To configure this feature:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Using the Speaker Tab
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_speaker__v	CRED	n/a	n/a	n/a
   em_speaker_nomination__v	CRED	new_speaker__v renominate__v	name__v speaker__v account__v address__v em_speaker_nomination_status__v type__v first_name__v last_name__v credentials__v title__v comments__v product__v justification__v lock__v override_lock__v mobile_id__v mobile_created_datetime__v mobile_last_modified_datetime__v workflow_status__v* workflow_instance_id__v* workflow_owner__v* task_id__v*	Edit

   * These fields are only required when using Object Workflows with this feature.

6. Navigate to the em_speaker_nomination__v object in the permission set.

7. Grant Execute permission to the following object actions:

   • unlock__v
   • One of the following object actions, based on if Object Workflows will be used to resolve nominations:
   • submit__v – When using basic nomination submissions without Object Workflows
   • submit_for_approval__v – When using Object Workflows

   These two object actions are mutually exclusive.

8. Ensure the configured submit action is added to the em_speaker_nomination__v Lifecycle as a User Action on the Saved state.
9. Ensure the appropriate Application Roles and permissions are configured. See Adding & Managing Object Lifecycle Roles for more information.

If custom statuses on the em_speaker_nomination__v object are created, ensure they are added as a Lifecycle State.

1. Ensure the following features are configured:

   • Configuring Events Management
   • Using the Speaker Tab
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_speaker__v	R	n/a	n/a	n/a
   em_speaker_nomination__v	CRE	new_speaker__v renominate__v	name__v speaker__v account__v address__v em_speaker_nomination_status__v type__v first_name__v last_name__v credentials__v title__v comments__v product__v justification__v lock__v mobile_id__v mobile_created_datetime__v mobile_last_modified_datetime__v workflow_status__v* workflow_instance_id__v* workflow_owner__v* task_id__v*	Edit

   * These fields are only required when using Object Workflows with this feature.

6. Navigate to the em_speaker_nomination__v object in the permission set.

7. Grant Execute permission to one of the following object actions, based on if Object Workflows will be used to resolve nominations:

   • submit__v – When using basic nomination submissions without Object Workflows
   • submit_for_approval__v – When using Object Workflows

   These two object actions are mutually exclusive.

8. Navigate to Admin > Configuration > Objects > em_speaker__v > Layouts and edit the appropriate layout.
9. Place the Speaker Nominations related list on the layout.
10. Navigate to Admin > Configuration > Objects > em_speaker_nomination__v > Layouts and edit the appropriate layout.
11. Place the Workflow Timeline section on the layout.

Mapping Fields from the Account

To make submitting nominations more efficient, fields from the account__v object automatically stamp on associated em_speaker_nomination__v records to capture specific details important to the nomination. Admins can map custom fields on the account__v object by creating additional custom fields on the em_speaker_nomination__v and em_speaker__v objects:

1. Identify the API names and data types of the appropriate custom fields on the account__v object.
2. Navigate to Admin > Configuration > Objects > em_speaker_nomination__v > Fields.
3. Create new fields with identical API names and data types as the corresponding field on the account__v object.
4. Add the new fields to the appropriate layouts assigned to the new_speaker__v object type. This step is optional.
5. Repeat this process to create new fields on the em_speaker__v object.

Custom fields mapped to standard fields are also supported. For example, if email__c is added as a speaker nomination field, it will map to email_cda__v on account__v when creating the speaker nomination.

To create Object Workflows for speaker nomination approvals:

1. Navigate to Admin > Configuration > Workflows.
2. Select Create.
3. Select Object Workflow for the Workflow Type.
4. Select Continue.

5. Populate the following fields:

   • Label – Enter EM Speaker Nomination Workflow for the label

   • Name – Enter em_speaker_nomination_workflow__c for the name

     This is the required name for Speaker Nomination workflows. Only one workflow is supported.

