Participant Recruitment Setup

Considerations for Recruitment

When the current user creates a Managed Event record, the system automatically adds the current user as an organizer, and creates a related Managed Event Participant record.

When the current user creates a Managed Event record and adds another user as the primary owner of a managed event, the system automatically adds the current user as the coordinator and the other user as the organizer, and creates two Managed Event Participant records.

When the current user creates a Managed Event record and adds their manager as the primary owner of a managed event, the system automatically adds the current user as the coordinator and the other user as the approver, and creates two Managed Event Participant records.

Prerequisites

• Create territories. See Set Up Sales Territories for Life Sciences Cloud in Get Your Org Ready for the Customer Engagement Managed Package.
• Set up Account Search.
• Search for accounts and align accounts with the territories.
• To use advanced search criteria, set up search before create.
• Create accounts to represent the healthcare professionals and healthcare organizations you want to add as participants.
• Create picklist values in the Managed Event Participant’s Participant Type field to represent attendees, colleagues, experts, write-ins, and non-profiled attendees.
• In the org-level admin console settings for Event Management, select the default role for each participant type in Default Role for Attendee, Default Role for Expert, Default Role for Write-In Attendee, Default Role for Non-Profiled Attendee.
• Make sure you create Event Management Participant Role records, Event Management Participant Type records, and Event Management Participant Type Role Mapping records for each participant type, for a specific managed event type.
• As a prerequisite for the participant recruitment setup, create a Lightning record page for Managed Events and add an Attendee tab.

Managed Event Participants

Users can also create Managed Event Participant records directly, either from the App Launcher or the Managed Event record page's standard related list. On the Managed Event Participant record, users select the participant's type and role. Based on the user's selection, the system fetches the active Event Management Participant Type Role Mapping records that are applicable for the managed event type, and stamps it on to the Managed Event Participant record.

As a prerequisite for this advanced selection option to be visible in the Managed Event Participant record, make sure you turn on the Display Type and Role in Participant Records toggle in the Life Sciences for Customer Engagement Setup's Configure Event Management for Customer Engagement section.