Examples of Attendance Rules

This topic contains detailed examples for each type of Event Attendance Rule.

Per Attendee Attendance Limit Rules

Example 1: Limit for Single Event Type

The admin wants to restrict the number of Lunch and Learns about the same topic a Professional-type attendee can be invited to in a 90 day period.

To implement this restriction:

Navigate to the Event Business Rules tab.
Create a Event Business Rule with a record type of Per Attendee Attendance Limit Rule.

Populate the following fields:

Field	Value
Name	Attendee Limits
Run_Rule_Event_Action_vod	Submit_for_Approval_vod
Attendee_Account_Type_vod	Professional_vod
Attendee_Status_vod	;;Approved_vod:Invited_vod,Accepted_vod;;Closed_vod:Attended_vod;;Signed_vod;;
Global_Rule_vod	Unselected
Warning_Type_vod	Hard Warning
Warning_Text_vod	EM_RULE_PER_ATTENDEE_ATTENDANCE (Populated automatically)
Per_Event_Topic_vod	Selected
Date_Threshold_Type_vod	Rolling
Rolling_Period_vod	90

Select Save.

After creating the Event Business Rule, the admin then associates the rule to the appropriate Event Type and Country:

Navigate to the Attendee Limits record.
Navigate to the Event Business Rule Configurations related list.
Select New.

Create an Event Business Rule Configuration record with the following values:

Field	Value
Event_Business_Rule_vod	Attendee Limits (Populated automatically)
Event_Type_vod	Lunch_and_Learn_vod
Country_vod	United States
Rule_Start_Date_vod	January 1, 2020
Rule_End_Date_vod	December 31, 2050
Limit_Quantity_vod	3

Sarah Jones schedules a lunch and learn regarding Cholecap and attempts to invite Dr. Clinton Ackerman. However, Dr. Ackerman attended one lunch and learn about Cholecap two weeks ago and had already been invited to two more lunch and learns about Cholecap in the coming weeks. When Sarah submits the event for approval, the following hard warning displays:

Clinton Ackerman has or will attend 3 United States Lunch and Learn events. Attendees cannot attend more than 3 events.

Sarah cannot proceed with planning her event until she removes Dr. Ackerman as an attendee.

Example 2: Limit for Multiple Event Types

After completing Example 1, the admin decides they want to also restrict the number of Speaker Programs and Congress type events about the same topic a Professional-type attendee can be invited to in a 90 day period.

They do not need to create a Event Business Rule record and can instead use the Attendee Limits record from Example 1. To implement these additional restrictions, create two Event Business Rule Configurations with the following values:

Field	Speaker Program Record	Congress Record
Event_Business_Rule_vod	Attendee Limits (Populated automatically)
Event_Type_vod	Speaker_Program_vod	Congress_vod
Country_vod	United States
Rule_Start_Date_vod	January 1, 2020
Rule_End_Date_vod	December 31, 2050
Limit_Quantity_vod	4	2

Sarah Jones schedules a Congress about Cholecap and invites both Bob Adams and Clinton Ackerman before submitting the event for approval. Bob Adams has only been invited to one other Congress in the 90 days before and after the event. Clinton Ackerman has been invited to three Congresses in the same time period, but none of them were about Cholecap.

Both attendees are allowed to be invited to the newly created Congress and Sarah is able to proceed with planning the event.

Example 3: Limit for Single Event Type Across All Event Topics and Countries

For compliance reasons, the admin needs to restrict the number of Speaker Programs a Professional-type attendee can be invited to for all topics over the course of the calendar year. Additionally, the admin wants this restriction to apply to all countries in the org.

To implement this restriction:

Navigate to the Event Business Rules tab.
Create an Event Business Rule with a record type of Per Attendee Attendance Limit Rule.

Populate the following fields:

Field	Value
Name	Yearly Attendee Limit
Run_Rule_Event_Action_vod	Submit_for_Approval_vod
Attendee_Account_Type_vod	Professional_vod
Attendee_Status_vod	;;Approved_vod:Invited_vod,Accepted_vod;;Closed_vod:Attended_vod;;Signed_vod;;
Global_Rule_vod	Selected
Warning_Type_vod	Hard Warning
Warning_Text_vod	EM_RULE_PER_ATTENDEE_ATTENDANCE (Populated automatically)
Per_Event_Topic_vod	Unselected
Date_Threshold_Type_vod	Calendar Year

Select Save.

