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Table of Contents
Introduction
Setup
Role Center
Activities
Events by Attributes
Next 10 Events
Event Notes
Event Resource Overview
Jobs Setup
Events tab
Numbering tab
Resource Card / Resource Group Card
General
Personal Data
Report Templates
Event Templates
Attribute Templates
Row Templates
Column Templates
Default Values
Template Filters
Exch. Int. Templates
General tab
E-mail
Calendar
Exch. Int. E-mails
Set Password
Test Server Connection
Default Organizer E-Mail
Workflow
Event creation
Copy Event…
Copy Job Tasks from…/Copy Job Tasks to…
Copy Job Planning Lines from…/Copy Job Planning Lines to…
Change Job Planning Line Dates
Event Card - Header
Event Card - Lines
Scheduling resources
Comments / Notes
Event Attributes Info
Contacting customer
Calculating and posting usage
Invoicing Anchor_GoBack_GoBack Image Removed
Image RemovedImage RemovedImage Removed Version 10.0NP Event Management

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Introduction

First some handy tips regarding this manual:

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NP Event Management (or NPEM in short) is a tool, part of Retail Add Ons, based on standard Jobs. It extends Jobs with additional planning capabilities as well as integration with Outlook. Tool is developed primarily for NAV 2016.


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Setup

Setup can be separated in these areas:

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Role

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Center

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If you are primarily working with events, we suggest using role center specifically created for event users which offers some predefined filtered views which we think might come in handy in your everyday activities.
But first, let's see how to enable it.
In the search box, search for "user personalization":


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Find your user name on the list and Edit it.
If you don't know what's your username, it's stated in the status bar in the bottom left corner of the window:



Under Profile ID select profile called EVENT. If such profile doesn't exist, please contact us and we will create it for you.


Press OK and restart the client.
Once you're back in you'll notice your Role Center looks something like this:



If you're unfamiliar with terminology used for role centers, read here https://msdn.microsoft.com/en-us/library/dd338795(v=nav.90).aspx.
In the Navigation pane, there are several lists:

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Remember, you can filter each list as you wish and save that filter as a view if you're using it often. For details on how to do it, read here: https://msdn.microsoft.com/en-us/library/hh997422(v=nav.90).aspx.
In the Content area, there are several useful pages.

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Activities

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Actions New Event and New Customer allows you to quickly create new event/customer without having to go to the appropriate event/customer list.
Cue Tiles below are nothing but preset filtered views of events, showing total number of events in each view.
Each Cue Tile can be clicked on, which will lead you to that filtered view.
For example, clicking on Upcoming Events will show this filtered view:



Just above the list there is value of the filter in which you can see how exactly this list is filtered.
Hovering with your mouse on it you can get more details, or by showing Advanced Filters.



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Events

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by

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Attributes

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Shows events that fall into defined filtering rules.
First you select predefined filtering templates by clicking on Select Attribute Filter action. This will open Event Attribute Temp. Filters page which is in detail explained in section Template Filters. Selecting an attribute filter will show the results in the list and will show currently selected filter under Attributes Filter:



If you want to see results from different filter, simply select new filter template.
To open an event, click action View.

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Next 10 Events


Shows next 10 events starting from today.
To open an event, click action View.
To filter events for specific Responsible Person, click on Select Filter - Select Responsible Person and select a resource from the list. Filter used will be shown in the Filters box:


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To remove responsible person filter, click on Clear Filter.
To create new event, click on New.
To find an event on the list, click Find.

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Event Notes

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Shows internal notes for next 10 events.
To view the event, click on View Event.
To find a note on the list, click on Find.

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Event Resource Overview



Shows resource availability in set period.


Capacity shows defined capacity in set period. For info on how to set a capacity on a resource, go to Scheduling resources.


Qty. on Event shows total number of hours in set period resource is assigned on events. Clicking on the number opens Event Planning Line List page which shows all the events resources is needed on.


Available shows a difference between Capacity and Qty. on Event which means number of hours free for a resource. Over-capacitated resources will have this value in negative, fully capacitated resources at 0 and not fully capacitated at any number greater than 0.


To view the resource, click on View.
To define period length, select one of preset periods under Period Length.
To go through defined period lengths, use Previous and Next.
To find a resource on the list, click Find.

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Jobs

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Setup

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Page is extended with new group called Events. Let's go through all new fields and learn more about them.

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Events tab

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Auto.

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Create

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Job

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Task Line

To understand why is this field relevant, knowledge of how standard jobs UI work is needed. They are split into 3 pages: Job Card, Job Task Lines and Job Planning Lines. NPEM offers a new easier to use page called Event Card which combines Job Card and Job Planning Lines. "Middle" part Job Task Lines is left out to get that well familiar document look with header and lines. By enabling Auto. Create Job Task Line system will create singe task and you can unnoticeable use Event Card as a document without worrying about tasks. On the other hand, if your process requires you to define multiple tasks, we suggest you don't use this option.

Def. Job Task No.

As described earlier, you can automate creating task line. Here you simply say what will this default task number be.

Def. Job Task Description

Also, do the same with description.

Qty. Relates to Start/End Time

To allow easier planning and resource scheduling we've correlated quantity (number of hours' resource is needed on the event) with Starting Time and Ending Time fields. It is important to mentioned that this only works for units of measure calculated in hours. So, if resource is needed between 09:00 and 11:00, quantity will automatically be filled with amount of 2 and vice versa, if resource is needed from 09:00 and will be needed 2 hours, Ending Time will be set to 11:00. System will not, however, override any user defined correlation, so if Starting Time (Ending Time) is defined and you still want to set quantity to 3 (for whatever reason) system will allow it.

