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            Event Management Workflow

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            Event Management Workflow

            Implement the event management processes, spanning all stages of the event lifecycle, from planning the event and sending the plan for approval to execution and conclusion.

            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 create a workflow stage, path, and action: Life Sciences Commercial Admin permission set

            Built on the Generic Workflow Configuration, the Managed Event workflow offers a structured framework for executing various event types, such as speaker events, representative-led events, and healthcare professional sponsorship events. The workflow also offers flexible customization options so that admins can tailor the workflow according to the organization’s unique needs.

            Types of Events in Event Management

            A speaker event is a company-hosted event where a healthcare professional, contracted by the company, delivers approved educational or promotional content to other HCPs. The pharma company plans and controls the event logistics, content, and compliance requirements. Speaker events are highly regulated and require formal approvals, speaker contracts, attendance capture, and post-event reconciliation. Speaker events are typically used for structured education and require detailed spend tracking and transparency reporting.

            A rep-led event is a company-hosted meeting led by a sales representative, without a paid external speaker. The rep presents approved materials directly to HCPs in a smaller, less formal setting. Unlike a standard visit or call, which typically involves a one-on-one interaction and no reportable transfer of value, Rep-Led Events may include meals or other items that require transfer-of-value reporting. Rep-Led Events are commonly used for product updates, disease-state education, or relationship-building interactions.

            An HCP sponsorship event occurs when a pharma company provides financial support for an HCP to attend a third-party event that the company does not organize or control, such as a medical congress or conference. The company does not manage the agenda, content, or speakers and does not host the event. Sponsorships require rigorous compliance review, approvals, and transparency reporting, but do not involve attendee sign-in, surveys, or event execution by the company.

            Each event, irrespective of its end purpose, has the following stages: draft, pending approval, approved, execution, conclusion. However, the stage operation actions you can configure for each phase is different. Based on the event’s type and purpose, define the following actions for your organization.

            The following table serves only as an example of how admins can define the workflow path.

            Phase Persona Speaker Event Rep-led Event HCP Sponsorship Event
            Draft Organizer
            • Add colleagues
            • Add location
            • Add logistics
            • Add speaker
            • Add attendee
            • Add topic
            • Add estimates for expenses
            • Submit event for approval
            • Add colleagues
            • Add location
            • Add logistics
            • Add speaker
            • Add attendee
            • Add topic
            • Add estimates for expenses
            • Submit event for approval
            • Add colleagues
            • Add speaker
            • Add logistics
            • Add topic
            • Add estimates for expenses
            • Submit event for approval
            Pending Approval Approver
            • Approve
            • Reject
            • Approve
            • Reject
            • Approve
            • Reject
            Approved Organizer
            • Send email
            • Add attendees
            • Email the invite to attendees
            • Update attendee status
            • Update venue status
            • Update speaker status
            • Send email
            • Add attendees
            • Email the invite to attendees
            • Update attendee status
            • Update venue status
            • Execute the event
            • Execute the event
            Execute Organizer
            • Capture sign-in
            • Add write-ins
            • Email surveys
            • Add attachments for receipts
            • Capture sign-in
            • Add write-ins
            • Capture attendee survey
            • Email surveys
            • Add attachments for receipts
            • Add attachments of receipts
            Conclude Organizer
            • Reconcile write-ins
            • Add attachments
            • Complete surveys
            • Reconcile write-ins
            • Add attachments
            • Complete surveys
            • Add expenses

            Event Workflow

            The Managed Event workflow action is configured for the Managed Event object. The field controlling the progress of the workflow path is the Managed Event’s Status field, for which you must define dynamic picklist values for the workflow to work.

            The workflow path has two operations, the Managed Event Organizer Operation and the Managed Event Default Operation, configured for each stage of the path. So, in the Draft stage, the workflow has two stage operations, the Draft Managed Event Organizer Operation and the Draft Managed Event Default Operation.

            The Managed Event Organizer Operation defines the actions that the event’s organizer can take, such as taking the survey about the event’s logistics. The Managed Event Default Operation serves as a validation to ensure that no action is assigned to the other roles. If the Managed Event Default Operation operation is removed, the system throws an error.

            This framework lets admins define exactly which roles (organizer, coorganizer, coordinator, or custom roles like auditor) can perform which actions at each event status.

