Event Attendance Rules

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Event Attendance Rules enable admins to set up interacting rules related to attendees being added to an event. By creating these rules, event organizers spend less time preparing for the logistics of the event while still maintaining compliance related to attendance.

Several types of Attendance rules exist, each of which can be controlled by country and event type:

  • Per Attendee Attendance Limit Rules – Limits the number of events an attendee can be invited to within a defined time range per Event Type
  • Cross-Event Per Attendee Attendance Limit Rule – Limits the number of events an attendee can be invited to within a defined time range across all event types
  • Meal Opt-In Attendance Limit Rule – Limits whether an attendee can be added to an event in a defined time range based on the number of meals the attendee has opted-in for
  • Cross-Event Meal Opt-In Attendance Limit Rule – Limits the number of events an attendee can be added to across all event types in a defined time range based on the number of meals the attendee has opted-in for
  • Per Event Attendance Limit Rule – Limit the number of attendees that can be added to an event

For example, Sarah Jones plans a Speaker Program and adds three attendees: Clinton Ackerman, Bob Adams, and Rose Antonucci. When Sarah submits the event for approval, a series of Attendance Rules previously created by the admin all run to check for violations. Clinton Ackerman already attended several Speaker Programs in the calendar year, which violates one of the rules. Sarah receives a notification that she cannot proceed with planning until Dr. Ackerman is removed as an attendee.

See Examples of Attendance Rules for detailed examples of each of these types of rules.

Considerations

  • Rules can be configured to either warn event organizers of violations or prevent them from proceeding until violations are addressed

Prerequisites

Configuring Attendance Rules

To configure Attendance rules:

  1. Grant admins the following additional permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    EM_Business_Rule_vod

    CRUD

    • EM_Per_Attendee_Attendance_Limit_Rule_vod
    • EM_Meal_Opt_In_Attendance_Limit_Rule_vod
    • EM_Per_Event_Attendance_Limit_Rule_vod
    • EM_Cross_Event_Per_Attendee_Attendance_Limit_Rule_vod
    • EM_Cross_Event_Meal_Opt_In_Attendance_Limit_Rule_vod
    • Attendee_Account_Type_vod
    • Per_Event_Topic_vod
    • Limit_Quantity_vod
    • Global_Rule_vod
    • Date_Threshold_Type_vod
    • Rolling_Period_vod
    • Attendee_Status_vod
    • Warning_Type_vod
    • Warning_Text_vod
    • Comment_Required_vod

    Edit

    EM_Business_Rule_Configuration_vod

    CRUD

    All Record Types

    • Limit_Quantity_vod
    • Maximum_Quantity_vod
    • Minimum_Quantity_vod

    Edit

    EM_Attendee_vod

    CRUD

    n/a

    Attendee_Account_Type_vod

    Read

    EM_Event_Override_vod

    CRUD

    EM_Business_Rule_Soft_Warning_On_Action_vod

    • Warning_Text_vod
    • EM_Attendee_vod
    • Veeva_ID_vod

    Edit

  2. Grant end users the following additional permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    EM_Business_Rule_vod

    R

    • EM_Per_Attendee_Attendance_Limit_Rule_vod
    • EM_Meal_Opt_In_Attendance_Limit_Rule_vod
    • EM_Per_Event_Attendance_Limit_Rule_vod
    • EM_Cross_Event_Per_Attendee_Attendance_Limit_Rule_vod
    • EM_Cross_Event_Meal_Opt_In_Attendance_Limit_Rule_vod
    • Attendee_Account_Type_vod
    • Per_Event_Topic_vod
    • Limit_Quantity_vod
    • Global_Rule_vod
    • Date_Threshold_Type_vod
    • Rolling_Period_vod
    • Attendee_Status_vod
    • Warning_Type_vod
    • Warning_Text_vod
    • Comment_Required_vod

    Read

    EM_Business_Rule_Configuration_vod

    R

    All Record Types

    • Limit_Quantity_vod
    • Maximum_Quantity_vod
    • Minimum_Quantity_vod

    Read

    EM_Attendee_vod

    CRUD

    n/a

    Attendee_Account_Type_vod

    Read

    EM_Event_Override_vod

    CRUD

    EM_Business_Rule_Soft_Warning_On_Action_vod

    • Comment_vod
    • Comment_Box_vod
    • Event_vod
    • Event_Action_vod
    • Warning_Text_vod
    • EM_Attendee_vod
    • Veeva_ID_vod

    Edit

  3. Grant admins and end users access to the following Apex classes:

    • VeevaEmBusRuleModel
    • VeevaEmBusRuleUtils
    • VeevaEmBusRuleAttendee

Creating Attendance Rules

All Event Rules are created from the Event Business Rules tab. The selected record type of the EM_Event_Business_Rule_vod record determines which fields admins must populate:

