# About Positive and Negative Lists

Vault provides standard fields for tagging documents required for positive and negative lists, allowing users to maintain compliance with health authority regulations in France. 

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      <p><strong>Note</strong>: At this time, positive and negative lists require a custom integration with Veeva CRM MyInsights.</p>
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## Configuration Overview

You must complete the following configuration steps to use positive and negative lists in Vault:
* Configure <a href="/en/gr/73772/#fields-layouts">document fields and field layouts</a>.
* Configure the <a href="/en/gr/73772/#positive-negative-list-object">_Positive/Negative List_ object</a>.
* Configure the <a href="/en/gr/73772/#material-lifecycle">_Material_ document lifecycle</a>.
* If necessary, adjust your <a href="/en/gr/73772/#workflow">workflows</a>.
* Configure <a href="/en/gr/73772/#field-dependencies">field dependencies</a>.
* Configure the <a href="/en/gr/73772/#reports">_Positive List_ and _Negative List_ reports</a>.

## Configuring Document Fields & Field Layouts {#fields-layouts}

Before using positive and negative lists, you must first configure the <a href="/en/gr/4884/">document fields</a> and field layout:

  1. Navigate to **Admin** > **Configuration > Document Fields > Material**.
  2. Click **Add** and select **Existing Shared Field**.
  3. Add the following fields: _Add to Positive/Negative List_, _Positive/Negative List Name_, and _Delivery to HCPs_.
  4. Navigate to **Configuration > Document Fields > Shared Fields**.
  5. Click **Add to Positive/Negative List**, then click **Edit**.
  6. Under _Display Section_, select **Submission Details**.
  7. Click **Save**.
  8. Repeat steps 4 - 7 with the following fields: _Positive/Negative List Name_ and _Delivery to HCPs_.
  9. Navigate to **Configuration > Field Layout > Submission Details**.
  10. Click **Edit**.
  11. Reorder the fields to group the following fields together: _Add to Positive/Negative List_, _Positive/Negative List Name_, and _Delivery to HCPs_.
  12. Click **Save**.

## Configuring the Positive/Negative List Object {#positive-negative-list-object}

Next, you'll need to configure the <a href="/en/gr/26387/#add-edit-move-sections">page layout</a> and <a href="/en/gr/15057/#add-fields">fields</a> for the **Positive/Negative List** object:

  1. Navigate to **Configuration > Objects > Positive/Negative List**.
  2. Click the **Fields** tab, then click **Create**.
  3. Configure the new field as follows:
      - Field Type: **Object**
      - Label: **Country**
      - Object: **Country**
      - Select the **Display in default lists and hovercards** checkbox
  4. Click **Save**.
  5. Click the **Page Layouts** tab, then click **Positive/Negative List Detail Page Layout**.
  6. Click **Add Section** and select **Related Documents**.
  7. Add the following information:
      - Referencing Document Field: **Positive/Negative List Name**
      - Section Label: **Documents**
      - Criteria VQL: **`country__v =  AND add_to_positive_negative_list__v = 'true' AND status__v = 'Approved for Distribution'`**.
  8. Click **Done**.
  9. In the **Documents** section, click **Edit Columns**.
  10. Move the following fields from **Available Columns** to **Displayed Columns**: _Add to Positive/Negative List_, _Delivery to HCPs_, _Expiration Date_, _Country_, and _Product_.
  11. Click **Done**.

## Configuring the Material Document Lifecycle {#material-lifecycle}

Updating the _Material_ document lifecycle allows Vault to add expired documents to the _Negative List_ report. If the Veeva CRM integration is enabled, MyInsights flags expired documents on the negative list and notifies representatives to destroy the material.

Note that the _Material_ document lifecycle is the default lifecycle for promotional materials, and may have a different name in your organization's vault.

To update the _Material_ document lifecycle:

  1. Navigate to **Configuration > Document Lifecycles > Material > States > Expired**.
  2. Click the <a href="/en/gr/12399/">**Entry Actions**</a> tab and click **Edit**.
  3. Click **Create Entry Action**.
  4. Select **Perform with conditions**.
  5. Select **Add to Positive/Negative List > equals > Yes**.
  6. Under _perform actions_, select **Set field using formula**.
  7. Select the **Delivery to HCPs** field and enter formula **`'not_authorized_negative_list__v'`**.

## Configuring Workflow Considerations {#workflow}

While configuring positive and negative lists, you may want to update your workflows to include a task to complete the new document fields for any relevant countries.

## Configuring Field Dependencies {#field-dependencies}

You can configure <a href="/en/gr/2617/">field dependency</a> to ensure that Vault correctly displays fields on _Material_ type documents:

  1. Navigate to **Configuration > Field Dependencies** and click **Create**.
  2. Select **Controlled by document field**.
  3. Under _Type_, select **Material**.
  4. Under _Field_, select **Add to Positive or Negative List**.
  5. Click **OK** to open the details page.
  6. Under _If field_, select **No**.
  7. Add the following dependency rules: _Positive List Name is hidden_ and _Delivery to HCPs is hidden_.
  8. Click **Save**.
  9. Repeat steps 1 - 5.
  10. Under _If field_, select **Yes**.
  11. Add the following dependency rules: _Positive List Name is required_ and _Delivery to HCPs is required_.
  12. Click **Save**.
  13. Repeat steps 1 - 3.
  14. Under _Field_, select **Country**.
  15. Click OK to open the details page.
  16. Under _If field_, select **France**.
  17. Add the dependency rule _Add to Positive or Negative List is visible_.
  18. Click **Save**.

Note that you can add other countries as desired by repeating the process above. For example, if you want to monitor expired printed materials for the United Kingdom, you can add field dependencies on the **Material** document type while selecting the **United Kingdom** under _If field_.

## Configuring the Reports {#reports}

The _Positive List_ and _Negative List_ reports are automatically added to your vault when the Veeva CRM and Vault Data Hub integration is enabled. If you choose not to enable the Veeva CRM and Vault Data Hub integration, we recommend that you deploy the reports using a <a href="/en/gr/36919/">configuration migration package</a>. Click <a class="download-link " href="https://platform.veevavault.help/assets/downloads/postive-and-negative-list-reports.vpk_.zip" target="_blank" rel="noopener">here<i class="fa fa-download" aria-hidden="true"></i></a> to download the VPKs, then <a href="/en/gr/36919/#deploy">deploy</a> the workflow configuration. Deploying the packages adds the reports to your vault.

Once the reports are added to your vault, you'll need to add <a href="/en/gr/8591/">filters</a> to each report and configure them to best fit your business requirements:

  1. Navigate to the **Reports** tab.
  2. On the _Positive List_ report, click the **Actions** menu next to the report name and select **Edit**.
  3. Add report filters as desired. For example, _Expiration Date is after today()-1_ and _Document States equals Approved for Distribution_.
  4. Click **Save**.
  5. On the _Negative List_ report, click the **Actions** menu next to the report name and select **Edit**.
  6. Add report filters as desired. For example, _Expiration Date is before today()_.
  7. Click **Save**.

## Related Permissions

You can complete all steps in this article with the standard Business Admin, System Admin, or Vault Owner profile. If your vault uses custom security profiles, your profile must grant the following <a href="/en/gr/22824/">permission</a>:

| Type | Permission Label | Controls |
| --- | --- | --- |
| Security Profile | Objects: Positive/Negative List: Read, Create, Edit, Delete | Grants ability to view, edit, and manage Positive/Negative List object records. |