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Expert Participant
Configure expert search and eligibility validation to ensure only qualified, compliant experts are added to an event, including training checks, attendance history conflicts, and account access verification.
Required Editions
| Available in: Lightning Experience |
| Available in: Enterprise and Unlimited Editions with Life Sciences Cloud, Life Sciences Cloud for Customer Engagement Add-on license, and the Life Sciences Customer Engagement managed package. |
| User Permissions Needed | |
|---|---|
| To add a related list for experts: | Life Science Commercial Admin permission set AND Event Management permission set |
How Expert Addition Works Behind the Scenes
When an account is added to an event as an expert, but the account has no associated Managed Event Participant records, the system creates an Expert record with the following values.
- Sets the status of the Expert record to Nominated.
- Sets the account as the related Account ID.
- Sets the Primary Organization as the primary HCP’s parent organization. If the HCP is not a primary provider or the parent organization account ID is null, the Primary Organization of the Expert is not populated.
If the Expert record already exists, the system links the existing record to the Managed Event Participant record and sets the primary HCP as the Speaker.
Additionally, if subject compliance checks and eligibility verification checks are enabled, the system validates the expert in the following manner.
- Checks whether the expert-linked account has previously attended an event with the same subject within a defined period, set in Attendance History Subject Conflict Check in Days.
- Checks the participant’s attendance status value to determine if they qualify for a compliance check, set in Attendance Statuses for Subject Compliance.
- Checks if the past event was on a similar subject.
Expert Eligibility
Expert eligibility verification is active when the following conditions are met:
- You have field-level access to the Subject’s Compliance Type field.
- The managed event is assigned a subject whose compliance type is Speaker Bureau.
When eligibility verification is active, the system checks for expert eligibility in two ways.
- The search results only show experts who are trained on the subject associated with the event. Enable this filter by configuring values in the Subject Compliance External ID List in the profile-level admin console settings.
- The system checks if the expert has undergone appropriate training for a subject by validating a custom boolean field on the Expert Subject object. Enable this setting by creating the custom boolean field on the Expert Subject object and adding the field’s API name in the Expert Subject Training API Name field in the profile-level admin console settings.
When expert eligibility verification is active, the Add Experts via Advanced Search button — which allows users to scan through person accounts to add an associated expert — is unavailable.
Account Search for Experts
When expert eligibility verification is not active, the Add Experts via Advanced Search button is available. This button enables users to scan through all available person accounts aligned to the current user’s territory to find an expert. Activate this functionality by selecting the Enable the Add Experts Via Account Search button in the Update Experts modal checkbox in the profile-level admin console settings.
Account Access
The system checks whether the current user has record-level access to the account linked to the expert before adding the expert to the event. This check applies only when the Enable subject compliance check before adding participants checkbox in the profile-level admin console settings is unselected.
Compliance Checks for Experts
As part of compliance validations, the system checks whether the expert has recently attended an event on the same subject within a defined period of time. Configure the following fields in the profile-level admin console settings to control this behavior.
- Attendance History Subject Conflict Check in Days: The number of days in the past that the system checks for subject conflicts in the participant’s attendance history.
- Attendance Statuses for Subject Compliance: The participant’s attendance status values that qualify them for a compliance check.
- Participant Subject Compliance Check Actions: The action to take if a participant fails the compliance check. The options are Block, Warn, and None. The Block action prevents the expert from being added to the event; the Warn action allows the expert to be added but with a warning.
- Write-In Participant Subject Compliance Check Actions: The action to take if a write-in participant fails the compliance check. The options are Block, Warn, and None. If you try to add an expert to a managed event that’s already in progress and the expert has a subject conflict, the Block action prevents the expert from being added, whereas the Warn action allows the expert to be added with a warning.
The system also checks whether the expert’s linked account has an active product-account restriction for any product associated with the managed event. If a matching restriction exists and override is not enabled, the expert is blocked from being added to the event.
Prerequisites
- Add the list of external IDs of compliance subjects in any text field on the Subject object.
- Create a custom boolean field on the Expert object that represents whether the expert is trained for a subject.
- Create the following field sets:
- To display fields of your choice in the Expert related list on the Managed Event record page, create a field set in the Managed Event Participant object.
- To display fields of your choice as columns in the search results for Expert search, create a field set in the Expert object.
- To define the fields used for the filter function in the Update Experts window, create a field set in the Expert object.
- Create Expert records, Subject records, and Expert Subject records to link each expert with their subject. Ensure that the event dates fall within the Expert Subject record’s effective start and end dates.
- Make sure the following records are in place:
- Event Management Participant Type with Expert standard type.
