HMS Contract Clients and Creating a new Event EM
Overview
This guide is designed to assist when creating a new Event EM where the Event EM type is 'Event' and the end-user is a member of the SA HMS Team.
This process also takes into consideration the Event request web form submitted by Event Organisers.
The event is then automatically created in Salesforce for review by the SA HMS team.
Aside from the Event being automatically created from the submitted web form, this process shows best practice process of creating the Event directly from an account, in order to capture the account-related preference of whether the Event relates to a 'Contract Client'.
Indicating that an Account is a Contract Client
Create or locate the Account and if it's a HMS Contract client, tick the checkbox shown below:
Creating an (Contract) Event
Step 1 - Navigate to the Related Tab on the account and next to the Event EM related-list, click New:
Step 2 - Select the Event type from the options on the screen.
Step 3 - Complete as many of the fields as you can, including the required fields
Step 4 - Click Save
With regards to the Account field, it will only let you select a B2B type account.
With regards to the Contact field, it will only let you select a Contact related to the Account you selected, or create a new contact from there but relate it to the Account you're using.
After saving, when you open the Event record you'll notice the layout has 3 Tabs: Related, Overview and Details:
What Information is stored where?
Related - Items related to the Event including: Child Events, Customer Feedback, Notes & Attachments, etc.
Overview - Event details, Division information, Related Opportunity information, System / record information
Details - DEMS information, Event report information (usually populated from the DEMS sync)
Creating an non-Contract Event
Where the client relating to the Event is not a Contract one, the checkbox on the Account layout: HMS Contract Client remains unchecked.
Carry out the same steps outlined in the above section (Creating a Contract Event) - Steps 1 - 4.
What Information is stored where?
Related - Items related to the Event including: Child Events, Customer Feedback, Notes & Attachments, etc.
Overview - Event details, Event Type, Event Description (details captured on the Event web Form), Division information, Related Opportunity information, System / record information
Details - Location details, Venue Facility information, Participant information, Spectator information, DEMS information, Insurance details, Event survey checkboxes, Event report information (usually populated from the DEMS sync).
Additional Information
When you select the 'Type' of event under the Event Details section, you'll notice a new section appear on the right-hand side of the screen with fields just relating to the type event you've selected:
When you indicate that an account is a Contract Client (ticking the checkbox on the account), you'll notice that all historical Events relating to that account will now appear with the 'Contract Client' / condensed page-layout.
If you want to override this setting and view all information relating to those past Events, tick the checkbox Show All Fields on the Event record page and then click Save:
