Events Data Administration : Managing event master definitions
  
Managing event master definitions
Required functional security
Functional security required to manage event master definitions:
Searches and Master Definitions: Event = Can view, add and edit active and inactive master definitions.
Event master definition task tabs
Use the appropriate event master definition task tab—Categories, Custom Attributes, Contact Roles, Requirements (Calendar), or Requirements (Other)—to add or update its associated master definition items.
Note: Any legacy requirements your school used in R25 appear in the Requirements (Other) master definition.
System-supplied event master definition items
25Live includes a number of system-supplied event master definition items marked “[SYSTEM]” and grayed out. These items can’t be edited or deleted, but can be deactivated They include the following
Guidelines for adding event master definition items
Master Definition
Item
Purpose
Event Categories
Publish to vCalendar
(not currently in use)
Hot Event
Used by the system as the criterion for the default search displayed to non-signed in users.
Event Custom Attributes
Allow Registration
(not currently in use)
Conflict Decider
(not currently in use)
Detail Image
Used to specify a URL to appear in 25LIve Publisher calendar event detail views.
E-Commerce Link Label
(not currently in use)
Event Image
Used to specify a URL to appear in 25Live Publisher calendar spuds that include images (most often thumbnails).
Hot Event Image
(not currently in use)
Register Here
(not currently in use)
Registration
(not currently in use)
SIS Bound Reservation Missing
Used by the system to designate cross-listed classes whose associated cross-listed group members were not imported into 25Live by the asynchronous vCalendar import process.
WDYT Event Survey
(not currently in use)
Web Site
Used to specify the URL of an event’s promotional website.
X25 CIP Code
(not currently in use)
Event Contact Roles
Instructor
Used to designate the instructor of a class. If the Series25-SIS Interface is configured to import instructors, it will populate this event role automatically.
 
Requestor
Used to designate the name of the 25Live user who created an event or event draft.
Master Definition
Item
Purpose
 
Scheduler
Used to designate the name of the 25Live user who created an event or event draft. If a default scheduler has been specified in the 25Live Configuration Utility, the system automatically enters that name in this role.
When adding items for this master definition...
Follow these guidelines...
Event Categories
• Create categories that make it easy for users to group, track, and report on events. For example, categories that assist in:
• Reporting on events; for example, generating a report of all community-sponsored, public events.
• Helping web visitors using your published event calendars learn about campus events based on category.
Custom Attributes
• Create custom attributes that allow users to provide additional needed event information.
• Give a visual hint, such as a dollar sign or a question mark, in the attribute label to indicate the type of data required; for example, Entrance Fee ($) or High Risk Activity?
Contact Roles
• Create roles for all the activities contacts might potentially perform for events so schedulers and other users can direct information and requests to the appropriate person.
• Include only roles you want to track for events.
Requirements (Calendar)
• Create calendar requirements that allow authorized 25Live users to indicate which web calendar(s) an event should be published to; for example, Publish to Athletics Calendar.
Requirements (Other)
• Think of items that apply to the overall event.
• Determine which requirements you want to allow users to enter a quantity of when creating an event.
• Remember that quantities of requirements aren’t automatically decremented. If you need decrementing, create a resource instead. See “Resources Data Administration”.
Event type properties
Event custom attributes, contact roles, and requirements (Calendar and Other) only appear for selection when creating an event using the 25Live Pro Event Form if they were selected as properties of the event’s event type. See “Associating reports and data properties with event types”.
Their appearance is also controlled by the selections made in the 25Live Configuration Utility which determine what users in security groups with “Can view abridged list of items managed in the Config Utility” Searches and Master Definitions functional security can see. See the 25Live Configuration Utility document, accessible by clicking Help from the Configuration Utility, for more information.
Adding or updating items in an event master definition
1. Click the task tab of the master definition you want to add items to and/or update items in.
2. Add or update the items.
Note: Be aware that all of the updates you make (item additions/deletions, label changes, activates/deactivates) are made simultaneously when you click Save Changes.
To...
Do this...
Add an item
1 Click Add <item>.
2 Enter the item name in the space provided.
3 Choose the data type (Custom Attributes only).
4 Check the Allow Quantity box if you want 25Live users to be able to specify a quantity of the requirement (Event Requirements: Other only).
5 Uncheck the Active box if you don’t want the item to be active at this time.
Edit an item label
1 Click the item to make it editable.
2 Use the arrow keys to position your cursor where you want to make changes.
3 Backspace as needed to delete characters. Enter characters as needed.
Activate or deactivate items
Check or uncheck the Active box of each item.
Delete items
Check the Delete box of each item.
3 Click Update <master definition>.
Note: For the Event Requirements (Calendar) and Event Requirements (Other) master definitions, you can also view and edit the notification policy associated with a requirement, if any, or create a notification policy. For information on notification policies, see the 25Live Security Administration Guide accessible by clicking Help.