After creating the Event Business Rule, the admin then associates the rule to the appropriate Event Type and Country:

Navigate to the Yearly Attendee Limit record.
Navigate to the Event Business Rule Configurations related list.
Select New.

Create a Event Business Rule Configuration record with the following values:

Field	Value
Event_Business_Rule_vod	Yearly Attendee Limit (Populated automatically)
Event_Type_vod	Speaker_Program_vod
Rule_Start_Date_vod	January 1, 2020
Rule_End_Date_vod	December 31, 2050
Limit_Quantity_vod	10

The admin cannot populate the Country_vod field since the corresponding event rule was marked as a Global Rule.

Select Save.

Sarah Jones schedules a speaker program and adds Bob Adams during the planning stage. However, Bob Adams has already attended seven speaker programs this calendar year and is already invited to three more before the calendar year is over.

When Sarah submits her event for approval, the following hard warning displays:

Bob Adams has or will attend 10 United States Speaker Program events. Attendees cannot attend more than 10 events.

Sarah cannot proceed with planning her event until she removes Bob as an attendee.

Cross-Event Per Attendee Attendance Limit Rule

Example 1: Rolling Period Limit Across All Topics

The admin wants to restrict how many events a Professional-type attendee can be invited to during a rolling 180 day period.

To implement this restriction:

Navigate to the Event Business Rules tab.
Create an Event Business Rule with a record type of Cross-Event Per Attendee Attendance Limit Rule.

Populate the following fields:

Field	Value
Name	Cross-Event Attendee Limits
Run_Rule_Event_Action_vod	Submit_for_Approval_vod
Limit_Quantity_vod	10
Attendee_Account_Type_vod	Professional_vod
Attendee_Status_vod	;;Approved_vod:Invited_vod,Accepted_vod;;Closed_vod:Attended_vod;;Signed_vod;;
Global_Rule_vod	Unselected
Warning_Type_vod	Soft Warning
Warning_Text_vod	EM_RULE_CROSSEVENT_PER_ATTENDEE_ATTENDANCE (Populated automatically)
Comment_Required_vod	Required
Per_Event_Topic_vod	Unselected
Date_Threshold_Type_vod	Rolling
Rolling_Period_vod	180

Select Save.

After creating the Event Business Rule, the admin creates a several Event Business Rule Configurations for the appropriate Event Types and Countries they want to count towards the 10 event restriction:

Field	Speaker Programs in the US	Speaker Programs in Germany	Congresses in the US	Congresses in Germany
Event_Business_Rule_vod	Cross-Event Attendee Limits (Populated automatically)
Event_Type_vod	Speaker_Program_vod		Congress_vod
Country_vod	United States	Germany	United States	Germany
Rule_Start_Date_vod	January 1, 2020
Rule_End_Date_vod	December 31, 2050

Sarah Jones plans a Speaker Program and adds Clinton Ackerman as an attendee. However, Clinton Ackerman has already been invited to six Speaker Programs and five Congresses within the same rolling 180 day period, so when Sarah submits the event for approval, the following soft warning displays:

Clinton Ackerman has or will attend 11 events. Attendees cannot attend more than 10 events.

Sarah is prompted to leave a reason for inviting Clinton Ackerman to her event. After she gives her reason, she is able to proceed with planning the event.

Meal Opt-In Attendance Limit Rule

Example 1: Limiting Based on a Single Event Type

The admin wants to restrict inviting a Professional-type attendee to Lunch and Learns if they have already opted into four or more meals at Lunch and Learns within a rolling 60 day period.

To implement this restriction:

Navigate to the Event Business Rules tab.
Create an Event Business Rule with a record type of Meal Opt-In Attendance Limit Rule.

Populate the following fields:

Field	Value
Name	Meal Opt-in Limit
Run_Rule_Event_Action_vod	Submit_for_Approval_vod
Attendee_Account_Type_vod	Professional_vod
Attendee_Status_vod	;;Approved_vod:Invited_vod,Accepted_vod;;Closed_vod:Attended_vod;;Signed_vod;;
Global_Rule_vod	Unselected
Warning_Type_vod	Hard Warning
Warning_Text_vod	EM_RULE_MEAL_OPT_IN_ATTENDANCE (Populated automatically)
Date_Threshold_Type_vod	Rolling
Rolling_Period_vod	60

Select Save.

