EventPro Planner Manual

Create User Fields

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Create User Fields

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Create User Fields

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Please note that if you have Attendee Online Version 3, and you make any changes to your user fields (adding, editing or deleting user fields), you must update the table structure in Attendee Online Configuration after publishing an online event.  Refer to Chapter 21: New Attendee Online (Version 3), Adjusting Attendee Online Configuration: Update Table Structure.

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1.Select Setup | User Fields in EventPro Planner’s main menu, and select the table to which you would like to add user fields.
2.The name of the table will appear at the top of the EventPro Planner screen, e.g. [Setup User Fields – Company], [Setup User Fields – Attendee Travel], etc.
a.Pay close attention to where you are creating these user fields so that they will be available where you want them.
b.For example, if you create user fields under Company, they will not be available when you are adding a Contact.
3.There are two sections to the Setup User Fields screen. You will enter User Field Groups in the top selection grid and then add User Fields in the bottom grid for the selected User Field Group.
Click to expand/collapse textUser Field Groups

First, you must create User Field Groups. User Field Groups organize your user fields into separate tabs under the User Field tab in the [New] or [Edit] windows. You do not need to create more than one group, but if you have many user fields, you may find it convenient to organize them under different tabs.

1.Click the New button in the upper right corner next to the top selection grid.
2.The User Field Group [New] window appears.

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3.Enter the Name for the user field group.
4.From the drop-down list, choose whether you want the View Style to be horizontal or vertical.  This affects how the user fields will appear in the [New] and [Edit] windows.

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5.Enter a Position for the group relative to others you have created or plan to create.
6.Click Save.  The group will be added to the top selection grid.  Continue creating as many as you need.
Click to expand/collapse textUser Fields

After you have created as many user field groups as you need, you can begin adding individual User Fields to each group.

1.In the top selection grid, click to highlight the group to which you want to add fields.
2.Click the New button next to the bottom selection grid. The User Field [New] window appears.

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3.Enter the name of the User Field.
4.Choose a Type from the drop-down list: Currency, Date, Integer, List, Memo, Number, Text or Yes/No. All of these Types have the following options (except Yes/No, which does not have the “Required” option):
a.Position: Enter a number to indicate the position of this field in the list relative to others you have created or plan to create.  This will also determine the order in which the user fields appear in the User Fields tab of the corresponding [New] or [Edit] window.
b.Required: Check this box if the information is mandatory. EventPro Planner will prompt users to fill in the field before they can save changes. If the information is optional, leave the box unchecked.
c.Default: If you wish, you may type or check a default entry.  To enter a default Date/Time, select the date using the drop-down calendar, and  press the right arrow key or spacebar to move to the right until the time appears; type in a new time if necessary.  If you set a default, EventPro Planner will then automatically fill in the field to save time and help reduce data entry errors.  Users will be able to override the default entry, if necessary.
5.Note that the Yes/No field is not a field where you will choose one option or the other.  You will assign the Yes/No user field one label, and the user will check the checkbox if the label applies to the item or leave it unchecked if the label does not apply.  For example, you could use the Yes/No field for something like “Send Newsletter” or “Share Email Address” for a company.  Then, when you edit the company, you could check the boxes if you are supposed to send newsletters or are allowed to share the email address of the company.
6.When you define the user field, you can check the Default box if the checkbox should be checked by default, for example, if every time you create a company, the “Send Newsletter” checkbox should be checked by default.
7.Some of the User Field types have other options:
a.List: In the List Items field, type the list of items from which users can select (items separated by commas).
b.Text: Estimate the maximum number of characters required for the field (including spaces, dashes and letters) and enter this figure in the Length field.
8.When you have filled out the fields to your satisfaction, click Save.
9.When you later enter information regarding the item for which you were creating user fields (e.g. company, exhibitor, event, etc.), these user fields will appear under the User Fields tab.

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