Events

The core record of Events Management. Event records are created by event organizers and follow a defined lifecycle flow from the planning phase through the post-event processes phase.

Event Configurations

Every event created in Events Management is associated with a single matching Event Configuration (em_event_configuration__v) record. These records match to events based on the event's object type and country, and control a high degree of functionality for the corresponding event, for example, the event's layout in a given lifecycle stage, the actions available to event organizers, as well as validation and compliance checks implemented by business administrators.

Event Attendees

Once end users have scheduled and created an event, they can invite attendees to their event. Event attendees can include person accounts, business accounts, or even other Vault CRM users. Additionally, Events Management can be configured to support walk-in attendees, attendees who attended the event despite not having been invited.

Event Budgets and Expenses

Budgets in Events Management enable auditable expense tracking, along with separate categories for estimated, committed, and actual expenses. Expense and estimate tracking utilizes roll-ups to ensure the event's budget, and likewise the overall budget the event is using, remains an accurate reflection of the upcoming or incurred costs associated with the budget.

Event Team Members

Due to the highly collaborative nature of Events Management, multiple Vault CRM users, as well as external users, may be involved in the various stages of an event, from planning, to executing, to post processing. Event Team Members enable more than just the event's owner to interact with an event.

Each team member is assigned a role. Out-of-the-box roles include Organizer, Vendor, Approver, and Cohost. Additional custom team member roles can be added.

To configure this feature for business admin users:

1. Navigate to Admin > Users & Groups > Permission Sets.
2. Select the appropriate permission set.
3. Select the Objects tab.

4. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   application_profile__v	R	All	All fields	Read
   em_budget__v	CRED	budget__v	actual_expenses__v actual_remaining__v budget_identifier__v child_budget_allocation__v committed_expenses__v committed_remaining__v end_date__v estimated_expenses__v estimated_remaining__v external_id__v nameparent_budget__v parent_budget__v product__v start_date__v territory__v	Edit
   em_catalog__v	R	All	All fields	Read
   em_event_action__v	CRED	All	All fields	Edit
   em_event_budget__v	CRED	event_budget__v	actual__v budget__v budget_name__v committed__v em_budget_status__v estimate__v estimated_remaining__v event__v event_canceled__v external_id__v mobile_id__v name override_lock__v mobile_created_datetime__v mobile_last_modified_datetime__v	Edit
   em_event_configuration__v	CRED	All	All fields	Edit
   em_event_configuration_country__v	CRED	All	All fields	Edit
   em_event_history__v	R	All	All fields	Read
   em_event_layout__v	CRED	All	All fields	Edit
   em_event_rule__v	CRED	All	All fields	Edit
   em_event_speaker__v	CRED	All	All fields	Edit
   em_event_team_member__v	CRED	event_team_member__v group__v	All fields	Edit
   em_speaker__v	CRED	All	All fields	Edit
   em_vendor__v	R	All	All fields	Read
   em_venue__v	R	All	All fields	Read
   events_management_settings__v	CRE	All	All fields	Edit
   user__sys	R	All	application_profile__v	Read
   vcountry__v	R	All	All fields	Read

5. Ensure the Allow attachments option is selected for the following objects:

   • em_attendee__v
   • em_catalog__v
   • em_event_speaker__v
   • expense_header__v
   • expense_line__v
   • em_event_session__v
   • em_event_session_attendee__v
   • em_event_team_member__v
   • em_event_budget__v
   • em_event_material__v
   • em_expense_estimate__v
6. Grant access to the Events Management tab collection.

To configure this feature for end users:

1. Navigate to Admin > Users & Groups > Permission Sets.
2. Select the appropriate permission set.
3. Select the Objects tab.

4. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   account__v	R	All	All fields configured to display for accounts	Read
   address__v	R	All	name__v street_address_2_cda__v city_cda__v country__v state_province__v	Read
   application_profile	R	All	All fields	Read
   vcountry__v	R	n/a	All fields	Read
   em_attendee__v	CRED	All	account__v attendee__v attendee_account_type__v attendee_name__v attendee_type__v attendance_type__v credentials__v em_attendee_status__v em_event_team_member__v event__v first_name__v furigana__v group_name__v last_name__v mobile_created_datetime__v mobile_id__v mobile_last_modified_datetime__v object_type__v owner__v person__v role__v signature__v signature_datetime__v title__v user__v walk_in_status__v walk_in_type__v	Edit
   em_budget__v	R	budget__v	actual_expenses__v actual_remaining__v budget_identifier__v child_budget_allocation__v committed_expenses__v committed_remaining__v em_budget_status__v end_date__v estimated_expenses__v estimated_remaining__v external_id__v local_currency__sys parent_budget__v product__v start_date__v status__v territory__v total_budget__v	Read
   em_catalog__v	R	All	All fields	Read
   em_event__v	CRE	All appropriate object types	actual_attendance__v actual_meal_cost_per_person__v attendees_requesting_meals__v attendees_with_meals__v hcps_with_meals__v	Read
   			account__v account_attendee_fields__v address__v attendee_reconciliation_complete__v city_cda__v contact_attendee_fields__v country__v em_event_status__v end_time__v event_format__v event_identifier__v event_configuration__v location__v mobile_created_datetime__v mobile_last_modified_datetime__v name__v owner__v owner_id__v program_type__v start_time__v start_date__v state_province__v topic__v user_attendee_fields__v walk_in_count__v walk_in_fields__v	Edit
   em_event_action__v	R	All	All fields	Read
   em_event_budget__v	CRED	event_budget__v	actual__v budget__v committed__v estimated_remaining__v mdobile_id__v mobile_created_datetime__v mobile_last_modified_datetime__v	Edit
   			event__v budget_name__v	Read
   em_event_configuration__v	R	n/a	All fields	Read
   em_event_configuration_country__v	R	n/a	All fields	Read
   em_event_history__v	R	All	All fields	Read
   em_event_layout__v	R	All	application_profile__v application_profile_id__v country_override__v event_configuration__v event_layout__v event_object_name__v event_status__v event_team_role__v help_text__v page_layout__v referenced_object_type__v visible_buttons__v	Read
   em_event_rule__v	R	All	All fields	Read
   em_event_speaker__v	CRED	All	credentials__v event__v em_event_speaker_status__v first_name__v furigana__v last_name__v meal_opt_in__v middle_name__v mobile_id__v mobile_last_modified_datetime__v mobile_created_datetime__v nickname__v object_type__v owner__v signature__v signature_datetime__v speaker__v speaker_formatted_name__v speaker_name__v suffix__v tier__v title__v	Edit
   em_event_team_member__v	CRED	event_team_member__v	external_id__v override_lock__v	Read
   			All other fields	Edit
   em_speaker__v	R	All	account__v address__v credentials__v first_name__v furigana__v last_name__v middle_name__v nickname__v name__v speaker_identifier__v speaker_formatted_name__v suffix__v tier__v title__v	Read
   em_vendor__v	R	All	All fields	Read
   em_venue__v	R	All	All fields	Read
   person__v	R	All	All fields configured to display for person__v records	Read
   preferences__v	R	All	event_country_config__v event_management_user__v	Read
   vcountry__v	R	All	All fields	Read
   events_management_settings__v	R	All	All fields	Read

