You use the Event Management Configuration screen to configure system behavior for the Event Management area of the software. Typically, this information is configured one time and rarely changed. It is important to understand the implications of changing any system configuration as changes can have substantial impact to how the system behaves in certain scenarios. If you need further clarification on how changing a particular setting may impact your system, contact your regional Client Care Team.
Click the Event Management Configuration link on the Main Menu to access the configuration screen. The screen has five tabs: General, Defaults, Orders, Exhibition, and Access Privileges. See below for information about the options within the General tab.
- Show Cancelled Events and Bookings - If checked, cancelled events display on the Events screen, Booking Calendar, and Event Calendar, and cancelled bookings display on the Booking Calendar.
- Limit Event Filter Search Results by Duration - Number of months to use when filtering past events in Events drop-downs. Events with start dates prior to the number of months in the field do not display in the drop-down. This configuration only controls past events; it has no impact on future events. This configuration also only controls what is displayed in the drop-down for the Events filter; it does not control what displays on the Events screen.
Function Attributes Section
- Level 1 - 5 - Each of these fields controls how the associated function level displays on Functions screens. Configure the text and background color of each function level by selecting the text color and background color from the drop-downs.
Note Classes for Automatic Notes Section
- Event Status Change - Note class to use when an automatic note is created when the status changes on an event. The note contains the status change (for example, Tentative to Firm) and the user who made the change. If no note class is selected, no automatic note is created.
- Event Cancellation - Note class to use when an automatic note is created when an event is cancelled. The note contains the user who cancelled the event. If no note class is selected, no automatic note is created.
- Event Creation - Note class to use when an automatic note is created when a new event is added. The note contains the status of the event and the user who created it. If no note class is selected, no automatic note is created.
- Function Change - Note class to use when an automatic note is created when a function change has occurred. The note contains the change (for example, changing a space) and the user who made the change. If no note class is selected, no automatic note is created.
- Event Move - Note class to use when an automatic note is created when an event or job is moved. The note contains the space and/or date moved and the user who moved it. If no note class is selected, no automatic note is created.
- Order Move - Note class to use when an automatic note is created when an order is moved. When an order is moved to a new event or function, a note is created with the original event (if different), the original function, the date the order was moved and the user who moved the order. If no note class is selected, no automatic note is created.
- Item Delete - Note class to use when an automatic note is created when an order item is deleted from an order. The note contains the item which was deleted and the user who deleted the item. If no note class is selected, no automatic note is created.
Event Inline Note Settings Section
- Event Inline Note 1 - 5 - Each of these fields determine the note class for event inline notes. You can add event inline notes directly from the Add/Edit Event screen so you do not have to access another screen. In each drop-down, select the note class for the inline note. To allow HTML for the note, check the HTML check box. For more information, see Inline Notes. You can use this parameter to configure inline notes or use the directions in the article.
Function Inline Note Settings Section
- Function Inline Note 1 - 5 - Each of these fields determine the note class for function inline notes. You can add function inline notes directly from the Edit Function screen so you do not have to access another screen. In each drop-down, select the note class for the inline note. To allow HTML for the note, check the HTML check box. For more information, see Inline Notes. You can use this parameter to configure inline notes or use the directions in the article.
Exhibitor Inline Note Settings Section
- Exhibitor Inline Note 1 - 5 - Each of these fields determine the note class for exhibitor inline notes. You can add exhibitor inline notes directly from the Add/Edit Exhibitor screen so you do not have to access another screen. In each drop-down, select the note class for the inline note. To allow HTML for the note, check the HTML check box. For more information, see Inline Notes. You can use this parameter to configure inline notes or use the directions in the article.
Event Inline Order Item Settings Section
- Event Inline Order Item 1 - 10 - Each of these fields determine the resource to use for an inline order item. You can add event inline order items directly from the Add/Edit Event screen so you do not have to access another screen. When items are added from the Add/Edit Event screen, an order is automatically created for the items. In each drop-down, select the resource for the inline order item. For more information, see Custom Order Item Fields. You can use this parameter to configure inline order items or use the directions in the article.
Function Inline Order Item Settings Section
- Function Inline Order Item 1 - 10 - Each of these fields determine the resource to use for an inline order item. You can add function inline order items directly from the Edit Function screen so you do not have to access another screen. When items are added from the Edit Function screen, an order is automatically created for the items. In each drop-down, select the resource for the inline order item. For more information, see Custom Order Item Fields. You can use this parameter to configure inline order items or use the directions in the article.
Access and Security Section
- Use Event Security for Activities - When checked, the access privilege for Allow Event Modification by Coordinator hides activities associated with events that a user does not have access to modify. If the user is assigned View Only access to these events, the user is able to see those activities but not edit them.
- Use Event Security for Documents - When checked, the access privilege for Allow Event Modification by Coordinator hides documents associated with events that a user does not have access to modify. If the user is assigned View Only access to these events, the user is able to see those documents but not edit them.
- Use Event Security for Service Orders - When checked, the access privilege for Allow Event Modification by Coordinator hides service orders associated with events that a user does not have access to modify. If the user is assigned View Only access to these events, the user is able to see those service orders but not edit them.
- Use Event Security for Notes - When checked, the access privilege for Allow Event Modification by Coordinator hides notes associated with events that a user does not have access to modify. If the user is assigned View Only access to these events, the user is able to see those notes but not edit them.
- Use Event Security for Service Orders Items - When checked, the access privilege for Allow Event Modification by Coordinator hides service order items associated with events that a user does not have access to modify. If the user is assigned View Only access to these events, the user is able to see those service order items but not edit them.
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