            In the Draft stage, planning roles can complete setup tasks such as adding products, topics, participants, and sending emails. In Pending Approval, only the assigned approver sees and can use Approve or Reject; organizers and sales reps do not have access to those actions. In Approved, users see post-approval actions such as sending invitations.

            Overall, each status exposes a role-specific action set so users only see what they need for that stage, improving clarity, control, and compliance.

            For each stage operation, you can do the following:

            • Create a child stage operation.
            • Change the create, edit, and delete functions available for the stage operation.
            • Add filter conditions to define access to the stage operation action.

            Customize the Managed Event Workflow path to add stage operations and actions that are specific to your requirements. Alternatively, clone the default workflow to create your own. Deactivate the default workflow, and activate the new workflow to use it.

            Prerequisites

            • Make sure that the following trigger handlers are active.
              • StagePathPermissionHandler
              • ColleagueSurveySharingHandler
              • SurveyInvitationSharingHandler
            • Add the Life Sciences Event Workflow Lightning App Builder component onto the Managed Event record page.
            • Create picklist values for the Managed Event’s status field.

            Customize the Launch Survey Workflow Action

            Event Management offers the default Launch Managed Event Survey open component type workflow action that uses the lsc4ce:LaunchSurveyModal open component to launch event-specific surveys.

            Make changes to the workflow action properties as per your organization’s needs and configure the action in the completed stage of the event to enable sales reps to launch the survey.

            1. From the App Launcher, find and select Admin Console.
            2. Select the Workflow Configuration tile.
            3. In the left navigation pane, select Workflow Actions.
            4. Go to the Open Component tab.
            5. To customize the Launch Managed Event Survey action, click Dropdown next to the action, and then select Edit.
            6. Make changes to the component parameters as needed, and add the survey name.

              For example, enter 

              ("enableRetake":true,"surveyNames": ["dreamforce_survey"])
            7. Save your changes.

            Customize the Managed Event Email Participant Workflow Action

            By default, Event Management provides the Managed Event Email Participant workflow action, which uses the lsc4ce:mngEventParticipantEmailing component to send emails to event participants. Based on your organization’s needs, tailor and customize the workflow action, such as sending the email only to participants who accepted the event invite.

            1. From the App Launcher, find and select Admin Console.
            2. Select the Workflow Configuration tile.
            3. In the left navigation pane, select Workflow Actions.
            4. Go to the Open Component tab.
            5. To customize the Managed Event Email Participant action, click Dropdown next to the action, and then select Edit.
            6. Make changes to the component parameters as needed. For example, to only send emails to participants who have accepted the invite, enter {participantResponses":["Accepted"]}.
            7. Save your changes.

            Customize the Workflow Path

            Tailor the workflow path according to your organization. Also, choose where you want to configure the Launch Survey and Managed Event Email Participant workflow actions. For example, send the email invite in the draft stage of the workflow, and launch the survey at the end of the event.

            1. From the App Launcher, find and select Admin Console.
            2. Select the Workflow Configuration tile.
            3. In the left navigation pane, select Workflow Paths, and click Managed Event Workflow.
            4. Add the Launch Managed Event Survey action to the workflow stage in which users can take the survey.
              1. Select the stage that represents that event completion status.
              2. Under Stage Operations, select Completed Managed Event Default Operation.
              3. In the corresponding Stage Operation Action tab, click Add Actions, and then select Open Component.
              4. In the Add Action window, select Launch Managed Event Survey, and save your changes.
              5. Similarly, add the Managed Event Email Participant workflow action to an appropriate stage in the workflow, such as in the event draft stage.
            5. To define which user role can perform a specific action in a specific stage, configure the stage conditions.
              For example, configure the filter condition to only display the Launch Survey button to the current user if they’re the organizer or coorganizer for the event.
              1. Go to the Stage Operation Conditions tab.
              2. To add a filter, click Plus.
              3. Select a Managed Event field, such as, Current User Event Role.
              4. Save your changes.
              5. For Operator, select In.
              6. For Value, enter the API name of the picklist value defined in the Event Management Participant Role’s Role field, such as Organizer.
                Tip
                Tip Specify the organizer and coorganizer roles in the Value field, separated by semicolon.
              7. Save your changes.
            6. Customize the workflow path to add stage operations, conditions, and operation actions of your choice.
            7. Save your changes.
            8. Activate the workflow.

            See Also

             
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