   • Lifecycle – Select Speaker Nomination Lifecycle
   • Use workflow for single object record – Ensure this check box is selected
   • Ensure all other options and check boxes are left empty or deselected

   

6. Select Save.

Defining Workflow Participants

After creating the Object Workflow, business admin users must then define the appropriate participants in the workflow. This determines which users or groups can interact with the nomination’s approval process:

1. Navigate to the Workflow Steps section of the Object Workflow.
2. Select the More Actions (...) button next to the Start Workflow state.
3. Select Edit.
4. Select Add Control in the Start Options section.

5. Select Participants as the control.

   

6. Enter the appropriate label.

7. Select the appropriate option in the Add Participants section. The following options are supported:

   • Allow workflow initiator to select participants – The end user who initiated the Workflow is immediately prompted to select the next approver. This option is recommended if the Workflow initiator should always manually define a participant.
   • Allow workflow task owners to select participants – The end user who initiated the Workflow is automatically assigned a task directing them to choose the approver or assignee. This option is recommended if a Decision step immediately after initiating the Workflow determines if the Workflow initiator should manually define a participant based on the speaker nomination’s attributes.
   • Use user reference field as participant – References a specific user via a defined Object Reference field. For example, the manager of the nomination record’s owner.
   • Use Vault user group as participants – Defines a Vault Group to add as a participant
8. Select either Add Control to continue adding Participant Controls, or select Save.

See Participants Control for more information.

Creating Workflow Steps

Once the participants for the Workflow are defined, business admin users must then create the appropriate Decisions, Tasks, Notifications, and Actions for the flow:

1. Navigate to the Workflow Steps section of the Object Workflow.
2. Select the + Create button. Alternatively, admins can create a step by selecting the + button in the appropriate place in the Object Workflow.

3. Populate the following information:

   • Label – The step's label
   • Name – The step's name
   • Type – The following step types are supported:
   • Action – Automatically initiated actions that edit the state or fields of the speaker nomination. See Creating Workflow Actions for more information.

   • Decision – Enables the Workflow to diverge into separate paths based on verdicts from a previous step or the values of fields on the speaker nomination. See Creating Workflow Decisions for more information.

     If auto-approvals are allowed, it is recommended to create a Field Update to Pending Approval status as the first step in the Workflow.

   • Task – Creates actionable tasks assigned to a defined user or group. Certain tasks may have different outcomes, or verdicts, which determine the next step in the Workflow. See Creating Workflow Tasks for more information.
   • Notifications – Sends email notifications to a specific user or group based on a defined notification template. See Creating Workflow Notifications for more information.
4. Select Save.

Creating Workflow Actions

Workflow Actions automatically initiate when reached in the Workflow. These actions can automatically edit the state or fields of the em_speaker_nomination__v record.

To define what fields or properties are affected by a Workflow Action:

1. Select the + Create Rule button in the Rules section of the step.

2. Select the appropriate value in the performs actions picklist. Available values are:

   • Update Field – Updates a field on the em_speaker_nomination__v record
   • Update related record field – Updates a field on a record related to the em_speaker_nomination__v record

   Do not select Update State.

3. Enter the appropriate field or lifecycle state information.

   

4. Select Add Action to add additional actions, if necessary.
5. Select Save.

It is recommended to create Workflow Actions that update the em_speaker_nomination_status__v to approved__v and rejected__v based on the approval task verdict.

Creating Workflow Decisions

Decisions are steps in the Object Workflow resulting in differing outcomes based on verdicts from a previous step or the values of fields on the speaker nomination.

Workflow Decisions comprise a series of rules that are checked automatically when the speaker nomination reaches the Decision in the Workflow, as well as a final Else clause that is used if the nomination does not meet any of the rule criteria.

To define a Decision's rules:

1. Select the + Create Rule button in the Rules section of the Step.

   

2. Select the appropriate If criteria. Available values are:

   • Field – Evaluates the rule based on one or more fields from the speaker nomination
   • Task – Evaluates the rule based on the verdict of a related Workflow Task
3. Select the appropriate field or task.
4. Select the appropriate condition. Available values are dependent on the selected field or task.

5. Use the then picklist to select or create the next step that occurs if the rule evaluates as true.

   

6. Select the + Create Rule button to create additional rules as needed. Rules are checked in the order they display in the Rules section, so business admin users should ensure rules are ordered correctly.
7. Select Save.

