To configure this feature:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Event Business Rules

2. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_business_rule__v	CRED	em_per_speaker_engagement_limit_rule__v em_cross_event_per_speaker_engagement__v em_speaker_attendance_expense_cap_rul__v em_per_event_speaker_ratio_rule__v em_per_event_speaker_limit_rule__v em_speaker_attendance_qualification_r__v	speaker_status__v percent_threshold__v attendee_account_type__v attendee_status__v global_rule__v per_event_topic__v limit_quantity__v expense_category__v expense_type__v event_status__v date_threshold_type__v rolling_period__v warning_type__v warning_text__v comment_required__v	Edit
   em_business_rule_configuration__v	CRED	em_business_rule_configuration__v	limit_quantity__v minimum_spend_limit__v maximum_spend_limit__v minimum_quantity__v maximum_quantity__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 em_speaker__v	Edit
   em_event_history__v	CRED	em_business_rule_history__v	event__v em_business_rule_id__v em_business_rule_configuration_id__v em_business_rule_type__v run_rule_type__v event_action__v warning_type__v expense_type__v record_violated_id__v record_violated_name__v em_attendee_account__v em_attendee_user__v em_attendee_contact__v em_event_speaker__v platform__v action_type__v action_datetime__v user__v	Edit

To configure this feature:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Event Business Rules

2. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_business_rule__v	R	n/a	speaker_status__v percent_threshold__v attendee_account_type__v attendee_status__v global_rule__v per_event_topic__v limit_quantity__v minimum_spend_limit__v maximum_spend_limit__v expense_category__v expense_type__v event_status__v date_threshold_type__v rolling_period__v warning_type__v warning_text__v comment_required__v	Read
   em_business_rule_configuration__v	R	n/a	limit_quantity__v minimum_spend_limit__v maximum_spend_limit__v minimum_quantity__v maximum_quantity__v	Read
   em_event_override__v	CRE	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 em_speaker__v	Edit
   em_event_history__v	CR	em_business_rule_history__v	event__v em_business_rule_id__v em_business_rule_configuration_id__v em_business_rule_type__v run_rule_type__v event_action__v warning_type__v expense_type__v record_violated_id__v record_violated_name__v em_attendee_account__v em_attendee_user__v em_attendee_contact__v em_event_speaker__v platform__v action_type__v action_datetime__v user__v	Edit

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. This determines the type of rule:

   • em_per_speaker_engagement_limit_rule__v
   • em_cross_event_per_speaker_engagement__v
   • em_speaker_attendance_expense_cap_rul__v
   • em_per_event_speaker_ratio_rule__v
   • em_per_event_speaker_limit_rule__v
   • em_speaker_attendance_qualification_r__v
3. Select Next.

4. Populate the following fields:

   • name__v
   • 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 – Only displays 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:
   • cancel_event__v
   • reschedule__v
   • global_rule__v – Applies the rule to all countries, regardless of any countries associated via Event Business Rule Configuration records.

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

   Record Type	Additional Field	Description
   em_per_speaker_engagement_limit_rule__v	speaker_status__v	Restricts rule to em_event_speaker__v records with matching status__v fields. Uses the following syntax: Event Status 1:Speaker Status 1,Speaker Status 2;;Event Status 2:Speaker Status 1
   	per_event_topic__v	If selected, applies the defined limit_quantity__v and rolling_period__v fields individually for a topic. For example, a speaker can only speak at 2 events in a calendar year per topic. If this check box is not selected, the rolling_period__v fields apply to events across all topics.
   	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_per_speaker_engagement__v	speaker_status__v	Restricts rule to em_event_speaker__v records with matching status__v fields. Uses the following syntax: Event Status 1:Speaker Status 1,Speaker Status 2;;Event Status 2:Speaker Status 1
   	limit_quantity__v	Defines the number of events that a speaker can have previously spoken at before violating the rule.
   	per_event_topic__v	If selected, applies the defined limit_quantity__v and rolling_period__v fields individually for a topic. For example, a speaker can only speak at 2 events in a calendar year per topic. If this check box is not selected, the rolling_period__v fields apply to events across all topics.
   	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_speaker_attendance_expense_cap_rul__v	percent_threshold__v	Defines the threshold percentage for when the warning displays. This applies when the percent of committed cap remaining compared to the annual cap is less than the defined value.
   em_per_event_speaker_ratio_rule__v	speaker_status__v	Restricts rule to em_event_speaker__v records with matching status__v fields. Uses the following syntax: Event Status 1:Speaker Status 1,Speaker Status 2;;Event Status 2:Speaker Status 1
   	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.
   em_per_event_speaker_limit_rule__v	speaker_status__v	Restricts rule to em_event_speaker__v records with matching status__v fields. Uses the following syntax: Event Status 1:Speaker Status 1,Speaker Status 2;;Event Status 2:Speaker Status 1

   em_speaker_attendance_qualification_rule__v type rules do not require any additional fields.

