25Live Configuration Utility User Guide

Transcription

1 25Live Configuration Utility User Guide Introduction Before your school begins using 25Live, a project administrator needs to use the 25Live Configuration Utility to set up key aspects of your 25Live environment to best meet the needs of your users and your institution s business practices. The administrator may also have to revisit the Configuration Utility from time to time to make changes or complete settings that are new in the latest software release. Intended Configuration Utility User This document provides the information required by administrators in charge of configuring one or more instances of 25Live. Topics covered describe how to configure 25Live from each functional area of the utility, progressing from left to right across the horizontal tabs. Functional and object security setup for all 25Live users is performed in the 25Live Administration Utility. For recommendations on the security privileges appropriate to the administrator performing 25Live configuration, see the 25Live Security Administration Guide available from Series25 Customer Resources: Accessing the Configuration Utility If you don t already have the utility address bookmarked, 1. In your browser address bar, enter the URL for the 25Live instance you re configuring followed by /config.html and press <Enter>. 2. Enter your 25Live username and password. 3. Press <Enter> on your keyboard, or click Sign In CollegeNET, Inc. 25Live Release 27 1

2 Configuration Utility Overview Description The 25Live Configuration Utility is deployed as part of the 25Live web server in its own folder. Key Concept: Security controls the impact of Configuration Utility settings The settings you specify during configuration, along with the functional and object security settings specified in the Administration Utility, determine what 25Live users are able to see and do in 25Live. To learn more, see the 25Live Security Administration Guide and 25Live Viewer Seat Setup documents available here: 25Live+Documentation Using the Home tab Reviewing system status The Configuration Utility Home tab provides WebServices Status information for the 25Live instance including base URL, service, instance, and database names; janitor and default (Viewer Seat) user names; vcalendar directories for academic scheduling; and product license information. Saving and re-using your configuration settings You can export a copy of any or all of your configuration settings for import to another instance of the Configuration Utility or to restore settings later to the current instance, if needed. Use the Export Configuration Settings button on the Home page. To import configuration settings previously saved, click Import Configuration Settings on the Home page. Accessing configuration options Use the remaining configuration tabs to customize the environment for the corresponding instance of 25Live. The table below summarizes the information described in detail in the remainder of this document: 2017 CollegeNET, Inc. 25Live Release 27 2

3 This configuration tab... Lets you specify... For details, see... Application Event Wizard Events 25Live system defaults Date/time defaults User defaults for the 25Live Home tab defaults (optional) Calendar spud code, from 25Live Publisher, for an alternate 25Live landing page Clear the ASV cache Event Wizard configuration files and custom configurations Users who may be assigned as the default scheduler for security groups For each security group: Event Wizard configuration to use for creation Event Wizard configuration to use for editing creation earliest/latest day buffers and date boundaries default scheduler for the group success messages for event creation and editing event type and state options available to group members custom attributes that are required Default event state for all event creation Options for auto generated when a new or existing event is saved User defaults for the 25Live Events tab The event types and event master list items categories, custom attributes, contact roles, and requirements (for Event Wizard and an event s Details view) that you want to make available in 25Live Application configuration Event Wizard configuration Events configuration 2017 CollegeNET, Inc. 25Live Release 27 3

4 This configuration tab... Lets you specify... For details, see... Locations Resources Organizations Tasks User defaults for the 25Live Locations tab The location master list items categories, features, layouts, and custom attributes that you want to make available in 25Live Index and capacity breakpoints for browsing User defaults for the 25Live Resources tab The resource master list items categories and custom attributes that you want to make available in 25Live Index breakpoints for browsing User defaults for the 25Live Organizations tab The organization master list items categories, custom attributes, organization types, and ratings that you want to make available in 25Live Index breakpoints for browsing Default view for the Tasks tab (optional) Any XSLT stylesheet files you ve created for business process extension (BPE) tasks PUT (input/ output) rules Locations configuration Resources configuration Organizations configuration Tasks configuration If you have multiple instances of 25Live If your school has multiple instances of 25Live, you have a separate Configuration Utility instance for each. You must configure each 25Live instance using its associated Configuration Utility instance CollegeNET, Inc. 25Live Release 27 4