- Event Management Participant Role with Expert standard role.
- Event Management Participant Type Role Mapping linking the Expert type and role to the relevant Managed Event Type.
- A Subject record with Compliance Type set to Speaker Bureau. Users must have field-level access to the Compliance Type field in the Subject object.
- A Subject Assignment record that links a managed event with the subject that has Compliance Type set to Speaker Bureau.
- To disable eligibility checks, remove field-level security on the Subject’s Compliance Type field, or ensure that no Subject Assignment records with Compliance Type set to Speaker Bureau are linked to the event.
Admin Console Fields Related to Expert Setup
| Broader Purpose | Fields in the Admin Console | Description |
|---|---|---|
| Expert Search | Update Experts Display Field Set | The field set that controls the Expert object’s fields that are displayed as search result columns in the Update Experts window. |
| Expert Search | Update Experts Search Field Set | The field set you created in the Expert object for the Update Experts window’s search function. |
| Expert Eligibility | Subject Compliance External ID List | Enter the API name of the text field on the Subject object in which you add the semicolon-separated list of the external IDs of compliance subjects. |
| Expert Eligibility | Expert Subject Training API Name | Enter the API name of the custom boolean field in the Expert Subject object that represents that the expert has undergone valid training for the subject. |
| Compliance Check | Enable subject compliance check before adding participants | Before adding a participant to an event, enable the system to verify that the participant hasn’t attended another session on the same topic within a specific past timeframe. |
| Compliance Check | Attendance Statuses for Subject Compliance | Configure the status values of a participant’s attendance of a past event that qualifies them for the subject compliance check. |
| Compliance Check | Participant Subject Compliance Check Actions | Configure the action to be taken if a participant’s subject compliance fails validation. The values you can specify are Block, Warn, and None. |
| Compliance Check | Write-In Participant Subject Compliance Check Actions | Configure the action to be taken if a write-in participant’s subject compliance fails validation. The values you can specify are Block, Warn, and None. |
| Compliance Check | Attendance History Subject Conflict Check in Days | Enter the number of days in the past that the system must check in the participant’s attendance history to confirm that the participant hasn’t already attended an event with the same subject. |
| Account Search | Enable the Add Experts Via Account Search button in the Update Experts modal | Select this checkbox to use account search for adding experts. This shows the person accounts matching the search conditions and the territory alignment, and sets the Expert status as Nominated. |
| Consent | Enable consent settings for participants | Select this checkbox to enable consent-related settings for participants. |
Create the Related List for Experts
To enable users to quickly add experts to a managed event, configure the expert's related list settings on the Managed Event record page.
- From the App Launcher, find and select Managed Events.
- Select a record.
-
From the top-right corner of the page, click
[Gear], and then select Edit Page.
- Go to the Attendees tab.
- In the searchbox, find and select the Related List-Life Sciences custom component.
- Move the component onto the Attendees tab.
-
In the properties pane, add the following information for the Expert section.
- In Object API Name, enter MngEventParticipant.
- In Field Set API Name, enter the API name of the custom field set you created for adding experts, such as, lsc4ce__Add_Experts.
- In Label API Name, enter Experts.
-
Add an icon, such as standard:knowledge.
To view the standard icon options, see Icon Library.
- In Action Handler API Name, enter UpdateDeleteMngEventExperts.
- In Where Clause, enter MngEventParticipant.MngEventId='{recordId}' AND MngEventParticipant.EventMgmtPtcpTypeRoleMap.EventMgmtParticipantType.StandardType='Expert'.
- In New Action Handler API Name, enter ModifyMngEventExpertList.
- In Relationship Field API Name, enter MngEvent.MngEventParticipantId.
- In View All Component API Name, enter StandardViewAll.
- Select Show record count.
- Save and activate your changes.
Create an Expert
Define an Expert record to establish a healthcare professional as a qualified speaker for managed events, and indicate whether they are trained on a subject.
- From the App Launcher, find and select Experts.
- Click New.
- Enter a name for the expert.
- Select the account associated with the expert.
- Select the primary organization associated with the account.
- Select the status as Nominated.
- For Type, select the value that represents the speaker.
- Select Active.
- In the custom boolean field you created for training status, indicate whether the expert is trained on a subject.
- Save your changes.
Create an Expert Subject
Associate an expert with a subject by creating an Expert Subject record.
- From the App Launcher, find and select Expert Subjects.
- Click New.
- Enter a name for the expert subject.
- Select an Expert record.
- Select the Subject record the expert is trained in.
- Add the effective start and end dates.
- Save your changes.
