Sending Automated Approved Emails for Events Management

  • Browser

Automated emails are emails automatically sent to an event's attendees and speakers, reducing manual processes for event organizers. Admins can improve event attendance and engagement by configuring automated emails using event rules to determine which emails to send, when emails are sent, and who should receive the emails.

For example, a Registration Reminder is emailed ten days before the event to attendees who have not yet registered, or a Follow-Up Thank You email is sent four hours after an event to attendees who participated. Event organizers receive a summary of sent automated Approved Emails, which they can use to review the recipients and Approved Email templates used.

Who Can Use This Feature?

  • Platforms – Browser
  • Licensing – Available to users with Events Management and Approved Email
  • Users – Admin users, Integration users, End users

Configuring Automated Approved Emails

Admin and Integration Users

To configure this feature for admin and integration users:

  1. Ensure Using Approved Email for Events Management is enabled.
  2. Grant the following permissions:

    Object OLS Record Type Fields FLS
    EM_Event_Rule_vod CRUD Automated_Emails_vod
    • Email_Template_vod
    • Description_vod
    • Product_vod
    • Event_Format_vod
    • Email_Recipients_vod
    • Event_Attendee_Entry_Criteria_vod
    • Event_Speaker_Entry_Criteria_vod
    • Timing_Value_vod
    • Timing_Measure_vod
    • Event_Timing_vod
    • All_Products_vod
    Edit
    Sent_Email_vod CRUD Events_Management_vod
    • Event_Execution_ID_vod

    Edit
  3. Ensure admins and integration users have at least Read permission for any objects or fields referenced by tokens in Email Templates used for automated emails.

End Users

To configure this feature for end users, ensure Using Approved Email for Events Management is enabled.

Creating Automated Approved Email Event Rules

To define Approved Emails to send automatically:

  1. Populate one or both of the following Events Management settings:

    • Event_Attendee_Email_Source_vod – Enables sending automated Approved Emails to an event's attendees and defines the source of recipient email addresses. Populate with a comma separated list of up to five Email type fields from the following objects:

      • Account
      • Address
      • EM_Attendee_vod

      Use the format ObjectAPIName1.FieldAPIName1,ObjectAPIName2.FieldAPIName2. For example, Account.PersonEmail,EM_Attendee_vod__c.Email_vod__c

    • Event_Speaker_Email_Source_vod – Enables sending automated Approved Emails to an event's speakers and defines the source of recipient email addresses. Populate with a comma separated list of up to five Email type fields from the following objects:

      • Account
      • Address
      • EM_Event_Speaker_vod
      • EM_Speaker_vod

      Use the format ObjectAPIName1.FieldAPIName1,ObjectAPIName2.FieldAPIName2. For example, EM_Speaker_vod__c.Email_vod__c, Account.PersonEmail.

    Recipient email addresses are determined sequentially based on the delimited list, so admin users should prioritize the order of email sources. If the configured email source values exceed the character limit, create a corresponding Veeva Message with the values, then populate the Events Management Setting with the created Veeva Message.

  2. Navigate to the Event Rules related list of the appropriate EM_Event_Configuration_vod record.
  3. Select New.
  4. Select Automated_Emails_vod for the record type.
  5. Select Next.
  6. Populate the following fields:

    • EM_Event_Configuration_vod – The Event Configuration associated with the rule. If you created the new EM_Event_Rule_vod record from the Event Rules related list of an EM_Event_Configuration_vod record, this field populates automatically.
    • Email_Template_vod – Populate with the appropriate Approved_Document_vod record to serve as the email template. Only Approved_Document_vod records with a status of Approved_vod and a record type of Events_Management_vod display as available for selection.
    • Description_vod – Optional. The rule's description.
  7. Populate the following fields to define which types of recipients the email should be sent to:

    • Email_Recipients_vod – The automated email's recipient type. Available values are:
    • Event_Speaker_vod
    • Event_Attendee_vod
    • Event_Attendee_Entry_Criteria_vod – A comma separated list of Status_vod values on the EM_Attendee_vod object determining which attendees should receive the automated email. This field is optional. If this field is left blank, all event attendees are included in the automated email.

      For example: Attended_vod,Signed_vod

      This field only applies if Event_Attendee_vod is selected in the Email_Recipients_vod field.

    • Event_Speaker_Entry_Criteria_vod – A comma separated list of Status_vod values on the EM_Event_Speaker_vod object determining which speakers should receive the automated email. This field is optional. If this field is left blank, all event speakers are included in the automated email.

      For example: Accepted_vod,Invited_vod

      This field only applies if Event_Speaker_vod is selected in the Email_Recipients_vod field.