5 For example, if ABC University has two instances of 25Live, one for the School of Medicine (abcsom) and another for all other Schools (abc): The university uses this instance of the Configuration Utility: to configure this instance of 25Live: The university uses this instance of the Configuration Utility: to configure this instance of 25Live: Tip: To learn about the 25Live instance you re configuring The name of the 25Live instance and other information about the environment setup is displayed on the Configuration Utility Home tab. Key Concept: Security controls the impact of Configuration Utility settings See Saving and re-using your configuration settings for information on copying a configuration setup from one instance to another CollegeNET, Inc. 25Live Release 27 5

6 Working in the Configuration Utility The diagram below shows an example of the user environment. Diagram labels are key terms used throughout this document. 1. At the top of the page, click the tab for the configuration area you want Application, Event Wizard, Events, Locations, Resources, Organizations, or Tasks. Review the configuration options for each in the table on Accessing configuration options. 2. Progress through the subtabs on the left to complete configuration for each. 3. Click Save Changes at the bottom of the right column before going from one subtab to the next. Note: If you ve made changes but haven t yet saved them, the associated tab or subtab label is italicized to remind you to save. An orange bar also marks unsaved subtabs. 4. Repeat steps 1-3 for each tab. Example user environment The user selected Application > User Defaults: Home to access the view of the utility shown below: 2017 CollegeNET, Inc. 25Live Release 27 6

7 Application configuration Use the Application tab to specify: 25Live system defaults Date/time defaults Display defaults for the 25Live Home tab user environment 25Live defaults Calendar spud code for an optional alternate landing page Clear the application server (ASV) cache The following pages provide details for each option listed above. System Defaults Use the System Defaults subtab to set these configuration options: Use this option... Sign In Required Sign In Message Public Search Username Header Logo Link To specify... When Required is chosen, this setting sends all 25Live users directly to the sign in prompt, and no guest or viewer seat user can browse this 25Live instance. If your institution is using Shibboleth for authentication, additional technical adjustments are required. Contact your Series25 Account Manager for assistance. The message you want displayed in the 25Live user sign-in window. Valid XHTML is supported. The contact username of a 25Live user whose searches are automatically made available to all 25Live users. Note: Any searches created in 25Live by this user are automatically made public when they re saved so they re available to all 25Live users. Be sure this user s security setup is appropriate for creating the searches you want to make public. (Any saved searches created by the Public Search User are not public unless they re manually shared by the user.) The URL link accessed from your site header. If you enter your school s URL here (for example, clicking on the image in your site header opens your website in a new window. If you don t enter a URL here, your site header image file is unlinked, and clicking on the logo does nothing. (The header image file is specified in inst.css in your Series25 WebServices web server installation for 25Live.) 2017 CollegeNET, Inc. 25Live Release 27 7

8 Use this option... Home Message (aka Message of the Day ) Event Display Field To specify... A message you want displayed beneath the row of tabs on the 25Live Home tab Dashboard and Calendar views. Valid XHTML is supported. Whether the event name or event title is used for primary event identification in 25Live. Note: If you choose event title and an event has no title, the event name is used. Both event name and title are displayed in event rollovers. Date/Time Defaults Use the Date/Time Defaults subtab to set the default date/time format, calendar start day, and time zone, as well as the default time span for Availability View Display Hours that are used in Availability grid views of locations and resources in 25Live. For example, if the First Hour is set to 05:00 and the Last Hour is set to 21:00, availability is shown from 5:00 through the 21:00 hour for selected days/dates. Note: 25Live sign-in users can change these defaults by editing their Date/Time Preferences in their 25Live environment. User Defaults: Home Use the User Defaults: Home subtab to set these configuration options for 25Live users. SaaS Feature: Home Availability The Home Availability option for the Default Home Mode is only available for SaaS (Software as a Service) installations of 25Live. If you are using a DBCS (Database at Customer Site) installation of 25Live and would like to upgrade to SaaS, please contact your Account Manager. Use this option... Default Home Mode To specify... The initial view displayed for the 25Live Home tab: Dashboard, Calendar, or Home Availability (Home Availability is available on SaaS Installations Only). Note: 25Live users can specify their preference for their next sign-in session by selecting their preferred Home tab view before signing out CollegeNET, Inc. 25Live Release 27 8

