Enable Event Documents and Automatic Access for Event Registrants

Overview

Need to share documents with event registrants?

The Documents & Papers feature allows you to create a file cabinet for an event and automatically grant access to people who register for that event.

This is helpful when attendees need access to event-related documents, papers, handouts, or other files.

When to Use This Feature

Use this setup when you need to:

• Enable documents for a specific event
• Create a file cabinet for event documents
• Allow event registrants to automatically access documents
• Share event files without manually granting access to each registrant

How to Enable Event Documents

Go to:

Meetings & Shows App > Search and select the event > Setup > Event Details

Then complete the following steps:

1. Open the Meetings & Shows app.
2. Search for and select the event.
3. In the left toolbar, select Setup.
4. Select Event Details.
5. Under Which features should be available for this event?, select Documents & Papers.
6. Select Save Changes.

How to Create the Event Document File Cabinet

After Documents & Papers has been enabled for the event:

1. From the event record, select Documents from the left toolbar.
2. Select Create File Cabinet.

This creates the file cabinet where documents for the event can be stored.

How to Enable Automatic Access for Event Registrants

After the event file cabinet has been created:

1. Open Documents & Papers.
2. Search for and select the event file cabinet.
3. Select Edit.
4. Select Enable Automatic Access.
5. Select Event Registrations.
6. Select the event that should grant access to registrants.
7. Select Save Changes.

Expected Result

Once this setup is complete, event registrants will automatically receive access to the documents in the event file cabinet.

Pro Tip

Confirm that the correct event is selected when enabling automatic access. This ensures access is granted to registrants for the intended event.

Important Reminder

• Documents & Papers must be enabled on the event before the event document file cabinet can be created.
• Automatic access must also be enabled on the event file cabinet before registrants can access the documents automatically.