20R2.1 Functionality Guide

The Functionality guide is intended for Sales Operations, Business Administrators, System Integrators, and others responsible for making decisions about what features are needed for end users to be successful, and which features work together with existing customer configurations.

Information includes an over of each feature, examples, screen shots, and targeted information on how to use each feature. Select the heading link to display the topic which includes configuration instructions, if applicable.

Events Management

Speaker Contract Generation for Windows

Events Management users on Windows can automate the creation of Speaker Contracts according to Contract Templates. See Speaker Contract Generation for more information.

Event Business Rules

  • Online

Event Business Rules enable admins to build custom business rules to assist event organizers when planning an event, minimize planning mistakes, and to ensure compliance.

All event rules use the EM_Business_Rule_vod object to define the rule type, run logic, and rule-specific parameters used to determine when the rule should be applied. Event rules are associated with EM_Business_Rule_Configuration_vod records that enable multiple sets of event rules based on the country and record type of the event.

For example:

  • Speaker Travel Estimate rules define how far a speaker can travel for an event
  • Meal rules create estimates for all meals required for event attendees

Expense Estimate Creation Rules automatically calculate expense estimates based on defined rule parameters. When an event organizer plans an event in CRM, these rules create new expense estimate records for the event using backend logic.

Each event rule type has specific configuration, though all event rules share a common basic configuration.

Considerations

  • Event Rules dynamically display content to event organizers and, in some cases, can prevent organizers from entering data or progress the event’s status until rule requirements are met
  • Parameters of Expense Estimate Creation rules are populated by event organizers via a set picklists on the EM_Event_vod and EM_Event_Speaker_vod objects. The values of these picklists are dynamic and are determined by applicable event rules. Different picklist values may be available to event organizers in one event, but not another.

Expense Estimate Creation Rules

  • Online

Event organizers frequently incur expenses associated with an event and log estimates for those expenses when planning for the event. Event admins can configure Expense Estimate Creation rules to automate this process whenever the organizer executes an action. This reduces the time required to plan an event and also minimizes user error when creating estimates for these expenses.

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

  • Meal Estimates
  • Speaker Travel Estimates
  • Speaker Lodging Estimates
  • AV Equipment Estimates
  • Flat Fee Estimates

For example, Sarah Jones is scheduling a multi-day event featuring multiple speakers. After Sarah inputs all speaker travel information, equipment used, and meals for her attendees, she selects the custom button Calculate Estimates. Selecting this button triggers event rules configured for each of the expense types Sarah has logged. Expense estimates, each appropriately calculated and associated with the appropriate budget, are automatically created.

See Examples of Expense Estimate Creation Rules for more detailed examples of these rules.

If an event is modified Online and the rule is executed offline, the rule still runs and creates expense estimate records.

Creating Expense Estimate Creation Rules

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

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

    • Expense_Estimate_Meal_Rule_vod
    • Expense_Estimate_Speaker_Travel_Rule_vod
    • Expense_Estimate_Speaker_Lodging_Rule_vod
    • Expense_Estimate_AV_Equipment_Rule_vod
    • Expense_Estimate_Flat_Fee_Rule_vod
  3. Select Next.
  4. Populate the following fields:

    • Name
    • Expense_Type_vod – Use the lookup field to select the appropriate EM_Expense_Type_vod record.

      Expense Estimates are not created if the selected Expense Type is not active or is a child of another EM_Expense_Type_vod record.

    • 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

    Expense_Estimate_Meal_Rule_vod

    Meal_Type_vod

    The picklist value added to an applicable event’s Meal_Type_vod multi-select picklist.

    Expense_Estimate_Speaker_Travel_Rule_vod

    Speaker_Transportation_Method_vod

    The picklist value added to an applicable Event Speaker’s Speaker_Transportation_Method_vod picklist.

    Minimum_Travel_Distance_vod

    The minimum speaker travel distance required to qualify for this rule.

    Maximum_Travel_Distance_vod

    The maximum speaker travel distance required to qualify for this rule.

    Distance_Unit_Type_vod

    Select either Kilometers or Miles.

    Expense_Estimate_Speaker_Lodging_Rule_vod

    Rate_Type_vod

    Determines how the estimated cost is calculated. Select one of the following values:

    • Day
    • Event

    See Using Expense Estimate Creation Rules for more information.

    Speaker_Lodging_Type_vod

    The picklist value added to an applicable Event Speaker’s Speaker_Lodging_Type_vod picklist.

    Expense_Estimate_AV_Equipment_Rule_vod

    AV_Equipment_vod

    The picklist value added to an applicable event’s AV_Equipment_vod multi-select picklist.

    Rate_Type_vod

    Determines how the estimated cost is calculated. Select one of the following values:

    • Hour
    • Day
    • Event

    See Using Expense Estimate Creation Rules for more information.

    Expense_Estimate_Flat_Fee_Rule_vod

    Flat_Fee_Expense_vod

    The picklist value added to an applicable event’s Flat_Fee_Expense_vod multi-select picklist.

