Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Configuration/Config.htm ## Configuring Events Management In this topic, you can find information on Events Management components as well as all the configuration steps you need to use Events Management. [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Components](#) #### Events The core record of Events Management. Event records are created by event organizers and follow a defined lifecycle flow from the planning phase through the post-event processes phase. #### Event Configurations Every event created in Events Management is associated with a single matching Event Configuration (em\_event\_configuration\_\_v) record. These records match to events based on the event's object type and country, and control a high degree of functionality for the corresponding event, for example, the event's layout in a given lifecycle stage, the actions available to event organizers, as well as validation and compliance checks implemented by business administrators. #### Event Attendees Once end users have scheduled and created an event, they can invite attendees to their event. Event attendees can include person accounts, business accounts, or even other Vault CRM users. Additionally, Events Management can be configured to support walk-in attendees, attendees who attended the event despite not having been invited. #### Event Budgets and Expenses Budgets in Events Management enable auditable expense tracking, along with separate categories for estimated, committed, and actual expenses. Expense and estimate tracking utilizes roll-ups to ensure the event's budget, and likewise the overall budget the event is using, remains an accurate reflection of the upcoming or incurred costs associated with the budget. #### Event Team Members Due to the highly collaborative nature of Events Management, multiple Vault CRM users, as well as external users, may be involved in the various stages of an event, from planning, to executing, to post processing. Event Team Members enable more than just the event's owner to interact with an event. Each team member is assigned a role. Out-of-the-box roles include Organizer, Vendor, Approver, and Cohost. Additional custom team member roles can be added. ### Configuring Events Management for [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) To configure this feature for business admin users: 1. Navigate to **Admin > Users & Groups > Permission Sets**. 2. Select the appropriate permission set. 3. Select the **Objects** tab. 4. Grant the following permissions: | Object | Object Permission | Object Types | Fields | Field Permission | | --- | --- | --- | --- | --- | | application\_profile\_\_v | R | All | All fields | Read | | em\_budget\_\_v | CRED | budget\_\_v | * actual\_expenses\_\_v * actual\_remaining\_\_v * budget\_identifier\_\_v * child\_budget\_allocation\_\_v * committed\_expenses\_\_v * committed\_remaining\_\_v * end\_date\_\_v * estimated\_expenses\_\_v * estimated\_remaining\_\_v * external\_id\_\_v * nameparent\_budget\_\_v * parent\_budget\_\_v * product\_\_v * start\_date\_\_v * territory\_\_v | Edit | | em\_catalog\_\_v | R | All | All fields | Read | | em\_event\_action\_\_v | CRED | All | All fields | Edit | | em\_event\_budget\_\_v | CRED | event\_budget\_\_v | * actual\_\_v * budget\_\_v * budget\_name\_\_v * committed\_\_v * em\_budget\_status\_\_v * estimate\_\_v * estimated\_remaining\_\_v * event\_\_v * event\_canceled\_\_v * external\_id\_\_v * mobile\_id\_\_v * name * override\_lock\_\_v * mobile\_created\_datetime\_\_v * mobile\_last\_modified\_datetime\_\_v | Edit | | em\_event\_configuration\_\_v | CRED | All | All fields | Edit | | em\_event\_configuration\_country\_\_v | CRED | All | All fields | Edit | | em\_event\_history\_\_v | R | All | All fields | Read | | em\_event\_layout\_\_v | CRED | All | All fields | Edit | | em\_event\_rule\_\_v | CRED | All | All fields | Edit | | em\_event\_speaker\_\_v | CRED | All | All fields | Edit | | em\_event\_team\_member\_\_v | CRED | * event\_team\_member\_\_v * group\_\_v | All fields | Edit | | em\_speaker\_\_v | CRED | All | All