Standard Registration

Ensure, the registration method has been selected as "Standard" in the event request before processing for the Standard Registration setup.

This section describes how to select a template for the Standard Registration.

1. Login to Certain and navigate to Events section.
2. Click Templates module to view the default available master template (based on event type), and select the template Inperson-Master as shown in the below screenshot.





3. Update the require fields as shown in the below screenshot which processing the template selection.

• Event Name: Publishable event name
• Event Code: Program code
• Start Date: Actual event start date
• End Date: Actual event end date
• Event owner: The event owner column – Event owner email id will be given in the request portal.
  If the Event owner is not present in the dropdown, check if the primary or secondary requestor email is available and select.
  If neither of the email are available –Retain your name as the event owner and mention to requester to contact helpdesk team to get access.
  - Once Marketer get Certain access, you can able to select the email id from the dropdown.
• Venue/Location: Select Create a New Location and then update the details
• Registration Contact: Select Oracle Events Team as a default

Note: Ensure the right program code is updated in order to flow the registrants to the Eloqua CXD for lead flow. If failed, then contact record gets stuck in the Eloqua.

1. Click Next to continue the event creation
2. Update the Event Venue information (find the details in the portal) and rest of the information by click on the Next button.

• Unique code - Program code
• Name: Venue name
• Street Address and Address Line 2
• City
• State/Province and Zip Code OR non-US Province
• Country
• Check the box if the venue is a hotel, Click next.

Event Attributes and Goals :
You can update or retain the values as per event

Update the fields of the above Screenshot from the content given in the request portal, if any of the fields are not given in the portal. Confirm the same with the requestor

• Event Language: As provided in the GMSS portal
• Venue Type: If its any Oracle Office - Oracle Venue, else Non-oracle Venue
• Primary Target Area: As provided in the GMSS portal
• Event Registration Required: Default is yes
• Event Monitored Registration: For Standard Registration type - No
• Copyright Year: Current year
• Searchable: As provided in the GMSS portal - This is to be selected to yes only after the event is made live in certain
• Oracle.com Keywords: As provided in the GMSS portal
• Oracle.com Published: This is to be selected to yes only after the event is made live in certain
• Oracle.com Published Date: Date at which the event is made live in certain

For the above Screenshot - The GMSS Request Number field is mandatory and must be filled

The remaining fields are filled if the details are given in the portal, else they are left blank

Update the fields of the above Screenshot from the content given in the request portal, if any of the fields are not given in the portal. Confirm the same with the requestor

• Web Page Banner URL: As provided in the content document. If no image is provided use the default banner and comfirm with the requestor
• Translated Event Weekday: If not english language- As per standard translation sheet provided
• Data Sharing Disclosures ((Confirm participation level of Co-host/Sponsor(s)(disclaimers will be added based on selection)?): As provided in the GMSS portal
• Please note : Custom disclaimer requires Privacy team approval





• Footer Country Code: As provided in the GMSS portal
• MultiFUSC Event: Retain as No

Role assignment : Registraion Support

Registration Support provides Event access to the Marketer in the Certain tool. You can choose the email id from the dropdown list. If Marketer's email id not found, please contact GMSS helpdesk team.

 

• Once you finish the initial setup, it automatically takes you to your created event section. Verify the values updated by you while copying the event from the master template.
• Click Event Setup to verify your updated event information or click the pencil icon to modify or update your information.
• The Standard Event Template shall be copied from and utilized for the standard, monitored and waitlisted registration scenarios. Default forms will be created for each of those scenarios, and supporting forms for assisted registration, tele registration, cancellation and survey will also be configured and in place. The following sections will detail all configuration aspects of the standard event template.
• The Event Setup Page is where all information relative to the event is maintained, including event details, event contact, attendee types, agenda, questions and payments. Only the pages utilized in the standard event template will be outlined below. This page is accessed at the event level via Event Setup.
• The following sections are used to define the event setup functionality.
  • Details - This section contains the details about the event (system fields and dynamic data fields). These data in this section will flow to GCM and the Event Search page.
  • Contact - This section is used to define the event contact, who will be used to send out the notification.
  • Suppliers - This section is used to associate the respective supplier location and update the location.
  • Attendee Types - This section is used to create the different attendee types and group the responses using logic.
  • Agenda - This section is used to create the session tracks and manage them.
  • Questions - This section is used to capture additional survey questions.
  • Payments - This section is used to enable payment.
  • Default Confirmation - Not applicable.
  • Speakers - Not applicable.