Time Calc. Unit of Measure

Unit of measure in which system is calculating time. Should be hours to get full benefit of planning/scheduling as mentioned earlier

Over Capacitate Resource

When scheduling same resource across multiple events it's easy to lose track of resource engagement on those other events. To have a resource optimally reserved and not over-capacitated by using this field you can Allow, Warn or Disallow if any overlapping of same time frame is present. By leaving setup blank, it means system will not even check resource capacity. Same setup is also located on Resource Card so by combining these two fields, you can setup different behavior for different resources or just leave global setup to take over. For more information check field description under Resource Card / Resource Group Card.

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Numbering

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tab

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One more thing to setup here is numbering series:



This will come in handy when differentiating events from event templates.

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Resource

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Card

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/

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Resource

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Group Card

Apart from capabilities standard Resource Card and Resource Group Card offer, we've added few fields.

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General

Over Capacitate Resource

Field is added on the Resource Card only. As explained under Jobs Setup you can set it up to track resource capacity and decide whether you're allowing it, disallowing or just want to be warned about it. By leaving the field blank, global setup from Jobs Setup will be applied. If setup is blank there as well, then no capacity check will be performed.


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Personal Data

E-Mail

Allows you to communicate with the resource by sending an e-mail from Event Card.


To set an e-mail you'll need to create it in the Exch. Int. E-mails list. After it is created you can assign to Resource/Resource Group.


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Report

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Templates

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Events are using a standard feature of Report Layout Selection and custom word layouts to further allow specifying even more event specific template. There is a possibility to define one customer template and one team template per event.
You can start by either setting a template in general and then tune it specifically for the event, or define a new template directly on the event.
Let's see how to set a template in general.


Search for Report Layout Selection page:



In the Report ID filter, specify report 6060150 (that's a template for the customer). Team template can be set with Report ID 6060151.



Click on the Custom Layouts action to either create or import new word layout.



When clicking New, it's important to specify it's a Word template:



When the layout has been created/imported you can edit it by clicking Edit Layout or preview it by clicking Run Report. To get more help about how to edit a layout please follow these instructions: https://msdn.microsoft.com/en-us/library/dn757306(v=nav.90).aspx. For specific information about how to use word layout editor, read here: https://msdn.microsoft.com/en-us/library/dn757229(v=nav.90).aspx.


This covers basic usage of the report templates. To see how to further extend it on the Event, check under Word layouts.

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Event

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Templates

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Just like standard jobs, where each job can be used as a template, events can utilize templates in same manner. Once defined they can be copied and reused as many times as needed and therefor reducing over-head time on some more trivial activities like specifying resources always used, defining report templates or setting attributes.
Let's create a new template.


On the Lists group click on Event List and then New.




You can already notice there isn't any Event Templates list or anything similar. As mentioned this is because each event can serve as a template. There are some handy tips to know when creating a template:

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  • Every event requires a customer. This is unfortunately inherited from jobs so to do it properly we suggest you use a default customer that will just be used for event templates.



When you assign this customer to the template, go back to customer card and block it. This will ensure customer will not be used when creating an event and even more so if used anywhere in the system.

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  • In lines, you can now set resources/items that usually go with this template, for example, room, a tutor, welcoming notes, brochures, … Don't specify any dates as you're not creating an event for specific date, you're creating a template. Also, use same approach when setting quantities. If item/resource has predefined quantity for this event then by all means, set it but otherwise try to leave it as 0. More info can be found here: https://msdn.microsoft.com/en-us/library/hh172355(v=nav.90).aspx.

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Attribute

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Templates

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Serves as generic area to store different information about an event. This could be info about total number of event participants split into age groups, additional billing information… Attributes are part of report templates so you can decide whether to show them on a report or not. They are NOT automatically updated when you change quantities on lines – this is just a helper area to give you possibility to enter any info you like.
They are unique combination of rows and columns and together they form a matrix or a table grid.

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Row

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Templates

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Group of row values grouped under same name. For example:  


Each row template has values, accessible through Values action.



Values you provide here will be shown as rows in Event Attribute Matrix accessible from Attributes Matrix action on Event Attributes page and in table grid that appears on Promoted Attributes 1/2 tab on Event Card.


Description
Description of the value that'll appear as a row


Type
Options are blank or Sum. Blank is default option and means you can specify a value on the matrix/table grid. If you choose Sum, you need to specify a Formula so system knows how to calculate it.


Formula
If you've chosen Type Sum, you need to specify formula so system knows how to calculate it. You do so by pressing AssistEdit button located at the right end of Formula cell.



Highlight all the rows you want to include in the formula and press OK.



System will automatically prepare the formula for you. It's important to understand that formula will be applied on all columns that are of Decimal Type and set to be Include in Formula. Check under Column Templates for more details.


Promoted
You can specify which rows will be shown on the table grid in Promoted Attributes 1/2 tab on Event Card. You also control which of the rows will be shown on the report template.

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Column

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Templates

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Group of row values grouped under same name. For example:



Each column template has values, accessible through Values action.



Values you provide here will be shown as columns in Event Attribute Matrix accessible from Attributes Matrix action on Event Attributes page and in table grid that appears on Promoted Attributes 1/2 tabs on Event Card.


