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Event Management Process Checklist
Follow a comprehensive, component-specific checklist for a seamless Event Management setup.
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. |
Event Participants
- Create Event Management Participant Type records for all standard types: Expert, Colleague, Attendee, Non-Profiled Attendee, Write-In Attendee. See Create an Event Management Participant Type in Event Management Participant Setup.
- Create Event Management Participant Role records for all standard roles: Organizer, Coorganizer, Coordinator, Contributor, Approver, Attendee, Expert. See Create an Event Management Participant Role in Event Management Participant Setup.
- Create Event Management Participant Type Role Mapping records linking each type, role, and managed event type. See Create an Event Management Participant Type Role Mapping in Event Management Participant Setup.
- Configure default roles for each participant type in the org-wide admin console settings. See Configure Org-Wide Settings for Event Management.
- Create the Managed Event record page and add the relevant Lightning App Builder components. See Create a Lightning Record Page for Managed Events.
Attendee Participant
- Create field sets on the Account object for search columns and search filters in the New Attendees window. See Get Your Org Ready for Event Management.
- Create a field set on the Managed Event Participant object to define columns in the Attendees related list. See Get Your Org Ready for Event Management.
- Configure the field sets in profile-level admin console (Attendee Account Display Field Set, Attendee Account Search Field Set). See Configure Profile-Level Settings for Event Management.
- Enable optional settings in admin console: Show Add All button, Enable Advanced Search, Show HCP-HCO affiliation, Enable lists and filters in the New Attendee modal. See Configure Profile-Level Settings for Event Management.
- Add the Related List–Life Sciences component to the Managed Event record page for Attendees. See Create the Related List for Attendees in Attendee Participant.
Colleague Participant
- Create field sets on the User Additional Info object for search columns and filters in the New Colleagues window. See Get Your Org Ready for Event Management.
- Create a field set on the Managed Event Participant object for the Colleagues related list. See Get Your Org Ready for Event Management.
- Configure the field sets in profile-level admin console (New Colleagues Display Field Set, New Colleagues Search Field Set). See Configure Profile-Level Settings for Event Management.
- Configure Managed Event Colleague Restricted Roles in the admin console. See Configure Profile-Level Settings for Event Management.
- Create User Additional Info records for each user who needs to be added as a colleague. See Configure Users to be Added as Colleagues in Colleague Participant.
- Add the Related List–Life Sciences component to the Managed Event record page for Colleagues. See Create the Related List for Colleagues in Colleague Participant.
Expert Participant
- Create a custom text field on the Subject object to store the semicolon-separated list of compliance subject external IDs. See Expert Participant.
- Create a custom boolean field on the Expert object to indicate whether the expert is trained on a subject. See Expert Participant.
- Create field sets on the Expert object for search columns and search filters in the New Experts window. See Get Your Org Ready for Event Management.
- Configure field sets and eligibility settings in profile-level admin console (Expert Display Field Set, Expert Search Field Set, Subject Compliance External ID List, Expert Subject Training API Name). See Configure Profile-Level Settings for Event Management
- Configure compliance check settings in admin console (Attendance History Subject Conflict Check in Days, Participant Subject Compliance Check Actions). See Configure Profile-Level Settings for Event Management.
- Create Expert records and Expert Subject records, which link each expert to their trained subjects (with valid start and end dates). See Expert Participant.
- Add the Related List–Life Sciences component to the Managed Event record page for Experts. See Create the Related List for Experts in Expert Participant.
Write-In Participant
- Configure the Write-In Participant Default Role in the Admin Console. See Configure Org-Wide Settings for Event Management.
- Configure Write-In Participant Subject Compliance Check Actions (Block, Warn, or None). See Configure Profile-Level Settings for Event Management.
- Configure Write-In Participant Restricted Product Check Actions (Block, Warn, or None). See Configure Profile-Level Settings for Event Management.
