EventPro Planner Manual

Create Action

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Create Action

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Create Action

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Remember that regardless of where you create actions, the process will be essentially the same, except that some fields will fill in by default and be disabled, depending on the screen in which you create the action.

1.Click the New button across from the Actions tab.  This may be in the top or bottom section of the screen, depending on where you are creating the action.  Review the descriptions above under Choose Where to Create Action.  If you are in an Action Calendar View, click Action | New in the upper left corner or double-click on the relevant cell.
2.The Action [New] window appears.
3.There are three tabs in this window: General, Attached To and Completion.
Click to expand/collapse textGeneral

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You can use a standard action that you created earlier in your General Lookup Tables (see Step (i) below) or create an entirely new action (see Step (ii) below).  

1.If you already created Standard Actions in your General Lookup Tables (review Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Actions) and want to use one now, click the Select Standard Action button.
2.A list of your previously defined actions will appear in the Standard Actions window.
3.Click to highlight the desired action and click OK. The fields under the General tab will default to the selections you made when creating the action in the General Lookup Tables. You can then make any changes you like to these fields, following the instructions below.

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1.If you create a new action for this event, it will not be saved in your action database to be used again. If you need an Action that you can re-use frequently, create it in your General Lookup Tables (review Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Actions).  If you think you will only use this action once or infrequently, you can create it here.
2.In the Subject field, enter the task you need to address. Examples might include “Send Contract,” “Finalize Catering,” or “Send Thank You.”
3.Select a Category from the drop-down list, if applicable. These are the Action Categories you created under the General Lookup Tables.  See Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Action Categories.
4.Select a Status from the drop-down list.  You created these Action Status Codes earlier in the setup process.  See Chapter 2: Setting Up EventPro Planner, Step 2: Status Codes.
5.Select an Action Type from the drop-down list to determine when the Action should occur in relation to a certain activity (e.g. Before Event, After Contract Date, Invoice Payment Due, etc.).  To select one of these options, the action must be attached to an Event; see the Attached To tab below.
6.If you want the action to happen on a set day unrelated to any occurrence, select Other as the Action Type. You can then select days and times from the Start Date/Time and End Date/Time fields below.
7.If you selected an Action Type besides Other, 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).  The Start and End Date fields below may be pre-set, but you can still select the Start and End Times.
8.From the Assignment drop-down list, select the individual, user role or group to whom you want the Action assigned.
a.If you select Individual or a User Group, select the specific individual or user group from the To drop-down list to the right.
b.If the action is attached to an Event, you can select the Booked By user, Event Manager or Contact Person for the event.
c.If you select Private, the action will be assigned to you and will not be visible to anyone else on the action calendar.
9.If the status of this action is of a type Scheduled and is not an Action Type that is linked in time to a certain occurrence (e.g. Before Event) you can enter a Start Date/Time and an End Date/Time. If the Action is any other status type, e.g. Unscheduled or Cancelled, these fields will be disabled.
10.Check the Reminder box if you want EventPro Planner to display a pop-up notification window reminding the assigned person to take care of the action. Select a reminder time from the adjacent drop-down list.  The greyed-out Date/Time fields will show the date and time of the reminder as calculated from the Start and End dates/times above.  If the box is unchecked, the related Date/Time fields will be disabled.
11.Choose Custom from the drop-down list if you want to set your own reminder time.  Select the appropriate Date/Time for the reminder.
12.The Duration of the action (in hours) will automatically calculate from the Start Date/Time and End Date/Time.
13.Enter any additional details in the bottom Notes portion of the window.
Click to expand/collapse textAttached To

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1.From the Attached To drop-down list, choose whether you want to attach this action to None, Contact, Attendee or Exhibitor.
2.Remember that some fields in this tab will be defaulted and disabled, depending on the screen in which you create the action.  For example, if you created this action in the Companies/Contacts screen under a contact’s Action tab, the action would be automatically attached to the selected contact and company.   If you created the action in the Attendees or Exhibitors tab, it would be automatically attached to the selected Attendee or Exhibitor, respectively.
3.To attach the action to an event, click the ellipsis next to the Event field.  Select the event in the Find Event window and click OK.  If you create this action in the Event Maintenance screen, under the Actions, Attendees or Exhibitors tab, the Event will be defaulted in and you cannot change it.
4.If you selected Contact, the Company and Contact fields will appear below.  Click the ellipsis next to these fields to open the Find window and search for the company and contact to which you want to attach the action.  After you select the company and contact, the relevant contact information such as Address, Phone Number, Email, etc. will appear in the fields below.
5.If you selected Attendee, click the ellipsis next to the Attendee field to open the Find window and search for the attendee to whom you want to attach the action.  After you select the attendee, his or her contact information will appear in the fields below.
6.If you selected Exhibitor, click the ellipsis next to the Exhibitor and Contact fields to open the Find window and search for the exhibitor company and contact to whom you want to attach the action.  After you select the exhibitor, its contact information will appear in the fields below.
Click to expand/collapse textCompletion

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1.Until the status of an action is changed to Completed (under the General tab), all fields in this tab will be disabled, except for the Percentage.
2.You can update the Percentage field as necessary to track the progress of the action.
3.When you have completed the action, set the action status to Completed in the General tab.  Under the Completion tab, the Completed By and Date/Time fields will fill in automatically, but you can edit them if you wish.
4.Click the Save button when you are finished creating the action.