9 Use this option... Default Dashboard Username DBCS Installations Only: Initial Home Calendar Duration DBCS Installations Only: Available Home Searches Default Home Search To specify... The username of the user whose custom dashboard configuration will be applied to new users. Note: Any dashboard configuration changes made by the Dashboard User also update the user environment of any existing users who have not customized in 25Live the default dashboard they inherited. The number of days (starting today ) shown by default in the Home Calendar. The basic pre-defined search groups to make available for display of events on the Home tab Calendar for 25Live viewers and for signed-in users. Additional searches that may be available include the public searches of the Public Search User and the signed-in user s own starred searches. The default search for displaying events on the Home tab Calendar view. The searches available for selection here are those created by the Public Search User, which are potentially available to all users whether they ve signed in or not. 25Live automatically runs the default search and displays the results when the Home Calendar view is first displayed. Defaults Warning: Some Settings Are For DBCS Installations Only Some of the Defaults settings listed below are only for older, non- hosted, DBCS (Database at Customer Site) installations of 25Live. With 25Live hosted, SaaS (Software as a Service) installations, CollegeNET takes care of these settings for you. If you have a hosted, SaaS installation of 25Live, you may ignore items marked as DBCS Installations Only CollegeNET, Inc. 25Live Release 27 9

10 Use the Defaults subtab to set these configuration options: Use this option... DBCS Installations Only: SMTP ( ) Server URL DBCS Installations Only: SMTP Port Number DBCS Installations Only: Authentication DBCS Installations Only: Use SSL to encrypt Feedback Address password reminder To specify... The SMTP URL for your site s server to support the system s functionality. The port number used for your site s . Change the system-provided value if your site uses a different port. Whether to require user authentication before can be sent. The username/password values, if authentication is required, are authenticated against the values specified in the user s 25Live contact profile or provided by LDAP. Whether to use SSL to secure message content. The address accessed when users click the Feedback link near the bottom of the 25Live page. Whether or not the password reminder link (Forgot your Password?) is displayed in the 25Live user sign-in window. Note: If single sign-on is not implemented at your site, the non-sign-in user will receive an with their requested password reminder only if the 25Live Viewer Seat has functional security for Communication > Send set to Can Send. Alternate Landing Page Calendar (optional) The optional Alternate Landing Page Calendar on the Application tab lets you set up an alternate landing page, perhaps for a specific set of users, that consists of a custom calendar and a button link that takes the user, following sign-on, directly into the 25Live Event Wizard. To implement this alternate landing page option, you need to copy from 25Live Publisher the spud code (in the Publishing Control Panel) for the prepared custom calendar that you want to appear in your system- provided alternate landing page. You then paste that code into the Calendar Spud Code field provided on this subtab. The address of the landing page is your school's base 25Live URL, followed by /calendar.html; that is, the syntax for a calendar URL is: 25live.collegenet.com/YourSchool.edu/calendar.html For example: A school called Anywhere University has this 25Live instance: 25live.collegenet.com/anywhere... and their calendar URL is: 25live.collegenet.com/anywhere.edu/calendar.html 2017 CollegeNET, Inc. 25Live Release 27 10

11 For information on building and formatting calendars via 25Live Publisher, maintaining the feeds generated in 25Live, and accessing the system-generated spud code for a calendar, see the 25Live Guide to Publishing Calendars available here: Tip: Bookmarking the 25Live Event Wizard If you ve created a link from your own published calendar environment to your 25Live site, you may want to populate that link with a URL that will take your users directly to the Event Wizard to start creating an event/request. To do this, you can simply add the following extension to your linked 25Live URL: #rsrvwiz For example: 25live.collegenet.com/YourSchool/#rsvwiz If users are not signed in when they click the link, they will be prompted to do so and then taken directly into the Event Wizard, as long as they have the security required to create events (otherwise, 25Live will open on the Home tab). Remove Application Server Cache When you re advised to do so by CollegeNET staff, use the Remove ASV Cache button to remove cached files that have accumulated on the Series25 WebServices application server (ASV) for the current instance of 25Live. The Remove ASV Cache functionality removes pagination cache, Extensible Stylesheet Language Transformations (XSLT) cache, and individual users cached pages from the ASV for the current instance of 25Live. The following folders are cleared: <WebServices>\async\* \img\* \pagination\* \xslt\* 2017 CollegeNET, Inc. 25Live Release 27 11