- Activate trigger handlers: WriteInToAttendeeHandler, WriteInToColleagueHandler2, WriteInToExpertHandler. See Get Your Org Ready for Event Management.
- Add the Related List–Life Sciences component to the Managed Event record page for Write-Ins. See Create the Related List for Write-Ins in Write-In Participant.
Non-Profiled Participant
- Configure Non-Profiled Participant Default Role in the admin console. See Configure Org-Wide Settings for Event Management.
- Add the Related List–Life Sciences component to the Managed Event record page for Non-Profiled Attendees. See Create the Related List for Non-Profiled Attendees in Non-Profiled Participant.
Attendee Quota
- Add the Default Invitation Quota field to the Managed Event page layout. See Attendee Quota.
- Configure Colleague Invitation Quota Exempt Status in the profile-level admin console. See Configure Profile-Level Settings for Event Management.
Subject Assignment
- Override the New quick action on the Subject Assignment object with the ModifySubjectAssignment Lightning component. See Configure a Quick Action Button to Assign Subjects in Subject Assignment.
- Create field sets on the Subject object for search, display, and filter in the subject assignment window. See Get Your Org Ready for Event Management.
- Configure Subject Display Field Set and Subject Search Field Set in admin console. See Configure Profile-Level Settings for Event Management.
- Configure compliance and eligibility settings in admin console (Check Eligibility for Subject Presentation, Attendance History Subject Conflict Check in Days). See Configure Profile-Level Settings for Event Management.
- Optionally, restrict subject deletion in the Draft stage via workflow path stage operations. See Change Subject Deletion Rules in the Event Workflow Path in Subject Assignment.
- Create Subject records (Usage Type: Managed Event; Compliance Type: Speaker Bureau where applicable). See Create Subject Records in Subject Assignment.
Compliance Management
- Activate the MngEventComplianceStatementsHandler trigger handler. See Get Your Org Ready for Event Management.
- Add the Life Sciences Events: Compliance Statements Lightning App Builder component to the Managed Event record page. Configure the Compliance Statement Auto-Save Limit in the component properties. See Create a Lightning Record Page for Managed Events.
- Create Compliance Statement Definition records (Statement Type: Compliance Note or Compliance Agreement; Module Type: Managed Event). See Compliance Management.
Event Logistics
- Create dynamic picklist values for Managed Event Resource’s Resource Type and Status fields, and Managed Event Resource Preference’s Status field. See Get Your Org Ready for Event Management.
- Configure logistic settings in admin console (Venue Resource Type, Healthcare Organization Resource Type, Managed Event Resource Confirmed Status, Managed Event Resource Preference Confirmed Status). See Configure Org-Wide Settings for Event Management.
Monetary Cap
- Activate the ExpenseParticipantMonetaryCapsHandler, MngEventPartMonetaryCapsHandler, MngEventMonetaryCapsHandler, ExpenseMonetaryCapsHandler trigger handlers. See Get Your Org Ready for Event Management.
- Configure Concluded Event Status in org-level admin console settings. See Configure Org-Wide Settings for Event Management.
- Add the Utilization Tracker Lightning App Builder component to the participant's Account record page.
- Set up an Activity Plan of type Event Management Limit with a defined time period. See Define the Time Period for the Activity Plan and Create Activity Plans.
- Create Provider Activity Goal records for participant accounts. See Set Goals for Activity Plans.
- Create Provider Activity Measure Type records for Error and Warning scenarios (with criteria JSON). See Monetary Cap Setup in Monetary Cap.
- Create Provider Activity Goal Measure records linked to the goals and measure types. See Set Goal Measures for Activity Plans.
- Create Provider Activity Goal Limit records with the monetary limit amount. See Create a Provider Activity Goal Limit in Monetary Cap.
- Change sharing settings for Provider Activity Goal and Activity Plan to Private. See Activity Plan Record Sharing Rules in Monetary Cap.