  1. Navigate to the Event Business Rules tab.
  2. Create an Event Rule with the appropriate record type:

    • EM_Per_Attendee_Attendance_Limit_Rule_vod
    • EM_Meal_Opt_In_Attendance_Limit_Rule_vod
    • EM_Per_Event_Attendance_Limit_Rule_vod
    • EM_Cross_Event_Per_Attendee_Attendance_Limit_Rule_vod
    • EM_Cross_Event_Meal_Opt_In_Attendance_Limit_Rule_vod
  3. Select Next.
  4. Populate the following fields:

    • Name
    • Attendee_Account_Type_vod – Restricts the rule to only match the specified account type based on the Attendee_Account_Type_vod formula field on the EM_Attendee_vod object. If left empty, the rule applies to all attendees whose Attendee_Account_Type_vod field is not null. Uses the following format:

      ;;Attendee Account Type 1;;Attendee Account Type 2;;

      This field uses the API Names for the entered event statuses and attendee statuses. For example, ;;Professional_vod;;Prescriber_vod;;

    • Attendee_Status_vod – Uses the following format to define which attendee status and event status combinations the rule should apply to:

      ;;Event Status 1:Attendee Status 1,Attendee Status 2;;Event Status 2:Attendee Status 1;;

      This field uses the API Names for the entered event statuses and attendee statuses. For example, ;;Approved_vod:Invited_vod,Accepted_vod;;Closed_vod:Attended_vod;;

      For Per Event Attendance Limit type rules, use the following syntax instead: ;;Attendee Status 1;;Attendee Status 2;;

    • Global_Rule_vod – Applies the rule to all countries, regardless of any countries associated via Event Business Rule Configuration records. This field cannot be edited after the record is created.
    • Warning_Type_vod – Select either Hard Warning or Soft Warning. See Warning Text and Tokens for more information.
    • Warning_Text_vod – Displays the Veeva Message that displays if this rule is violated. See Warning Text and Tokens for more information.
    • Comment_Required_vod – 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_vod – 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:
    • Attendee_Reconciliation_vod
    • Cancel_Event_vod
    • Generate_Invitations_vod
    • Generate_Sign_In_vod
    • Manage_Attendees_vod
    • Manage_Attendees_Hub_vod
    • Preview_Event_QR_Code_vod
    • Record_a_Call_vod
    • Reschedule_vod
    • Schedule_Engage_vod
    • Send_Email_vod
    • Start_Webinar_vod
    • Submit_to_Cvent_vod
    • View_Signatures_vod
  5. Populate the following additional fields based on the selected record type:

    Rule Record Type

    Additional Fields

    Description

    EM_Per_Attendee_Attendance_Limit_Rule_vod

    Per_Event_Topic_vod

    If selected, applies the Limit_Quantity_vod and Rolling_Period_vod fields individually for a topic.

    For example, an HCP can only attend 2 events in a calendar year per topic.

    If this check box is not selected, the Limit_Quantity_vod and Rolling_Period_vod fields apply to events across all topics.

    Date_Threshold_Type_vod

    Defines the timeframe for thresholds for the rule.

    Select one of the following:

    • Rolling_vod – See Rolling_Period_vod for more information
    • Calendar_Month_vod – States that the restriction applies to events before and after the scheduled event within the same calendar month
    • Calendar_Year_vod – States that the restriction applies to events before and after the scheduled event within the same calendar year

    Rolling_Period_vod

    Defines, in days, the rolling period.

    This field applies the defined number of days both before the scheduled event and after the scheduled event.

    This field should only be populated if Rolling_vod was selected for Date_Threshold_Type_vod.

    EM_Cross_Event_Per_Attendee_Attendance_Limit_Rule_vod

    Per_Event_Topic_vod

    If selected, applies the Limit_Quantity_vod and Rolling_Period_vod fields individually for a topic.

    For example, an HCP can only attend 2 events in a calendar year per topic.

    If this checkbox is not selected, the Limit_Quantity_vod and Rolling_Period_vod fields apply to events across all topics.

    Limit_Quantity_vod

    Defines the number of events that an attendee can have previously been invited to before violating the rule.

    Date_Threshold_Type_vod

    Defines the timeframe for thresholds for the rule.

    Select one of the following:

    • Rolling_vod – See Rolling_Period_vod for more information
    • Calendar_Month_vod – States that the restriction applies to events before and after the scheduled event within the same calendar month
    • Calendar_Year_vod – States that the restriction applies to events before and after the scheduled event within the same calendar year

    Rolling_Period_vod

    Defines, in days, the rolling period.

    This field applies the defined number of days both before the scheduled event and after the scheduled event.

    This field should only be populated if Rolling_vod was selected for Date_Threshold_Type_vod.

    EM_Meal_Opt_In_Attendance_Limit_Rule_vod

    Date_Threshold_Type_vod

    Defines the timeframe for thresholds for the rule.

