Using Event Templates in Child Events

  • Browser

  • iPad

Event organizers can use Event Templates to copy common information between a parent event and the associated child events. For example, if an event consists of a broadcast with separate child events for each viewing site, the topic, budget, speaker, and other custom fields of the main broadcast event automatically populate for each child event.

This feature is supported in Lightning for Events Management.

Configuration

To configure Event Templates:

  1. Grant administrators Delete and Create permission to the Child_Event_Rule_Config_vod object.

  2. Grant administrators access to the following Visualforce pages:

    • EM_Event_Rule_Edit_vod
    • EM_Event_Rule_View_vod
  3. Grant end users Read permission to the Child_Event_Rule_Config_vod object.

  4. Grant users the appropriate FLS permission to the following fields on the Child_Event_Rule_Config_vod object:

    Field Admin End-User
    Name Read Read
    EM_Event_Rule_vod Edit Read
    Parent_Event_Field_vod Edit Read

    Parent_event_Related_List_vod

    Edit

    Read

  5. Grant admin users access to the following record types on the following objects:

    Object Record Type
    Child_Event_Rule_Config_vod Child_Event_Rule_Field_vod
    Child_Event_Rule_Related_List_vod
    EM_Event_Rule_vod Child_Event_Settings_vod

  6. Override the following EM_Event_Rule_vod buttons with the following Visualforce pages:

    Button Overriding Visualforce Page
    New EM_Event_Rule_Edit_vod
    Edit
    View EM_Event_Rule_View_vod
  7. Place the Events related list on the appropriate EM_Event_vod object page layouts.
  8. Add the New button to the Events related list.

Use

To set what information is shared between a parent event and its associated child events you need to configure the following:

Define a Child Event Settings Event Rule

  1. Create a Child Event Settings Event Rule for an Event Configuration.
  2. Use the country override field to define which specific country the rule applies. This is optional, leaving this field blank causes the rule to apply to all countries within the event configuration.
  3. Use the Child Event Record Type field to define which record type should be used for creating new child events. This is optional, leaving this field blank allows users to select the child event’s record type.

Define Shared Event Fields

Fields can be shared between a parent event and associated child events. In the Parent Event Fields section, use the multi-select pick list to select which event fields should be shared between the parent event and the child event. All but the following fields are currently supported:

  • Country
  • Start Time
  • End Time
  • Event Configuration

All EM_Event_vod fields that are being copied must be editable on the child event's page layout.

Define Shared Related Lists

Related lists can also be shared between a parent event and associated child events:

  1. Select a related list from the Related Lists drop-down menu in the Parent Event Related Lists section. The following related lists are currently supported:

    • Event Attendee
    • Event Speaker
    • Event Session
    • Event Budget
    • Expense Estimate
    • Event Team Member
    • Any Custom non-vod object that references the event

  2. Select which field values should be shared for records that get created in the new child event for each related list. All but the following fields are currently supported:

    • System fields
    • Custom fields that are unique (have the unique attribute)
    • Formula fields
    • Lookup fields to Event
    • Name fields that are auto-numbered

Creating a Child Event

To create a child event of a parent event, navigate to the parent event and select the New button. The new child event is created with the configured record type, has event fields pre-filled with values from the parent event, and has related list records created using the configured field values as defined in the event rule.

Restricting Child Event Record Types

Events Management now enables administrators to restrict what record type is used when creating child events against an event configuration. This streamlines the child event creation process by ensuring only the appropriate record type is used when creating a child event.

For example, Sarah Jones is an Event Organizer creating child events from a Needs Assessment. Sarah’s administrator configured Events Management to automatically use the Advisory Board record type when child events are created against a Needs Assessment. The Advisory Board record type is automatically used as the child event’s record type.

Configuration

To restrict child event record types:

  1. Grant administrators FLS edit permission and end users FLS read permission to the Child_Event_Record_Type_vod field on the EM_Event_Rule_vod object.
  2. Place the Child_Event_Record_Type_vod field from the EM_Event_Rule_vod object on to the appropriate page layout.
  3. Grant administrators access to the Child_Event_Settings_vod record type on the EM_Event_Rule_vod object.

Use

To set the record type for child events created against a specific Event Configuration, navigate to the appropriate Event Rule record and select the appropriate record type from the Child_Event_Record_Type_vod picklist.