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Add Event Participants
Add the participants of a managed event, including regular attendees, colleagues and coorganizers, experts who are trained on the event topic, and ad hoc participants.
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 attendees, colleagues, and experts: | Life Sciences Field Sales Representative user perm AND Life Sciences Core user perm |
Considerations for Attendee Search
In the Update Attendees window, Event Management searches for attendees to add to an event in the following ways.
- Aligned accounts list: By default, the system searches for accounts aligned to your territory. You can see all the available attendee options in the Aligned Accounts list. You can switch to a list you created to see accounts that fulfill a specific criteria, or filter the search by healthcare professional (HCP), healthcare organization (HCO), or all. Your admin can turn on lists and filters by selecting the Enable lists and filters in the Update Attendee modal checkbox in the Event Management profile-level settings.
- Use specific fields to filter the search by. Your admin enables this setting by creating a field set and configuring the same in the Update Attendees Search Field Set in the admin console.
- View specific fields in the columns of the search results. Your admin enables this setting by creating a field set and configuring the same in the Update Attendees Display Field Set in the admin console.
- Use the Invite All button to invite all the attendees in the search results. Your admin configures this button’s visibility by selecting the Show the Add All button in the Update Attendees modal checkbox in the Event Management profile-level settings.
- Quickly find an HCP from a specific HCO. In the search results, if an HCO has any
affiliated HCPs, the search result is indicated with a
symbol. This function makes it easier to select an attendee who’s affiliated
with an HCO. Your admin configures this setting using the Show HCP-HCO affiliation for
attendees field in the admin console. - Use the Search Before Create function before creating an account to add as an attendee. Your admin configures this setting by selecting the Enable Advanced Search to find accounts to invite checkbox in the Event Management profile-level settings.
Add an Attendee Type Participant
Search for healthcare professionals and healthcare organizations to add to an event.
- From the iPad's homepage, go to the Managed Event tab in the top scroll bar, and select the record for which you want to add an attendee.
- Go to the Attendees tab of the Managed Event record.
- Flick to scroll to the section that represents attendees, and tap Update Attendees.
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Select a list or filter to search for attendees.
Alternatively, use Advanced Search to search for an account before creating and adding it.
- Tap Invite next to an account that you want to add to an event.
- If needed, click Invite All to add all the accounts in the search results in bulk.
-
Save your changes.
The attendee is added to the attendee related list.
-
To add consent documents, click
Note You can upload consent documents only from the Web.
next to the attendee record, and tap Upload Consent
Documents.
- In the consent window, select the consent type for which you’re uploading the consent document.
- Tap Next.
- Select a file to upload.
- Save your changes.
Considerations for Colleague Search
In the Update Colleagues window, Event Management searches for colleagues to add to an event in the following ways.
- Use specific fields to filter the search by. Your admin enables this setting by creating a field set and configuring the same in the Update Colleagues Search Field Set in the admin console.
- View specific fields in the columns of the search results. Your admin enables this setting by creating a field set and configuring the same in the Update Colleagues Display Field Set in the admin console.
- The Update Colleagues window uses system-generated filters to only display colleagues
whose preferred country matches the current user’s preferred country. However, the
system-generated preferred-country filter only works if the following conditions are met.
- Advanced Search is enabled.
- Your admin configures preferred country picklist values for User Additional Info’s Preferred Country field.
- Your admin can remove the filter by unselecting the Toggle the system-generated Preferred Country filter field in the admin console.
Add a Colleague to an Event
Choose a user to add as a colleague to an event. The user details must be defined in a User Additional Info record.
After you select a user, you choose the event management participant type role mapping between colleague participant types and participant roles of any kind. In the Update Colleagues window, the mapping options show the custom picklist values for the participant types and roles.
- On your iPad, from the Attendees tab of the Managed Event record, flick to scroll to the section that represents colleagues.
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Tap Update Colleagues.
The Update Colleagues window shows all the managed event participants of type User.
-
Select a user to add them as a colleague.
This action shows all the event management participant type role mappings values where the type is colleague, while the role can be of any type.
- Save your changes.
Considerations for Expert Search
Before you add experts to a managed event, make sure that your admin has set up the expert search field sets and configurations in the admin console. Also make sure that your org has an Event Management participant type with the Expert standard type, a participant role with the Expert standard role, and a mapping record between the two. Your admin must also create Expert records, Subject records, and Expert Subject records, with event dates falling within the Expert Subject record’s start and end dates.
Expert Eligibility
When you search for experts to add to an event, the system may run eligibility checks depending on your org’s configuration. Eligibility checks are active when the event is assigned a subject with the compliance type as Speaker Bureau and you have field-level access to the Compliance Type field on the Subject object.
When eligibility checks are active:
- The search results show only experts who are trained on the subject associated with the event.
- The system verifies that the expert has completed the required training for the subject.
- The Add Experts via Advanced Search button is not available.
Account Search for Experts
When eligibility checks aren’t active, you can use the Add Experts via Advanced Search button to search through person accounts aligned to your territory and add an associated expert.
Account Access
The system checks whether you have record-level access to the account linked to an expert before adding the expert to the event.
Compliance Checks for Experts
The system checks whether an expert has recently attended another event on the same subject within a defined period. Depending on how your admin has configured the compliance settings:
- Block — the expert cannot be added to the event.
- Warn — the expert is added, but you see a warning.
This applies both when adding experts during event planning and when adding them to an event that’s already in progress.
The system also checks whether the expert’s linked account has an active product restriction for any product associated with the event. If a restriction exists and override is not enabled, the expert cannot be added to the event.
Add an Expert Type Participant
Add a speaker or an expert to an event.
- On the iPad, from the Managed Event record, go to the Attendees tab.
- Flick to scroll to the section that represents experts.
- In the Expert section, tap Update Experts.
- In the search results, tap Invite next to the account you want to add as an expert.
- Save your changes.
Add an Expert via Account Search
When the expert eligibility search criteria are not met, you can add experts by first running an account search. The search shows the person accounts aligned to your territory.
The expert eligibility search criteria is not met when you lose field-level access to Subject’s Compliance Type field or if the event doesn’t have a subject assignment where the subject’s compliance type is Speaker Bureau.
- On the mobile, from the Managed Event record, go to the Attendees tab.
- Flick to scroll to the section that represents experts, and tap Update Experts.
- In the Update Experts window, tap Add Experts Via Account Search.
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In the search results, select the account you want to add as an expert.
This action creates an Expert record and a Managed Event Participant record for the managed event you want to add the expert to. The system assigns the Nominated status to the Expert record, and also selects the Speaker checkbox in the Healthcare Provider record. If the Healthcare Provider record has a parent organization account, the record is added as the primary organization in the Expert record.
- Save your changes.
After adding the attendees, from the workflow path on the Managed Event record, submit the record for approval.
