Feedback on: EventPro User Manual - ActionsCH1_Step4_ActionsChapter 1: Setting Up EventPro > Step 4: General Lookup Tables > Actions /Dear EventPro Documentation Department,
Actions
Actions are reminders of certain tasks and responsibilities that need to be addressed before, during and/or after an event. Actions can be associated with events, companies, contacts or attendees.
Once defined, you can have EventPro generate Actions automatically whenever they are required, according to your specifications. For instance, if a contract is generally required for a certain kind of event, EventPro will generate a contract action when you book that kind of event. If a contract is not required for a different kind of event, EventPro will not generate the action when you book that kind of event. You can also generate Actions manually as they are required. For more information about Actions, see Chapter 11: Actions. Each type of Action must be defined before users can create a specific reminder.
1.
Select Setup | General Lookup Tables from EventPro's main menu. From the drop-down list in the top left corner of the General Lookup Tables screen, select Actions.
2.
Click the New button in the upper right corner. The Standard Action [New] window appears.
3.
There are two tabs in the Standard Actions [New] window: General and Criteria.
In the Action Subject field, enter an abbreviated name for the task you need to address. Examples might include “Send contract,” “Finalize requirements,” or “Send thank you.”
b.
Select a Category from the drop-down list. These will be the categories you entered previously under Action Categories in the General Lookup Tables.
c.
Select a Status from the drop-down list. You defined these Action status codes earlier in Step 2: Status Codes.
d.
Select a Type of triggering occurrence (e.g. Before Event, After Contract Date, etc.) from the drop-down list.
e.
Use the # Days (+/-) spin arrows to select the number of days before or after the selected occurrence you need the task to be addressed or completed. If you want the task to be due the day of the occurrence, set this field to 0 (zero).
f.
If you want this Action to be automatically added to all newly created events, check the Auto Add to All Events box. You can also set up Actions so that they are automatically generated according to Event Categories. See Event Categories below.
2.
Assigned To:
a.
Under the Assigned To section of the window select the Type to which you want the Action assigned.
b.
If the Type selected is an Individual or a User Group, select the specific individual or user group from the To drop-down list below.
c.
If you select Private, the action will be assigned to you and will not be visible to anyone else on the action calendar.
3.
Scheduled:
a.
If the Action is Scheduled, enter times in the Start Time and End Time fields.
b.
If the Action is any other status type, e.g. Unscheduled or Cancelled, these fields will be disabled.
4.
Reminder:
a.
Check the Enabled box under the Reminder portion of the window if you want EventPro to display a pop-up notification window. If the box is unchecked, the Set Reminder field below will be disabled.
b.
If the Reminder Enabled box is checked, select a reminder time from the Set Reminder drop-down list.
c.
For instance, if a “Thank you” letter is required, you may choose to remind the responsible staff member three days before it is due.
5.
Notes: Enter any additional details in the Notes portion of the window.
If you selected Auto Add to All Events above, but you only want this action to automatically apply to events booked by certain companies, click on the Criteria tab.
2.
Select the categories that the company must match from the Category 1, 2 and/or 3 drop-down lists, as applicable. Company Categories are set up later in the General Lookup Tables. If you have not yet created company categories, you may have to return to edit this action later and adjust the criteria as necessary.
3.
If you have created new Actions after booking events, but the events are still to occur in the future, you can automatically add them to all future events by clicking the Add to Future Events button.
4.
When you have entered all the information you need for the action, click Save. Continue this process until you have defined all of the Actions that you think you will need. You can always return later to add more Actions as you need them.
5.
To Edit, View or Delete Actions, see Edit, View or Delete General Lookup Tables below. If you edit Actions that you have already assigned to events, the Action assigned to the event will stay the same (i.e. without the changes you added in the [Edit] window), unless you click the Add to Future Events button.