Description
Description of the value that'll appear as a column.


Type
Options are Text and Decimal. This is important to specify properly since if you set it as Decimal you won't be able to enter any text in the matrix/table grid in that column. Also, if you set Text, system will not include it when calculating formula defined on Row Templates.


Include in Formula
Related to Decimal Type. If for example you want to exclude certain values from row calculations, you leave this field unchecked. For example, percentage values.


Promote
You can specify which columns will be shown on the table grid in Promoted Attributes 1/2 tabs on Event Card. You also control which of the columns will be shown on the report template.

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Default Values


Action on Attribute Templates page used to define values used commonly among different events. Pressing it will open Event Attributes Matrix page just like Attributes Matrix action on Event Attributes page. These values will be transferred to the event whenever this template is set in the Event Attributes page.

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Template

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Filters

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Used to define filtering options among events. Let's say you're interested to find which events have attributes that fall into certain bracket value, for example events that have more than 50 participants, greater cost than 300 € and so on.


For each attribute template, you define filtering templates by deciding what will you be using them for and giving them appropriate name.
Pressing on Template Filters action, a page called Event Attribute Temp. Filters will open:



Next, you create values that will be used for filtering by clicking on Values action. In this example, we're searching for exactly 5 adults and 10 children so filter would look like this:



If we look at filtering template ADULT10 (which searches for events on which there are more than 10 adults), filtering looks like this:



All filtering values that you normally use when filtering data on lists, are allowed. For example, if you want to search for more than 10 adults including 10 you would input >=10, if you want to search for number of adults between 10 and 20 you would input 10..20 and so on.


To quickly check the results of the filter you click on the Show Events in Filter action. This will open Event List page with all found events. If no events are found a message will appear saying that no event were found. Same action is available on the Event Attribute Temp. Filters page.
These filter results are part of role center page Events by Attributes.

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Exch.

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Int.

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Templates

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Short for Exchange Integration Templates. Used to define different ways to integrate with exchange, whether that's when sending an e-mail or creating an appointment or a meeting request.


If we open one of the templates an Event Exch. Int. Template Card will be shown, for example:



Card is interactive, meaning certain tabs and fields might be shown/hidden when setting different options.
Let's go through the fields.

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General tab

Code
Unique identifier of the template. Try to make it as descriptive as possible so when you're selecting it later it's easy to understand what's it used for.


Description
More descriptive explanation of what is the template about.


E-Mail Template Header Code
You need to specify header code from the E-Mail template tool. This tool allows you to create a template in which you can specify placeholders which will be replaced by real data. As seen on the screenshot, {1} will be replaced with No., {3} with Description and so on.



If you want the system to select proper template immediately try to use action Email Template Filters action where you can define for example that Event Status needs to be Quote, so system will apply filters defined with actual event being processed and if event falls into these filters it'll automatically be used.



Additionally, here you can also define how the file to be attached to the e-mail will be called. Use field Filename for this following same naming process as for Subject field.



If no Filename is defined on the template or if template is not set, attachment will use predefined naming structure (Event-Event Status-No.).


Template For
Options available are Customer and Team. Customer templates are used when sending e-mails to the customer where Team is used when sending e-mails/calendar items to your colleagues.


Exch. Item Type
Available options are E-Mail, Appointment and Meeting Request. Appointment and Meeting Request options can only be used as team templates. Also, if Meeting Request or Appointment are chosen, new tab called Calendar will appear.

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E-mail

Ticket URL Placeholder (E-Mail)
If you want to attach ticket printout to the e-mail which will be send to the customer, use this placeholder to notify the system where in the message to insert link for the ticket. It's used in similar fashion like characters {} are used as placeholder {<field no>} in E-mail Templates. For example, if we want to use placeholder to be %%, we would create body message in the E-mail Templates to look like:



This field is used together with Collect Tickets action.

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Calendar

Include Comments
These comments are part of the event and can be used to communicate detailed instructions with the customer. By using this field, you can have these comments transferred to calendar. Can only be used for types Appointment and Meeting Request.


Confirmed Color Category
For an event that has been sent to the calendar system can visually notify you if the event was confirmed by your customer, by changing color category. Unfortunately, outlook color categories are referred to by name, so not only you need to know in which language is the central e-mail account used but also if that category even exists in it. So, for example if outlook is installed in English categories will be referred to as Red Category, Blue Category, Green Category and so on. In Danish, obviously Danish naming like Rød kategori, Blå kategori, Grøn kategori and so on. Can only be used for types Appointment and Meeting Request.


Reminder Enabled
When a calendar item is created, you can set whether a reminder will be enabled or not.


Reminder (Minutes)
When a calendar item is created and if reminder is enabled, you can define when the reminder will be activated. IF you leave it at 0 and reminder is enabled, this means it'll be activated on time of the event.


Lasts Whole Day
This field only becomes available if Exch. Item Type is set to Appointment. When creating appointment from Event Card system decides whether to set it as an All day event or not. This depends whether you've set Start Time / End Time and if Starting Date / Ending Date are same. If you want to bypass this rule and make all appointments appear in calendar as All day event, use this field. Can only be used for type Appointment.


First Day Only
This option is enabled only if Lasts Whole Day if ticked on. Use this option when having an event across several days but you only want first day to be reserved in your calendar. This can be used to keep your calendar clean especially if you're faced with managing multiple calendars. Can also be used in situations when you're only reserving resources on a first day so you don't need other days to show up in the calendar.