12 Event Wizard configuration The Event Wizard tab is where you determine how the Wizard will look and behave for your various security groups of users: Use this subtab... To do this... For details, see... Configuration Files Custom Configurations Default Schedulers Security Group Options Specify which Wizard Configuration Files option you ll use to set up the Wizard, one of the following: Use a system-defined 25Live Event Wizard Basic configuration for both event creation and editing by all users (who belong to security groups with the privileges required to create and/or edit events). OR Implement your own Custom configurations for Event Wizard layouts, which let you precisely match event creation and/or editing needs to users based on their user profile as designated by their security group membership. Create custom Event Wizard configurations, which will apply to user environments when you ve selected Custom for your Configuration Files option above. Set up the list of Default Schedulers that is, 25Live user contacts that you want to be available for selection as the default scheduler for a security group creating events. When Custom is your Configuration Files setting, use Security Group Options to assign to each security group the custom configuration they ll use for creating and editing events (which can differ, if desired); a default event scheduler, with the option to use the assigned location s scheduler instead; event creation date limits and buffers; event creation/editing success messages; event types and states available for selection; and the event custom attributes that require a value. Configuration Files Custom Configurations Default Schedulers Security Group Options 2017 CollegeNET, Inc. 25Live Release 27 12

13 Use this subtab... To do this... For details, see... Default Event State Options Configuration Files (Event PUT fields) Specify a default event state to apply initially to all events being created, by all security groups, regardless of whether the Wizard has been set up using the system Basic or Custom configurations. Whether the default you choose here may be overridden by users depends on their group Wizard configuration for event creation/ editing and their security setup. Set up automated messaging to be generated whenever a new or edited event is saved in the Event Wizard (or when the event state is changed from an event view on the Events tab). Specify XSLT stylesheet files, if you re implementing business process extension (BPE) rules for custom handling of Event PUT (input or output) creation/ editing requests. Default Event State Options Event PUT (input) (optional) 2017 CollegeNET, Inc. 25Live Release 27 13

14 25Live Event Wizard example The Event Wizard is the environment where 25Live users create and edit events. The illustration that follows shows a sample Editing Configuration for the Event Wizard and describes the terminology used for its various parts. The name of an editor or a field value selected in the left column accesses a page and its editors on the right. Text in red indicates a value is required to save the event. A red asterisk appears next to a required editor in the right column until a value is supplied. Each page area like this is an editor, labeled with the Editor Name configured for the user s security group. The column above summarizes all the data available for the current editing session. An item selected on the left opens the corresponding page and its associated editor(s) in this column on the right. Key Concept: Specifying the page and editor content for the Event Wizard Although you can use the system-defined Basic Event Wizard configuration for all your users, you ll probably want to create Custom configurations specific to the needs of individual user groups. Customization lets you specify which Wizard configuration appears for each security group and whether a different configuration applies when a group is creating versus editing events. You can also customize which editors are included in a configuration and whether they re required, and rename editors, if you like, in many cases CollegeNET, Inc. 25Live Release 27 14

15 Event Wizard editors Based on the choices you make on the Event Wizard tab in the Configuration Utility, an Event Wizard in 25Live could comprise more than 20 editors on a sequence of pages pre- defined by the system. If you re creating custom configurations, you ll make your choices about the editors to include based on the needs of individual security groups. You may even want to create different configurations for the same security group based on whether they re creating or editing an event. Any of the editors that don t always require a value can be designated as Required during custom Event Wizard configuration. The exception is the Event Custom Attributes editor, which cannot be made required although individual custom attributes (associated with the event type in the Administration Utility) may be made required in the setup for individual Security Group Options (see Security Group Options ). Note: Event Type is the only editor/value that, once saved with an event (in a non-draft event state), can never be edited. The following table describes the editors available for inclusion in an Event Wizard configuration, listed in the order in which they appear when the Wizard has been configured to include them all, and specifying whether a value is always required (YES) or can be made required (you decide). Editors with a name listed below in bold are present by default in every configuration. You can rename some editors, as indicated in the column on the right: To let the scheduler/ requestor in 25Live enter (or view only)... Include this editor in the Wizard configuration... Value Required? Editor name customizable? An event name up to 40 characters in length A title up to 120 characters. Note: You can specify whether the event name or title is given precedence in 25Live (see Event Display Field ). The event type, which determines additional information that may be associated with the event (such as custom attributes, contacts, and so on, described later in this table) Event Name YES YES Event Title You decide YES Event Type YES YES The event sponsor Primary Organization You decide YES One or more additional sponsors Additional Organizations You decide YES Expected attendance, if known Expected Head Count You decide YES Registered participants Registered Head Count You decide YES 2017 CollegeNET, Inc. 25Live Release 27 15

