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  • 1.  Lock Event Policy

    Posted 02-20-2023 16:19

    Hi,

    Regarding a Meeting Request Form, I am looking for a way to automate a lock to of the form from being modified based on the number of days until the Event Start Date.

    The Meetings Policy functionality is so close - but it only lets you pick a specific date from the calendar, rather than a choice of less/greater than the Event Start Date.

    Does anyone have a workaround idea or other method they've used to automatically lock an MRF from being modified?

    TIA!


    #MeetingsManagement

    ------------------------------
    Hallie Loeb, HMCC
    Event Operations Specialist
    CDW United States
    ------------------------------


  • 2.  RE: Lock Event Policy
    Best Answer

    Posted 02-20-2023 17:16

    Hi Hallie,

    Thanks for your question! Unfortunately, the platform doesn't currently allow a trigger to change the MRF to a locked down status (locked down based on section logic configured in the form) based on number of days until the start date. You can send a notification X days before the event start date but I think the best you could do is is a reminder for the planner to manually change the status to lock it down. The only thing automated would be the reminder notification.

    I recommend submitting your idea in the ideas section of our Community.



    ------------------------------
    Sydney Langer
    CSA
    Cvent
    ------------------------------



  • 3.  RE: Lock Event Policy

    Posted 02-20-2023 18:32

    Thanks Sydney!

    I appreciate the suggestion of a reminder notification. It's better than trying to remember to enter the date on a calendar :)



    ------------------------------
    Hallie Loeb, HMCC
    Event Operations Specialist
    CDW United States
    ------------------------------

    Original Message


  • 4.  RE: Lock Event Policy

    Posted 02-22-2023 17:11

    Hi Sydney,

    Can you please help me with some step by step instructions?

    I went to Meetings Management, Notifications and then I don't see a way to set the trigger to a certain number of days prior to event start date. 

    Or were you suggesting a different type of reminder or task?

    Thank you,

    Hallie



    ------------------------------
    Hallie Loeb, HMCC
    Event Operations Specialist
    CDW United States
    ------------------------------

    Original Message


  • 5.  RE: Lock Event Policy

    Posted 03-01-2023 12:57

    Hi Hallie,

    Absolutely. Here are the steps to send the planner a notification that they need to manually change the status to one that's configured in the MRF to be Read Only on all sections.

    Admin > Meetings Management > Notifications > Create Notification

      • Give it a name
      • Send Settings = Event Start Date
      • A certain number of days before the above date
      • Enter your # of days
      • Enter a reply-to email
      • Enter a Subject line
      • Enter the body of the email - this is where you provide the instructions for what the planner should do, which is to change the meeting request to X status, and you can include a data tag to send them to the request in Cvent for convenience's sake
      • Recipients = your planner, however you indend to identify them
      • Advanced Filters if you only want to send this notification certain conditions. If you don't do that, then this notification will be sent for EVERY event in your account


    ------------------------------
    Sydney Langer
    CSA
    Cvent
    ------------------------------

    Original Message


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