fields | Edit | | em\_vendor\_\_v | R | All | All fields | Read | | em\_venue\_\_v | R | All | All fields | Read | | events\_management\_settings\_\_v | CRE | All | All fields | Edit | | user\_\_sys | R | All | application\_profile\_\_v | Read | | vcountry\_\_v | R | All | All fields | Read | 5. Ensure the **Allow attachments** option is selected for the following objects: * em\_attendee\_\_v * em\_catalog\_\_v * em\_event\_speaker\_\_v * expense\_header\_\_v * expense\_line\_\_v * em\_event\_session\_\_v * em\_event\_session\_attendee\_\_v * em\_event\_team\_member\_\_v * em\_event\_budget\_\_v * em\_event\_material\_\_v * em\_expense\_estimate\_\_v 6. Grant access to the **Events Management** tab collection. [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) To configure this feature for end users: 1. Navigate to **Admin > Users & Groups > Permission Sets**. 2. Select the appropriate permission set. 3. Select the **Objects** tab. 4. Grant the following permissions: | Object | Object Permission | Object Types | Fields | Field Permission | | --- | --- | --- | --- | --- | | account\_\_v | R | All | All fields configured to display for accounts | Read | | address\_\_v | R | All | * name\_\_v * street\_address\_2\_cda\_\_v * city\_cda\_\_v * country\_\_v * state\_province\_\_v | Read | | application\_profile\_\_v | R | All | All fields | Read | | em\_attendee\_\_v | CRED | All | * account\_\_v * attendee\_account\_type\_\_v * attendee\_name\_\_v * attendee\_type\_\_v * attendance\_type\_\_v * credentials\_\_v * em\_attendee\_status\_\_v * event\_\_v * first\_name\_\_v * furigana\_\_v * last\_name\_\_v * mobile\_created\_datetime\_\_v * mobile\_id\_\_v * mobile\_last\_modified\_datetime\_\_v * object\_type\_\_v * owner\_\_v * person\_\_v * signature\_\_v * signature\_datetime\_\_v * title\_\_v * user\_\_v * walk\_in\_status\_\_v * walk\_in\_type\_\_v | Edit | | * child\_account\_\_v | Read | | em\_budget\_\_v | R | budget\_\_v | * actual\_expenses\_\_v * actual\_remaining\_\_v * budget\_identifier\_\_v * child\_budget\_allocation\_\_v * committed\_expenses\_\_v * committed\_remaining\_\_v * em\_budget\_status\_\_v * end\_date\_\_v * estimated\_expenses\_\_v * estimated\_remaining\_\_v * external\_id\_\_v * local\_currency\_\_sys * parent\_budget\_\_v * product\_\_v * start\_date\_\_v * status\_\_v * territory\_\_v * total\_budget\_\_v | Read | | em\_catalog\_\_v | R | All | All fields | Read | | em\_event\_\_v | CRE | All appropriate object types | * actual\_attendance\_\_v * actual\_meal\_cost\_per\_person\_\_v * attendees\_requesting\_meals\_\_v * attendees\_with\_meals\_\_v * local\_currency\_\_sys * hcps\_with\_meals\_\_v | Read | | * account\_\_v * account\_attendee\_fields\_\_v * address\_\_v * attendee\_reconciliation\_complete\_\_v * city\_cda\_\_v * contact\_attendee\_fields\_\_v * country\_\_v * em\_event\_status\_\_v * end\_time\_\_v * event\_format\_\_v * event\_identifier\_\_v * event\_configuration\_\_v * location\_\_v * lock\_\_v * mobile\_created\_datetime\_\_v * mobile\_last\_modified\_datetime\_\_v * name\_\_v * object\_type\_\_v * owner\_\_v * owner\_id\_\_v * program\_type\_\_v * start\_time\_\_v * start\_date\_\_v * state\_province\_\_v * topic\_\_v * user\_attendee\_fields\_\_v * walk\_in\_count\_\_v * walk\_in\_fields\_\_v | Edit | | em\_event\_action\_\_v | R | All | All fields | Read | | em\_event\_budget\_\_v | CRED | event\_budget\_\_v | * actual\_\_v * budget\_\_v * committed\_\_v * event\_\_v * local\_currency\_\_sys * mdobile\_id\_\_v * mobile\_created\_datetime\_\_v * mobile\_last\_modified\_datetime\_\_v * object\_type\_\_v | Edit | | * estimated\_remaining\_\_v * budget\_name\_\_v | Read | | em\_event\_configuration\_\_v | R | All | All fields | Read | | em\_event\_configuration\_country\_\_v | R | All | All fields | Read | | em\_event\_history\_\_v | R | All | All fields | Read | | em\_event\_layout\_\_v | R | All | * application\_profile\_\_v * application\_profile\_id\_\_v * country\_override\_\_v * event\_configuration\_\_v * event\_layout\_\_v * event\_object\_name\_\_v * event\_status\_\_v * event\_team\_role\_\_v * help\_text\_\_v * page\_layout\_\_v * referenced\_object\_type\_\_v * visible\_buttons\_\_v | Read | | em\_event\_rule\_\_v | R | All | All fields | Read | | em\_event\_speaker\_\_v | CRED | All | account\_\_v | Read | | * credentials\_\_v * event\_\_v * em\_event\_speaker\_status\_\_v * first\_name\_\_v * furigana\_\_v * last\_name\_\_v * meal\_opt\_in\_\_v * middle\_name\_\_v * mobile\_id\_\_v * mobile\_last\_modified\_datetime\_\_v * mobile\_created\_datetime\_\_v * nickname\_\_v * object\_type\_\_v * owner\_\_v * signature\_\_v * signature\_datetime\_\_v * speaker\_\_v * speaker\_formatted\_name\_\_v * speaker\_name\_\_v * suffix\_\_v * tier\_\_v * title\_\_v | Edit | | em\_event\_team\_member\_\_v | CRED | event\_team\_member\_\_v | * external\_id\_\_v * override\_lock\_\_v | Read | | All other fields | Edit | | em\_speaker\_\_v | R | All | * account\_\_v * address\_\_v * credentials\_\_v * first\_name\_\_v * furigana\_\_v * last\_name\_\_v * local\_currency\_\_sys * middle\_name\_\_v * nickname\_\_v * name\_\_v * speaker\_identifier\_\_v * speaker\_formatted\_name\_\_v * suffix\_\_v * tier\_\_v * title\_\_v | Read | | em\_vendor\_\_v | R | All | All fields | Read | | em\_venue\_\_v | R | All | All fields | Read | | person\_\_v | R | All | All fields configured to display for person\_\_v records | Read | | preferences\_\_v | R | All | * event\_country\_config\_\_v * event\_management\_user\_\_v | Read | | user\_\_sys | R | All | application\_profile\_\_v | Read | | vcountry\_\_v | R | All | All fields | Read | | events\_management\_settings\_\_v | R | All | All fields | Read | 5. Grant users View access to the **event\_layout\_\_v** Object Control on the em\_event\_\_v object. 6. Navigate to the **Application** tab of the permission set. 7. Select the **Show Create Button** checkbox in the Create Button section. 8. Navigate to the **Tabs** tab of the permission set. 9. Grant users access to the **Events Management** tab collection. 10. Navigate to **Admin > Configuration > Objects > em\_event\_\_v**. * Select the **em\_event\_status\_v** field * Ensure a **Default Value** is selected 11. Navigate to **Admin > Configuration > Objects > em\_event\_team\_member\_\_v**. * Select the **role\_\_v** field * Ensure a **Default Value** is selected 12. Navigate to **Admin > Configuration > Objects > em\_event\_team\_member\_\_v > Layouts**. 13. Add the **team\_member\_type\_\_v** field to the appropriate em\_event\_team\_member\_\_v layouts. 14. Add the following fields directly below the team\_member\_type\_\_v field on the Event Team Member layout to display their respective Team Member types for selection: * role\_\_v – It is recommended to mark this field as required on the layout * team\_member\_\_v – References a Vault CRM user to grant event access to * group\_name\_\_v – The name of the group added as a team member * first\_name\_\_v and last\_name\_\_v – These fields are required for write-ins. The order of these fields on the layout can be arranged to accommodate languages where the last name displays before the first name. 15. Configure [Web Actions](https://commercial.veevavault.help/en/gr/21270/) as defined in the Vault platform help. This step is optional. * Navigate to **Admin > Configuration > Object Lifecycles** * Select the appropriate event or related event object lifecycle * Add **Web Actions** to the lifecycle. Web Actions are added as User Actions on lifecycle states; for more information, see [User Actions](https://commercial.veevavault.help/en/gr/59885/) in the Vault platform help. Configured Web Actions display after defined Visible Buttons and are sorted by the order configured in the lifecycle. 