Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Configuration/ApprovalProcess.htm

## Creating Event Approvals Using Object Workflows

Business Admin Users can leverage Vault's Object Workflow functionality to create custom approval workflows that dynamically update based on specific event attributes, for example, estimated attendance size. By defining these criteria, you can ensure each event follows the appropriate approval process, streamlining operations and maintaining compliance.

**Who can use this feature?**

* Business Admin Users - Browser
* [Creating Approval Object Workflows](#Creating6)
* End Users - Browser, iPad
* [Initiating Object Workflows](#Initiati)
* Users require an Events Management License

### Configuring Object Workflows for Event Approvals

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

To configure this feature:

1. Ensure [Configuring Events Management](Config.htm) is complete.
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the appropriate permission set.
4. Select the **Objects** tab.
5. Grant users the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | em\_event\_action\_\_v | CRED | n/a | All fields | Edit |
   | em\_event\_\_v | RE | n/a | approval\_process\_error\_\_v | Edit |
6. Select the **Application** tab of the permission set.
7. Select the **Start and Participate** checkbox in the Workflow section.

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To configure this feature:

1. Ensure [Configuring Events Management](Config.htm) is complete.
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\_event\_action\_\_v | R | n/a | All fields | Read |
   | em\_event\_history\_\_v | R | workflow\_history\_\_v | * next\_approver\_participant\_\_v * task\_id\_\_v * task\_completed\_\_v * verdict\_\_v * workflow\_instance\_id\_\_v | Read |
   | em\_event\_\_v | RE | n/a | approval\_process\_error\_\_v | Edit |
6. Select the **Application** tab of the permission set.
7. Select the **Start and Participate** checkbox in the Workflow section.

#### Defining Delegate Approvers

Delegate approvers can accept and complete Object Workflow Tasks on the original approver's behalf to ensure events flow through the system uninterupted

To define a user’s Delegate Approver, populate the delegatedapproverid\_\_v field on the appropriate user\_\_sys records with the designated delegate user. See [Configuring Object Workflows for Delegate Approvers](#Configur) for more information on how to configure specific Object Workflows to support delegate approvers.

### Creating Approval Object Workflows as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

To create Object Workflows for event 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 the appropriate label for the Workflow
   * Name – Enter the appropriate name
   * Lifecycle – Select the appropriate Event Lifecycle
   * Use workflow for single object record – Ensure this checkbox is selected
   * Ensure all other options and check boxes are left empty or deselected

   ![](../../../Resources/Images/Events/Config/WorkflowsG.png)
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 are able to interact with the event’s approval process:

1. Navigate to the **Workflow Steps** section of the Object Workflow.
2. Select the **All 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.

   ![](../../../Resources/Images/Events/Config/Workflows1.png)
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 event’s attributes, for example, its country.
   * Use user reference field as participant – References a specific user via a defined Object Reference field. For example, the manager of the event’s owner.
   * Use Vault user group as participants – Defines a [Vault Group](https://platform.veevavault.help/en/gr/3200/) to add as a participant
8. Select either **Add Control** to continue adding Participant Controls, or select **Save**.

See [Participants Control](https://platform.veevavault.help/en/gr/33550/#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.

   ![](../../../Resources/Images/Events/Config/Workflows.png)
3. Populate the following information:

   * Label – The step's label
   * Name – The step's name
   * Type – The following step types are supported:
   * System Action – Initiates a system action. Every Object Workflow created for Events Management approval processes needs exactly one system action for handling events that do not meet any Decision criteria. See [Creating the Entry Criteria Not Met System Action](#Creating5) for more information.
   * Action – Automatically initiated actions that edit the state or fields of the event. See [Creating Workflow Actions](#Creating) 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 event. See [Creating Workflow Decisions](#Creating2) for more information.

     It is recommended to create a Decision 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](#Creating3) 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 the Entry Criteria Not Met System Action

Every Object Workflow created for Events Management approval processes requires a system action step used in the final Else rule of Decisions. This ensures events that do not meet any of the criteria of the Decision's rules display an error when users attempt to initiate or progress the Workflow, ensuring events do not enter an invalid state.