    Select one of the following:

    • Rolling_vod – See Rolling_Period_vod for more information
    • Calendar_Month_vod – States that the restriction applies to events before and after the scheduled event within the same calendar month
    • Calendar_Year_vod – States that the restriction applies to events before and after the scheduled event within the same calendar year

    Rolling_Period_vod

    Defines, in days, the rolling period.

    This field applies the defined number of days both before the scheduled event and after the scheduled event.

    This field should only be populated if Rolling_vod was selected for Date_Threshold_Type_vod.

    EM_Cross_Event_Meal_Opt_In_Attendance_Limit_Rule_vod

    Limit_Quantity_vod

    Defines the number of meals that an attendee can have previously opted in to before violating the rule.

    Date_Threshold_Type_vod

    Defines the timeframe for thresholds for the rule.

    Select one of the following:

    • Rolling_vod – See Rolling_Period_vod for more information
    • Calendar_Month_vod – States that the restriction applies to events before and after the scheduled event within the same calendar month
    • Calendar_Year_vod – States that the restriction applies to events before and after the scheduled event within the same calendar year

    Rolling_Period_vod

    Defines, in days, the rolling period.

    This field applies the defined number of days both before the scheduled event and after the scheduled event.

    This field should only be populated if Rolling_vod was selected for Date_Threshold_Type_vod.

    Per Event Attendance Limit type rules do not require any additional fields.

  6. Select Save.

Creating Attendance Rules Configurations

After the event rule is created, admins must create an associated EM_Business_Rule_Configuration_vod record to determine which event type, country, and timespan the rule should apply to.

To associate event rules to EM_Business_Rule_Configuration_vod records, create a EM_Business_Rule_Configuration_vod record from the Business Rule Configurations related list of the appropriate business rule with the following field values:

  • Event_Business_Rule_vod – Automatically populates with the appropriate event rule
  • Event_Type_vod – Enter the appropriate EM_Event_vod record type the event rule applies to
  • Country_vod – Use the lookup to select the appropriate Country_vod record. This field does not display if the Global_Rule_vod check box was selected.
  • Rule_Start_Date_vod – Defines the start of the active period of the rule
  • Rule_End_Date_vod – Defines the end of the active period of the rule
  • Limit_Quantity_vod – Restricts the number of meals received or events invited to before an attendee is ineligible during the specified time period. This field does not apply to Cross-Event or Per Event Attendance type rules.
  • Minimum_Quantity_vod – Used by Per Event type rules to establish the minimum number of attendees allowed for an event. Only applies to Per Event Attendance Rules.
  • Maximum_Quantity_vod – Used by Per Event type rules to establish the maximum number of attendees allowed for an event. Only applies to Per Event Attendance Rules.

Only one business rule configuration can be active for each combination of Event_Type_vod, Event_Business_Rule_vod, and Country_vod.

Defining the Run Order of Attendance Rules

Many Attendance 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.

If multiple Hard Warning-type Attendance Rules are triggered at once, rules with populated Attendee_Account_Type_vod run first if an attendee matches the defined account type.

For example, Rules A and B are both triggered at the same time and are both Hard Warning-type rules.

Rule A has an Attendee_Account_Type_vod field of null, and Rule B has an Attendee_Account_Type_vod field of Prescribers_vod. Clinton Ackerman is a KOL type account, so when the rules run, Rule A runs first. Bob Adams is a Prescriber, so when the rules run, Rule B runs first.

Per Event Attendance Account Type Logic

Per Event Attendance type rules have specific logic when multiple rules run at the same time. For example

Rule A has Attendee Account Type of Prescribers_vod with 1-3 Prescribers per event, while Rule B has a null Attendee Account Type with 1-10 Attendees per event.

Sarah Jones plans an event with four prescribers and eight nurses. When the event is submitted for approval, Rule A runs only against the four prescriber attendees. Since there are more than three invited prescribers, the rule is violated and a warning message displays. Rule B runs for all four prescribers and all eight nurses. Since total attendance is greater than 10, this rule is also violated and a warning message displays.

Sarah removes one prescriber and tries again. Rule A now passes, since the total number of prescribers is three, but Rule B is still violated since total attendance is greater than 10. She removes one nurse and submits the event for approval. Both rules pass.

Previewing Attendance Rules When Adding Attendees

Event organizers are able to preview the result of the following types of Attendance Rules whenever they add an attendee to an event:

  • Per Attendee Attendance Limit rule
  • Cross-Event Per Attendee Attendance Limit rule
  • Meal Opt-In Attendance Limit rule
  • Cross-Event Meal Opt-In Attendance Limit rule

If an added attendee violates a rule, a warning modal displays with the name of the attendee and the warning text.

If attendees were added via the Bulk-Add Attendee feature, all attendees causing violations display in a list on the modal.

From this modal, event organizers can review potential violations and remove attendees from the event either by selecting Remove All Attendees or by selecting the check box next to each attendee and selecting Continue.