5. Grant users View access to the event_layout__v Object Control on the em_event__v object.
6. Navigate to the Application tab of the permission set.
7. Select the Show Create Button check box in the Create Button section.
8. Grant users access to the Events Management tab collection.

9. Add the team_member_type__v field to the appropriate em_event_team_member__v layouts.

   Ensure fields not are placed above this field on the layout.

10. Add the following fields directly below the team_member_type__v field on the Event Team Member layout to display their respective Team Member types for selection:

    • role__v – It is recommended to mark this field as required on the layout
    • team_member__v – References a Vault CRM user to grant event access to
    • group_name__v – The name of the group added as a team member
    • first_name__v and last_name__v – These fields are required for write-ins. The order of these fields on the layout can be arranged to accommodate languages where the last name displays before the first name.

11. Ensure the appropriate VMOCs for the following objects are active:

    • application_profile__v
    • child_event_rule_config__v
    • em_attendee__v
    • em_budget__v
    • em_business_rule__v
    • em_business_rule_configuration__v
    • em_catalog__v
    • em_event__v
    • em_event_action__v
    • em_event_budget__v
    • em_event_configuration__v
    • em_event_configuration_country__v
    • em_event_history__v
    • em_event_layout__v
    • em_event_material__v
    • em_event_override__v
    • em_event_rule__v
    • em_event_session__v
    • em_event_session_attendee__v
    • em_event_speaker__v
    • em_event_team_member__v
    • em_expense_estimate__v
    • em_speaker__v
    • em_speaker_cap__v
    • em_speaker_nomination__v
    • em_speaker_qualification__v
    • em_stage_configuration__v
    • em_topic_material__v
    • em_vendor__v
    • em_venue__v
    • expense_attribution__v
    • expense_header__v
    • expense_line__v
    • expense_type__v
12. Add EMEvents to the TAB_NAV_DISPLAY Veeva Setting to determine the appropriate position of the Events tab on the iPad. This step is only required if Managing Tab Visibility and Display Order is enabled.

13. Populate the following Veeva Settings:

    • PHOTO_QUALITY__v – Populate with either 1, 2, or 3 to define the maximum quality of uploaded photos, where 1 is the lowest quality and 3 is the highest
    • Camera_Roll__v – Populate with 1 to prevent users from uploading photos directly from their camera roll. This setting is optional.

Configuring Events Management Settings

As part of configuring Events Management, configure or enable the following Events Management Settings:

• ATTENDEE_ROLLUP_STATUS_FILTER__v – Determines how event attendance is calculated. By default this setting references the ATTENDEE_ROLLUP_STATUS_FILTER;;EVENT_MANAGEMENT message__v record. Edit this Veeva Message and enter a comma separated list of status__v values on the em_attendee__v object that count towards the number of attendees at the event.

  For example, attended__v,signed__v,invited__v

• SPEAKER_ROLLUP_STATUS_FILTER__v – Determines the status values for Event Speakers counting toward year-to-date utilization and attendance-based rollup summaries. By default, this setting references the SPEAKER_ROLLUP_STATUS_FILTER;;EVENT_MANAGEMENT message__v record. Edit this Veeva Message and enter a comma separated list of status__v values on the em_event_speaker__v object that count towards the number of speakers at the event.

  If the setting does not contain a value, only Event Speakers with a status of attended__v or signed__v count for the Attendance Summary fields on the em_event__v object and in the calculation for the year_to_date_utilization__v field on the em_speaker__v object.

Creating Preference Records for Events Management Users

Each user in Events Management must have an associated preferences__v record. This record determines whether the user is licensed with Events Management, as well as the countries the user can create events in:

1. Create preferences__v records for all appropriate users.

2. Populate the following fields for each preferences__v record:

   • event_management_user__v – Select this check box

   • event_country_config__v – Determines both the default country of events created by the user, as well as whether the country picklist should display to the user when creating an event.

     For example, populating this field with US;1 defines the United States as the default country, but enables the event organizer to select other events. Populating this field with CAN;0 defines Canada as the default country and disables the country selector picklist when this use creates event, effectively making Canada the only country the user can create events in.