16 To let the scheduler/ requestor in 25Live enter (or view only)... Include this editor in the Wizard configuration... Value Required? Editor name customizable? Description of event to appear in event Details in 25Live and in 25Live Publisher if the event is published Note: 25Live automatically converts text content to valid XHTML, and also supports direct entry of HTML by clicking the Source code button (< >). The date(s) and start and end time, as well as setup/ takedown and pre- /post- event mingling time The location(s) for each event occurrence, which may differ among occurrences The resource(s), and quantities if applicable, for each event occurrence, which may differ among occurrences The file attachment section in which users may attach up to 5 files, at up to 25 MB each, of the following file types: Text and documents: pdf, txt, rtf, doc, docx Images: jpg, jpeg, png, gif Spreadsheets: xsl, xslx Event Description You decide YES Date and Time YES NO Locations You decide YES Resources You decide YES Attached Files NO YES Values for any custom attributes associated with the event type in the 25Live Administration Utility Note: You can make individual custom attributes required for the security group (see Making individual custom attributes required ). Custom Attributes by individual custom attribute only YES The contact performing each contact role associated with the event type Categories appropriate to the event (default selections may be specified for the event type in the Administration Utility) Event Contacts You decide NO Categories You decide NO 2017 CollegeNET, Inc. 25Live Release 27 16

17 To let the scheduler/ requestor in 25Live enter (or view only)... Include this editor in the Wizard configuration... Value Required? Editor name customizable? Values for any requirements associated with the event type To learn more about requirements, see Key Concept: Implementing the Publish to Calendar editor. Any 25Live Publisher calendars where the event should appear (when Calendar requirements have been associated with the event type) See Key Concept: Implementing the Publish to Calendar editor. Requirements You decide NO Publish to Calendar You decide NO Text to appear in event Details Comments You decide YES Enter text to appear in event Details and in the Event Confirmation report Enter secure text to appear in event Details, but only to contacts associated with the event Confirmation Notes You decide YES Internal Notes You decide YES Confirm that they ve understood, and agree to, the terms you ve entered in the corresponding Editor Message. Affirmation YES, when present YES The event state, selected from those you make available to the security group (see Default Event State ) Event State You decide YES Notes on selecting editors for a configuration Only three editors must be present in the Wizard to support event creation; these require a value to successfully save an event in a non-draft event state: Event Name, Event Type, and Date and Time. The Event Type is not required if users will be creating event drafts/ requests only. A Wizard designed to support creation of event drafts only (an event saved in the Draft state is not yet a real event in the database) has no specific event requirements other than a name and date/time. If the Event State editor is not included in a custom Wizard configuration or cannot be edited during event creation by the current user's security group, the user s default event 2017 CollegeNET, Inc. 25Live Release 27 17

18 state is saved with the newly created event, if that user has specified a personal default; otherwise, the default event state specified in Default Event State section is used. Use the Editor Message field to add any amount of instructions or comments you want to make available in the corresponding Wizard editor for any security group using this configuration. XHTML is supported here, and in the overall Custom Message, which is displayed at the top of the first Wizard page. For more information and instructions on creating, editing, and managing custom configurations, see Custom Configurations. Key Concept: Implementing the Publish to Calendar editor The Publish to Calendar editor facilitates approval of events to be published to calendars created and maintained, and embedded in your website, via 25Live and the 25Live Publisher. If you choose to implement the Publish to Calendar editor in your Wizard configuration(s), the Requirements (Publish to Calendar) set up in the 25Live Administration Utility will appear in this editor based on event hierarchy setup for the event type; that is, only the Publish to Calendar requirements attached to the event type are available for selection in the Wizard Publish to Calendar editor for events of that type. When managing Requirements (Publish to Calendar) in the Administration Utility, you can set up notification policy for the contacts charged with maintaining and updating specific Publisher calendars so they receive notification whenever requirements for updates to their calendar(s) are selected and saved with events. When an event is saved as either Tentative or Confirmed in 25Live, the specified notification recipient(s) will be automatically notified via their 25Live task list, where they can review the event content and determine if the event should be published, then proceed accordingly. The 25Live Data Administration Guide describes how to create and manage event requirements and attach them to event types. The 25Live Security Administration Guide describes how to set up notification policy by individual Publish to Calendar requirement. The 25Live Guide to Publishing Calendars describes all aspects of the publishing process. 25Live documents are available here: 25Live+Documentation Note: A Requirements editor may also be made available in the Event Wizard, so users can select from Requirements (Other) associated with the event type in the Administration Utility. Examples of Requirements might include Alcohol Permit, Contract, Insurance, and so on. To learn more, see Events configuration CollegeNET, Inc. 25Live Release 27 18