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Exch.

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Int.

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E-mails

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Central place for Event Management where you set e-mails to be used in exchange integration. You only need to set e-mails that you want to use either on Resource Card/Resource Group or Event Card.

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Set Password


To send e-mails/appointments/meeting requests from defined account you need to set your password.
A dialog will open in which you need to specify your password and confirm it.



If you haven't confirmed it properly, you'll get a message:



After you've set your password properly, you'll see it on the list with a checkmark:



This column is not editable and it simply shows if the password is set or not.

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Test Server Connection


Use it to test if your e-mail/password combination is properly set. We encourage you to do this immediately upon setting/changing your password as you'll be sure everything was set correctly.
If you've entered something wrongly, you'll be notified:



Otherwise, you'll get a success message:



It'll also speed up first exchange transaction (mail sending, appointment creation, etc.) as the exchange server will be registered upfront. However, this is not mandatory and if you haven't typed setup correctly next exchange transaction will fail.

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Default Organizer E-Mail


Sets an e-mail account to be used as default e-mail for exchange integration. This means that all sending exchange transactions will be using this account. For example, if you don't specify Organizer E-mail on the Event Card, this default e-mail will be used.
You can only set one e-mail account to be default.

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Workflow

We'll go through entire workflow through these steps:

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Event

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creation

Starts with creating new events from Event List. Let's say customer has contacted you and is asking for a quote. You will create it either:

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  • Use numbering series when creating new event. As said under Event Templates chapter, try to give specific names to templates, so non-templates should be defined through numbering series.
  • Specify an actual customer for whom you're creating an event (unlike on a template where you use a default customer)
  • Change Event Status field to Quote (if that's indeed what customer is expecting, if not change to other appropriate value – options to choose from are self-explanatory)
  • Ensure Bill-to E-Mail field is defined: this will allow you to communicate with the customer through e-mail.
  • Create lines if you're manually creating an event or modify existing lines.

There are several standard actions which can copy events/tasks/planning lines automatically. Let's see what they are and how to use them.

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Copy

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Event…

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To use other event/template as a basis for a new event/template, you use Copy Event… action on the Event List page:



Firstly, position yourself on the event you'd like to copy and click the Copy Event… action. This will open Copy Job page with several parameters to consider.



Copy from - Job No.
This is the event you're copying from. It's showing Job No. of the event you were positioned at when clicking on action Copy Event… You can change it directly here if you've positioned yourself on the wrong event on the Event List.


Copy to - Job No.
This is the event you're copying to. You can't set event that already exist but you can type in anything you want, especially if you're creating another template. If you leave it empty, system will use the next number from numbering series defined on Jobs Setup.


Job Description
Description of the new event you're about to create.


Bill-to Customer No.
A customer for whom you're creating new event. By default, system will show customer from selected event, in this case a default customer from PLANETARIUM template. If you've blocked this default customer (as suggested under Event Templates) you'll not be able to assign it to new event, not even if new event is also template.


Starting Date
Starting date of the new event. Can't be after Ending Date unless you're leaving Ending Date empty.


Ending Date
Ending date of the new event. Can't be before Starting Date.


Copy Job Prices
Select to copy Item Prices, Resource Prices, and G/L Prices from the job that you specified in the Copy from section


Copy Quantity
This parameter just means that system will not only copy lines but will also copy quantities if enabled. This allows you to convert an event into a template (if template without quantities is something you need).


Copy Dimensions
Select to copy the dimensions to the new job and job tasks. It'll be enabled by default.
You can only use Copy Event… to create new event from existing event. You can't use it to update values on existing event.
Action is only available from Event List page and can't be found on Event Card.
By pressing OK you'll start the copy creation. Copy will not go through if:

  • Bill-to Customer No. is a blocked customer
  • Selected Copy from Job No. is blocked

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Copy Job Tasks from…/Copy Job Tasks to…

You can also create lines automatically by copying them from other events, by using actions Copy Job Tasks from… or Copy Job Tasks to… Difference between them is whether you're on the event that you're copying from, or on the event you're copying to.



For more info on how to use them, read here: https://msdn.microsoft.com/en-us/library/hh173018(v=nav.90).aspx.
It is important to know that these actions only copy planning lines together with tasks, so having same task no. on different events will not copy anything. Only new tasks with planning lines are copied over. Also, these actions are only available from Event Card and can't be found on Event List page.

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Copy Job Planning Lines from…/Copy Job Planning Lines to…

To copy planning lines between different tasks, go to Job Task Lines and use actions Copy Job Planning Lines from… or Copy Job Planning Lines to…



For more info on how to use them, read here: https://msdn.microsoft.com/en-us/library/hh172486(v=nav.90).aspx.

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Change Job Planning Line Dates

If the lines were created with Copy Event… or Copy Job Task from/to…action, you might want to update Planning Date field as it will be copied from template if you forgot to define Starting Date/Ending Date. To update it run Change Job Planning Line Dates batch.



For more info about it, read here: https://msdn.microsoft.com/en-us/library/hh174421(v=nav.90).aspx.
We've added some additional fields/actions in header and lines so let's go through them to understand them better.

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Event

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Card

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-

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Header

Fields

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General

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tab

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Event Status

Created as a copy of standard Status field, we added few extra options: Postponed and Cancelled. They are just used so you can set a more understandable/descriptive status without a need to explain a lot what happened to some of the events.