This section describes the steps for updating the following pages automatically.

• Welcome Page
• Thank-you pages in all the forms

To Update the Promo Banner value

Follow these steps to update the Promo Banner value that appears in the footer, as highlighted in the following screen shot.

1. In Certain, under the Plan module, click Configure.
2. In the left nav, click Display - Primary Display.
3. under Custom Header and Footer ➔ Header - Custom HTML or text to display at the top of every page
4. Change script code "var promoValue="NA";" update based on region value ( APAC, EMEA, NA, JAPAN, ANZ-AUS, ANZ-NZ, LAD, LAD-BRAZIL, WW )



5. Click Save.

To Update the Disclaimer Script

Follow these steps to update the disclaimer that appears in the footer, as highlighted in the following screen shot.

1. Click Disclaimer Generator. Fill the details as given in the request portal
2. Generate the disclaimer.
3. Copy the code from "For Certain/ Eloqua Source Code:".
4. In Certain, under the Plan module, click Configure.
5. In the left nav, click Display->Primary Display, and update the disclaimer script code in the Footer - Custom HTML or Text to display at the bottom of every page.


6. Click Save.

To Update the Customized Event Name

1. In Certain, under the Plan module, click Configure.
2. In the left nav, click Display-> Extended Display, in the Shell Header (HTML to include above the main page), remove the Event Name merge field and update the customized event name.

All the fields under the Advanced shell header and footer have been updated with the custom dynamic data field. There is no action required from your end unless you would like to update a custom event name. You can change the event name under Event Setup. Alternatively, you can use the Event Name merge field, which automatically displays the header images. If the requester wants to modify the event name that is displayed in the header image, then you can update the customized event name text instead of using the merge field.

To Update Footer language code and country code update

Follow these steps to update The language code and country code update that appears in the footer, as highlighted in the following screen shot.

1. In Certain, under the Plan module, click Configure.
2. In the left nav, click Display-> Extended Display, please change the Country code and Language code in Shell footer sections.
3. Change script code "var countryCode = "us"; var languageCode = "en-us";" update codes based on country and language



4. Click Save.

Follow the below steps to enable Standard Registration My Profile Form.

1. Click the Standard Registration – My Profile form.
2. Activate the Standard Registration – My Profile form as primary and save.
3. Check the form open and close dates. (The start date should be the request creation date, and the end date should be after the event date.)
4. The following settings are used to enable the form:
   
   1. Do not allow edits to existing registrations – This option is used to restrict duplicate registrants.
   2. This is the primary form for the event – Enable this option since it is for SSO Login.
   3. Make this form available on the Admin side – This option is used to enable the form under the registration section for admin usage. (No action required by DC analyst)
   4. Test mode – Initial setup will be in test mode. Uncheck the box once the event has been approved by the requester.
   5. Allow access via web service – Not applicable, but this option is used to access in the web. (No action required by DC analyst)
   6. Allow form open beyond event end date – The default is unchecked; this option can be enabled based on demand. (No action required by DC analyst)
5. Set the default registration status of O_Registered.
6. Check the My Profile form registration status and Logic Flow.


7. Click the left nav Confirm ->Confirmation Text section to update the thank-you page content.
8. Please use iCalendar Generator to create calendar files and update in the Thank you page "Add to Calendar" section.
   - Download ics file and upload to OCM tool and generate ical link
   - Get the Google calendar code from generator
9. Click the standard My Profile form left nav, Click on confirm ->Confirmation Text (this form only)

Take the code to Dreamweaver tool and update the content as per content document given in the portal.

Thank you page top message will be display based automatically based on registration type and language setup

Verify the Add to Calendar links and Get Direction link

In the Registration Information tab, message will display dynamically based on the language setup. If you want to modify the confirmation message, please remove class 'cinpthank1' from the code.

