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            Post-Event Tasks

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            Post-Event Tasks

            After the event has concluded, it’s time to complete the close-out tasks. Record the actual expenses incurred during the event, and allocate the expenses to the participants. Enter the details of the attendees who don’t have an existing record in the system. Finally, launch a survey to provide your feedback for the event.

            Allocate Actual Expenses

            Capture the actual costs that are incurred for the event. Allocate actual costs, such as food and beverage expenses, audiovisual fees, speaker fees, and venue fees. For compliance purposes, each transfer of value, such as a meal, must be recorded in the event’s costs. Allocate costs equally or partially, as needed.

            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 allocate expenses, add non-profiled attendees, and launch a survey:

            Life Sciences Field Sales Representative user perm

            AND

            Life Sciences Core user perm

            Add Actual Expenses

            Record the actual costs incurred during a managed event's execution.

            1. Go to the Expenses tab of the managed event whose actual expense you’re adding.
            2. Tap Add Actual Expenses.
            3. Select the expense item that you want to add the actual expenses for.
            4. In the New Actual Expense window, make the following changes.
              1. Add the expense amount.
              2. Enter the transaction date.
              3. Save your changes.
              The actual expense shows up against the estimated expense amount that was added for the expense item.

            Add Receipts

            Attach notes and receipts to substantiate the incurred costs.

            1. In the Expense tab, go to the expense item for which you want to attach a receipt.
            2. Tap Ellipses for More Actions, and then select Notes & Attachments.
              1. Select an attachment to add to the expense.
              2. Tap Add.
              The receipt is added to the Files related list of the Expense record.

            Allocate Actual Expenses

            To record the real costs incurred per participant, distribute the actual expense across attendees, by either splitting the amount equally or assigning uneven amounts per participant.

            On the Web, the Uneven Allocation toggle is in the Allocate Expense window. On the mobile, the option to allocate unevenly is in the Actual Expense window.

            1. In the Expense tab, go to the expense item for which you want to allocate expenses.
            2. Tap Ellipses for More Actions, and then select Allocate.
            3. In the Allocate Expense window, select participants to allocate the expense to.
            4. To make partial allocations, turn on Uneven Allocation and allocate each amount as needed.
              The total expense amount is distributed based on the expense type's allocation type. If the allocation type is Group Allocation or Multiple Allocation, the amount is distributed evenly across the number of participants selected. If the allocation type is Individual Allocation, you can select only one participant to allocate the amount to.
            5. Save your changes.

            Add Non-Profiled Attendees

            Capture details for ad hoc participants who have no record in the system.

            Required Editions

            User Permissions Needed
            To add non-profiled attendees:

            Life Sciences Field Sales Representative user perm

            AND

            Life Sciences Core user perm

            As a prerequisite, make sure that you create a Party Profile record for write-ins who don’t have an account in Salesforce.

            1. On the iPad, go to the Managed Event record for which you want to add the non-profiled attendee, and navigate to its Attendees tab.
            2. In the section that represents non-profiled attendees, tap Update Non-Profiled Attendees.
              The managed event type, participant role, and participant type are preselected. Keep them as is.
            3. Enter a name for the non-profiled attendee.
            4. In Participant, tap to select the Party Profile object, and then select the corresponding record.
            5. Save your changes.

            Launch a Managed Event Survey

            Provide feedback for the event by launching a survey.

            Required Editions

            User Permissions Needed
            To launch a survey:

            Life Sciences Field Sales Representative user perm

            AND

            Life Sciences Core user perm
            1. On the iPad, go to the Managed Event record for which you want to launch the survey.
            2. From the event workflow path, tap Actions, and then tap Launch Survey.
            3. Select the survey that you want to take.
            4. Fill out the details as needed.
            5. Tap Finish.

            See Also

             
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