  8. Populate the following fields to define when the automated email should be sent in relation to the event's Start_Time_vod or End_Time_vod field:

    • Timing_Measure_vod – The timing measurement used to calculate when the automated email sends for each matching event. Used in conjunction with the Timing_Value_vod field to send the email. Available values are:
    • Days_vod
    • Hours_vod
    • Timing_Value_vod – The quantity of time used to calculate when the automated email sends for each matching event. This value must be valid based on the selected Timing_Measure. For example:
    • If Timing_Measure_vod = Days_vod, the Timing_Value_vod field must be between 0 and 365
    • If Timing_Measure_vod = Hours_vod, the Timing_Value_vod field must be between 0 and 24
    • Event_Timing_vod – Determines whether the Timing_Measure_vod and Timing_Value_vod fields apply to time before or time after the event. The following values are available:
    • Before_Event_vod
    • After_Event_vod
  9. Populate the following optional fields to match the rule to events with matching values:

    • Country_Override_vod – The event country aligned to the rule. If this field is left blank, the rule applies to all countries under the event configuration.
    • Product_vod – The product aligned to the rule. If this field is left blank, the rule applies to events with no defined product.
    • All_Products_vod – Select this check box to apply the rule to events with any product.

      This field cannot be used when a specific product is defined in the Product_vod field.

    • Event_Format_vod – The event formats aligned to the rule. If this field is left blank, the rule applies to events with no defined format.

  10. Select Save.

Scheduling Automated Event Approved Emails

Sent_Email_vod records are created for automated Approved Emails via the Automated Event Email process based on Automated_Email_vod type event rules and any events matching the rule. The Automated Event Email process runs whenever the Approved Email job in the Process Scheduler runs, whether via scheduled job or via the manual Run button, and creates Sent_Email_vod records based on the time defined by the event rule and the scheduled job.

Sent_Email_vod records are only created when the process runs based on the event rule timing value. Admins should schedule the Approved Email job based on the most frequent event rule timing. See the following examples for more information.

Events with a status of Canceled_vod or Closed_vod do not have emails scheduled.

Example of an Hourly Rule

For example, an event rule is configured to send email reminders to registered attendees six hours before an event taking place on April 26 at 7:00 PM. The Approved Email job is scheduled to run every hour, so the first run of the Approved Email job occurring on April 26 between 12:00 PM and 1:00 PM creates and schedules the emails.

When an Approved Email job runs on April 26 at 12:30 PM, Sent_Email_vod records are created for each attendee and are scheduled to send at 1:00 PM, six hours before the event.

Example of a Daily Rule

In another example, an event rule is configured to send registration reminders to invited attendees seven days before an event taking place on April 26 at 6:00 PM. The Approved Email job is scheduled to run daily, so the first run of the Approved Email job occurring between April 18 at 6:00 PM and April 19 at 6:00 PM creates and schedules the emails.

When the Approved Email job runs on April 19 at 8:00 AM, Sent_Email_vod records are created for each attendee and are scheduled to send on April 19 at 6:00 PM, seven days before the event.

Sending Scheduled Automated Approved Emails

Sent_Email_vod records are only created and scheduled once. If new attendees are added after the job, or if the job runs again outside the timing window of the event rule, Sent_Email_vod records are not created and emails do not send. Automated emails are sent once per event recipient and event rule combination, ensuring duplicate emails are not sent to recipients.

Scheduled Sent_Email_vod records are also processed during the job. If a newly created Sent_Email_vod record has a scheduled send time after the job, the emails sends the next time the job runs. If scheduled emails need to be processed more frequently than the scheduled job, administrators can configure scheduled Sent_Email_vod records to process every 10 minutes.

The Incremental Refresh and Force Full Refresh buttons on the Approved Email Administration tab do not trigger the Automated Event Email process. The Automated Event Email process runs after all Content Sync processes complete, including syncing Events Management Email Templates.

Updating Expired Email Templates

When the Approved Email job runs or the Incremental Refresh and Force Full Refresh buttons are selected, the job automatically checks for the latest versions of Approved Email templates. If any expired Approved_Document_vod email templates are associated with an automated email rule, the rule updates with the latest version of the corresponding template.

Viewing Successes and Failures of the Automated Event Emails Process

Admins can review successes and failures of the Automated Event Emails process for troubleshooting purposes using the Automated Event Email Administration section of the Approved Email Administration tab.

The table in this section displays the last 30 days of the Automated Event Email process, along with a count of any processing errors, Sent_Email_vod records emails created, or Sent_Email_vod records not created in each job. Consent and restricted product configuration is respected when sending automated emails. If a recipient does not have valid consent, the email is logged as Sent Emails Not Created. Select a number in the Errors, Emails Created, or Emails Not Created columns to download a CSV file with more details about the job.

Sent Emails Created represents scheduled Sent_Email_vod records that were created successfully. To view the status and delivery of emails, view the Status_vod field on the corresponding Sent_Email_vod records.

Reviewing Sent Automated Approved Emails

Event organizers are notified about automated event emails sent for their events via email when the Automated Event Emails process completes, enabling organizers to be aware of the emails successfully or unsuccessfully sent to their event's attendees or speakers.

Only Event_Team_Member_vod records with a Role_vod field of Organizer_vod who are also system users in Veeva CRM receive the summary email. Group and Write-In team members are not supported.

The summary email contains a CSV file that users can use to view details about each automated email that was created and not created.