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Post-Approval Tasks
After your manager approves your plan, add the estimated expense for the event and finalize the logistics provider. Then, send out invites to attendees. Monitor their responses and update their record statuses accordingly.
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 event location, estimated expenses, and send an email: | Life Sciences Field Sales Representative user perm AND Life Sciences Core user perm |
Finalize the Event Location
Confirm the event resources before sending out email invites. After the resource is confirmed, the event location is automatically updated in the Managed Event’s Event Location Address field.
- From the iPad's homepage, go to the Managed Event tab in the top scroll bar.
- Select the Managed Event record for which you want to finalize the location.
- Go to the Logistics tab's Managed Event Resources section.
-
Tap
next to the record of your choice, and then click Edit.
- In Status, select the value that represents that the resource is confirmed.
-
Alternatively, confirm a resource preference.
- Select the Managed Event Resource record that's associated with the Managed Event record.
- Go to the Related tab's Managed Event Resource Preference section.
- To select a Managed Event Resource Preference record for an event, edit the record and change its status to Confirmed.
- Save your changes.
Send Emails to Participants
Invite participants to attend the event by sending out email invites.
- On the iPad, go to the Managed Event record.
- From the event workflow path, tap Actions, and then tap Email Participants.
- In the Send Email window, select a template to send to the event participants.
- To check the email you want to send, tap Preview Email.
- Tap Next.
- Select an attachment, and tap Next.
- Verify the mail body and tap Next.
- Verify the email in preview mode, and tap Next.
- Review the list of recipients and their email addresses.
- For participants whose email addresses aren’t added or aren't updated, in the email field for the recipient, enter the email addresses.
- Tap Send.
Add Estimated Expenses
Help your organization monitor their financial planning and budgeting processes by capturing estimated and actual costs of an event.
In the advanced search mode, you can use system-generated filters or create filters of your choice. The filter is turned on by default and shows only the expense types that match the event’s type and subtype at the time of expense search.
If system-generated filters are enabled, the Add Expense Type window shows only those expense types that have no start and end dates configured, or those that have start and end dates that overlap with the event’s dates. Deselect the system-generated filter to see all expense types.
You can search for and filter the Expense records by using specific fields, defined in the admin console configurations.
The Expense list view shows the estimated costs for each expense category at the top level, while the actual expense appears as a dropdown. The total actual expense rolls up to the top row of the expense category, next to the estimated expense. If you add an actual expense without an associated estimate, the system adds a line item with its own parent expense category.
The total cost of all the expenses is shown at the bottom row.
If an expense item is added in another currency, the list shows the actual currency ISO for the actual estimate, but the system converts it to USD in the estimated expense row and in the total cost. Turn on the advanced currency code that uses historic transaction rates for accurate results.
Add estimated expenses for an event.
- On the iPad, go to the Managed Event record for which you want to add the estimated expenses, and navigate to its Expenses tab.
- Tap Add Estimated Expenses.
- Select a category for the expense type you want to add.
- Enter a name for the expense.
- Add the expense amount.
- Save your changes.