6. Select Save.

Creating Event Speaker 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 and is not supported with em_cross_event_per_speaker_engagement__v type rules.
• 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
• limit_quantity__v – Restricts the number of events spoken at before a speaker is ineligible during the specified time period. Only applies to the following object types:
• em_per_speaker_engagement_limit_rule__v
• em_per_event_speaker_ratio_rule__v
• minimum_quantity__v and maximum_quantity__v – Only applies to em_per_event_speaker_limit_rule__v type rules. Used to establish the minimum and maximum number of speakers allowed for an event.
• minimum_spend_limit__v and maximum_spend_limit__v – Only applies to em_per_event_speaker_expense_limit_rule__v type rules. Used to establish the minimum and maximum amount of expenses that can be attributed to a speaker.

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.

Many Event Speaker Rules may be configured to run on the same Event Action, for example when selecting Submit for Approval. If multiple Attendance Rules are triggered at once, rules with a Warning Type of Hard Warning run first.

When all rules have the same Warning Type, relevant rules run in the following order:

1. Speaker Attendance Qualification Rules
2. Per Speaker Engagement Limit Rule
3. Cross-Event Per Speaker Engagement Limit Rule
4. Speaker Attendance By Expense Cap Rule
5. Speaker Attendance By Product Cap Rule
6. Per Event Speaker Limit Rule
7. Per Event Speaker Ratio Rule
8. Per Event Speaker Expense Limit Rule

It is possible that a speaker, expense, attendee, or event may be evaluated by multiple rules, some of which may conflict with one another in some way. The following sections detail the specific logic for these instances.

Logic for Conflicting Per Event Speaker Ratio Rules

For Per Event Speaker Ratio rules, rules with and without a defined value for Attendee Account Type run at the same time. For example, three Per Event Speaker Ratio Rules are created with identical values, except for the Attendee Account Types field:

• Rule A – prescribers__v
• Rule B – kol__v
• Rule C – The field is blank and applies to any type of attendee

All three rules have limit quantities of 10 and one speaker is added to the event. All three rules run against an event, and violations of the rules occur simultaneously.

Logic for Conflicting Per Event Speaker Expense Limit Rules

If multiple Per Event Speaker Expense Limit rules apply to the same event, rules with a defined value in the Event Status field take precedence over rules with an empty Event Status field.

For example, two Per Event Speaker Expense Limit Rules are created, both of which are triggered by the Verify Expense button:

• Rule A has an Event Status field of planning__v and a spend limit range of $0 - $500
• Rule 2 has an empty Event Status field and a spend limit range of $0 - $1000

When the event is in a status of Planning, selecting Verify Expenses only runs Rule A. When the event is updated from Planning to Approved, selecting Verify Expenses only runs Rule B.

Logic for Conflicting Date Threshold Types

When multiple rules of the same type but with different Date Threshold values apply to the same event, all rules run and the event organizer sees all applicable warnings.

A Potential Warning displays to end users whenever they add a speaker to an event, enabling them to review the warning before initiating the action associated with the following types of Event Speaker Rules:

• Per Speaker Engagement Limit Rule
• Cross-Event Per Speaker Engagement Limit Rule
• Speaker Attendance By Expense Cap Rule
• Speaker Attendance By Product Cap Rule
• Speaker Attendance Qualification

Organizers can still add the speaker to the event when a Potential Warning displays, regardless of if the rule is a soft or hard warning. Soft or hard warning behavior only applies when the rule's defined Run Rule on Event Action is selected.

Additionally, Potential Warnings also display for any relevant Per Event Speaker Expense Limit Rules whenever the event organizer enters a speaker expense.

If an added speaker violates any rule, a warning modal displays with the name of the speaker and the warning text.

From this modal, event organizers can review potential violations and remove speakers by selecting the check box next to the speaker’s name and selecting Continue.