Use Case: Auto-Enroll Veeva CRM Event Attendees into a Medical Event Portal

This use case comes from a submission to our business challenges page HERE. If you are facing a challenge as a member of a Medical Affairs or Commercial team that involves Medical Education and Digital Engagement, please submit it. We use these to develop use cases.

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Business Challenge: An organization sponsors a number of medical events each year and wants to provide virtual environments for each session in an event so that attendees can access digital media and documents, forums and chat tools both during and after the event to increase engagement with speakers and each other. They face a number of challenges in supporting this type of environment:

  1. Some Medical Events can have hundreds of different sessions with attendees only taking part in a relatively small number of these. The organization needs the Medical Event portal to be structured so that attendees are able to easily identify the sessions they took part in versus the ones that they did not. With some events, they may want to hide the virtual session environments from attendees entirely. For other events, they will want the attendee to be able to access the all virtual session environments. in all cases, for the sake of regulatory and compliance concerns, the organizations needs to have control over access to these environments.
  2. The organization sponsors many events throughout the year and needs the portals to be named according to the event. A single portal is not possible.
  3. Information about attendees exists in Veeva CRM as Accounts, but some attendees will not be in Veeva CRM or they cannot be found. The organization wants to automatically enroll the attendees that do exist in the portal before the event, but have an easy solution to add additional attendees as new accounts and event attendees if the need arises at the event. This needs to be through an interface that is suitable for professionals that are not familiar with Veeva CRM and its data model.
  4.  The solution needs all content to be housed in Veeva Vault, go through an approval process and be automatically updated as updated versions are approved.
  5. The solution needs to track the documents, chats and forums that attendees access.
  6. The solution needs a way to identify who is the presenter, manager or attendee for any session for relationship and influence mapping.

Solution: The following sections outline the solution for each business challenge using features.

Providing Event Specific Portals

The platform is designed to run on any domain through standard cloud hosting. This makes it possible for the organization to add and remove data storage and processing resources as needed, allowing for the support of many Medical Event portals concurrently without disturbance.

The platform would be launched on a discreet environment under the organization’s custom domain. The primary URL for the Medical Events system would be https://{medicaleventdomain}.com. Each event would be https://{eventname}.{medicaleventdomain}.com.

Through the platform templating system, a Medical Event portal template would be created with the branding / content and configuration. Launching a new event portal could be done in minutes.

Session Enrollment Configuration has tools to bulk create virtual session environments based on a common template, while each virtual session has its own enrollment configuration capabilities. This would make it possible to quickly create all of the modules / session environments for a conference that has hundreds of different meetings and presentations, while also being able to update enrollment options for different events. Below are some enrollment options:

Self-Enrollment – For instances where the needs dictate giving attendees access to all session environments, these would be set to self-enrollment.

Controlled Enrollment via Veeva CRM – Using the combination of Event Attendee data and integration rules, attendees could be automatically enrolled into a course track (a selection of courses under the same theme) or a custom list of courses.

Controlled Enrollment via Portal – There are tools in the portals to both create custom fields on portal profiles and set auto-enrollment rules for groups of sessions or individual sessions based on the field values. This could be used to automate the enrollment without using Veeva CRM data.

Data Tracking Back to Veeva CRM & Approved Content Controls – Based on enrollment, activities such as forums, chat and media access are automatically tracked from the events back to Veeva CRM. For content control, using the Veeva Vault plugin or Engage capabilities would guarantee that all content was always approved.

Role Identification – Each virtual session automatically records associated roles for assigned attendees. Speakers, managers, attendees and other roles can be assigned and reported on in Veeva CRM.

Below are the steps for creating the Event Attendee Auto-Enrollment Features:

Extended Rule Creation

Step 1: Set the associated object. All standard and custom objects are available and dynamically set.

Step 2: Select the corresponding object. This would be Account for Health Care Professionals or Users (where the relationship exists) for Sales Professionals and MSLs.

Step 3: Select the corresponding field on the record. In this case it would be the Call Sample Name.

Step 4: The rule’s condition would be set. This would be Equals.

Step 5: Enter the value for the name.

Step 6: Select the email template that will be used to send the Health Care Provider their invitation to the community and credentials to access it. Also select the integration group associated with the segmented area of the portal.

If you have a business challenge, please send it to us by going here.

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