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 Defaults tab.
Use the Defaults tab to create system-wide default behavior for events, functions and orders.
- Event User Defined Fields - UDF set for all events.
- Function User Defined Fields - UDF set for all functions. You can override the default UDF on the Add/Edit Event screen if necessary.
- Order User Defined Fields - UDF set for all service orders. You can override the default UDF set on the Add/Edit Event screen if necessary.
- Advance Cutoff - Number of days prior to the event Move In or Start Date to use as the default date on the Advance field on the Add/Edit Event screen. You use the Advance date to determine when advanced pricing is available for orders. Orders placed on or before the Advance date are subject to advanced pricing. You can override the default Advance date on the Add/Edit Event screen.
- Standard Cutoff - Number of days prior to the event Move In or Start Date to use as the default date on the Standard field on the Add/Edit Event screen. You use the Standard date to determine when standard pricing is available for orders. Orders placed after the Advance date and on or before the Standard date are subject to standard pricing. Orders entered after the Standard date are subject to Late pricing. You can override the default Standard date on the Add/Edit Event screen.
- Release Date Days From Today - Number of days after the current date that the spaces booked for an event are available for release to another event if the event has not gone to a Firm status.
- Event Bill-To Contact Method - Determines the method to default the bill-to contact for a new event.
- Method 1 - The contact with a bill-to relationship for the selected/defaulted event bill-to account is used as the event's bill-to contact. If no bill-to relationship exists, no contact defaults.
- Method 2 - If the event account and event bill-to contact are the same, the event contact defaults as the event bill-to contact. If the event account and bill-to account are different, Method 1 is used.
- Event Account Rep Method - Determines the method to default the account rep for a new event and a new order.
- Account Rep for the Entered Users - The account rep for the event and the order defaults to the user who creates the event or enters the order.
- Account Rep on Event Account - The account rep for the event defaults to the account rep for the event account. The account rep for the order defaults to the account rep of the order account.
- Event Public Flag - Select Default to Checked to default the Public check box on the Add Event screen to checked. Select Default to Unchecked to default the Public check box on the Add Event screen to unchecked.
- Event Sensitivity - Default event sensitivity value for a new event.
- Event Insurance Flag - Select Default to Checked to default the Insurance check box on the Add Event screen to checked. Select Default to Unchecked to default the Insurance check box on the Add Event screen to unchecked.
- Event Contract Flag - Select Default to Checked to default the Contract check box on the Add Event screen to checked. Select Default to Unchecked to default the Contract check box on the Add Event screen to unchecked.
- Business Forecast Active Date - Number of days before the event Move In date to use during the Business Forecasting processes.
- View Only Additional Privileges - Select Default to Checked to default the View Only check box on the Assign Details screen for the following access privileges:
- Allow Job Modification By Coordinator
- Edit Meetings by Satellite Office Rep
- Allow Function Modification By Coordinator
- Allow Edit/Add Meetings By Account Rep
- Allow Contract Modification By Contract Rep
- Allow Event Modification By Coordinator
- Allow Event Modification By Event Account Rep/Salesperson
- Access Privilege Filter: View Events By Sales Rep
- Access Privilege Filter: View Only User-Related Events
- Access Privilege Filter: View Only User-Related Reg Groups
- Allow Project Modification by Coordinator
- Proposal Status Value - Controls the automatic cancellation of related orders within an exhibitor file. If an order on an exhibitor file has a status equal to the selected status and changes to a higher status, the system prompts the user to cancel all other orders on that exhibitor file that have the same order department as the one whose status changed. The user has the option to cancel related orders at that time, or to leave them as is. Regardless, the order status updates on the original order.
- EBMSCad Sync Check - Check the check box to check for open EBMScad drawings. This ensures the files are in sync with the database information. Enter the number of minutes for the check to take place, with a minimum interval of every 30 minutes.
- EBMSCad Allow Concurrent Custom Shapes - Check the check box to allow multiple users to draw/use custom shapes on the same drawing at the same time without reloading the drawing. If the check box is unchecked, every time a different user adds or moves a custom shape, the drawing reloads for other users performing any kind of transaction on the drawing to reflect the changes.
- Exhibitor Status - Default status to use for new exhibitors.
- Exhibitor Stage - Default exhibitor stage to use for new exhibitors.
- Event Search Method - Formula to use for the default value in the Search field on the Add Event screen for a new event.
- *NONE - No value defaults and users enter the Search field manually. If a user enters no Search value, defaults to the first 10 characters of the event description.
- Event ID (*EVTID) – Defaults to the new event's event ID.
- Event Year (*EVTYR) - Defaults with the format of CYYNNNN where C is the century position (0 – 20 th century and 1 = 21 st century), YY is the last two positions of the year the event starts, and NNN is a sequence number within the event year. The next sequence number is stored in the Sequence field in the Event Search Sequence Values Section (see below).
- Booked Year (*BKDYR) – Defaults with the format of CYYNNNN where C is the century position (0 – 20th century and 1 = 21st century), YY is the last two positions of the year the event is booked (*BKDYR), and NNN is a sequence number within the booked year. The next sequence number is stored in the Sequence field in the Event Search Sequence Values Section (see below).
Event Search Sequence Values Section
- This section configures the sequence values for the Event Year and Booked Year methods in the Event Search Method parameter. To add a new year to the section, click the Add button and enter the applicable year and the starting sequence value.
Comments
8 comments
Hi there,
We were able to add/edit/delete Event UDFs in the Event Sales Opportunity Master in v20.70, but I cannot find that in v20.80. Can you tell me where that Event Management Custom Field set now? I've been having to go to v19.80 to manage
Many thanks,
Nancy
0 upvotes
Nancy, search for Opportunity Types and tell me if that's what you're looking for.
Thanks!
--Carrie
0 upvotes
Yes, that's what I was looking for. Thanks for the quick response.
0 upvotes
Hello,
I'm trying to set the "Function User Defined Fields" and the "Order User Defined Fields", but after making a selection from the drop down list of each and hitting Save, the field reverts to a blank selection - even though the green "Changes saved" flag appears at the top of the window.
I tried following along with the description/text in the "?" pop-up help window next to each field, but am yes to succeed in setting these defaults.
Any guesses on what additional steps I might be missing?!
Thanks,
Zak.
V20.8P, V20.9D
0 upvotes
Hi Zak,
I'm not able to recreate this using v20.9E. Please apply the latest Service Release and if the problem is not resolved, then submit a ticket with our Client Care Team as the system shouldn't be preventing you from saving these default values.
If you need this configured ASAP, you can go to the Organization Parameters screen and configure the default values from there as a workaround.
Thanks,
Maggie
0 upvotes
Thanks, Maggie.
I'm assuming you mean adding the fields directly into System Parameters, in which case I've tried that to no avail. I'll wait until I can get a 20.9E test environment up and go from there.
Zak.
0 upvotes
Hi Zak,
You'll want to update them in the Organization Parameters screen which you can access from the Organization Master (v19) from the Main Menu. Look for organization parameter EM FI10 (Function Default Issue) and enter the two digit code for the user field sets you want to use in the Alphanumeric field. Save that and then look for EM 300 (Default Service Order Issue Type) and enter the two digit code for the user field sets you want to use in that Alphanumeric field and save.
Or you can check out v20.9E:) The above can just help you out if you need to get to get those values entered ASAP.
Thanks,
Maggie
0 upvotes
I see.. THAT parameter window... !!
Adding the parameters to Org Master: Org Parameters now makes the default issue types appear in the Event Management Config window.
Thanks for playing along!
Zak.
0 upvotes
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