
2. Click the Check Box on the left side of the consultant's Name, then click Delete on the right side of the colored bar. 

See Making Changes on a Request - Post Submission for more information on how to change or update your request after it's submitted. 

• Updating Amount Of A Support Category For A Consultant

If a submitter needs to update the amount of support being provided to a consultant before the request is submitted and approved, click on the Pencil Icon for the support category assigned to the consultant. The total amount field will become editable, and the submitter will be able to update the amount. 

Note: This action updates the amount for the consultant but not for the default support category.

After completing any edits to the support category, click the Green Checkmark.

Then click Save and Close. 

• Removing A Support Category For A Consultant

To remove a support category, select the Red Minus button ⊝  for the assigned support category.  It will be unassigned from the consultant, and the total amount of support for the consultant will be recalculated.

Once all the consultant and support information has been completed, the submitter will be able to see the Total Amount of Support for the request, which is automatically calculated based on the total sum of all the added consultants and subsequent support categories.

Submitting Your Request

Once a submitter has answered all the questions on the activity side, added support categories, and added one or more consultants, the request can be submitted.

Click Submit Request to proceed to the final Approvers modal.

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 Approvers modal, the system will:

• Submit the request for review
• Send out a notification email to your chosen approver or to 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 and the Submissions tab. From here, the user will be able to see the request they submitted in the Recent Approval & Disclosure Activity table under the Submissions tab.