EventPro User Manual

Creating Actions

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Creating Actions

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Creating Actions

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Remember that regardless of where you create Actions, the process will be essentially the same, except that some fields will be defaulted and disabled, depending on the screen in which you create the action.  See the overview of the different screens in which you can create actions above.

1.Click the New button across from the Actions tab.
a.Remember, the New button may be in the top or bottom section of the screen, depending on where you are creating the action.
b.If you are in a Calendar View, click Action | New in the upper left corner or double-click on an empty 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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1.You can either use an existing Standard Action, customize a Standard Action, or create an entirely New Action.
a.Standard Action:  If you have already created Standard Actions in your General Lookup Tables (Chapter 1: Setting Up EventPro, Step 4: General Lookup Tables, Actions) and would like to use one now, click the Select Standard Action button. In the Standard Actions window, a list of your previously defined Actions will appear. 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 make any changes you like to these fields and fill out other information under the Attached To and Completion tabs.

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b.New Action: If you don't want to use a standard action, you can create an entirely new Action.  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 under Setup | General Lookup Tables | Actions.
2.In the Subject field, enter an abbreviated name for 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.
4.Select a Status from the drop-down list.  You created these status codes in Setup | 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.).  
a.If you want the Action to happen on a day unrelated to any occurrence, choose Other.
b.If the Action is not attached to an Event, you will only be able to choose Other.
c.If the Action occurs in relation to another activity (e.g. Before Event, etc.), 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).
6.The Start Date and End Date will be automatically set, but you can still enter a Start Time and End Time.  If the action Type is set to Other and the action’s Status is set to Scheduled, you can select days from the Start Date/Time and End Date/Time fields below.  If the Action is any other status type, e.g. “Unscheduled” or “Cancelled”, these fields will be disabled.
7.From the Assignment drop-down list, choose to whom the action will be assigned: Individual, User Group, Booked By, Assigned To, Sales Rep, the user Event Roles you created in System Settings or Private.  If the Action is not attached to an Event, you will only be able to choose Individual, User Group or Private.
a.If you select Individual or a User Group, select the specific individual or user group from the To drop-down list.
b.If you select Booked By, Assigned To, Sales Rep or the user Event Roles, the correct individual will default into the To field, but you can use the drop-down list to select another user.
c.If you select Private, the action will be assigned to you and will not be visible to anyone else on the action calendar.
8.Check the Reminder box if you want EventPro to display a pop-up notification window reminding the assigned person to take care of the action. If you select the checkbox, select a reminder time from the adjacent drop-down list.  The grayed-out Date/Time fields will show the date and time of the reminder as calculated from the Start and End dates/times.  If the box is unchecked, the related Date/Time fields will be disabled.
9.Enter any additional details in the Notes portion of the window.  Click the Wordprocessor button if you want to create a document with more advanced formatting in the Word Processor.  If you want to load a pre-made letter template, click the Load Template button.
Click to expand/collapse textAttached To

Remember that some fields will be defaulted and disabled, depending on the screen in which you create the action.

1.From the drop-down list, choose whether you want to attach this Action to None, Contact, Attendee or Exhibitor.
2.If you select Contact, Attendee or Exhibitor, click the ellipsis next to the Enquiry, Event, Company, Contact, Attendee and/or Exhibitor fields below to find the individual to whom you want to attach the Action.  To review how to search in a Find window, refer to Introduction: Common Functions, Finding a Record.
3.The contact information, such as Address and Phone Numbers, for the Attached To contact or attendee will appear in the fields below.

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4.To attach the Action to an Enquiry or Event, click the ellipsis next to the Enquiry or Event field and search for the enquiry or event in the Find window.
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 until it is complete.
4.Click the Save button when you are finished creating the Action.
5.When the action is 100% complete and you save it, the prompt will ask if you want to create a follow up action.  Click Yes to create another action, or click No to simply complete the current action.