Event Speaker Portal Introduction

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The CRM Event Management Speaker Portal is a browser-based portal that enables speakers to view their upcoming and past events, download event material related to upcoming events, as well as download their active and expired contracts.

The Speaker Portal is enabled and managed within Veeva CRM and is included as part of the Veeva CRM Events Management license. Customers can configure the portal in their own org without the need for professional services, and can customize their portal with their company’s logo, support contact information, privacy policy, and terms of use. Each CRM org has its own dedicated Speaker Portal, utilizing data originating from the CRM org.

For example, Dr. Ackerman is added as a new speaker at Verteo BioPharma. Before his first speaking event with the company, he receives his email invitation to Verteo BioPharma’s Speaker Portal. He sees his upcoming event, material related to the event, and the ability to download the contract between him and Verteo BioPharma. Dr. Ackerman is able to use the Speaker Portal to prepare for the upcoming event.

Initial Configuration for the Events Speaker Portal

To configure the Events Speaker Portal:

  1. Grant admins the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    EM_Speaker_vod

    CRUD

    n/a
    • Email_vod
    • Portal_Access_vod
    • Portal_Account_Creation_Date_vod
    • Portal_Registration_Email_Date_vod
    • Language_vod
    • Send_Speaker_Registration_Email_vod

    Edit

    EM_Event_Rule_vod

    CRUD

    Speaker_Portal_Events_vod
    • Event_Status_vod
    • Event_Speaker_Status_vod

    Edit
    EM_Event_Material_vod CRUD Speaker_Presentation_vod n/a n/a

  2. Grant the Events Management integration user the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    EM_Speaker_vod

    CRUD

    Speaker_vod
    • Speaker_Formatted_Name_vod
    • Email_vod
    • Language_vod

    Read
    • Portal_Account_Creation_Date_vod
    • Portal_Registration_Email_Date_vod

    Edit

    Contract_Partner_vod

    R
    • EM_Speaker_Contract_vod
    • Series_Contract_vod
    • EM_Event_Speaker_vod
    • Signature_Datetime_vod
    • Start_Date_vod
    • End_Date_vod
    • Expired_vod
    • Contract_vod

    Read

    Contract_vod

    R
    • EM_Speaker_Contract_vod
    • Series_Contract_vod
    • Status_vod
    • Template_vod
    • Description_vod
    • EM_Speaker_vod

    Read

    EM_Event_Speaker_vod

    R

    Event_Speaker_vod
    • Speaker_vod
    • Webinar_Panelist_URL_vod
    • Status_vod
    • Event_vod

    Read

    EM_Event_Rule_vod

    R

    Speaker_Portal_Events_vod
    • Event_Configuration_vod
    • Event_Status_vod
    • Event_Speaker_Status
    • Country_Override_vod

    Read

    EM_Event_Configuration_Country

    R

    Event_Configuration_Country_vod

    Country_vod

    Read

    EM_Event_vod

    R
    • Congress_vod
    • Investigator_Meeting_vod
    • Round_Table_vod
    • Speaker_Program_vod
    • Event_Configuration_vod
    • Status_vod
    • Country_vod
    • Start_Date_vod
    • End_Date_vod
    • Start_Time_vod
    • End_Time_vod
    • Start_Time_Local_vod
    • End_Time_Local_vod
    • Time_Zone_vod
    • Location_vod
    • Location_Address_vod
    • Location_Address_Line_2_vod
    • City_vod
    • State_Province_vod
    • Postal_Code_vod
    • Key_Contact_Email_vod
    • Key_Contact_Name_vod
    • Key_Contact_Phone_vod
    • Product_vod
    • Topic_vod

    Read

    EM_Catalog_vod

    R

    Speaker_Presentation_vod

    Status_vod

    Read

    EM_Event_Material_vod

    R

    Speaker_Presentation_vod
    • Material_vod
    • Name_vod
    • Event_vod

    Read
    User R n/a n/a n/a

    Product_vod

    R

    n/a

    n/a

    n/a

  3. Grant end users the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    EM_Speaker_vod

    RU

    n/a
    • Email_vod
    • Portal_Access_vod
    • Language_vod

    Edit
    • Portal_Account_Creation_Date_vod
    • Portal_Registration_Email_Date_vod

    Read
  4. Grant the integration user access to the Events_Integration_Administration_vod tab.
  5. Ensure the profile used by the integration user has access to the VeevaAdminController Apex class.

  6. Add the following fields to the appropriate EM_Speaker_vod object page layouts:

    • Email_vod field
    • Portal_Access_vod
    • Language_vod
    • Portal_Account_Creation_Date_vod – Mark as read-only on the page layout
    • Portal_Registration_Email_Date_vod – Mark as read-only on the page layout

  7. Add the following fields to the appropriate EM_Event_vod object page layouts:

    • Key_Contact_Email_vod
    • Key_Contact_Name_vod
    • Key_Contact_Phone_vod
  8. Add the Speaker_Portal_Registration_vod button to the Salesforce Mobile and Lightning Experience Actions section of the appropriate EM_Speaker_vod object page layouts.

