Looking to add a new product to your Veeva CRM system but don’t know where to start? This guide is for admins, power users, and anyone who’s been volunteered to “just add this to Veeva real quick.” I’ll walk you through the steps, call out what actually matters, and help you avoid common mistakes that slow everyone down. If you like clear instructions and honest opinions, keep reading.
Before You Start: Check Your Access and Prep Work
Before you even open Veeva, make sure you can actually create product records. This isn’t always a given. If you’re not a Veeva admin or you don’t see the right menus, you’ll need to talk to whoever manages your CRM permissions.
What you’ll need: - Admin access to Veeva CRM (or at least access to the Product object) - The key product details: name, type, code, and any regulatory info - 10–30 minutes, depending on how picky your organization is about data
Pro tip: If your company has a template or list of required fields, hunt that down first. Otherwise, you’ll spend half your time chasing missing info.
Step 1: Log Into Veeva CRM
This sounds obvious, but Veeva comes in different flavors (online, iPad, mobile). Product records are usually managed in the web version, not the mobile app. Use Chrome or Edge—Internet Explorer is dead, and Safari sometimes acts weird with Veeva.
- Go to your company’s Veeva CRM login page.
- Enter your credentials. If you use Single Sign-On (SSO), just follow the prompts.
If you hit a permissions wall, don’t waste time guessing. Ask your admin for access to “Manage Products” or the “Product Catalog.”
Step 2: Navigate to the Product Object
Veeva is built on Salesforce, so the UI can feel a bit generic. Here’s how to get where you need to go:
- Click the waffle/grid icon (“App Launcher”) in the top-left.
- Search for “Products” or “Product Catalog.”
- Click the Products tab. If you don’t see it, check under “All Tabs” or ask IT to add it to your view.
You should see a list of existing products. If you don’t, double-check that you’re in the right environment (sandbox vs. production) and have the right permissions.
Step 3: Create a New Product Record
Now for the main event.
- On the Products page, click the New button.
- Pick the right record type. Some companies have different product types (drug, device, service, etc.). Choose the one that fits.
- Fill in the required fields. These usually include:
- Product Name (make it clear, not cryptic)
- Product Code (this is often used in reporting—don’t fudge it)
- Product Type (e.g., Rx, OTC, Device—pick from the dropdown)
- Status (Active/Inactive)
- Any regulatory or compliance fields your org requires (this can get ugly—ask if you’re not sure)
What matters:
Don’t copy/paste from an old record unless you’re absolutely sure it’s a close match. Small differences (like a wrong product code or type) can trigger headaches for sales, compliance, and reporting later.
Step 4: Fill Out Optional (But Useful) Fields
A lot of fields in Veeva are technically “optional,” but leaving them blank makes life harder for everyone down the line. Fill in details like:
- Description: Short, clear summary of what the product actually is.
- Therapeutic Area or Product Family: Helps with filtering and reporting.
- Launch Date: Useful for tracking new products.
- Country/Region Availability: Especially important for global orgs.
Honest take:
If you don’t know what a field is for and nobody else does either, skip it. Don’t guess. But if it looks important (or you see a lot of existing records filled out), try to get the info.
Step 5: Attach Supporting Documents (If Required)
Some orgs require PDFs, labels, or regulatory docs attached to product records. Here’s how:
- Scroll to the “Notes & Attachments” or “Files” section of the product record.
- Click Upload Files and select your documents.
- Add a quick description so others know what’s what.
Pro tip:
Don’t upload huge files (over 10 MB) unless you check with IT—Veeva storage isn’t unlimited, and uploads over a certain size can fail or slow down the system.
Step 6: Set Product Visibility and Access
This is where a lot of people get tripped up. Products can be visible to everyone, or only to certain teams, regions, or user roles.
- Look for fields like Product Visibility, Territory Access, or custom sharing settings.
- Set these according to your company’s rules. If in doubt, ask your CRM admin or check existing records for similar products.
Watch out:
If you make a product visible to the wrong group, you might trigger a cascade of confusion—sales reps seeing products they can’t sell, or regulatory getting pinged for things they don’t manage.
Step 7: Save and Double-Check Your Work
Hit Save at the bottom of the record. Don’t just walk away—take a minute to:
- Review the record for typos or obvious mistakes.
- Make sure required fields are filled out.
- Check that the product appears in the catalog as expected.
If your org uses an approval process, you might have to submit the record for review. Don’t skip this step—products without approval usually won’t show up for end users.
Step 8: Test and Confirm
Here’s what most guides skip: actually making sure your product works in the real system.
- Search for your new product as a sales rep or end user.
- Try to add it to a sample opportunity, order, or call report (depending on your setup).
- Confirm that the right users can see and select it.
If something’s broken (missing visibility, wrong type, etc.), fix it now before it goes live. It’s much easier to tweak a new record than to troubleshoot after 200 users complain.
What to Ignore (Unless IT Says Otherwise)
- Over-customizing: Don’t create extra fields or custom picklist values unless you’re 100% sure they’re needed. Every tweak makes downstream reporting more complicated.
- Cloning old records blindly: Sometimes this copies over hidden settings or outdated data. Start clean unless you know what you’re doing.
- Skipping documentation: If your org doesn’t require attachments or descriptions, don’t waste time on it—focus on what people actually use.
Common Pitfalls and How to Avoid Them
- Wrong product code or type: This messes up reporting and integration with other systems.
- Missing required fields: The record won’t save or won’t show up in key places.
- Visibility errors: The wrong people see—or don’t see—the new product.
- Poor documentation: No one knows what the product is, or why it was added.
- Assuming all Veeva environments are the same: Sandbox and production might have different picklists, workflows, or required fields. Always double-check.
Wrapping Up: Keep It Simple, Iterate As Needed
Adding a new product to Veeva CRM isn’t rocket science, but it’s easy to overthink. Focus on getting the basics right: correct product data, right visibility, and minimal fuss. If you’re not sure about a field, ask. If a process seems convoluted, push for clarification—chances are, you’re not the only one confused.
Remember: it’s easier to tweak a new record than to untangle a mess later. Keep things simple, don’t be afraid to ask “why,” and check your work before you move on. That’s how you keep Veeva (and your sanity) running smoothly.