Pharma (Veeva)

Global Pharma Leader Reimagines Next-gen Data Management Experience across 3 Veeva Orgs with Enterprise Archiving

Who would have thought that one day a global pandemic will force every single nation in the world to put its entire focus on only one industry which is healthcare & pharmaceutical in literally no time? Healthcare & pharma has been a dynamic industry & perhaps one of those very few industries which demand consistent innovations & enhancements. The industry has endured massive developments specifically in the last few years & undoubtedly the most transformed system in history.

The customer is the undisputed leader of pharma with over 7 billion people accesses to its high-quality medicines. They have an aggressively growing portfolio of 7500+ products with a gigantic footprint in over 165 countries.

Leading the way to better healthcare

The new generation of healthcare services & drug development requires the power of technology. Technology makes the entire process streamlined & fast. To drive intelligent engagement in the era of Cloud computing, our customer was using the world’s #1 life science CRM Veeva to deliver best-in-class customer engagement along with personalized customer experience across channels. Offering integration with the Salesforce platform, Veeva today has a strong 800+ customers from healthcare, life science & pharma verticals.

The unprecedented acceleration in data generation & need for archival

  • The customer has three Veeva Orgs considering their large-scale business units across multiple verticals & continents.
  • After using the Veeva CRM for a certain period of time, the company has started experiencing data growth from multiple objects & it was a warning bell for them looking at storage limitations. 
  • With an extremely complex org having multiple standard & custom objects, junction objects, self-lookups; it was tough to find the best way to optimize the org to maintain performance.
  • Some of the top sources of data growth were (Parent Objects) Call, Sample Limit, Survey, Medical Event, MC Cycle, etc.
  • Finding out the best way to archive old & unused records to secondary storage maintaining the object relationships was the most feasible option & this required a robust solution to do.

The speed-breakers in the journey to efficient data management

After entirely reviewing the customer org & their data system, we identified the objects that are the primary sources of their data growth & prepared a complete archiving roadmap with the implementation milestones. Here are some of the impediments that we experienced while jotting down the implementation plan.

The complex object relationships in the Veeva CRM

Veeva comes with an extremely complex object model (Many-to-many Junction Object Model, Self Lookups). So the archiving action is required to take care of the data integrity, object hierarchy without losing any data.

Record status based archiving

The customer org has two types of records: Locked & Unlocked. Archiving action can only be performed on the records which are unlocked. In order to archive the records which were locked, it was required to change the status to unlock & run the archiving action. The entire process required automation from the archiving solution end.

Archival action against a few child objects

There were around 30 child objects in the customer org including Call Detail, Call Discussion, Event, Note, Medical Discussion, Task, Survey Questions, Event Attendee, Supervisor Comment which were required to bypass the archival action due to various custom/packaged triggers & validation rules against delete.

Salesforce Governance Limits

Due to the large business unit & teams, the customer org has a long parent-child object hierarchy. The archiving batch size was a big concern as there were high possibilities of hitting Salesforce governance limits. Any archiving action might result in governance violation as well as shattered data integrity.

A View from the Top: Improving Salesforce Data Management with Next-gen Archiving Capabilities

After identifying the challenges, our Salesforce platform & data management experts rolled out the implementation strategy by taking care of each of the above-mentioned road blockers.

How? Let’s have a sneak peek.

How were we able to offer what they want?

To understand the business, org data systems, data dependencies, future data goals, archival needs, and object configurations better; our account managers & solution engineers associated with 20 stakeholders from multiple departments for requirement gathering. The sole objective was to offer the best solution which can meet the exact archival goals.

From requirement gathering to GO LIVE

With our certified & highly experienced Salesforce platform & data management experts, we took the entire ownership of the end-to-end project management & delivery starting from requirement gathering to planning, execution, customization, performance & control, test & GO LIVE. The entire implementation across 3 orgs took 12 weeks.

How the complex object relationships were taken care of while archiving?

With additional customization on top of the AppExchange package, using a flag-based mechanism and archiving API, we were able to maintain the complex parent-child object relationships.

How the 30+ child records were unscathed while the archiving job was running on their parent records?

Through custom settings in the AppExchange package, the archiving job was not applicable on those child records where custom trigger/validation rules were not permitted to delete records.

How the locked records got archived?

With additional customization on the top of the AppExchange package, all the records falling under the archiving filter criteria were unlocked automatically by the app & then the archiving job was executed.

How the customer maintained Salesforce governance limits?

We specified archiving batch size for respective objects (E.g Order – 200, Order line – 200, Medical Event – 100, Event Attendee – 100, Cycle Plan – 5, etc.) in the archiving policy keeping the governance limit in mind.

On the Right Path

DataArchiva was indeed a savior. The customer was not only able to quick-fix their Veeva data storage woes, but also meet their complex archiving needs without any hassle. Optimized storage allowed them to save over 85-90% of storage costs, improved the overall application performance & helped them to retain the entire org data to address compliance & other internal data retention policies.

Want to learn more? We would be happy to help you.

Please ask us about Salesforce or Veeva CRM data management, or discuss your unique use case – our highly skilled data management experts are standing by, ready to help.

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DataArchiva is the ONLY Native Data Archiving Solution for Salesforce using Big Objects that help Salesforce application users archive their historical data without losing data integrity.

For more info, please get in touch with us  contact@dataarchiva.com

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