The admin then creates the following Event Rule Configuration:

Field	Event Rule Configuration
Event_Business_Rule_vod	Meal Opt-In Limits
Event_Type_vod	Lunch_and_Learn_vod
Country_vod	United States
Rule_Start_Date_vod	01/01/2020
Rule_End_Date_vod	12/31/2050
Limit_Quantity_vod	4

Sarah Jones schedules a Lunch and Learn and invites Clinton Ackerman. Clinton Ackerman has already been invited to three other Lunch and Learns within the 60 day rolling period where he has opted into receiving a meal. When Sarah attempts to submit the event for approval, the Meal Op-In Limits rule passes and Sarah is able to continue scheduling the event.

Example 2: Limiting Based on Multiple Event Types

The admin wants to restrict adding a Professional-type attendee to the following event types based on the following conditions:

Lunch and Learn – Attendees should be restricted from being invited if they have already opted into four or more meals at Lunch and Learns within the calendar month
Congress – Attendees should be restricted from being invited if they have already opted into two or more meals at Congresses within the calendar month

To implement these restrictions:

Navigate to the Event Business Rules tab.
Create a n Event Business Rule with a record type of Meal Opt-In Attendance Limit Rule.

Populate the following fields:

Field	Value
Name	Meal Opt-in Limit
Run_Rule_Event_Action_vod	Submit_for_Approval_vod
Attendee_Account_Type_vod	Professional_vod
Attendee_Status_vod	;;Approved_vod:Invited_vod,Accepted_vod;;Closed_vod:Attended_vod;;Signed_vod;;
Global_Rule_vod	Unselected
Warning_Type_vod	Hard Warning
Warning_Text_vod	EM_RULE_MEAL_OPT_IN_ATTENDANCE (Populated automatically)
Date_Threshold_Type_vod	Calendar Month

Select Save.

The admin then creates the following Event Rule Configurations:

Field	Lunch and Learn Record	Congress Record
Event_Business_Rule_vod	Meal Opt-In Limits
Event_Type_vod	Lunch_and_Learn_vod	Congress_vod
Country_vod	United States
Rule_Start_Date_vod	01/01/2020
Rule_End_Date_vod	12/31/2050
Limit_Quantity_vod	4	2

Sarah Jones schedules a Lunch and Learn and invites Clinton Ackerman. However, Clinton Ackerman has already been invited to four Lunch and Learns where he has already opted into receiving a meal. When Sarah attempts to submit the event for approval, the following hard warning displays:

Clinton Ackerman has opted-in for 4 meals at United States Lunch and Learn events. Attendees cannot attend additional events if they have opted-in for more than 4 meals.

Sarah must remove Clinton Ackerman as an attendee before she can proceed with planning her event.

Cross-Event Meal Opt-In Attendance Limit Rule

Example 1: Limiting Based on Meals from a Combination of Event Types

The admin wants to restrict Professional-type attendees from being invited to an event if they have already opted into five or more meals within the calendar month.

To implement this restriction:

Navigate to the Event Business Rules tab.
Create an Event Business Rule with a record type of Cross-Event Meal Opt-In Attendance Limit Rule.

Populate the following fields:

Field	Value
Name	Total Meal Opt-in Limit
Run_Rule_Event_Action_vod	Submit_for_Approval_vod
Limit_Quantity_vod	4
Attendee_Account_Type_vod	Professional_vod
Attendee_Status_vod	;;Approved_vod:Invited_vod,Accepted_vod;;Closed_vod:Attended_vod,Signed_vod;;
Global_Rule_vod	Unselected
Warning_Type_vod	Hard Warning
Warning_Text_vod	EM_RULE_CROSSEVENT_MEAL_OPT_IN_ATTENDANCE (Populated automatically)
Date_Threshold_Type_vod	Calendar Month

Select Save.

The admin then creates the following Event Business Rule Configurations to define what types of events count towards the four meal limit:

Field	Lunch and Learn Record	Congress Record	Speaker Program Record
Event_Business_Rule_vod	Total Meal Opt-in Limit
Event_Type_vod	Lunch_and_Learn_vod	Congress_vod	Speaker_Program_vod
Country_vod	United States
Rule_Start_Date_vod	01/01/2020
Rule_End_Date_vod	12/31/2050

Sarah Jones organizes a Lunch and Learn and invites Clinton Ackerman. However, Dr. Ackerman has already opted into meals at one other Lunch and Learn, two Congresses, and two Speaker Programs. When Sarah submits her event for approval, the following hard warning displays:

Clinton Ackerman has opted-in for 5 meals at events. Attendees cannot attend additional events if they have opted-in for more than 4 meals.

