Feedback on: EventPro Planner Manual - ActionsActions_Step_5_Chapter_2Chapter 2: Setting Up EventPro Planner > Step 5: General Lookup Tables > Actions /Dear EventPro Planner Documentation Department,
Actions
Standard Actions are all the typical tasks and responsibilities that might need to be addressed before, during and after each event. These actions require a bit more information for setup than other items in the General Lookup Tables.
1.
Select Setup | General Lookup Tables from EventPro Planner’s main menu.
2.
Select Actions from the drop-down list in the upper left corner.
3.
Click the New button to the right. The Standard Action [New] window appears.
4.
There are two tabs in the New window: General and Criteria.
Enter an Action Subject, e.g. “Send Thank You Note”, “Finalize Requirements”, “Sign Hotel Contract”, etc.
b.
Choose a Category from the drop-down list. You probably just created these Action Categories above.
c.
Choose a default Status from the drop-down list. You created these Action Statuses earlier in Step 2: Status Codes.
d.
From the drop-down list, select the Type of triggering occurrence, e.g.After Event Created, Before Event, Other, etc.
e.
If applicable, enter the default 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.
Check the Auto Add to All Events checkbox if you want this action automatically added to all events when they are booked.
2.
Assigned To:
a.
From the Type drop-down list, select who will be responsible for the action.
b.
If you choose Individual, select the specific User from the To drop-down list below.
c.
If you choose User Group, select the specific user group from the To drop-down list below.
d.
Choose Booked By if the person who books the event will be responsible for the action.
e.
Choose Event Manager if the event’s manager will be responsible for taking the action.
f.
Choose Contact Person if the contact person for this client or event will be responsible for taking this action.
g.
Choose Private if the action will be assigned to you and will not be visible to anyone else on the Action Calendar.
3.
Scheduled:
a.
If you chose Scheduled as the Status above, you can specify a Start Time and End Time for the action.
4.
Reminder:
a.
Check the Enabled box if you want to generate a reminder for this action.
b.
From the Set Reminder drop-down list, choose how far in advance you want the reminder sent.
5.
Notes: In the Notes section, type in additional details about the action.
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.
5.
Click Update Future Events if you want to add this Action to all events that happen after the current day. The Confirm dialog says, "This function will ensure that all future events have the action defined here. Continue with update?" Click Yes to update events with the Action.