To create the Entry Criteria Not Met System Action

1. Edit the Step’s Label to **Entry Criteria Not Met**. This ensures the system action is easy to find when referencing the step in Decisions.
2. Select **Entry Criteria Not Met** from the System Action picklist.
3. Select **Save**.

#### Creating Workflow Actions

Workflow Actions automatically initiate when the event reaches that step of the Workflow and edit the state or fields of the event.

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.

   ![](../../../Resources/Images/Events/Config/Workflows5.png)
2. Select the appropriate value in the **performs actions** picklist. Available values are:

   * Update Field – Updates a field on the em\_event\_\_v record
   * Update related record field – Updates a field on a record related to the em\_event\_\_v record

   Do not select Update State. All Lifecycle State changes are controlled via the event’s em\_event\_status\_\_v field.
3. Enter the appropriate field or lifecycle state information.

   ![](../../../Resources/Images/Events/Config/Workflows6.png)
4. Select **Add Action** to add additional actions, if necessary.
5. Select **Save**.

#### 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 event. For example, an event exceeding a certain estimated attendance may go through a different approval process than an event that does not.

Workflow Decisions comprise of a series of rules that are checked automatically when the event reaches the Decision in the Workflow, as well as a final Else clause that is used if the event 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.

   ![](../../../Resources/Images/Events/Config/Workflows2.png)
2. Select the appropriate **If** criteria. Available values are:

   * Field – Evaluates the rule based on one or more fields from the event
   * 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.

   ![](../../../Resources/Images/Events/Config/Workflows3.png)
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.

   ![](../../../Resources/Images/Events/Config/Workflows4.png)
7. Select **Entry Criteria Not Met** in the final Else rule. See [Creating the Entry Criteria Not Met System Action](#Creating5) for more information.
8. 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 event to the next step of the Workflow.

Two distinct types of task can be created for event approval processes:

* Tasks for an approver, for example, approving or rejecting an event
* Tasks for the event owner to select participants

To define a Workflow Task for approvers:

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

   ![](../../../Resources/Images/Events/Config/Workflows7.png)
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](#Defining), 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](https://platform.veevavault.help/en/gr/33550/#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

     ![](../../../Resources/Images/Events/Config/Workflows8.png)
   * Due Date – Enables defining a due date for the assigned task. See [Due Dates](https://platform.veevavault.help/en/gr/33550/#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 checkbox 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 Decisions as the next step. See [How to Set Up Verdicts](https://platform.veevavault.help/en/gr/33550/#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.

     ![](../../../Resources/Images/Events/Config/Workflows9.png)
   * Custom Action – Select Create Event Team Member and Event History from the picklist

   Sharing Rules are not supported when creating Tasks.
3. Select **Save**.

To define a Workflow Task for event owners:

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 event 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](https://platform.veevavault.help/en/gr/33550/#due-dates) for more information on the different types of due date calculations
   * Prompts – Select the Prompt for Workflow Participants checkbox
   * Participant Controls – Select the appropriate [Participant](#Defining). Only Participants with the Allow workflow task owners to select participants option selected display in the picklist.

     ![](../../../Resources/Images/Events/Config/WorkflowsF.png)
   * Custom Action – Select Create Workflow Task Event History from the picklist

   Sharing Rules are not supported when creating Tasks.
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](https://platform.veevavault.help/en/gr/2157/#creating-new-messages) for more information on creating notification templates.
   * Recipient – Select the appropriate recipient. For example, the Workflow Owner.

   ![](../../../Resources/Images/Events/Config/WorkflowsC.png)
3. Select **Save**.

#### Creating the Cancellation Action

Cancellation Actions are separate Workflow actions that interrupt and exit the Workflow. In Events Management, the Cancellation Action functions as recalling a request for approval, enabling end users to make subsequent edits to an event.

To create a Cancellation Action:

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

   ![](../../../Resources/Images/Events/Config/WorkflowsE.png)
3. Populate the following fields:

   * Condition Type = Always
   * Performs Actions = Update field
   * Fields = Event Status
   * Set to value = ‘requested\_\_v’

   ![](../../../Resources/Images/Events/Config/WorkflowsD.png)
4. Select **Save**.

See [Cancellation Actions](https://platform.veevavault.help/en/gr/33550/#cancelation-actions) for more information.