Per Event Attendance Limit Rule

Example 1: Limiting Number of a Single Attendee Type and Event Type

The admin wants to restrict attendance to Lunch and Learns to between 5 and 10 Professional-type attendees that have accepted the invitation.

To implement this restriction:

Navigate to the Event Business Rules tab.
Create an Event Business Rule with a record type of Per Event Attendance Limit Rule.

Populate the following fields:

Field	Value
Name	Professional Attendee Limits
Run_Rule_Event_Action_vod	Submit_for_Approval_vod
Attendee_Account_Type_vod	Professional_vod
Attendee_Status_vod	;;Accepted_vod;;
Global_Rule_vod	Unselected
Warning_Type_vod	Hard Warning
Warning_Text_vod	EM_RULE_PER_EVENT_ATTENDANCE (Populated automatically)

Select Save.

The admin then creates an Event Business Rule Configuration record with the following properties:

Field	Value
Event_Business_Rule_vod	Professional Attendee Limits (Populated Automatically)
Event_Type_vod	Lunch_and_Learn_vod
Country_vod	United States
Rule_Start_Date_vod	01/01/2020
Rule_End_Date_vod	12/31/2050
Minimum_Quantity_vod	5
Maximum_Quantity_vod	10

Sarah Jones organizes a Speaker Program and attempts to invite 12 Professional-type attendees. When she submits the event for approval, the following hard warning displays:

United States Speaker Program must have between 5 and 10 attendees.

Sarah cannot proceed with planning for her event until she removes two attendees and submits the event for approval again.

Example 2: Limiting Number of Multiple Attendee Types

The admin wants to restrict the number of attendees that can be invited to a Speaker Program. The event should not have more than ten attendees, at least five of which must be Prescribers.

To implement this restriction:

Navigate to the Event Business Rules tab.

Create two Event Business Rules, both with the Per Event Attendance Limit Rule record type, with the following field values:

Field	Rule 1 Value	Rule 2 Value
Name	Speaker Program Total Attendance Limit	Speaker Program Prescriber Attendance Limit
Run_Rule_Event_Action_vod	Submit_for_Approval_vod	Submit_for_Approval_vod
Attendee_Account_Type_vod	NULL	Prescriber_vod
Attendee_Status_vod	;;Invited_vod;;Accepted_vod;;	;;Invited_vod;;Accepted_vod;;
Global_Rule_vod	Unselected	Unselected
Warning_Type_vod	Soft Warning	Hard Warning
Warning_Text_vod	EM_RULE_PER_EVENT_ATTENDANCE (Populated automatically)	EM_RULE_PER_EVENT_ATTENDANCE (Populated automatically)
Comment_Required_vod	Optional	N/A

The admin then creates an Event Business Rule Configuration record with the following properties:

Field	Configuration Record for Rule 1	Configuration Record for Rule 2
Event_Business_Rule_vod	Speaker Program Total Attendance Limit (Populated Automatically)	Speaker Program Prescriber Attendance Limit (Populated Automatically)
Event_Type_vod	Lunch_and_Learn_vod	Lunch_and_Learn_vod
Country_vod	United States	United States
Rule_Start_Date_vod	01/01/2020	01/01/2020
Rule_End_Date_vod	12/31/2050	12/31/2050
Minimum_Quantity_vod	0	5
Maximum_Quantity_vod	10	Null

Sarah Jones organizes a Speaker Program and attempts to invite 12 attendees, four of which are Prescribers. When she submits the event for approval, the following hard warning displays:

United States Speaker Program must have at least 5 Prescriber attendees.

Sarah cannot proceed with planning for her event until she invites an additional Prescriber to her event and submits the event for approval again.

Next, a soft warning displays, warning Sarah that she has exceeded the number of attendees that can be added to her event:

United States Speaker Program cannot exceed 10 attendees total.

Sarah determines that the additional two attendees are required for her event, so she decides to keep them. While a comment is not required, she adds one to justify exceeding the attendance limit for this event. After submitting her comments, she is able to proceed with planning her event.