Event Customer No.

A customer for whom you're creating an event. Unlike with standard Bill-to Customer No. field where customer can't be changed if there are planning lines already present, field Event Customer No. allows this. This makes it easier to change the customer if you've entered wrong one by mistake. You'll be prompted to confirm the change:



Pressing Yes will continue with the change, where No will discard the change.

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Organizer

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E-Mail

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Used if you want to use different exchange calendar for this specific event or send an e-mail to the customer from different account than the one set as default on Exch. Int. E-mails page. You can do this for each event if needed. Main purpose of this is to remove the load of the main default calendar. If you have a process which requires creating a lot of events and scheduling a lot of resource you may want to consider adding multiple calendars.

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Calendar

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Item

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Status

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Shows information about last action taken towards exchange calendar and suggest whether an update to the calendar is needed, for example if you've changed important information on the event and resources need to be notified. If system reports an Error, you can find more information under Navigate - Activity Log. You can edit this field since status Send is needed if you want to send data to exchange calendar.

Total Amount

Shows amount info similar to Total Amount field on the Event List page.

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Appointment Exists

Shows if an exchange appointment has been created for the event. Field is not editable and is automatically updated when using actions like Send to Calendar… and Remove from Calendar…

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Mail

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Item

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Status

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Shows information about last e-mail sent through actions under Send E-Mail to. Field is not editable as it is automatically updated through those actions. If system reports an Error, you can find more information under Navigate - Activity Log.

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Promoted

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Attributes

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tabs

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Appears only if you promote event template in Event Template page in through Attributes action.


System will show values from first two promoted templates. If only 1 template is promoted only Promoted Attributes 2 tab will showed.
The grid is showing first 5 promoted rows and columns and allows you to quickly input data. Grayed out cells are either not specified in rows/columns or are part of calculation formula so result can't be modified. More about attributes can be found under Attribute Templates.

Duration tab
Preparation Period

Used if an event requires certain period to be prepared. When used in combination with Starting Date, system will warn you that you may not be able to prepare everything for the event. For example, let's say preparation period is one week. If you're planning an event on 28th of February that will occur on 01st of March, system will warn you that you'll not have enough time and that you may want to move Starting Date few days in future to compensate for preparation.

Starting Time, Ending Time

Used for overall information about time frame event will occur. Is also used as when exchange appointment is created as it will serve as a starting/ending time for the appointment. If both fields are left empty and Starting Date is same as Ending Date, appointment will be marked as an all-day activity.

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Actions

NAVIGATE ribbon

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Activity

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Log

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As mentioned under fields Calendar Item Status and Mail Item Status shows more details about potential errors/actions that occur. Action is also promoted to HOME ribbon and can be found on Event List and Event Card pages.


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Attributes

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Opens Event Attributes page which lets you define which attributes will be associated with current event. You can specify any number of templates. First two promoted templates will be shown in Event Card in Promoted Attributes 1/2 tabs.



Action Attributes Matrix will open Event Attribute Matrix page and show all rows/columns for selected template (not just first 5 promoted values like in a grid under Promoted Attributes 1/2 tab on Event Card).



Right hand side of the matrix that is showing columns can show up to 5 columns. If template has more columns defined, action Next Set (under ACTIONS) will become clickable and after clicking it, next 5 columns will be loaded and so forth. If you wish go back to previous set, simply press action Previous Set. If you've returned to first 5 columns, action Previous Set will be grayed out. More about attributes can be found under Attribute Templates.



Action is also promoted to HOME ribbon and can be found on Event List and Event Card pages.

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Word

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Layouts

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As explained under Event Templates, apart from setting base word templates for customer/team, you can also make specific changes to the template for specific event. To do so you need to specify whether you're making changes to a customer or team template. After that you select Basic Layout ID template to modify.



Other actions are completely the same as on standard Custom Layout Selection page. Difference is that Preview Report will show data from current event in PDF format, as in that format document will be sent to the customer.



Action is also promoted to HOME ribbon and can be found on Event List and Event Card pages.

Exc. Int. Templates


As explained under Exch. Int. Templates, these templates define how are you integrating with Microsoft Exchange.
Here you can specify which templates you'd like to be used for this event specifically. You can define multiple templates and by simply activating/deactivating, through Active field, them you can disable templates you're not using.


Exch. Int. E-mail Summary

Opens a summary page which informs you for every event, what are the email/appointment/meeting requests recipients and senders.
Since the tool offers several combinations of communicating with the customer/team, summary gives a nice overview of what exactly will happen when you send an e-mail or an appointment.



Summary is shown in collapsed view so at first, you're not overwhelmed with the amount of data presented. If text is in red it means something is missing, usually it means e-mail is not specified.


By expanding wanted Exchange Item we can see what's the problem.



We can see that e-mail to the customer can't be sent as the tool doesn't know to whom to send the e-mail. In the Source column, there's a suggestion where to define this e-mail, in this case on the Event Card in the Bill-to E-Mail field.
If we check under Meeting Request



We can see e-mails are missing in the lines in field Resource E-Mail.
If we want to immediately see entire summary info without expanding/collapsing one item at the time, we can use Expand All/Collapse All actions located in the upper left corner



Summary page is also available from the Event List page.