16. Ensure the appropriate VMOCs for the following objects are active: * application\_profile\_\_v * child\_event\_rule\_config\_\_v * em\_attendee\_\_v * em\_budget\_\_v * em\_business\_rule\_\_v * em\_business\_rule\_configuration\_\_v * em\_catalog\_\_v * em\_event\_\_v * em\_event\_action\_\_v * em\_event\_budget\_\_v * em\_event\_configuration\_\_v * em\_event\_configuration\_country\_\_v * em\_event\_history\_\_v * em\_event\_layout\_\_v * em\_event\_material\_\_v * em\_event\_override\_\_v * em\_event\_rule\_\_v * em\_event\_session\_\_v * em\_event\_session\_attendee\_\_v * em\_event\_speaker\_\_v * em\_event\_team\_member\_\_v * em\_expense\_estimate\_\_v * em\_speaker\_\_v * em\_speaker\_cap\_\_v * em\_speaker\_nomination\_\_v * em\_speaker\_qualification\_\_v * em\_stage\_configuration\_\_v * em\_topic\_material\_\_v * em\_vendor\_\_v * em\_venue\_\_v * events\_management\_settings\_\_v * expense\_attribution\_\_v * expense\_header\_\_v * expense\_line\_\_v * expense\_type\_\_v * vcountry\_\_v 17. Add **EMEvents** to the **TAB\_NAV\_DISPLAY** Veeva Setting to determine the appropriate position of the Events tab on the iPad. This step is only required if [Managing Tab Visibility and Display Order](../../Getting_Started/MobileDeviceSetup/TabVisibility.htm) is enabled. 18. Populate the following Veeva Settings: * PHOTO\_QUALITY\_\_v – Populate with either 1, 2, or 3 to define the maximum quality of uploaded photos, where 1 is the lowest quality and 3 is the highest * Camera\_Roll\_\_v – Populate with 1 to prevent users from uploading photos directly from their camera roll. This setting is optional. #### Configuring Events Management Settings As part of configuring Events Management, configure or enable the following Events Management Settings: * ATTENDEE\_ROLLUP\_STATUS\_FILTER\_\_v – Determines how event attendance is calculated. By default this setting references the ATTENDEE\_ROLLUP\_STATUS\_FILTER;;EVENT\_MANAGEMENT message\_\_v record. Edit this Veeva Message and enter a comma separated list of em\_attendee\_status\_\_v values on the em\_attendee\_\_v object that count towards the number of attendees at the event. For example, attended\_\_v,signed\_\_v,invited\_\_v * SPEAKER\_ROLLUP\_STATUS\_FILTER\_\_v – Determines the status values for Event Speakers counting toward year-to-date utilization and attendance-based rollup summaries. By default, this setting references the SPEAKER\_ROLLUP\_STATUS\_FILTER;;EVENT\_MANAGEMENT message\_\_v record. Edit this Veeva Message and enter a comma separated list of em\_event\_speaker\_status\_\_v values on the em\_event\_speaker\_\_v object that count towards the number of speakers at the event. If the setting does not contain a value, only Event Speakers with a status of attended\_\_v or signed\_\_v count for the Attendance Summary fields on the em\_event\_\_v object and in the calculation for the year\_to\_date\_utilization\_\_v field on the em\_speaker\_\_v object. #### Creating Preference Records for Events Management Users Each user in Events Management must have an associated preferences\_\_v record. This record determines whether the user is licensed with Events Management, as well as the countries the user can create events in: 1. Create preferences\_\_v records for all appropriate users. 2. Populate the following fields for each preferences\_\_v record: * event\_management\_user\_\_v – Select this checkbox * event\_country\_config\_\_v – Determines both the default country of events created by the user, as well as whether the country picklist should display to the user when creating an event. For example, populating this field with US;1 defines the United States as the default country, but enables the event organizer to select other events. Populating this field with CAN;0 defines Canada as the default country and disables the country selector picklist when this use creates event, effectively making Canada the only country the user can create events in. #### Layout Profiles in Events Management If end users have [Layout Profiles](https://platform.veevavault.help/en/gr/582159/) assigned to them, ensure no layouts are defined for the following objects: * em\_event\_\_v * em\_attendee\_\_v * em\_event\_speaker\_\_v * em\_event\_material\_\_v * em\_event\_session\_\_v * em\_event\_session\_attendee\_\_v * em\_event\_budget\_\_v * em\_expense\_estimate\_\_v * em\_event\_team\_member\_\_v * expense\_header\_\_v * expense\_line\_\_v #### Grouping Event Attachments into Zip Files Attachments under an em\_event\_\_v record are consolidated into a zip file once there are over 90 files