Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Speakers/NominatingSpeakers.htm

## Nominating Speakers

Organizations that maintain speakers can build their speaker list through speaker nominations from end users, which are then reviewed and approved by medical and compliance teams. End users can nominate new speakers, or renominate existing speakers to qualify them for additional products, ensuring that each speaker is approved and trained before becoming eligible.

Business admin users can also configure an Object Workflow to create custom approval workflows that dynamically update based on specific speaker attributes and criteria. By defining these criteria, you can ensure each nomination follows the appropriate approval process, streamlining operations and maintaining compliance.

**Who can use this feature?**

* Business Admin Users - Browser
* [Creating Approval Object Workflows for Speaker Nominations](#Creating5)
* [Unlocking Speaker Nominations](#Unlockin)
* End Users - Browser, iPad
* [Nominating New Speakers](#Nominati)
* Users require an Events Management License

### Configuring Nominating Speakers 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)
   * [Using the Speaker Tab](SpeakerTab.htm)
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](https://platform.veevavault.help/en/lr/36440/) for more information.

If custom statuses on the em\_speaker\_nomination\_\_v object are created, ensure they are added as a Lifecycle State. Ensure the Workflow Cancel Status is set to No State Change. If the Lifecycle State represents exiting the workflow, the following entry actions must also be added to the Lifecycle State:

* workflow\_status\_\_v = inactive\_\_v
* workflow\_owner\_\_v = blank
* workflow\_instance\_id\_\_v = blank
* task\_id\_\_v = blank

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

1. Ensure the following features are configured:

   * [Configuring Events Management](../Configuration/Config.htm)
   * [Using the Speaker Tab](SpeakerTab.htm)
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.

### Creating Approval Object Workflows for Speaker Nominations as

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

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 checkbox is selected
   * Ensure all other options and check boxes are left empty or deselected

   ![](../../../Resources/Images/Events/Speakers/NominatingSpeakers.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 can interact with the nomination’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/Speakers/NominatingSpeakers1.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 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](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.
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](#Creating4) 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](#Creating3) 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](#Creating) for more information.
   * Notifications – Sends email notifications to a specific user or group based on a defined notification template. See [Creating Workflow Notifications](#Creating2) 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.

   ![](../../../Resources/Images/Events/Speakers/NominatingSpeakers2.png)
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.

   ![](../../../Resources/Images/Events/Speakers/NominatingSpeakers3.png)
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.

   ![](../../../Resources/Images/Events/Speakers/NominatingSpeakers4.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.
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](#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
   * 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 Decision 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.
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](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 approver [Participant](#Defining). 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](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/Speakers/NominatingSpeakers5.png)
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’

   ![](../../../Resources/Images/Events/Speakers/NominatingSpeakers6.png)
4. Select **Save**.

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

### Nominating New Speakers as

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

To nominate new speakers:

Browser
iPad

1. Navigate to the **Speaker Nominations** tab.
2. Select **New**.
3. Select **New Speaker** for the object type, then select **Next**.
4. Populate the following fields:

   * account\_\_v – Optional, selecting the appropriate account causes the following fields to automatically populate based on the fields of the account:
   * first\_name\_\_v – Populates with the first\_name\_cda\_\_v field from the account
   * last\_name\_\_v – Populates with the last\_name\_cda\_\_v field from the account
   * credentials\_\_v
   * title\_\_v – Populates with the persontitle\_\_v field from the account
   * Any custom em\_speaker\_nomination\_\_v fields are populated if they match fields on the account\_\_v object.
   * product\_\_v
   * comments\_\_v
   * justification\_\_v

   ![](../../../Resources/Images/Events/Speakers/NominatingSpeakers7.png)
5. Select **Save**.
6. Select **Submit** or **Submit for Approval** if [Creating Approval Object Workflows for Speaker Nominations](#Creating5) is configured.