ACTIONS ribbon

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Collect

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Ticket

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Printouts

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Similar to Collect Ticket action available on the lines, this action will collect tickets for all issued ticket lines.

Copy Event…

Same Copy Event action available on the Event List page, is now available here as well.

Create Job Sales Invoice

Same Create Job Sales Invoice action available on the Event List page, is now available here as well.

Copy Attributes…

Copies attributes from one event to another. You specify these events directly on the Event Copy – Copy Attributes page. By default, From Event No. is automatically set as current event from which Copy Attributes… function was used.



Pressing OK will copy attributes. Copied attributes are added to existing attributes if you had any on the destination event. Action is also promoted to HOME ribbon and can be found on Event List and Event Card pages.

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Send

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to

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Calendar…

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Creates an exchange calendar item. This can be either an appointment or a meeting request. If an Appointment already exists it will be shown in the Appointment Exists field with a checkmark. If meeting requests exist, they will be checked in the lines in field Meeting Req. Exists.
Only events in Event Status Quote, Order or Completed can be sent to calendar. Same rule applies to multiple actions that require status check like Send E-Mail to, Get Attendee Response, automatic task creation…



As explained in the pop up window that appears, you need to choose which calendar item to create. Choosing Appointment will create a calendar item which will have start/end date/time properties as defined in Duration tab field. Choosing Meeting Request, system will go through all the resource lines with defined E-Mail and will send a separate meeting request for each. This is purely exchange restriction as it doesn't allow multiple resources on same meeting request to have different time schedules.
Pressing OK will create/update selected calendar item(s).


In the field, Calendar Item Status, you can see if calendar item was created/updated successfully. This field will automatically be changed to Send (informing you to update calendar) if any modification is done on the header data. That way, if you changed any data that was sent to calendar earlier, you'll always have calendar items up-to date with fresh data. If you received an Error while sending to calendar, check the Activity Log and maybe there's enough information there to correct the setup and try again. System will not be sending anything to calendar if Calendar Item Status field is not set to Send, so if it is not automatically set to that status you can manually change it. This will only work if minimum requirements for sending to calendar are met. Those are: Organizer E-Mail being set and Event Status not in Planning.


This is how it looks in exchange calendar:


Remember that text being sent to the calendar body can be modified through a template, explained in Exch. Int. Templates. Same goes for Comments.
Since there are no attendees in the appointment, there is no request to accept/deny. If you've sent a meeting request, then a request action would be displayed.
It's important to know that all calendar items are being generated by the Organizer E-Mail. If organizer is defined on the event, it has a priority over default organizer set in Exch. Int. E-mails. Meeting request is firstly created in that calendar and then it's forwarded to resources you defined in the lines. So, each resource will only see meeting requests in their calendar that are concerning them, while central (organizer) calendar will have them all.
Action can be found on both Event Card and Event List.

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Remove

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from

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Calendar…

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If you've previously created a calendar item, you can remove it with this action. If both appointment and meeting requests were created, you'll be prompted to select which to remove:



However, you'll need to provide a reason why was this needed:



This message is also noted under Activity Log.
Appointments are simply removed from organizer calendar, while meeting requests send an update to resource e-mail about cancellation (just like it would if manually removing it from exchange calendar directly). Calendar Item Status field gets Removed status and field Appointment Exists/Meeting Req. Exists gets un-checked.
Action can be found on both Event Card and Event List.

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Get

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Attendee

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Response

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If you've sent a meeting request you can, after some time, check what did resources decide. Whether if they accepted, declined or are tentative. Action will fetch the response from organizer calendar, since it tracks all involved attendees. Responses are checked for every resource that a meeting request was sent to, so status is updated in the Lines.
It is important to mention that responses are not checked automatically and action needs to be pressed manually to get a response. If you need the system to check responses for you, please contact us and we will set a Task Queue that'll send recurring requests to exchange - all you need to is provide information on how often these requests should be issued.


Action can be found on both Event Card and Event List.

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Send

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E-Mail

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to

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Sends an e-mail either to the Customer or to Team members.



Minimum requirements to send an e-mail are: Sender e-mail (whether Organizer E-Mail on event itself or on Jobs Setup or E-Mail on Resource Card from Person Responsible field) and Bill-to E-Mail set.


System will ask you a question before sending an e-mail:



Next, you'll be offered to select an exchange template or the specific template will be selected automatically. Also, Customer/Team Template will always be included in the e-mail. This attachment will be generated either from Word Layouts page or Report Layout Selection page. Word Layouts templates have a priority so we strongly recommend to always have them defined.


This is how the e-mail looks in recipients Inbox:



Remember that subject and body text come from templates set on Jobs Setup.
Action can be found on both Event Card and Event List.

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Event Card - Lines

Fields

Starting Time/Ending Time

Used to specify a time frame in which a resource will be needed for certain activity or just give an overview of what will be the schedule of planned activities for current event. When used with resources, system can automatically calculate quantity needed or do a resource availability check, as explained under Jobs Setup section. More details about these fields can be found under Scheduling resources.

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Meeting

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Req.

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Exists

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Shows if an exchange meeting request has been created for a resource. Field is not editable and is automatically updated when using header actions like Send to Calendar…, Remove from Calendar… or line actions like Job Planning Line - Calendar - Send (Remove).

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Calendar

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Item

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Status

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Shows information about last action taken towards exchange calendar and suggest whether an update to the calendar is needed, for example if you've changed important information on the event and resources need to be notified. If system reports an Error, you can find more information under Navigate - Activity Log. You can edit this field since status Send is needed if you want to send data to exchange calendar.