    Rate_Type_vod

    Determines how the estimated cost is calculated. Select one of the following values:

    • Hour
    • Day
    • Event

    See Using Expense Estimate Creation Rules for more information.

    Fields in bold are rule-specific parameters used when validating the event rule. These fields cannot be edited after the record is created.

  6. Select Save.
Creating Event Rule Configurations

After the event rule is created, admins must associate the event rule with a new 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 new 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
  • Rule_Start_Date_vod
  • Rule_End_Date_vod
  • Cost_vod – The cost of each instance of the associated Expense Estimate rule. Used when calculating estimate costs.

    For example, in an AV Equipment Estimate rule with a Rate Type of Hour, Cost_vod represents the estimated cost of one hour of equipment use.

  • Currency_vod – Use the picklist to select the appropriate currency. Only necessary in multi-currency enabled orgs.

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

Using Expense Estimate Creation Rules

Event organizers can use fields on the EM_Event_vod and EM_Event_Speaker_vod page layouts in conjunction with event rules to automatically generate expense estimates. These fields display to event organizers as picklists. The displayed values of these picklists depend on the event matching the Country and Event Type of active event rules of the appropriate record type:

  • Meal_Type_vod – Used for Expense_Estimate_Meal_Rule_vod type event rules
  • AV_Equipment_vod – Used for Expense_Estimate_AV_Equipment_Rule_vod type event rules
  • Flat_Fee_Expense_vod – Used for Expense_Estimate_Flat_Fee_Rule_vod type event rules

For expenses relating to speakers, event organizers can populate the following fields on the appropriate EM_Event_Speaker_vod record:

  • Speaker_Travel_Distance_vod – Used to record a speaker’s traveling distance from an event
  • Speaker_Transportation_Method_vod – A picklist used in Expense_Estimate_Speaker_Travel_Rule_vod type event rules. The values of this picklist are determined by active event rules where the Speaker_Travel_Distance_vod field is within the range of the event rule
  • Speaker_Lodging_Type_vod – A picklist used in Expense_Estimate_Speaker_Lodging_Rule_vod type event rules. The values of this picklist depend on the event type and country matching active event rules.
  • Speaker_Lodging_Nights_vod – Automatically populates based on the number of days of the event

After populating all the appropriate fields, event rules run whenever the event organizer selects the button corresponding to the event rule’s Run_Rule_Event_Action_vod field.

Expense Estimates Created From Rules

Whenever an expense estimate creation rule runs, an EM_Expense_Estimate_vod record is created with the following values:

  • Event – References the corresponding EM_Event_vod record
  • Estimate – Uses the Cost_vod field from the corresponding EM_Business_Rule_Configuration_vod record to calculate a total estimate based on each record type:

    Rule Record Type

    Calculation Logic

    Expense_Estimate_Meal_Rule_vod

    Also uses the Estimated_Attendance_vod field from the corresponding event:

    Estimated_Attendance_vod * Cost_vod

    If the event organizer selects multiple meal types, each meal type is independently calculated.

    Expense_Estimate_Speaker_Travel_Rule_vod

    Cost_vod

    Expense_Estimate_Speaker_Lodging_Rule_vod

    Also uses the Speaker_Lodging_Nights_vod field from the appropriate Event Speaker.

    When the Rate_Type_vod of the Event Rule = Day:

    Cost_vod * Speaker_Lodging_Nights_vod

    When the Rate_Type_vod of the Event Rule = Event:

    Cost_vod

    Expense_Estimate_AV_Equipment_Rule_vod

    When the Rate_Type_vod of the Event Rule = Hour:

    Cost_vod * Number of Hours at the Event

    When the Rate_Type_vod of the Event Rule = Day:

    Cost_vod * Number of Nights at the Event

    When the Rate_Type_vod of the Event Rule = Event

    Cost_vod

    If the event organizer selects multiple AV equipment types, each type is independently calculated.

    Expense_Estimate_Flat_Fee_Rule_vod

    When the Rate_Type_vod of the Event Rule = Hour:

    Cost_vod * Number of Hours at the Event

    When the Rate_Type_vod of the Event Rule = Day:

    Cost_vod * Number of Nights at the Event

    When the Rate_Type_vod of the Event Rule = Event

    Cost_vod

    If the event organizer selects multiple flat fee types, each type is independently calculated.

  • Expense Type – The value of the Expense_Type_vod field from the Event Rule used to create the record

    If multiple expense estimates were created with the same expense type, roll ups calculate based on the first created expense estimate record. This record is linked to the expense line record.

  • EM Business Rule – References the Event Rule used to create the record
  • EM Business Rule Parameter – Displays the rule-specific parameter from the Event Business Rule used to create the record
  • Event Budget –References the corresponding EM_Event_Budget_vod record associated with the record’s EM_Event_vod field

    If there is more than one budget associated with the event, this field defaults to the oldest associated budget based on the CreatedDate field. This field remains blank if there are no associated budgets.

If an Expense Estimate Creation rule is deleted, the corresponding picklist option no longer displays to end users, but any EM_Expense_Estimate_vod records created by the rule are not deleted.