-Update 'SocialShareUrl' in the Thank you page script using Tracking URL Generator. Tracking parameter - ow:evp:sh:em::::RequestNumber

Follow these steps to associate the Non My Profile standard registration form.

1. Check the form open and close dates. (The start date should be the requesting creation date, and the end date should be after the event date.)
2. The following settings are used to enable to form:
   
   
   1. Do not allow edits to existing registrations – This option is used to restrict duplicate registrants.
   2. This is the primary form for the event – This option is used to enable the primary form with SSO. (No action required by DC analyst)
   3. Make this form available on the Admin side – This option is used to enable the form under the registration section for admin usage. (No action required by DC analyst)
   4. Test mode – Initial setup will be in test mode. Uncheck the box once the event has been approved by the requester.
   5. Allow access via web service – Not applicable, but this option is used to access in the web. (No action required by DC analyst)
   6. Allow form open beyond event end date – The default is unchecked; this option can be enabled based on demand. (No action required by DC analyst)
      
      
3. Accept the default registration status of O_Registered.
4. Check the Non My Profile form registration status and Logic Flow.

5. Check the registrant details for the Non My Profile form. This section is used to define the header text of the profile form and profile fields. The span class is defined for each profile field to retrieve the respective translation and display it on the online pages based on the language parameter selected under the Event Setup section.
6. Click the standard Non My Profile form left nav, Click on confirm ->Confirmation Text (this form only)
   - Update the Thank you page content and save.


7. Note : Thank you page content code for both My profile and Non myprofile should be same.

Follow these steps to set up the cancellation form.

1. Under the Plan module, click Forms.
2. In the forms list, click the pencil icon to the right of the cancellation registration form to edit it.
3. Check the form open and close dates. (The start date should be the requesting creation date, and the end date should be after the event date.)


4. Accept the default registration status of O_Cancelled.


5. Click the Cancellation Registration form left nav, Click on confirm ->Confirmation Text (this form only)

Take the code to Dreamweaver tool and update the content as per content document given in the portal.

Cancellation page top message will be display based automatically based on registration type and language setup

In the Registration Information tab, message will display dynamically based on the language setup. If you want to modify the confirmation message, please remove class 'cinpthank8' from the code.

-Update 'SocialShareUrl' in the script using Tracking URL Generator. Tracking parameter - ow:evp:sh:em::::RequestNumber

Cancellation Form – Registrant Details Section

This cancellation form link has been enabled or updated in the confirmation email. The logic has been set as default, and we don't recommend adding or removing any logic or profile fields under this section.

1. Review the following details.

Header Text

<div class="h4">Please validate your Email Address below and select the Continue button to confirm your cancellation. </div>

Add New Registrations - For Oracle Use is added to the In-Person Event Master template and is used by registration support users within Certain to add their registrants at event time.

• Web form link is not to be shared with the marketers.
• This form has to be set up for all the events until notified.

When the event request is approved, the analyst does the following:

• Under the Plan module, click Forms.
• Edit Add New / Update Registration – For Oracle Use.
• Check "Make this form available on the Admin side."
• Uncheck test mode once the event is live.
• Check "Allow form open beyond event end date."
• If the event has survey questions, add them under the Questions tab (use the same steps for other forms).

Note: No changes to be made on the confirmation page or to the form processing steps.

Asking Dietary Restrictions is not a default standard for in person events and event managers should avoid setting expectation if you and your caterer are not going to make arrangements for specific meal preferences. Most events do not have the need to collect meal selection, some larger events require insight for catering order.

If you need to get a sense of which meals and how many to order, set proper expectation of availability and understanding that selections are not for the individual but on a first come first serve basis. See disclosure below.