Meeting Request Response

Shows the latest status of attendee response on a meeting request. Updated through action Calendar - Get Attendee Response. Field is not editable.

Mail Item Status

Shows information about last e-mail sent through action Send E-Mail. Field is not editable as it is automatically updated with mentioned action. If system reports an Error, you can find more information under Navigate - Activity Log.

Resource E-Mail

E-mail used when sending an e-mail with Send E-Mail action or creating a meeting request for a resource with Calendar - Send action. Initially value is copied from Resource Card but you can change it directly here on the Lines if needed. Field is editable.

Ticket Status

Shows the last action taken towards ticket reservations. For example, shows Confirmed status, if ticket was successfully confirmed with Ticket - Confirm… action. Field is not editable as it is automatically updated with actions Ticket - Revoke…, Ticket - Issue… and Ticket - Confirm….

Ticket Collect Status

Shows the result of the Collect Ticket action available on the lines or Collect Ticket Printouts action available on the header. Result can be:

  • <blank> which is the default value,
  • Not Collected - if the ticket is recreated and ticket token has changed, system warns you that you'll need to collect it again
  • Collected - if the collect action was successfull
  • Error - if the collect action was not successfull. This will also create an entry in the Activity Log.

Actions

Job Planning Line button

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Calendar

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-

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Send

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Unlike similar action Send to Calendar… on the header, this action only creates a meeting request. Other than that, it has same usage, so check there for more information. Works only on a line of Type = Resource.

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Calendar

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-

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Remove

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Removes a single meeting request sent to a resource. Behaves in same way as header action Remove from calendar… so check there for more information. Works only on a line of Type = Resource.

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Calendar

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-

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Get

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Attendee Response

Fetches resources answer when meeting request was issued through Calendar - Send action. Behaves in same way as header action Get Attendee Response so check there for more information. Works only on a line of Type = Resource.

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Send

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E-Mail

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Send

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Send an e-mail directly to resource specified in Resource E-Mail field. Behaves in same way as header action Send E-Mail to - Team so check there for more information. Works only on a line of Type = Resource.

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Ticket

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-

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Edit

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Reservation and Issue…

For all items marked as tickets, ticket reservation is automatically created. With this action, you can edit/select time slot which best suits for you.



Can only be used on lines of Type = Item which are marked as a ticket:



Depending which Admission Code is associated with the ticket type, system either allows you the change the quantity directly from Edit Reservation and Issue… action. This also influences whether Issue… action will be useable on its own or not. Default Schedules that will force you to use Edit Reservation and Issue… action are Schedule Entry and None.


For more information on how to use tickets read here: https://navipartneremeamicrosoftonlinecom-14.sharepoint.emea.microsoftonline.com/_layouts/15/WopiFrame.aspx?sourcedoc=%7BB43B202C-FB24-4363-BA95-B39DAF511931%7D&file=NP%20Entertainment%20-%20Ticket%20Management.docx&action=default&DefaultItemOpen=1

Ticket - Edit Holder…

Let's you edit notification method and ticket holder address.


Same as action Ticket - Edit Reservation, can only be used on lines of Type = Item which are marked as a ticket.
For more information on how to use tickets read here: https://navipartneremeamicrosoftonlinecom-14.sharepoint.emea.microsoftonline.com/_layouts/15/WopiFrame.aspx?sourcedoc=%7BB43B202C-FB24-4363-BA95-B39DAF511931%7D&file=NP%20Entertainment%20-%20Ticket%20Management.docx&action=default&DefaultItemOpen=1

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Ticket

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Revoke…

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Revokes ticket reservation. Same as action Ticket - Edit Reservation, can only be used on lines of Type = Item which are marked as a ticket. If error occurs, you can find more information under Navigate - Activity Log.
For more information on how to use tickets read here: https://navipartneremeamicrosoftonlinecom-14.sharepoint.emea.microsoftonline.com/_layouts/15/WopiFrame.aspx?sourcedoc=%7BB43B202C-FB24-4363-BA95-B39DAF511931%7D&file=NP%20Entertainment%20-%20Ticket%20Management.docx&action=default&DefaultItemOpen=1

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Ticket

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Issue…

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Issues a ticket. Same as action Ticket - Edit Reservation, can only be used on lines of Type = Item which are marked as a ticket. If error occurs, you can find more information under Navigate - Activity Log.
Depending which Admission Code is associated with the ticket type, system either allows you to use Issue action on its own or if it'll be automatically issued through Edit Reservation and Issue action…. Default Schedules that will force you to use Edit Reservation and Issue… action are Schedule Entry and None.
For more information on how to use tickets read here: https://navipartneremeamicrosoftonlinecom-14.sharepoint.emea.microsoftonline.com/_layouts/15/WopiFrame.aspx?sourcedoc=%7BB43B202C-FB24-4363-BA95-B39DAF511931%7D&file=NP%20Entertainment%20-%20Ticket%20Management.docx&action=default&DefaultItemOpen=1

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Ticket

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Confirm…

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Confirms ticket reservation. Same as action Ticket - Edit Reservation, can only be used on lines of Type = Item which are marked as a ticket. If error occurs, you can find more information under Navigate - Activity Log.
For more information on how to use tickets read here: https://navipartneremeamicrosoftonlinecom-14.sharepoint.emea.microsoftonline.com/_layouts/15/WopiFrame.aspx?sourcedoc=%7BB43B202C-FB24-4363-BA95-B39DAF511931%7D&file=NP%20Entertainment%20-%20Ticket%20Management.docx&action=default&DefaultItemOpen=1

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Ticket

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-

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Collect

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Ticket

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If you're using Magentos service to create a template for the tickets on a ticket server, you'll be able to generate a printout for all issued tickets. These printouts can also be attached to the e-mail send to the customer.

