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            Event Management Considerations and Validations

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            Event Management Considerations and Validations

            Review the key considerations and validations that the system enforces across the different areas of event management.

            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.
            Feature Validations
            Event Participants
            • A participant with the same type and role can’t be added twice to the same event.
            • The current user must be added as a colleague-type participant before they can add other participants.
            • The Event Management Participant Type Role Mapping record must be active for participants to be added.
            • When an attendee or non-profiled attendee is added, the Invited By field is auto-populated with the ID of the colleague sending the invite.
            • The Invitation Sent Date and Time is automatically populated when the Invitation Sent checkbox is selected.
            • You can’t delete a participant who has an organizer role.
            Participant Recruitment
            • When a managed event is created, the system automatically adds the creator as the organizer.
            • If the user (event creator) adds another user as the primary owner, the creator becomes the coordinator and the other user becomes the organizer.
            • If the user (event creator) adds their manager as the primary owner, the creator becomes the coordinator and the manager becomes the approver.
            Attendee Quota
            • Only colleagues with the contributor role have an invitation quota. When the Default Invitation Quota field is filled in, the system automatically applies it to all contributor-type colleagues.
            • On the web: if a colleague exceeds their invitation quota, the action is blocked with an error.
            • On mobile: if a colleague exceeds their quota while offline, the attendee is added, but a Managed Event Participant Discrepancy record is created with the reason “Quota Exceeded.”
            Participant Sharing Rules
            • A colleague with an organizer role is required for sharing records to be created.
            • Managed Event Share and Managed Event Territory records are created only when an invitation has been sent and the participant’s response is “Accepted.”
            • Coordinators and host organizers do not require an accepted invitation for sharing to be triggered.
            • No sharing records are created for attendee, expert, or contributor roles.
            Subject Assignment
            • The same subject can’t be assigned to the same event twice.
            • If an Expert participant has already been added to an event, subjects with a compliance type of Speaker Bureau won’t appear in search results. Remove the expert to see all subjects.
            • If a subject is associated with a restricted product and the associated participant has already been added, the system throws an error (or a warning if the event start date has passed).
            • Changing the event’s start date is blocked (or warned) if an existing participant has already attended an event on the same subject within the new proposed timeframe.
            • If a workflow path is configured, subject assignment follows the workflow stage operations.
            Compliance Management
            • Only the organizer and coorganizer of an event can respond to compliance statements.
            • The Compliance Agreement Status remains “Agreement Required” until all mandatory statements are accepted, after which it changes to “Agreed.”
            • Only Compliance Statement Definition records with a statement type of Compliance Note or Compliance Agreement, a module type of Managed Event, and statement text filled in are displayed in the component.
            Event Logistics
            • A managed event can have only one location — either a Venue or an HCO, but not both.
            • When adding a location, the address selected must correspond to the resource type chosen (for example, an HCO location must use the HCO’s address; a Venue location must use the Venue’s address).
            • The first time a Venue or HCO resource is confirmed, the location is automatically stamped onto the Managed Event record.
            Monetary Caps
            • If the alert type is Block: adding a participant whose total expenses have reached or exceeded the monetary limit is prevented with an error.
            • If the alert type is Warn: the participant can be added, but a Managed Event Participant Discrepancy record is created as a warning.
            • On mobile (offline): cap limits are not enforced at the time of the action; violations are flagged via a discrepancy record when the device syncs.
            • Only expenses with the Included in Cap checkbox selected count toward monetary cap calculations.
            • The cap is only finalized once the managed event reaches a concluded or closed status (as configured in the Concluded Event Status admin console setting).
            Expense Management
            • All estimated expenses for the same expense type on the same event must be unique. For example, two “Food” estimates on the same event are not supported.
            • If partial allocation is not enabled, the total allocated amount must exactly equal the actual expense amount.
            • If partial allocation is enabled, underallocation is allowed, but overallocation (allocating more than the actual expense amount) is not.
            Integration with Email
            • The user sending the email must be assigned to the same active territory as the managed event.
            • The managed event must have participants added before emails can be sent.
            • Each email template version must include an HTML file (for the email body) and a JPG thumbnail.
            Integration with Presentations Presentations are filtered by the subject assigned to the event and the current user’s territory.
            Integration with Calendar Managed events created from the calendar must fall within the organization’s configured business hours.
            Integration with Surveys
            • The managed event must be in the workflow stage configured for survey launch for the survey to appear.
            • Only the organizer or coorganizer of the event can view and launch the survey.
            • For territory-based survey sharing, the territory switcher must match the territory associated with the survey subject.
            Event Workflow
            • The Managed Event Default Operation must remain in the workflow for each stage. Removing the operation causes an error.
            • The workflow path is driven by the Managed Event’s Status field. The picklist values for this field must be created for the workflow to function.
            • Each stage exposes only the actions relevant to that role — Organizers see planning actions in Draft; only the Approver sees Approve or Reject in Pending Approval.
            • The approval process is supported only on the web.
            • If a workflow path is configured, subject assignment is subject to the workflow stage operations defined in the path.
             
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