To configure this feature:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Event Business Rules Overview

2. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_business_rule__v	CRED	expense_estimate_meal_rule__v expense_estimate_speaker_travel_rule__v expense_estimate_speaker_lodging_rule__v expense_estimate_av_equipment_rule__v expense_estimate_Flat_Fee_rule__v	expense_type__v minimum_travel_distance__v maximum_travel_distance__v distance_unit_type__v rate_type__v av_equipment__v flat_fee_expense__v meal_type__v speaker_transportation_method__v speaker_lodging_type__v	Edit
   em_business_rule_configuration__v	CRED	n/a	cost__v local_currency__sys	Edit
   em_event__v	CRED	n/a	av_equipment__v flat_fee_expense__v meal_type__v	Edit
   em_event_speaker__v	CRED	n/a	speaker_transportation_method__v speaker_travel_distance__v speaker_lodging_type__v speaker_lodging_nights__v distance_unit_type__v	Edit
   em_expense_estimate__v	CRED	n/a	event_business_rule__v event_business_rule_parameter__v	Edit

Configuring Event Format and Location Type in Event Business Rules

To only apply a business rule to certain event formats or location types, improving both efficiency and compliance when planning events:

1. Grant Edit permission to the following em_business_rule_configuration__v fields:

   • event_format__v
   • location_type__v
2. Navigate to Admin > Configuration > Objects > em_business_rule_configuration__v > Layouts.

3. Add the following fields to the appropriate em_business_rule_configuration__v layouts:

   • event_format__v
   • location_type__v

To configure this feature:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Event Business Rules Overview

2. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_business_rule__v	R	expense_estimate_meal_rule__v expense_estimate_speaker_travel_rule__v expense_estimate_speaker_lodging_rule__v expense_estimate_av_equipment_rule__v expense_estimate_flat_fee_rule__v	expense_type__v minimum_travel_distance__v maximum_travel_distance__v distance_unit_type__v rate_type__v av_equipment__v flat_fee_expense__v meal_type__v speaker_transportation_method__v speaker_lodging_type__v	Read
   em_business_rule_configuration__v	R	n/a	cost__v local_currency__sys	Read
   em_event__v	RE	n/a	av_equipment__v flat_fee_expense__v meal_type__v	Edit
   em_event_speaker__v	RE	n/a	speaker_transportation_method__v speaker_travel_distance__v speaker_lodging_type__v speaker_lodging_nights__v distance_unit_type__v	Edit
   em_expense_estimate__v	RE	n/a	event_business_rule__v event_business_rule_parameter__v	Edit

3. Place all configured em_event__v and em_event_speaker__v fields on the appropriate layouts.

Configuring Event Format and Location Type in Event Business Rules

To only apply a business rule to certain event formats or location types, improving both efficiency and compliance when planning events, grant Read permission to the following em_business_rule_configuration__v fields:

• event_format__v
• location_type__v

All Event Rules are created from the Event Business Rules tab. The selected object type of the new em_event_business_rule__v object determines which fields admins must populate:

1. Navigate to the Event Business Rules tab.

2. Create a new Event Rule with the appropriate object type:

   • expense_estimate_meal_rule__v
   • expense_estimate_speaker_travel_rule__v
   • expense_estimate_speaker_lodging_rule__v
   • expense_estimate_av_equipment_rule__v
   • expense_estimate_flat_fee_rule__v
3. Select Next.

4. Populate the following fields:

   • name__v

   • expense_type__v – Select the appropriate em_expense_type__v record

     Expense Estimates are not created if the selected Expense Type is not active or is a child of another em_expense_type__v record.

   • run_rule_event_action__v – Enter the appropriate button name to run the rule whenever the event organizer selects the button. Enter only one button name and do not use any of the following buttons:
   • cancel_event__v
   • reschedule__v

5. Populate the following additional fields based on the selected object type:

   Object Type	Additional Fields	Description
   expense_estimate_meal_rule__v	meal_type__v	The picklist value added to an applicable event’s meal_type__v multi-select picklist. This field cannot be edited after the record is created.
   expense_estimate_speaker_travel_rule__v	speaker_transportation_method__v	The picklist value added to an applicable Event Speaker’s speaker_transportation_method__v picklist. This field cannot be edited after the record is created.
   	minimum_travel_distance__v	The minimum speaker travel distance required to qualify for this rule.
   	maximum_travel_distance__v	The maximum speaker travel distance required to qualify for this rule.
   	distance_unit_type__v	Select either Kilometers or Miles.
   expense_estimate_speaker_lodging_rule__v	rate_type__v	Determines how the estimated cost is calculated. Select one of the following values: Day Event See Using Expense Estimate Creation Rules for more information.
   	speaker_lodging_type__v	The picklist value added to an applicable Event Speaker’s speaker_lodging_type__v picklist. This field cannot be edited after the record is created.
   expense_estimate_av_equipment_rule__v	av_equipment__v	The picklist value added to an applicable event’s av_equipment__v multi-select picklist. This field cannot be edited after the record is created.
   	rate_type__v	Determines how the estimated cost is calculated. Select one of the following values: Hour Day Event See Using Expense Estimate Creation Rules for more information.
   expense_estimate_flat_fee_rule__v	flat_fee_expense__v	The picklist value added to an applicable event’s flat_fee_expense__v multi-select picklist. This field cannot be edited after the record is created.
   	rate_type__v	Determines how the estimated cost is calculated. Select one of the following values: Hour Day Event See Using Expense Estimate Creation Rules for more information.

