Events Management Event Business Rules Engine

Events Management Event Business Rules Engine

Overview of Functionality

Event Business Rules Engine Overview The Event Business Rules Engine enables admins to build custom business rules to assist event organizers when planning an event This helps to minimize planning mistakes and to ensure compliance. For example: A travel rule can automatically calculate how much expense a speaker will receive when traveling by car A meal rule can create an estimate for all meals required for event attendees Reduces the time required to plan an event and also minimizes user error when creating estimates for these expenses Copyright Veeva Systems 2020 3

Estimate Creation Rules

Expense Estimate Creation Rules Overview Event organizers frequently incur expenses associated with an event and log estimates for those expenses when planning for the event Several types of Expense Estimate Creation rules exist, each of which can be controlled by country and event type: Copyright Veeva Systems 2020 5

Expense Estimate Rules Several types of Expense Estimate Creation rules exist, each of which can be controlled by country and event type: Expense Estimate Creation Rules Expense Estimate Meal Rule Description Allows admins to define expense estimates for meals. When run, these rules automatically create meal expense estimates based on the selected meal types and estimated attendance of the events. Expense Estimate Speaker Travel Rule Allows admins to define expense estimates for speaker travel. When run, these rules automatically create speaker travel expense estimates based on the selected speaker transportation method and estimated travel distance of the selected speakers. Expense Estimate Speaker Lodging Rule Allows admins to define expense estimates for speaker lodging. When run, these rules automatically create speaker lodging expense estimates based on the selected speaker lodging type and estimated lodging duration of the selected speakers. Expense Estimate AV Equipment Rule Allows admins to define expense estimates for AV Equipment rental. When run, these rules automatically create AV Equipment expense estimates based on the selected equipment types and estimated rental duration. Expense Estimate Flat Fee Rule Allows admins to define expense estimates for flat fee or miscellaneous items. When run, these rules automatically create flat fee expense estimates based on the selected option and estimated duration of use. Copyright Veeva Systems 2020 6

Example: Expense Estimate Creation Rule Example: Speaker Travel Estimates An Events admin creates an event rule to automatically calculate an estimated cost to transport a speaker by car Property Entered Value Record Type Expense Estimate Speaker Travel Rule vod Rule Name vod Estimate by Car Expense Type vod The corresponding EM Expense Type vod record Run Rule Event Action vod A custom button created specifically for this rule: Estimate Expenses c Speaker Transportation Method vod Car Minimum Travel Distance vod 20 Maximum Travel Distance vod 120 Distance Unit Type vod Miles 1. Admin creates a rule Field Entered Value Event Business Rule vod Estimate by Car Event Type vod Speaker Program vod Country vod US Rule Start Date vod January 1, 2020 Rule End Date vod December 31, 2025 Cost vod 350.00 2. Admin assigns the rule to specific Event types Result: users can assign a ‘Car Expense’ for distances between 20 & 120 miles with an estimated cost of 350 Copyright Veeva Systems 2020 7

Attendance Rules

Attendance Rules Overview Event Attendance Rules enable admins to set up interacting rules related to attendees being added to an event By creating these rules, event organizers spend less time preparing for the logistics of the event while still maintaining compliance related to attendance Copyright Veeva Systems 2020 9

Example: Events Attendance Rules Example: Limit for Single Event type The admin wants to restrict the number of Lunch and Learns about the same topic a Professionaltype attendee can be invited to in a 90-day period 1. Admin creates a rule 2. Admin assigns the rule to specific Event types Result: users can invite an HCP to maximum 3 Lunch and Learn within a period of 90 days Copyright Veeva Systems 2020 10

Attendance Rules Several types of Attendance rules exist, each of which can be controlled by country and event type: Attendance Rules Description Per Attendee Attendance Limit Rules Limits the number of events an attendee can be invited to within a defined time range per Event Type Cross-Event Per Attendee Attendance Limit Rule Limits the number of events an attendee can be invited to within a defined time range across all event types Meal Opt-In Attendance Limit Rule Limits whether an attendee can be added to an event in a defined time range based on the number of meals the attendee has opted-in for Cross-Event Meal Opt-In Attendance Limit Rule Limits the number of events an attendee can be added to across all event types in a defined time range based on the number of meals the attendee has opted-in for Per Event Attendance Limit Rule Limit the number of attendees that can be added to an event Copyright Veeva Systems 2020 11

Reporting

Reporting on Events Business Rules Overview Administrators can create reports from the Event History Records to check how the Business Rules are being executed Business Justification This feature helps the companies to ensure the Events Business Rules defined are correctly applied and it helps to identify and correct possible exceptions Considerations Each time the Business Rule runs it creates a new record in EM Event History vod object with Record Type EM Business Rule History vod Configuration is about granting permissions to the Object, Record Type and Fields to the right users Consider the creation of the corresponding Report Type and Reports as needed Copyright Veeva Systems 2020 13

Considerations

Event Business Rules Engine Considerations Expense Estimates Rules are data-driven they can be executed on iPad as long the user is connected to the Internet Attendee Rules are data-driven they can be executed online at this time 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 to which the rule should apply Rules can be configured to either warn event organizers of violations or prevent them from proceeding until violations are addressed Event Business Rules and Event Rule Overrides must be enabled Copyright Veeva Systems 2020 15

Configuration Highlights

Event Business Rules Engine Configuration Highlights Each event rule type has specific configuration, though all event rules share a common basic configuration 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 to which the rule should apply Rules can be configured to either warn event organizers of violations or prevent them from proceeding until violations are addressed Event Business Rules and Event Rule Overrides must be enabled Field Level Security Page Layout Object Permission X X X Custom Settings Copyright Veeva Systems 2020 VF/Apex VMOCs Tab/Data 17

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