Lanyon Conference TM Administrator Quick Start Guide

Transcription

1 Lanyon Conference TM Administrator Quick Start Guide This guide provides a brief overview of general setup and administration tasks for the Lanyon Conference system, including tasks completed in the Console. (Setup tasks for specific modules are explained in the guides for those modules.) To complete tasks in the Console, log in to the Console. To complete tasks for an event, log in to the Conference Admin Tool for that event; then start tasks from the left navigation bar and choose options as directed below. For detailed instructions, see the Administrator Guide. To find this guide, click Help in the upper right corner of the Admin Tool, go to the User Guides area, find the Administration heading, and click Administrator Guide. This document includes these sections: A. Console Administration B. Event Setup C. Custom Fields D. Event Administration E. People Records F. G. Data Imports H. Security I. Information Access NOTES: This document assumes that you have an administrator record in the Lanyon Conference Console. To complete all system administration setup tasks within a Conference event, you must either have full access or have the Client System Administrator security role assigned to you for that event. After you complete Administration setup tasks, you may need to refresh the cache (Setup > More > Cache Control) before your changes will display on the affected pages. A. Console Administration If your Console administrator record is configured to allow you full access, you can complete these tasks. 1. If desired, create an event template. If you will have multiple events with similar configurations, you can create one event with items that will be identical for all events (such as attendee types, custom fields, registration packages and paths, and content and exhibitor tasks) to use as a template. This lets you set up identical items only once. From the top menu bar, Events > Add Event 2. Assign administrators to an event. a. Create administrator records. From the top menu bar, Admin > Add New b. Assign security roles to administrators. NOTE: Full access administrators automatically have system administration access for all events in your console. If you have only one event: From the top menu bar, Admin > lock icon ( ) for the administrator you want If you have multiple events: From the top menu bar, Events > edit icon ( ) for the event you want > Owners tab > Add New > click the administrator you want If you want to add the same role to multiple administrators: From the top men bar, Admin > Bulk Add Security 3. If desired, customize the messages that can be sent to general Console administrators. From the top menu bar, Admin > s on the left menu bar > edit icon ( ) for the you want 4. After an event ends, archive the event. From the top menu bar, Events > edit icon ( want > mark Archived ) for the event you Page Lanyon Solutions, Inc. July 2014

2 B. Event Setup 1. Add an event. To create an event from scratch: From the top menu bar, Events > Add Event To create an event by copying all configuration from a template or an existing event: From the top menu bar, Events > copy icon ( ) for the event or template you want to use NOTES: Copying from an existing event or template copies only event configuration, not data entered into fields for the event (such as in people and session records). Talk to your Lanyon Business Analyst to make sure you understand the copying process. It is possible to copy only some of the configuration from a template or another existing event. Consult with your Lanyon Business Analyst before attempting this. (For detailed instructions, see the Administrator Guide.) 2. If you or another administrator has not already done so, assign administrators to an event. a. If necessary, create a person record for each administrator. Log in to the Admin Tool for the event > People > People > General > Add People b. Assign security roles to administrators. From the Admin Tool record of the person who should have a role, gear icon ( ) > Security Roles NOTE: You can also assign security roles to people from the Console dashboard, as described in step 2 of A. Console Administration. 3. If desired, change the top bar color for your event. Setup > Initial Setup > Event Info > Application Color Scheme NOTE: Do not change any of the other fields on this page without first talking with your Lanyon Business Analyst. 4. If needed, upload a logo for your event. You may need to consult with your Business Analyst to make sure that your custom event branding has been configured to use the logo you upload. C. Custom Fields Custom fields help you gather or display information that is unique to your event. This lets you customize the registration and sign-up experiences for event registrants as well as for session and exhibitor participants. It also lets you determine what displays on pages in the Admin Tool, choose what information is gathered in reports, and define business rules for Conference use. Other Conference Quick Start Guides explain when and how you can use custom fields. For detailed information, see the Administrator Guide. You may also want to discuss with your Business Analyst how to best use custom fields for your event. D. Event Administration If you are assigned an event administrator role for an event, you can complete general tasks for the event. 1. If you will let people access Conference modules that you have purchased for your event from a web page, configure the My Portal page. People > People Setup > General > My Portal Preferences 2. If desired, translate the text that displays for event web sites. a. Specify the languages (other than English) that you want to use. Setup > More > Language Translation > Define Languages on the left menu bar b. Translate event-specific items (such as registration packages, sessions and custom fields). NOTE: To translate registration paths, start by creating separate registration paths for each language. (For help, see the Registration Guide.) Setup > More > Language Translation > choose a language on the left menu bar > choose the type of items that you want to translate on the left menu bar > click the item to translate c. Translate text in end-user modules. Setup > More > Configurable Text > Select Language > find the item to translate > edit icon ( ) Setup > Initial Setup > Event Branding Page Lanyon Solutions, Inc. July 2014