Ticket - Show Ticket Printout

If you've successfully collected issued ticket through Collect Ticket action, you can preview the ticket before you send it to the customer.

Navigate button
Issued Tickets

Shows the list of issued tickets for current item ticket.



For more information on how to use tickets read here: https://navipartneremeamicrosoftonlinecom-14.sharepoint.emea.microsoftonline.com/_layouts/15/WopiFrame.aspx?sourcedoc=%7BB43B202C-FB24-4363-BA95-B39DAF511931%7D&file=NP%20Entertainment%20-%20Ticket%20Management.docx&action=default&DefaultItemOpen=1

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Activity

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Log

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Same as header action Activity Log, shows the log of all action activities taken in lines. Additional contributors to this log are ticket actions.

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Scheduling

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resources

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Now that event is created, you may want to schedule your resources. You need to decide whether you want to do this at this stage, when you're sending a quote to the customer or perhaps after customer has accepted.


When scheduling resources, you need keep in mind not to over capacitate them. Setting a capacity for a resource is not mandatory and if no capacity is set, system will simply not check for it. To set it go to Resource Card / Resource List and click on Resource Capacity action: Image Removed



For more information on how to use Resource Capacity page, read here https://msdn.microsoft.com/en-us/library/hh177362(v=nav.90).aspx.
Check appears at any point of data entry when Quantity is being set, whether when manually setting it or if it is calculated from Starting Time / Ending Time.
If you've set Over Capacitate Resource (on the Event Card or on the Jobs Setup) to blank, system will not check for capacity. If you've set it to Allow, system will check for it and will allow it. If you've set it to Warn, system will simply show a dialog with a message about it and you can continue by pressing Yes.



If you've set it to Disallow, system will show an error and you'll not be able to continue.
It's important to notice that this capacity check only checks total number of hours' resource has free in each day. If a resource is assigned on another event in same or overlapping time frame another dialog will appear:



It'll list all events where time frames overlap on same day.
After you've set proper time frames and quantities for resources, you can start sending them meeting requests and e-mails. You do this by either contacting all resources at once (header actions Send to Calendar… and Send E-Mail to - Team) or by contacting them one by one (line actions Job Planning Line - Calendar - Send and Job Planning Line - Send E-Mail).


If you've scheduled a resource and creating a meeting request and customer decided not to accept your quote, you can cancel a meeting request by clicking on header action Remove from Calendar… or line action Job Planning Line - Calendar - Remove.
To get a feedback from a resource (whether he has accepted or cancelled a meeting request) click on header action Get Attendee Response or line action Job Planning Line - Calendar - Get Attendee Response.

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Comments

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/

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Notes

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Located at right hand side on the Event Card. They show additional information/instructions for the event.



Comments are used for storing additional information for the event and can be included in the Customer Template report. To create/edit a comment, click on header action Navigate - Comments:



They will appear in the ListPart on the Event Card.
Notes are used primarily to communicate with your team on event level, whether you have a specific instruction for a user or giving general information for everyone on the team. They are included in the Team Template report.
To create a note simply click on the text in the Notes ListPart: "Click here to create a new note". This will show additional options.



To learn more about Notes, read here: https://msdn.microsoft.com/en-us/library/hh879506(v=nav.90).aspx.

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Event Attributes Info

Another factbox on the Event Card, that will show some basic attributes information:



Each attribute template associated with current event will be shown here. Column Promote shows if set attribute is promoted or not. Column Attribute Matrix Suggested shows whether it'd be better if you would edit attributes through a matrix rather than through tabs Promoted Attributes 1/2. Since tabs can only show up to 5 rows and columns, you might miss some of them. So, if your attributes have more than 5 columns/rows, system suggests you open attribute matrix. Lines will also appear in red.
Action Matrix will open attribute matrix for selected attribute.

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Contacting

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customer

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When quote for the event is ready, you can send it to the customer by clicking on header action Send E-Mail to - Customer.
If the customer accepts your quote, you can change Event Status to Order, or if declined change to Cancelled. Keeping Event Status up to date is important to have a clean overview of your events.

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Calculating

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and

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posting

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usage

To post lines used/consumed on the event, use standard Job Journal with Calc. Remaining Usage… action.
To understand the process and when to use it, read here: https://msdn.microsoft.com/en-us/library/hh174283(v=nav.90).aspx
To just read about Calc. Remaining Usage action, read here: https://msdn.microsoft.com/en-us/library/hh174539(v=nav.90).aspx

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Invoicing

Invoicing is using standard Jobs invoicing process.
You can read more about it here:


https://msdn.microsoft.com/en-us/library/hh172344(v=nav.90).aspx
Creating a sales invoice from Event List will immediately set the selected event on the Job Create Sales Invoice batch. This ensures that invoice will be created for that specific event. You can still change the filter to include multiple other events to create multiple invoices (just like you would normally when creating invoices from standard Jobs List).
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