To configure this feature:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Event Business Rules Overview
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.

5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_business_rule__v	CRED	em_per_event_expense_limit_rule__v em_per_event_attendee_expense_limit_rule__v em_per_event_speaker_expense_limit_rule__v em_attendee_expense_cap_rule__v em_cross_event_attendee_expense_cap_rule__v em_actual_versus_estimate_expense_threshold_rule__v	expense_category__v expense_type__v event_status__v attendee_account_type__v attendee_status__v date_threshold_type__v rolling_period__v minimum_spend_limit__v maximum_spend_limit__v global_rule__v percent_threshold__v warning_type__v warning_text__v comment_required__v	Edit
   em_business_rule_configuration__v	CRED	em_business_rule_configuration__v	minimum_spend_limit__v maximum_spend_limit__v	Edit
   em_event_override__v	CRED	em_business_rule_soft_warning_on_action__v	comment__v comment_box__v event__v event_action__v veeva_id__v status__v warning_text__v	Edit
   em_event_history__v	CRED	em_business_rule_history__v	event__v em_business_rule__v em_business_rule_configuration__v em_business_rule_type__v run_rule_type__v event_action__v warning_type__v record_violated_id__v record_violated_name__v em_attendee_account__v em_attendee_user__v em_attendee_contact__v platform__v action_type__v action_datetime__v user__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. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.

5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_business_rule__v	R	n/a	expense_category__v expense_type__v event_status__v attendee_account_type__v attendee_status__v date_threshold_type__v rolling_period__v minimum_spend_limit__v maximum_spend_limit__v global_rule__v percent_threshold__v warning_type__v warning_text__v comment_required__v	Read
   em_business_rule_configuration__v	R	n/a	minimum_spend_limit__v maximum_spend_limit__v	Read
   em_event_override__v	CRED	em_business_rule_soft_warning_on_action__v	comment__v comment_box__v event__v event_action__v veeva_id__v status__v warning_text__v	Edit
   em_event_history__v	CRE	em_business_rule_history__v	event__v em_business_rule__v em_business_rule_configuration__v em_business_rule_type__v run_rule_type__v event_action__v warning_type__v record_violated_id__v record_violated_name__v em_attendee_account__v em_attendee_user__v em_attendee_contact__v platform__v action_type__v action_datetime__v user__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, 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 em_event_business_rule__v record determines which fields admins must populate:

1. Navigate to the Event Business Rules tab.

2. Create an Event Rule with the appropriate object type. The object type determines the type of rule:

   • em_per_event_expense_limit_rule__v
   • em_per_event_attendee_expense_limit_rule__v
   • em_attendee_expense_cap_rule__v
   • em_cross_event_attendee_expense_cap_rule__v
   • em_actual_versus_estimate_expense_threshold_rule__v
3. Select Next.

4. Populate the following fields:

   • name__v

   • expense_type__v – Use the lookup field to 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. Per Event Expense Limits and Per Event Attendee Expense Limit rules can use active Expense Types that are children of other Expense Types if the Expense Category is Actual.

   • warning_type__v – Select either Hard Warning or Soft Warning. See Warning Text and Tokens for more information.
   • warning_text__v – Displays the Veeva Message that displays if this rule is violated. See Warning Text and Tokens for more information.
   • comment_required__v – Displays only if the Warning Type is Soft Warning. Select one of the following options:
   • Required – Organizers must leave a comment when dismissing a soft warning
   • Optional – Organizers may leave a comment when dismissing a soft warning
   • Hidden – The comment box does not display
   • 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:
   • attendee_reconciliation__v
   • cancel_event__v
   • generate_invitations__v
   • generate_sign_in__v
   • manage_attendees__v
   • manage_attendees_hub__v
   • preview_event_qr_code__v
   • record_a_call__v
   • reschedule__v
   • schedule_engage__v
   • send_email__v
   • start_webinar__v
   • Submit_to_Cvent_vod
   • view_signatures__v

