Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/EventBusinessRules/SpeakerRules.htm ## Creating Event Speaker Rules Event Speaker rules enable admins to set up guidelines and policies when adding speakers to events. These guidelines and policies provide compliance, more effective events, controlled spending, and limits to speakers added to events. Several types of Event Speaker rules exist, each of which can be controlled by country and event type: * Per Speaker Engagement Limit Rule – Limits the number of events a speaker can speak at per event type * Cross-Event Per Speaker Engagement Limit Rule – Limits the number of events a speaker can speak at across multiple event types * Speaker Attendance By Expense Cap Rule – Limits a speaker's attendance based on expense cap * Per Event Speaker Ratio Rule –Limits the number of speakers that can be added to an event based on a speakers-to-attendees ratio * Per Event Speaker Limit Rule – Defines the minimum and maximum number of speakers that can be added to an event * Speaker Attendance Qualification – Limits speakers from being added as attendees to events they are qualified to speak at * Speaker Attendance By Product Cap Rule – Limits a speaker’s attendance based on [product-specific cap](../Speakers/ProductCaps.htm) These rules can be configured to either warn event organizers of violations or prevent them from proceeding until violations are addressed. See [Examples of Event Speaker Rules](SpeakerRulesExample.htm) for detailed examples of each of these types of rules. **Who can use this feature?** * Business Admin Users - Browser * [Creating Event Speaker Rules](#Creating) * [Defining the Run Order of Event Speaker Rules](#Defining) * End Users - Browser (iPad Coming Soon) * [Viewing Potential Warnings for Event Speaker Rules](#Viewing) * Users require an Events Management License ### Configuring Event Speaker Rules for [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) To configure this feature: 1. Ensure the following features are configured: * [Configuring Events Management](../Configuration/Config.htm) * [Event Business Rules](EventBusinessRules.htm) 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\_attendance\_product\_cap\_rule\_\_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 | [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) To configure this feature: 1. Ensure the following features are configured: * [Configuring Events Management](../Configuration/Config.htm) * [Event Business Rules](EventBusinessRules.htm) 2. Grant the following permissions: | Object | Object Permission | Object Types | Fields | Field Permission | | --- | --- | --- | --- | --- | | em\_business\_rule\_\_v | R | * 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\_attendance\_product\_cap\_rule\_\_v | * 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 | em\_business\_rule\_configuration\_\_v | * 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 | ### Creating Event Speaker Rules as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) All Event Rules are created from the [Event Business Rules](EventBusinessRules.htm#Common) tab. The selected object type of the em\_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 * speaker\_attendance\_product\_cap\_rule\_\_v – [Designating Speaker Caps by Product](../Speakers/ProductCaps.htm) must be enabled to use this type of rule 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](WarningTextTokens.htm) for more information. * warning\_text\_\_v – Displays the Veeva Message that displays if this rule is violated. See [Warning Text and Tokens](WarningTextTokens.htm) 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 checkbox 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. The maximum supported value is 200.00. 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 checkbox 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. The maximum supported value is 200.00. 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 | | speaker\_attendance\_product\_cap\_rule\_\_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\_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. ![](../../../Resources/Images/Events/BusRules/EMBusRuleConfigCreate.png) 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 checkbox 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. ### Defining the Run Order of Event Speaker Rules as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) 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. ### Viewing Potential Warnings for Event Speaker Rules as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) 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 checkbox next to the speaker’s name and selecting Continue. ### Related Topics [Event Business Rules Overview](EventBusinessRules.htm) [Examples of Event Speaker Rules](SpeakerRulesExample.htm) [Warning Text and Tokens](WarningTextTokens.htm)