6. Select Save.

Creating Event Rules Configurations

After the event rule is created, admins must associate the event rule with a new em_business_rule_configuration__v record to determine which event type, country, and timespan the rule should apply to.

To associate event rules to em_business_rule_configuration__v records, navigate to the Event Business Rule Configurations section of the appropriate rule.

Select Create, then populate the following fields:

• event_business_rule__v – Automatically populates with the appropriate event rule
• event_type__v – Enter the appropriate em_event__v object type the event rule applies to
• country__v – Use the lookup to select the appropriate country__v record
• rule_start_date__v
• rule_end_date__v
• cost__v – The cost of each instance of the associated Expense Estimate rule. Used when calculating estimate costs. For example, in an AV Equipment Estimate rule with a Rate Type of Hour, cost__v represents the estimated cost of one hour of equipment use.
• local_currency__sys – Use the picklist to select the appropriate currency.

Business admins can create different limits for different countries by creating additional em_business_rule_configuration__v records.

Only one business rule configuration can be active for each combination of event_type__v, event_business_rule__v, and country__v. An error occurs when attempting to save a business rule configuration with a matching event_type__v, event_business_rule__v, and country__v of another active record.

Event organizers can use fields on the em_event__v and em_event_speaker__v layouts in conjunction with event rules to automatically generate expense estimates. These fields display to event organizers as picklists. The displayed values of these picklists depend on the event matching the Country and Event Type of active event rules of the appropriate object type:

• meal_type__v – Used for expense_estimate_meal_rule__v type event rules
• av_equipment__v – Used for expense_estimate_av_equipment_rule__v type event rules
• flat_fee_expense__v – Used for expense_estimate_flat_fee_rule__v type event rules

After populating all the appropriate fields, event rules run whenever the event organizer selects the button corresponding to the event rule’s run_rule_event_action__v field.

Expense Estimates Created from Rules

Whenever an expense estimate creation rule runs, an em_expense_estimate__v record is created with the following values:

• Event – References the corresponding em_event__v record

• Estimate – Uses the cost__v field from the corresponding em_business_rule_configuration__v record to calculate a total estimate based on each object type:

  Rule Record Type	Calculation Logic
  expense_estimate_meal_rule__v	Also uses the Estimated_Attendance_vod field from the corresponding event: Estimated_Attendance_vod * cost__v If the event organizer selects multiple meal types, each meal type is independently calculated.
  expense_estimate_speaker_travel_rule__v	cost__v
  expense_estimate_speaker_lodging_rule__v	Also uses the speaker_lodging_nights__v field from the appropriate Event Speaker. When the rate_type__v of the Event Rule = Day: cost__v * speaker_lodging_nights__v When the rate_type__v of the Event Rule = Event: cost__v
  expense_estimate_av_equipment_rule__v	When the rate_type__v of the Event Rule = Hour: cost__v * Number of Hours at the Event When the rate_type__v of the Event Rule = Day: cost__v * Number of Nights at the Event When the rate_type__v of the Event Rule = Event cost__v If the event organizer selects multiple AV equipment types, each type is independently calculated.
  expense_estimate_flat_fee_rule__v	When the rate_type__v of the Event Rule = Hour: cost__v * Number of Hours at the Event When the rate_type__v of the Event Rule = Day: cost__v * Number of Nights at the Event When the rate_type__v of the Event Rule = Event cost__v If the event organizer selects multiple flat fee types, each type is independently calculated.

• Expense Type – The value of the expense_type__v field from the Event Rule used to create the record. If multiple expense estimates were created with the same expense type, roll ups calculate based on the first created expense estimate record. This record links to the expense line record.
• EM Business Rule – References the Event Rule used to create the record
• EM Business Rule Parameter – Displays the rule-specific parameter from the Event Business Rule used to create the record

• Event Budget – References the corresponding em_event_budget__v record associated with the record’s em_event__v field

  If there is more than one budget associated with the event, this field defaults to the oldest associated budget based on the CreatedDate field. This field remains blank if there are no associated budgets.

If an Expense Estimate Creation rule is deleted, the corresponding picklist option no longer displays to end users, but any em_expense_estimate__v records created by the rule are not deleted.