  9. Add the following fields to the EM_Event_Rule_vod object page layout assigned to the Speaker_Portal_Events_vod record type:

    • Event_Status_vod
    • Event_Speaker_Status_vod
    • Country_Override_vod

  10. Populate the following Events Management Custom Settings:

    • Speaker Portal Support Email Address – Enter the appropriate support email address that displays to speakers in the Speaker Portal
    • Speaker Portal Support Phone Number – Enter the appropriate support phone number that displays to speakers in the Speaker Portal
    • Speaker Portal Enabled – Select the check box

  11. Populate the following fields for all appropriate EM_Speaker_vod records who should have access to the Speaker Portal:

    • Email_vod – The email address used to send the invitation to the Speaker Portal. Email addresses must be unique.
    • Language_vod – Determines the language of emails sent to the speaker, as well as the language of the Speaker Portal for the speaker. The default language is English, but any Veeva supported language can be selected.
  12. Create all appropriate Speaker_Presentation_vod type EM_Event_Material_vod records. These event materials should be associated with EM_Event_vod records configured to display in the Speaker Portal and display in the Events tab as available for download.
  13. Create a new folder in Files > Libraries > Asset Library named Speaker Portal. This folder is used to define the logo, Company Privacy Policy and Terms of Use of the Speaker Portal.

Defining the Events Management Integration User

Updates to CRM records made via the Speaker Portal are managed and authorized by the Events Management integration user.

Ensure all permissions for the Events Management integration user have been granted prior to defining them in the Events Management Administration tab.

To define the integration user:

  1. Navigate to the Events Management Administration tab.
  2. Select New in the Speaker Portal section.

  3. Enter the following information:

    • Username
    • Password
    • Is this a Sandbox? – Select this check box if the CRM org is a sandbox
  4. Select Save. This also validates the entered credentials.

Defining Events to Display in the Speaker Portal

Admins can control which events to display in the Speaker Portal via an Event Rule on the event’s associated Event Configuration:

  1. Navigate to the appropriate EM_Event_Configuration_vod record.
  2. Select New in the Event Rules related list.
  3. Create a new EM_Event_Rule_vod record with a record type of Speaker_Portal_Events_vod.

  4. Populate the following fields:

    • Event_Status_vod – A double-semicolon delimited list of values from the Status_vod picklist on the EM_Event_vod object. For example:

      Approved_vod;;Requested_vod;;Pending_Approval_vod

    • Event_Speaker_Status_vod – A double-semicolon delimited list of values from the Status_vod picklist on the EM_Event_Speaker_vod object. For example:

      Approved_vod;;Accepted_vod;;Invited_vod;;Attended_vod

    • Country_Override_vod – Overrides the rule to apply to a specific country. This field is optional.
    • Event_Configuration_vod – Automatically populates with a reference to the corresponding EM_Event_Configuration_vod record
  5. Select Save.

Events display for a speaker in the Speaker Portal if it meets the following requirements:

  • The event is controlled by an EM_Event_Configuration_vod record with a Speaker_Portal_Events_vod type Event Rule
  • The event’s Status_vod field matches one of the values in the Event Rule’s Event_Status_vod field
  • The Status_vod field of the EM_Event_Speaker_vod record associated with the speaker matches one of the values in the Event Rule’s Event_Speaker_Status_vod field

Events in the Speaker Portal display key contact information that speakers can use to coordinate with event organizers. To display this information, populate the following fields for any EM_Event_vod record that displays in the Speaker Portal:

  • Key_Contact_Email_vod
  • Key_Contact_Name_vod
  • Key_Contact_Phone_vod

Uploading a Custom Logo to the Speaker Portal

Admins can upload an image to CRM to serve as a logo for the Speaker Portal.

To upload an image to serve as a logo:

  1. Navigate to Files > Libraries > Asset Library > Speaker Portal in CRM.

  2. Upload an image named speakerportal-company-logo.XXX, where XXX represents the file extension. The uploaded image should adhere to the following guidelines:

    • The image must have an extension of JPG, PNG, or GIF

      GIF files do not animate.

    • The recommended size for the image is 500x250px. If the image is smaller than the recommended size, it displays in its native size, centered in the image area. If the image is larger, it is scaled down to fit in the image area. In both cases, the images maintain their native aspect ratio.

Uploading Company Privacy Policy and Terms of Use to the Speaker Portal

Admins can upload PDFs of their company’s privacy policy and terms of use. These documents display as links throughout the Speaker Portal.

To upload these documents:

  1. Navigate to Files > Libraries > Asset Library > Speaker Portal in CRM.

  2. Upload the appropriate documents:

    • For the privacy policy, the file must be named speakerportal-privacy-policy.pdf
    • For the terms of use, the file must be named speakerportal-terms-of-use.pdf

Managing the Speaker Portal Cache

To ensure configuration changes made to the Speaker Portal are reflected accurately, admins should select the Clear Cache button on the Events Management Administration tab whenever the following updates are made:

Events Speaker Portal Default Functionality

The following functionality is automatically available to speakers after initially configuring the Events Speaker Portal: