Verifying and Approving Events

Depending on your internal organization, events may require approval or verification.

Approval consists of two steps:

  1. The rep submits the event for approval, see Requesting Approval/Verification.
  2. The responsible person approves the event and/or verifies that it complies with necessary regulations, see Approving/Rejecting/Verifying Events.
    • Approval: An employee, e.g. head of marketing, must approve whether the planned event is within budget.
    • Verification: An employee, e.g. from the legal department, verifies that the event complies with the legal requirements. This can be of particular relevance in the pharmaceutical industry.
Note: Once the status of a campaign is set to "Budget Approval", it can no longer be executed. Only once the campaign has been approved and verified (which automatically sets the status to "Scheduled") can you execute the campaign.

Requesting Approval/Verification

The rep that scheduled the event submits the campaign for approval.

To submit an event for approval:

  1. Switch to the desired campaign.
  2. Switch to the Approval & Verification tab.
  3. Enable the Budget approval required check box and enter the person responsible for approving the event in the Budget approval by field.
  4. Enable the Verification required check box and enter the person responsible for verifying the event complies with legal provisions in the Verification by field.
    Note: The campaign’s start date must be in the future, otherwise the Budget approval required and Verification required check boxes cannot be enabled. If the start date is not in the future at the time of submission, these check boxes are disabled automatically by the system (without notification).
  5. Save the record.

    The campaign is forwarded to the employee responsible for approving/verifying the event.

    You receive a message when the campaign has been approved or verified.

Approving/Rejecting/Verifying Events

If you are responsible for approving or verifying events, you are informed using a To-Do record whenever a campaign has been submitted.

To approve or reject a campaign:

  1. Select Open Link from the To-Do’s context menu. The campaign is opened. Verify that the event is within budget or that all legal requirements are met.
  2. Select the appropriate options from the context menu. The campaign is approved or rejected.
  3. Save the record.

    The rep responsible for the campaign receives a message about whether the event has been approved, verified or rejected.