Submitting the nomination creates a new em\_speaker\_\_v record with a status of nominated\_\_v. The fields of this record are populated based on the field values of the created em\_speaker\_nomination\_\_v record.

#### Renominating Existing Speakers

Users can also renominate existing speakers to be considered qualified for additional topics:

1. Navigate to the **Speaker Nominations** related list of the appropriate em\_speaker\_\_v record or navigate to the **Speaker Nominations** tab.
2. Select **Create**.
3. Select **Renominate** for the object type, then select **Next**.
4. Populate the following fields:

   * product\_\_v
   * comments\_\_v
   * justification\_\_v
5. Select **Save**.
6. Upload the appropriate attachments needed for review.
7. Select **Submit** or **Submit for Approval** if [Creating Approval Object Workflows for Speaker Nominations](#Creating5) is configured.

#### Initiating Object Workflows

End users can initiate an Object Workflow by selecting Submit for Approval in the em\_speaker\_nomination\_\_v record’s All Actions menu.

If the Workflow’s initial step is a task [prompting for Workflow Participants](#Creating), 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\_speaker\_nomination\_\_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.

When a new\_speaker\_\_v type nomination is approved or rejected via the Object Workflow, the em\_speaker\_status\_\_v field of the associated em\_speaker\_\_v record automatically updates to the corresponding nomination status.

#### Recalling Nominations

To recall a nomination, select the Cancel Workflow action within the em\_speaker\_nomination\_\_v record’s Workflow Timeline while the record is within the Object Workflow. See [Canceling Workflows](https://platform.veevavault.help/en/lr/33553/#canceling-workflows) for more information.

1. Navigate to the **Speakers** tab.
2. Select **New**.
3. Populate the following fields:

   * account\_\_v – Optional, selecting the appropriate account causes the following fields to automatically populate based on the fields of the account:
   * first\_name\_\_v – Populates with the first\_name\_cda\_\_v field from the account
   * last\_name\_\_v – Populates with the last\_name\_cda\_\_v field from the account
   * credentials\_\_v
   * title\_\_v – Populates with the persontitle\_\_v field from the account
   * Any custom em\_speaker\_nomination\_\_v fields are populated if they match fields on the account\_\_v object.
   * product\_\_v
   * comments\_\_v
   * justification\_\_v
4. Select **Save**.
5. Select **Submit** or **Submit for Approval** if [Creating Approval Object Workflows for Speaker Nominations](#Creating5) is configured.

Submitting the nomination creates a new em\_speaker\_\_v record with a status of nominated\_\_v. The fields of this record are populated based on the field values of the created em\_speaker\_nomination\_\_v record.

#### Renominating Existing Speakers

Users can also renominate existing speakers to be considered qualified for additional topics:

1. Navigate to the **Speaker Nominations** related list of the appropriate em\_speaker\_\_v record.
2. Select **Create**.
3. Select **Renominate** for the object type, then select **Next**.
4. Populate the following fields:

   * product\_\_v
   * comments\_\_v
   * justification\_\_v
5. Select **Save**.
6. Upload the appropriate attachments needed for review.
7. Select **Submit** or **Submit for Approval** if [Creating Approval Object Workflows for Speaker Nominations](#Creating5) is configured.

#### Initiating Object Workflows

End users can initiate an Object Workflow by selecting Submit for Approval in the em\_speaker\_nomination\_\_v record’s All Actions menu.

If the Workflow’s initial step is a task [prompting for Workflow Participants](#Creating), end users are immediately assigned a task to 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.

#### Recalling Nominations

To recall a nomination, select the Recall action in the em\_speaker\_nomination\_\_v record’s All Actions menu while the record is within the Object Workflow.

### Unlocking Speaker Nominations as

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

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 All Actions menu. This updates the record’s em\_speaker\_nomination\_status\_\_v field to saved\_\_v, enabling editing the record.

### Related Topics

[Adding Event Speakers to an Event](AddEventSpeakers.htm)

[Using the Speaker Tab](SpeakerTab.htm)

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