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

   Rule Record Type	Additional Fields	Description
   em_per_event_expense_limit_rule__v	expense_category__v	Restricts the rule to either Estimate or Actual Expenses.
   	event_status__v	Restricts rule to run only on events in a defined Event Status. Use the following format: Status1;;Status2 For example, approved__v;;pending_approval__v Leave this field blank to apply the rule to all events.
   em_per_event_attendee_expense_limit_rule__v	expense_category__v	Restricts the rule to either Estimate or Actual Expenses.
   	event_status__v	Restricts rule to run only on events in a defined Event Status. Use the following format: Status1;;Status2 For example, approved__v;;pending_approval__v Leave this field blank to apply the rule to all events.
   	attendee_account_type__v	Restricts rule to attendees with matching attendee_account_type__v fields on the em_attendee__v object.
   em_per_event_speaker_expense_limit_rule__v	expense_category__v	Restricts the rule to either Estimate or Actual Expenses.
   	expense_type__v	Use the lookup field to 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. Per Event Expense Limits and Per Event Attendee Expense Limit rules can use active Expense Types that are children of other Expense Types if the Expense Category is Actual.
   	event_status__v	Restricts rule to run only on events in a defined Event Status. Use the following format: Status1;;Status2 For example, approved__v;;pending_approval__v Leave this field blank to apply the rule to all events.
   em_attendee_expense_cap_rule__v	attendee_account_type__v	Restricts rule to attendees with matching attendee_account_type__v fields on the em_attendee__v object.
   	attendee_status__v	Defines which attendees must be included for calculations, based on Event Status and Attendee Status. Use the following syntax: Attendee Status 1;;Attendee Status 2 For example, attended__v;;signed__v Leave this field blank to apply the rule to all attendees, regardless of status.
   	date_threshold_type__v	Defines the time frame for thresholds for the rule. Select one of the following: rolling__v – See the rolling_period__v row for more information calendar_month__v – States that the restriction applies to events before and after the scheduled event within the same calendar month calendar_year__v – States that the restriction applies to events before and after the scheduled event within the same calendar year
   	rolling_period__v	Defines, in days, the rolling period. This field applies the defined number of days both before the scheduled event and after the scheduled event. This field should only be populated if rolling__v was selected for date_threshold_type__v.
   em_cross_event_attendee_expense_cap_rule__v	attendee_account_type__v	Restricts rule to attendees with matching attendee_account_type__v fields on the em_attendee__v object.
   	attendee_status__v	Defines which attendees must be included for calculations, based on Event Status and Attendee Status. Use the following syntax: Attendee Status 1;;Attendee Status 2 For example, attended__v;;signed__v Leave this field blank to apply the rule to all attendees, regardless of status.
   	date_threshold_type__v	Defines the time frame for thresholds for the rule. Select one of the following: rolling__v – See the rolling_period__v row for more information calendar_month__v – States that the restriction applies to events before and after the scheduled event within the same calendar month calendar_year__v – States that the restriction applies to events before and after the scheduled event within the same calendar year
   	rolling_period__v	Defines, in days, the rolling period. This field applies the defined number of days both before the scheduled event and after the scheduled event. This field should only be populated if rolling__v was selected for date_threshold_type__v.
   	minimum_spend_limit__v	The minimum spending limit.
   	maximum_spend_limit__v	The maximum spending limit.
   em_actual_versus_estimate_expense_threshold_rule__v	global_rule__v	Applies the rule to all countries, regardless of any countries associated via Event Business Rule Configuration records.
   	percent_threshold__v	The percent allowable difference between an estimated expense and its corresponding actual expense.

6. Select Save.

Creating Expense Limit Rule 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. This field does not display if the global_rule__v check box was selected.
• rule_start_date__v – Defines the start of the active period of the rule
• rule_end_date__v – Defines the end of the active period of the rule
• minimum_spend_limit__v – Defines the minimum spend limit. Does not apply to Cross-Event per Attendee Expense Cap and Actual vs Estimate Expense Threshold Limit type rules.
• maximum_spend_limit__v – Defines the maximum spend limit. Does not apply to Cross-Event per Attendee Expense Cap and Actual vs Estimate Expense Threshold Limit type rules.

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.

Specifying a Format or Location for an Event Business Rule

To specify the format or location an Event Business Rule should apply to:

1. Edit the appropriate em_business_rule_configuration__v record associated with the business rule. The following types of business rules are supported:

   • Per Event Attendee Expense Limit Rule

2. Populate the following fields:

   • event_format__v – Only applies the business rule to em_event__v records with matching event_format__v fields. Multiple values can be specified using a double semicolon delimited list, for example:

     in_person__v;;virtual__v

   • location_type__v – Only applies the business rule to em_event__v records with matching location_type__v fields. Multiple values can be specified using a double semicolon delimited list, for example:

     in_office__v;;out_of_office__v

   These fields can be used independently or together for even greater specificity.

3. Select Save.

Whenever an event organizer creates or updates an expense line or header in an event, all applicable Expense Limit rules run and display warnings of violations. If more than one expense line is saved as part of the expense header, applicable rules run for all expense lines.

If an expense violates a rule, a warning modal displays with the relevant warning text. Organizers can select Continue to continue the save or creation of the expense, or select the X button to dismiss the modal without saving or creating the expense.

Per Event Expense Limit and Per Event Attendee Expense Limit rules defined for estimates do not run in real time and thus do not display warnings.

Run Order of Event Expense Limit Rules

Multiple Expense Limit rules may apply to a single event or attendee. When this is the case, rules run in the following order:

• First, all relevant Per Event Attendee Expense Limit rules
• Then, all relevant Attendee Expense Cap rules
• Then, all relevant Cross-Event Attendee Expense Cap rules
• Then, Actual Versus Estimate Expense Threshold Limits
• Then, all relevant Per Event Expense Limit rules