attached. This happens automatically when an attachment is uploaded to the event and the threshold is reached. Video and zip files are excluded from the zip file. #### Configuring Attachments for Events Management Records Vault platform Attachment fields can be added to layouts for the em\_event\_\_v object and the following related objects’ layouts: * em\_attendee\_\_v * em\_event\_speaker\_\_v * expense\_header\_\_v * expense\_line\_\_v For more information, see [Attachment Fields](https://platform.veevavault.help/en/lr/15057/#attachment-fields) on the Vault platform help site. ### Locking Attachments on Event Records as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) To improve compliance, when records on the following objects are locked, closed or canceled, users are prevented from adding, editing, or deleting attachments or files from the records: * em\_attendee\_\_v * em\_event\_\_v * em\_event\_budget\_\_v * em\_event\_speaker\_\_v * em\_event\_session\_\_v * em\_event\_session\_attendee\_\_v * em\_expense\_estimate\_\_v * expense\_header\_\_v * expense\_line\_\_v * em\_event\_team\_member\_\_v * em\_event\_material\_\_v ### Defining Required and Read-Only Fields on Events Management Layouts as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) Business admin users can configure fields on layouts used in Events Management to be either Required or Read-Only, enabling greater control on how end users create records. However, the following fields on the following objects are not supported when marked as Required or Read-Only: * em\_event\_budget\_\_v * budget\_\_v – Marking the field as Required is not supported * em\_event\_material\_\_v * material\_\_v – Marking the field as Required is not supported * email\_template\_\_v – Marking the field as Required is not supported * em\_event\_session\_attendee\_\_v * event\_session\_\_v – Marking the field as Read-Only is not supported * em\_event\_speaker\_\_v * speaker\_lodging\_type\_\_v – Marking the field as Required is not supported * speaker\_transportation\_method\_\_v – Marking the field as Required is not supported * em\_event\_team\_member\_\_v * first\_name\_\_v – Marking the field as Required is not supported * group\_name\_\_v – Marking the field as either Required or Read-Only is not supported * last\_name\_\_v – Marking the field as Required is not supported * team\_member\_\_v – – Marking the field as Required is not supported * virtual\_role\_\_v – Marking the field as Required is not supported * em\_expense\_estimate\_\_v * event\_budget\_\_v – Marking the field as Read-Only is not supported * expense\_type\_\_v – Marking the field as Read-Only is not supported * expense\_header\_\_v * incurred\_expense\_\_v – Marking the field as Read-Only is not supported * incurred\_expense\_account\_\_v – Marking the field as Required is not supported * incurred\_expense\_attendee\_\_v – Marking the field as Required is not supported * incurred\_expense\_speaker\_\_v – Marking the field as Required is not supported * incurred\_expense\_team\_member\_\_v – Marking the field as Required is not supported * incurred\_expense\_vendor\_\_v – Marking the field as Required is not supported * incurred\_expense\_venue\_\_v – Marking the field as Required is not supported * payee\_\_v – Marking the field as Read-Only is not supported * payee\_account\_\_v – Marking the field as Required is not supported * payee\_attendee\_\_v – Marking the field as Required is not supported * payee\_speaker\_\_v – Marking the field as Required is not supported * payee\_team\_member\_\_v – Marking the field as Required is not supported * payee\_vendor\_\_v – Marking the field as Required is not supported * payee\_venue\_\_v – Marking the field as Required is not supported * expense\_line\_\_v * expense\_type\_\_v – Marking the field as either Required or Read-Only is not supported * event\_budget\_\_v – Marking the field as either Required or Read-Only is not supported ### Related Topics [Using Event Configurations](EventConfigs.htm) [Defining Event Layouts](DefiningPageLayouts.htm) [Creating an Event](../Planning/CreatingEvents.htm)