19 Configuration Files Use Configuration Files on the Event Wizard tab to set these configuration options: Use this option... Event Wizard Configurations Event PUT (input) (optional) Event PUT (output) (optional) To specify... Setup for the 25Live event creation and editing environment. Choose one of the following bullet options: Basic configuration If you choose the system-defined Event Wizard configuration, all your 25Live users will use this same Event Wizard configuration to create and edit events. Note: The default configuration does not contain all possible editors. Click the [details] link to see the editors configured for this option. Custom configurations If you choose this option, you can create multiple Event Wizard configurations to tailor the event creation and editing experience to meet the needs of individual security groups of users. The name of an XSLT file you may have created to handle the input transform for events submitted from the Event Wizard but not yet saved to the database. The name of an XSLT file you may have created to handle the output transform for events submitted from the Event Wizard that have been saved to the database. Note: To learn more about coding your own event PUT transforms, contact your school s Series25 Account Manager directly, or send to: series25implementation@collegenet.com Custom Configurations Use Custom Configurations on the Event Wizard tab to create one or more custom configurations of the Event Wizard. Key Concept: Creating custom configurations offline If you selected an option other than Custom on the Configuration Files subtab, you can still create custom configurations here, but they won t take effect until you go back to the Configuration Files subtab and select Custom CollegeNET, Inc. 25Live Release 27 19

20 For each custom Event Wizard configuration you can: Determine which editors you want to include As you select each editor to include, specify: The editor name/label, if you don t want to use the default Some editors cannot be renamed (see To let the scheduler/requestor in 25Live enter (or view only)... ). Whether a value is required Some editors always require a value (see To let the scheduler/requestor in 25Live enter (or view only)... ). Whether the editor is view only Note: The Event Name is always editable in Create mode. If View Only is checked, it will only be honored in Edit mode. The Event Type is always editable in Create mode or when editing a Draft. When editing a non-draft, Event Type is always View Only. For each editor, enter custom message text for example, instructions for providing the appropriate information Enter a custom message for display at the top left of the Wizard when the user starts creating an event (the message is automatically removed from display when the user moves to another page) Caution: If you need to undo what you ve done Be sure you re aware of the outcome before selecting either of these two buttons at the bottom of the Custom Configurations page: Undo Last Change undoes the last saved action, whatever that may have been: an Edit, a Copy, setting a new Default Configuration, a Delete, or even choosing Reset Configurations. It is intended as a backup for use when you realize your action was not what you intended. Reset Configurations takes your Custom Configurations all the way back to the system-provided environment, before you created any configurations. This is a complete reset, to be used only as a last resort! To create a custom Event Wizard configuration Note: You cannot change the order of editors in the Wizard, or the breakdown of pages in which editors appear, but you can choose which editors to include, in addition to those that are always required, and specify use details, as described in Event Wizard editors. To begin creating a new Event Wizard configuration, you must copy an existing configuration from the list CollegeNET, Inc. 25Live Release 27 20

21 1. On the Event Wizard tab, choose Custom Configurations and select from the list the configuration you want to copy. 2. Click Copy Configuration. 3. Enter a descriptive name for your new configuration. 4. Enter any amount of text overall information or instructions for the welcome Custom Message to appear at the top left of the first Wizard page. XHTML is supported. Note Your Custom Message is displayed only when the user first enters the event creation environment, and only as long as the user remains on the first Wizard page. 5. Determine how you want to modify the configuration you ve copied; then, select and modify each editor you ve decided to include. As you proceed, consider the needs of the security group(s) that you expect to use the configuration, and whether you re setting up an environment for creating and editing events, for just one or the other, or possibly for event requests (drafts) only. Refer back to Event Wizard editors for editor setup details. 6. When you ve set up this Event Wizard configuration as you want it, click Save Changes at the bottom of the page. To edit a configuration 1. On the Event Wizard tab, choose Custom Configurations and select from the list the configuration you want to edit. 2. Click Edit Configuration. 3. Modify the configuration as needed by following steps 5 and 6 in the above procedure CollegeNET, Inc. 25Live Release 27 21