#### Configuring Object Workflows for Delegate Approvers

To configure an Object Workflow to support Delegate Approvers:

1. Ensure one of the following supported **Add Participants** options is selected when defining Participant Controls:

   * Allow workflow initiator to select participants
   * Allow workflow task owners to select participants
   * Use user reference field as participant – Ensure Delegated Approver ID is added as one of the reference fields

   ![](../../../Resources/Images/Events/Config/WorkflowsH.png)
2. Ensure **Make available to users in participant group** is selected for the Assign Task To field for the appropriate Workflow Tasks.

   ![](../../../Resources/Images/Events/Config/WorkflowsI.png)

Delegates are not supported when the participant control uses a group and when a group is selected as an approver. Delegates are not supported if the Workflow Task is configured as Assign to all users in a participant group.

#### Editing Event Actions to Initiate Object Workflows

Once created, Object Workflows must be referenced by the appropriate em\_event\_action\_\_v records. When end users select an Event Action that is associated with an Object Workflow, the approval process as defined by the workflow initiates.

When using an Object Workflow, the event's status is set by the Object Workflow, not the Event Action.

Populate the following fields on the appropriate em\_event\_action\_\_v records:

* button\_name\_\_v – Select the appropriate button name
* vault\_workflow\_\_v – Select the appropriate Object Workflow associated with the em\_event\_lifecycle\_\_v lifecycle
* ending\_status\_\_v – Select Vault Workflow
* action\_type\_\_v – The following values are available:
* Submit for Approval – Initiates the Object Workflow
* Recall Approval Request – Cancels the Workflow via a [Cancellation Action](#Creating4)
* entry\_criteria\_not\_met\_message\_\_v – Select or create the appropriate message\_\_v record that displays to users if Object Workflow entry criteria are not met

  Ensure the message\_\_v record's name contains only alphanumeric and underscore characters.

The following table is an example of two Event Actions created to interact with Workflows, one for initiating the Workflow, and one for initiating the Workflow’s Cancellation Action.

| Field | Submit for Approval Action | Recall Approval Request Action |
| --- | --- | --- |
| button\_name\_\_v | Submit for Approval | Recall Approval Request |
| vault\_workflow\_\_v | Speaker Program Workflow | n/a |
| ending\_status\_\_v | Vault Workflow | |
| action\_type\_\_v | Submit for Approval | Recall Approval Request |
| entry\_criteria\_not\_met\_message\_\_v | Approval\_Criteria\_Error;;Example | n/a |

### Initiating Object Workflows as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

Browser
iPad

End users can initiate an Object Workflow by selecting the configured Event Action from the event's All Actions menu.

If the Workflow’s initial step is a [task prompting for Workflow Participants](#Creating3), end users are immediately assigned a task to select the approver to assign the next stage of review.

#### Reviewing Events for Approval

When approvers are assigned a task to review an event, a banner displays on the em\_event\_\_v record informing users of the pending task.

Approvers can select the Complete button on the banner to complete the task, including providing any comments or verdicts, depending on how the [task was created](#Creating3).

If Delegate Approvers are configured for the assigned approver, they are added to the event as an em\_event\_team\_member\_\_v record with the same role as the approver. The Delegate Approver can Accept and Complete the task on behalf of the assigned approver.

![](../../../Resources/Images/Events/Config/WorkflowsJ.png)

Users can view the designated delegate approver on the em\_event\_history\_\_v record in the delegate\_approver\_participant\_\_v field, and the next approver in the next\_approver\_participant\_\_v field.

End users can initiate approval processes using Object Workflows by selecting the configured Event Action, for example the Submit for Approval button, from the event's All Actions menu.

If the Workflow’s initial step is a [task prompting for Workflow Participants](#Creating3), end users are prompted to immediately select the approver to assign the next stage of review.

If anything interrupts this process prior to the end user selecting Submit for Approval, for example a loss of internet connection or the device running out of battery, end users can restart this task when they view the event again by selecting the Select Approver button in the All Actions menu.

Although initiating Object Workflows is supported on the iPad, all stages of review and approval are only supported on the Browser platform.

### Related Topics

[Defining Custom Event Statuses and Lifecycle States](Lifecycle.htm)

[Using Event Configurations](EventConfigs.htm)

[Configuring Object Workflows](https://platform.veevavault.help/en/gr/33550/)