3 3. If necessary, upload files that can be accessed from anywhere in the Conference system. After a file is uploaded, the system generates a URL that can be cut and pasted to reference that file in applications such as the Exhibitor Resource Center (ERC), the Speaker Resource Center (SRC), and the Call for Papers. Setup > More > File Upload E. People Records Each person associated with your event (for example, event managers, administrators, attendees, session participants, and exhibitor participants) must have a person record in the Conference Admin Tool. You can complete some advanced setup tasks for people records. NOTE: People record setup tasks for specific modules are explained in other guides. (For example, attendee record setup is explained in Registration guides; speaker record setup is explained in Content guides.) 1. If desired, specify the criteria that display on the People Search page. a. Create and add any custom fields that you want to use as search criteria to people records. In a person record, click the Account tab or create a custom tab by pointing to the gear icon ( ) and clicking Add Tab; then Edit page fields > Add Field b. Add fields to people searches. Do one of the following: People > People > General > People Search > Modify Search (if necessary) > Edit User Search Fields Setup > Search Preferences > People 2. If necessary, create and manage flags on people records. Consult with your Lanyon Business Analyst on how to use flags. You can create and manage general flags as well as flags that relate to messages, registration, the scheduler, VIP attendees, Connect, and the dashboard. People > People Setup > General > People Flags From the person record where you want to add a flag, gear icon ( ) > Flags 3. If needed, create rules that will automatically assign custom field values or registration codes to people based on their address domain (either specific [such or top level [such as.gov].) a. Create and add any custom fields and values that you want to assign. In a person record, click the Account tab or create a custom tab by pointing to the gear icon ( ) and clicking Add Tab; then Edit page fields > Add Field b. Create any registration codes that you want to assign and note the registration code group for each code. People > People Setup > Registration Codes > Groups People > People Setup > Registration Codes > Manage c. Create the rules that will assign the data. Setup > Custom Fields > Auto Assign by > Add New Rule d. If records existed in the system before you created your rules, synchronize the records. Setup > More > Synch Values > Auto Assigned Profile Values F. If the default predefined s and messages included in Conference do not meet your needs, you can customize them. 1. If you want to customize the way all HTML messages display or when specific messages are automatically sent, do the following: Talk to your Lanyon Business Analyst about the changes you want to make. Set up an template to add identical formatting or branding to multiple HTML-type messages. Setup > Messages > Templates As needed, consult with your Lanyon Business Analyst to make changes to the preferences. Setup > General > Messages > Preferences 2. If necessary, edit or create predefined s. (The is the container for one or more messages.) Setup > Messages > Manage > click the to edit Add a New Item Page Lanyon Solutions, Inc. July 2014

4 3. If desired, edit or create new messages. Each predefined must have at least one message attached. Setup > Messages > Manage > click the you want > Messages > click the message to edit Add a new item 4. If desired, add keywords to messages. From the message you want, put the cursor where you want the keyword > click one of the Add keyword options 5. If desired, create rules to send different messages to different groups of people. a. Create any necessary custom fields and field values that you want to use to create rules. Setup > Custom Fields > Manage b. If you have not already done so, create all the messages that you want to send to specific groups. (See step 3 of this section.) c. Add any necessary custom fields to each message that you want to send to a specific group and choose the values that create the rule. On each message, click Modify Rules > modify custom fields as necessary > click the custom field values you want d. If desired, add a file or web page location to an message. On the message, Attachments > add the path to the file add the URL for the web page G. Data Imports If needed, you can import registration, content, exhibitor, and company data. You can also use templates to import revenue and custom field data, or to automatically assign custom field values or registration codes. 1. Create data import templates that match the type of information you are importing and the data format in your import file. Setup > Imports & Exports > Import Templates > Create New Template 2. Perform a data import. a. Gather importable data in an Excel file, a comma-delimited file (.csv), a tab-delimited (.txt file, or a pipe ( ) delimited file. Make sure the order of the columns in the file matches the order of the columns in the template. (See step 1 of this section.) b. Perform the import. People > People > General > Import People Sessions > Sessions > General > Import Sessions Exhibitors > Exhibitors > General > Import Setup > Custom Fields Import H. Security Conference uses permissions assigned to roles to let various user types access different parts of the Admin Tool. A user with the System Administrator role can make changes in the security configuration. IMPTANT: Your Lanyon Business Analyst will help you plan and set up security for your Admin Tool users. Do not perform any security tasks unless you have been trained by your Business Analyst. 1. Set security preferences. Setup > Security > General Preferences 2. Configure login security settings. Setup > Security > Login Security 3. Edit or create security roles. Setup > Security > Roles > click the role to edit Add a New Item 4. Edit or create security permissions. Setup > Security > Permissions > click the permission to edit Add a New Item 5. Assign security roles to people. From the Admin Tool record of the person who should have a role, gear icon ( ) > Security Roles NOTE: You can also assign security roles to people from the Console dashboard, as described in step 2 of A. Console Administration. Page Lanyon Solutions, Inc. July 2014

5 I. Information Access Conference gives you several methods to access information quickly. Console Information Retrieval 1. View data across all events on the multi-event dashboard. From the top menu bar, Events > Dashboard on the left navigation bar 2. View people information across all events. From the top menu bar, People Event Information Retrieval 1. Add widgets to a specific event dashboard to track specific types of information. From the Admin Tool dashboard, Edit Dashboard > mark the widgets to display 2. In the Admin Tool for a specific event, add a bookmark for a frequently visited page. From the page you want to bookmark, Bookmarks 3. Add a report to a widget for easy access from an event dashboard. a. From the Admin Tool dashboard, Edit Dashboard > mark My Reports b. On the widget, add report > choose the report to add Reports > General > Reports List > run the report you want to add > Add to My Reports 4. Add a report to the My Reports tab in the Reports List. Reports > General > Reports List > My Reports > Add Report 5. If you have purchased Onsite Tools, turn on and access the Tools to view real-time reports during your event. Onsite > More > Onsite Tool Preferences Point your browser to the Onsite Tools URL: Page Lanyon Solutions, Inc. July 2014