Functions

Functions are different activities that make up an event. Each function can have its own date and time and occur in a specific space that is booked either directly or indirectly. Any service orders that are created are always attached to a function. 

Typically multiple functions are entered for an event to create the event schedule. This allows everyone to know what, when and where everything is happening for an event. This helps to schedule the setup, break down and any other services needed for an event.

When creating the event schedule using functions, a function hierarchy is automatically used by the software to further organize the event schedule. You can use up to five function levels in the function hierarchy to capture all the event details. You can have multiple functions within each hierarchy level.

Add Functions

To add new functions one at a time:

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Select the event for the new function(s).
  3. Right-click and select View -> Event Planning -> Event Functions. The Event Functions screen opens.
  4. Select an existing function that is before or after the new function you want to add.
  5. Right-click and select one of the following options:
    • Insert Before - Adds a new function before the selected function at the same function level in the hierarchy.
    • Insert After - Adds a new function after the selected function at the same function level in the hierarchy.
    • Insert Indented - Adds a new function after the selected function at the hierarchy level below the selected function.
  6. Click the Save button. To change the function information, see Edit Functions.

You can add multiple functions at one time using function scripting. See Function Scripting for more information.

Edit Functions

To edit function information for a single function:

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Select the event with the function to edit. 
  3. Right-click and select View -> Event Planning -> Event Functions. The Event Functions screen opens.
  4. Select the function to edit.
  5. Right-click and select Edit -> Edit. The Edit Event Function screen opens.
  6. Update the necessary fields.
  7. Click OK.

To edit the information for multiple functions at one time:

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Select the event with the functions to edit.
  3. Right-click and select View -> Event Planning -> Event Functions. The Event Functions screen opens.
  4. Select the functions to edit. Use Ctrl+Click or Shift+Click to select multiple functions. To select all the functions on the screen, click the left most column.
  5. Right-click and select Edit Multiple. The Edit Multiple screen opens.
  6. Check the check box next to the field(s) to edit.
  7. Select the new value(s) from the drop-down. Only fields that are checked are updated. If no value is selected in a drop-down and the check box is checked, the field is updated on all functions to blank.
  8. Click OK.

Delete Functions

Once you delete functions, you cannot recover them. If you select to delete a level 1 function and there are functions at levels below it, the functions at the lower levels are also marked for deletion. You cannot delete functions that are connected to space charges or have:

    • Orders with actuals
    • Orders with payments
    • Closed orders
    • Registration orders
    • Booth assignments

To delete a function:

  1. Click the Events link from the Main Menu. The Events screen opens.
  2. Select the event with the functions to edit.
  3. Right-click and select View -> Event Planning -> Event Functions. The Event Functions screen opens.
  4. Select the function(s) to delete. Use Ctrl+Click or Shift+Click to select multiple functions.
  5. Right-click and select Mark for Delete.
  6. Click the Save button.

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Comments

10 comments

Date Votes
  • Kris Corrigan

    Hi
    Can we have an add button to easily add a function.

    We are using departments and have created new views using the department and there is no 1st line to be able to script from an event due to the 1st line being assigned to a department.

    Therefore for all the future events I need to add a function line in order for each department to easily script from and am looking at the easiest way to complete this.

    Thanks

    Kris

    -1 upvotes

  • Wendy Thompson

    Hi Kris,

    Unfortunately, adding an Add button for functions is not currently possible due to the way the Function Hierarchy works within the system.  This would be a major enhancement.  Users must add functions with the Insert actions or Script actions available, so at least one function does need to be on the view for that to work.

    We generally recommend that the first function, which is automatically generated, be left as is and with no specific department if possible.  It can then be used as the base for all others.  Not being familiar with your process, I don't know if this would work for you.

    When using the Insert actions, if the user has a department which is active in Personnel and assigned as the Personnel Department on the Personnel Account, new functions should default to that Department.

    When using Script from Event and Script from Event Profile, the Department is copied from the selected function(s). 

    The other Script options do not default the Department.

    I hope this will be helpful to you.

    Wendy

    0 upvotes

  • Kris Corrigan

    OK thanks Wendy

    0 upvotes

  • Gavin Gilmartin

    I am having the same issue. I want to create departmental views but this then hides any functions not assigned a department including the booking function. Is there no workaround? 

    0 upvotes

  • Theresa Gorman

    Perhaps you could assign categories to the usage based on department and then filter the view on category?

    0 upvotes

  • Gavin Gilmartin

    Yeah that works thanks Theresa.

    0 upvotes

  • Theresa Gorman

    I would recommend that the booking usage is unique in category and all users are assigned to it in their view

    0 upvotes

  • Kris Corrigan

    Hi 

    When adding a note to a function is there an option to auto save?

    We have a user who had lost information due to the notes not saving due to the 'Information has changed....' message.

    No one else was in this event at the time and left the user very frustrated.

    Thanks

    Kris

    0 upvotes

  • Wendy Thompson

    Hi Kris,

    There is not an auto-save option for notes.

    I'm curious what the workflow is that produced this concurrency message.  How was the note being added... from the grid, Edit Function, etc.  Did the user make other changes without saving prior to adding the note?

    What version was the user on? 

    Thanks,

    Wendy

    0 upvotes

  • Kris Corrigan

    Hi Wendy

    The user was adding notes and not saving after adding to each function.

    Thanks

    Kris

    0 upvotes

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