Creating Workflow Tasks

Workflow Tasks are actionable items assigned to a user or group that must be completed in order to progress the nomination to the next step of the Workflow.

Two distinct types of tasks can be created for speaker nomination approval processes:

• Tasks for an approver, for example, approving or rejecting a nomination
• Tasks for the speaker nomination owner to select an approver

To define a Workflow Task for approvers:

1. Navigate to the Task Options section of the step.

2. Populate the following fields:

   • Task Label – The name of the task as it displays to assignees
   • Assign Task To – Select the appropriate participant group, then select the appropriate Task Assignment option. If the task is able to be assigned to a Vault Group, the following Task Assignment options are available:
   • Assign to all users in a participant group – Every user in the Vault Group is assigned the task. All users in the group must complete the task in order for the Workflow to proceed.

   • Make available to users in participant group – An Accept Task banner displays for every user in the Vault Group. A user in the Vault Group must first accept the task, then complete the task in order for the Workflow to proceed.

     Business admin users can also utilize Short-Circuiting Workflow Tasks to enable a single user in a Vault Group to immediately complete the assigned task.

     This is the recommended option for tasks assigned to the following Start Steps:

   • Allow workflow initiator to select participants
   • Allow workflow task owners to select participants
   • Use Vault user group as participants
   • Instructions – Enter instructions guiding assignees on how to evaluate and complete the task
   • Task Requirement – Select Required
   • Due Date – Enables defining a due date for the assigned task. See Due Dates for more information on the different types of due date calculations
   • Prompts – The following types of prompts are supported:
   • Prompt for Comments – Enables assignees to provide comments when closing a task. Business admins can also select the Required check box to make comments required.

   • Prompt for Verdicts – Enables a picklist of defined outcomes when closing a task, for example, Approved or Rejected. Task verdicts determine subsequent steps in the Workflow by creating a Decision as the next step. See How to Set Up Verdicts for more information.

     Only Add Comments for specific verdicts is supported. Add Capacities, Add eSignature, Add Reasons, and Add Field Prompts are not supported.

3. Select Save.

To define a Workflow Task for speaker nomination owners to select an approver:

1. Navigate to the Task Options section of the step.

2. Populate the following fields:

   • Task Label – The name of the task as it displays to assignees
   • Assign Task To – Select Workflow Owner
   • Instructions – Enter instructions guiding owners on how to complete the task
   • Task Requirement – Select Required
   • Due Date – Enables defining a due date for the assigned task. See Due Dates for more information on the different types of due date calculations
   • Prompts – Select the Prompt for Workflow Participants check box
   • Participant Controls – Select the appropriate approver Participant. Only Participants with the Allow workflow task owners to select participants option selected display in the picklist.
   • Custom Action – Select Update Speaker Nomination Workflow Task from the picklist
3. Select Save.

Creating Workflow Notifications

Business admin users can create Notification steps that inform specific users or groups via email when a certain step in the Workflow is reached.

To define a Workflow Notification:

1. Navigate to the Notification Options section:

2. Populate the following fields:

   • Notification Template – Select the appropriate template. See Creating New Messages for more information on creating notification templates.
   • Recipient – Select the appropriate recipient. For example, the Workflow Owner.

   

3. Select Save.

Creating the Cancellation Action

Cancellation Actions are separate Workflow actions that interrupt and exit the Workflow. For speaker nominations, the Cancellation Action functions as recalling a nomination.

To create a Cancellation Action:

1. Select the Create button in the Cancellation Actions section of the Workflow.
2. Select the Create Rule button.

3. Populate the following fields:

   • Condition Type = Always
   • Performs Actions = Update field
   • Fields = Speaker Nomination Status
   • Set to value = ‘saved__v’

   

4. Select Save.

See Cancellation Actions for more information.

To nominate new speakers:

When a speaker nomination is submitted or, if using Object Workflows, when a speaker nomination is approved, the record becomes locked and cannot be edited or deleted.

Business admin users can unlock a speaker nomination record by selecting Unlock from the nomination’s More Actions menu. This updates the record’s em_speaker_nomination_status__v field to saved__v, enabling editing the record.