- Run the Share Provider Activity Goals Based on Activity Plan Type batch job. See Event Management Batch Jobs.
Expense Management
- Create field sets for Expense Type search and display (Expense Type Search Field Set, Expense Type Display Field Set). See Get Your Org Ready for Event Management.
- Configure admin console settings: Allow Partial Expense Allocation, Add Receipts to Expense Records, Toggle the System-Generated Expense Type Filter. See Configure Profile-Level Settings for Event Management.
- Add an Expenses tab to the Managed Event record page, and add the Expense Management custom component to the Expenses tab. See Create an Expense Tab for the Event in Expense Management.
- Create Expense Type records for estimated expenses (Classification: Estimated; Parent Expense Type: blank). See Create an Expense Type for Estimated Expenses in Expense Management.
- Create Expense Type records for actual expenses (Classification: Actual; linked to parent estimated expense type). See Create an Expense Type for Actual Expenses in Expense Management.
Integration with Email
- Create dynamic picklist values for the Subject Material Template’s Template Type field. See Get Your Org Ready for Event Management.
- Add HTML and JPG files for the email template. See Email Template ZIP Files and the prerequisites for Integration with Email.
- Create Life Science Email Template records and Life Science Email Template Snapshot records (versions) with subject line and file identifier. Attach an HTML file (email body) and a JPG file (thumbnail) to each snapshot. See Create an Email Template in Integration with Email.
- Create Subject Material Template records linking each Subject to its email template. See Create a Subject Material Template for Emails in Integration with Email.
Integration with Presentations
- Add the Managed Event Presentations Lightning App Builder component to the Managed Event record page. See Create a Lightning Record Page for Managed Events.
- Create dynamic picklist values for the Subject Material Template’s Template Type field (such as, Presentation). See Get Your Org Ready for Event Management.
- Configure Presentation Subject Material Template Types in the admin console. See Configure Org-Wide Settings for Event Management.
- Create Subject Material Template records linking each Subject to its presentation. See Create a Subject Material Template for Presentations in Integration with Presentations.
Integration with Calendar
- Configure business hours for the organization. See Set Business Hours.
- Configure Managed Event business hours for Planner in the admin console (Calendar tile). See Configure Business Hours for Events.
- Configure calendar events using managed event metadata. See Configure Calendar Events.
Integration with Surveys
- Activate trigger handlers: ColleagueSurveySharingHandler, SurveyInvitationSharingHandler. See Get Your Org Ready for Event Management.
- Create territory records and assign users to territories (required for territory-based sharing). See Set Up Sales Territories for Life Sciences Cloud in Get Your Org Ready for the Customer Engagement Managed Package.
- Create a Survey record and activate it. See Create Managed Event Surveys in Integration with Surveys.
- Create a Survey Subject record linking the survey invitation to the managed event (via Apex script). See Create Managed Event Surveys in Integration with Surveys.
- For territory-based sharing: create a Survey Engagement Context record linking the survey invitation to the territory (via Apex script). See Create Managed Event Surveys in Integration with Surveys.
Event Workflow
- Activate trigger handlers: StagePathPermissionsHandler, ColleagueSurveySharingHandler, SurveyInvitationSharingHandler. See Get Your Org Ready for Event Management.
- Add the Life Sciences Event Workflow Lightning App Builder component to the Managed Event record page. See Create a Lightning Record Page for Managed Events
- Create picklist values for the Managed Event’s Status field. See Get Your Org Ready for Event Management.
- Customize the Launch Survey workflow action (add survey name and configure parameters). See Customize the Launch Survey Workflow Action in Event Management Workflow.
- Customize the Managed Event Email Participant workflow action (configure participant response filters). See Customize the Managed Event Email Participant Workflow Action in Event Management Workflow.
- Customize the workflow path: add stage operations, role-based filter conditions, and actions per stage. See Customize the Workflow Path in Event Management Workflow.
- Activate the workflow.
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