• Proactively review what options your caterer can accommodate and only provide list of those that you will be able to fulfill.
• Add the question to the form as follows:
• Question title: Dietary or Meal Preference (not restrictions)
• Question Type: List of Value (drop down or selector) only - open/free text fields are not allowed
• List of values: Set default to None or Not Applicable, do not include "Other" as an option. Include only the values that the event manager has confirmed the caterer will be able to provide and is covered by the event budget (not all caterers can accommodate all the varied meals or allergies).
  Examples: vegetarian, vegan, Halal, Kosher, lacto-vegetarian, Ovo-vegetarian, ovo-lacto vegetarian
• Add Disclosure: Manage the customer expectation and experience by adding this disclosure. This statement may also be used standalone to address inquiries and you can provide examples of what will be available on a first come first served basis.
  Oracle prepares for attendees with many dietary requirements and we will make an effort to accommodate any special request. We cannot guarantee the ability to fulfill every appeal that diverges from standard special needs (vegetarian, vegan, gluten/dairy free, etc.). Special meals are available on first come, first served basis, and some meals might be limited in quantity.
• You may provide a POC for an additional inquiries or questions but please be cautious in all communications not to commit or guarantee especially related to allergies or health requirements as you cannot control the environment, other attendees, or the actions of caterers and food preparation.



Example:



STEPS YOU WILL NEED TO FOLLOW TO ENABLE THE DIETRY PREFERENCES IN YOUR EVENT:

• Click on Plan -> Event Setup -> Content Block and ensure that the Dietary or Meal Preference disclosure is present. Please note: Translations are on the way...
• Next, Click on Question from Event setup and ensure Dietary or Meal Preference question is added. Click on edit and customise the answers based on your requirement as per below screenshot
  
  
• Go to your form level, under questions section and ensure the Dietary or Meal Preference question is added.
  
  
• Now go to the setup section in the form and in the online form sequence level add the question just after the Gov employee question.
  
  

You must also associate the notification pages with the following custom statuses for standard registration. Refer to the steps and screenshot below to set the custom statuses.

• O_Registered - to be associated with the Event Registration Confirmation
• O_Cancelled - to be associated with the Cancellation Confirmation Email

 

Custom Statuses for Standard Registration

1. Under the Plan module, click Event Setup->Custom Statuses. You can also click on the left nav, click Custom Statuses and select the respective status.
2. Click Advanced.




3. On the Registration Status Logic Rule Details page, edit the logic and associate the respective notification.

This section covers how to send the test notification to the requester for review.

1. Log in to Certain EMS Apps.
2. Select your event from the event list.
3. Under the Manage module, click Registrations.


4. Click the registrant counts (the hyperlinked numbers within the chart) to find out the registrant details.
5. Select the registrants to whom you want to send the test.

Note: If you select all, then the test notification will be triggered to all.

6. Under the Actions menu, click Compose Email.



7. Select the notification template from the drop-down for test review. This will take the exact copy of the template from the Communication tab.
8. Email Mass Action Name :

   
   
   A new field is been added to capture the name of the Mass Action so we can add a unique value to associate a name with the group of registrations getting these emails. The purpose of this new feature is to track delivery, opens, and bounces for this email send. You can then track this mass action email send under Manage > Registrations > Email Analytics.



9. The selected registrants' email addresses will be added in the To field. Add the email addresses of the requester, QA, and others in the CC field.

10. Select Send as HTML? and click the Send Email NOW button to trigger the notification to the requester for review.
    
    
    
11. Another method to trigger test email notification:
    
    Select Promote->Communication->Email templates.
    - Select the email from list of Email templates
    - Click on Send Test Email on the right side.
    - Search the available registrants email id ( for best practice, use DM analyst email id, and avoid actual customer email id)
    - "Send Test Emails" section, you can enter email ids to send test notifications.
    
    
    

The reminder has to be enabled and scheduled once the event request is approved and externalized.

• Click to select Schedule this email? after the event is approved.
• In the Code text box, type (or verify) the event code ReminderEmailSend – This is to identify the type of notification we are scheduling.
• In the Schedule fields, select the date and time that the reminder has to be scheduled.
• Set the Filter logic with the values from the Filter Values table (below).
• Save the reminder email.

Filter Values

Note: The reminder schedule settings completed need to check scheduled Emails in Comminications left nav.
Navigate ➔ Communication ➔ Scheduled Emails
in right nav check Event Reminer Email status should be "Queued"