22 To set a new default configuration Tip: If you want to change the DEFAULT Configuration... The DEFAULT configuration for Custom Configurations, which is provided initially by the system, is not the same as the Basic default configuration available on the Configuration Files subtab. You can edit the system DEFAULT in Custom Configurations, if you like, but it s recommended that you copy the initial default and edit the copy if you re creating custom configurations. You can then make the edited copy the DEFAULT as described below. 1. From the Event Wizard tab, choose Custom Configurations and select the configuration to become the new default. 2. Click Set as Default Configuration. Key Concept: How the default configuration applies By default, all 25Live security groups are initially assigned the default Event Wizard configuration. You can specify different event creation and editing configurations for individual security groups when you set up Security Group Options (see Security Group Options ). If you change the default configuration on the Custom Configurations page, security groups assigned the previous default configuration in their Security Group Options for event Creation and/or Editing retain the previous default assignment(s) (as do any security groups that have been set up to use a different custom configuration for both Wizard configurations). They are not automatically assigned the new default configuration. Any new 25Live security groups you set up later are automatically assigned the current default configuration. To delete a configuration You can remove any configuration from the list except the current default. 1. On the Event Wizard tab, choose Custom Configurations and select from the list the configuration you want to delete. 2. Click Delete Configuration. 3. Click OK to confirm the deletion. Note: If you decide you want to reverse the changes you implemented when you last selected Edit/Copy/Delete Configuration or Set as Default Configuration, click Undo Last Change CollegeNET, Inc. 25Live Release 27 22

23 Default Schedulers Use Default Schedulers on the Event Wizard tab to build a list comprising the active 25Live users who could potentially be assigned as default schedulers for individual security groups. This allows you to specify a subset of your active users as potential default schedulers. After you ve created the list, you assign a default scheduler to each security group in Security Group Options (see Security Group Options ). To select an active user as a potential default scheduler, first use the Load Active Users button to retrieve the list of available users. Next, click the arrow icon next to their name in the Active Users list to copy them to the Default Schedulers list on the right. To deselect a default scheduler, click the X icon next to their name in the Default Schedulers list. Be sure to click Save Changes when you ve finished selecting and/or deselecting default schedulers. Security Group Options Use Security Group Options on the Event Wizard tab to specify any of the following for each security group, when you re using Custom Configurations: Note: Defaults are used, where present, if you don t provide a value for an option. This security group option... Lets you specify... Event Restrictions and Requirements Event States Event Types Event Custom Attributes Date and Time Controls The event states that members of the security group can choose from when creating an event. The event types members of the security group can choose from when creating an event (the list of event types may be Filtered, as described in Additional considerations for security group setup below). Any event custom attributes that require a value from this security group (the list of attributes may already be Filtered, as described in Additional considerations for security group setup below). When checked, users in this security group may choose to add Setup, Pre-Event, Post-Event, and/or Takedown times to an event. These options default to checked. Uncheck any of the options to hide those additional event time selections from users in this security group. Event Creation Options 2017 CollegeNET, Inc. 25Live Release 27 23

24 This security group option... Creation Configuration Default Scheduler Location Scheduler Earliest Day Buffer Earliest Date Latest Day Buffer Latest Date Lets you specify... The custom Event Wizard configuration where users in the security group will create events. A Default Scheduler for the 25Live security group, specifying how to assign the event scheduler role: You can elect to Use Selected Location s Associated Scheduler when a Location Scheduler is specified in the Administration Utility for the assigned/ requested location. If multiple locations are assigned to the event, the first location assigned that has an associated scheduler determines the choice for the event s Scheduler. When Always Use Default Scheduler is selected, events created by members of the security group are automatically assigned to the Default Scheduler; that is, the Scheduler contact role for the group s events is set to the user specified as Default Scheduler. If the Default Scheduler is set to (none), the user creating the event is saved in the Scheduler contact role. The appropriate Default Scheduler is assigned to the event as soon as the event is saved, even if the event is saved in the Draft state and/or the location scheduler is being used but the location is saved as a preference but not yet assigned. This option allows you to choose to always use the Default Scheduler for the chosen location for this security group or to allow the user to select another scheduler associated with the location (if one exists). Optional absolute date boundaries within which members of the security group can create an event, as well as creation day buffers that specify the earliest and/or the latest day in advance of the event s actual start date. NOTE: Values you provide here are enforced within the Event Wizard Date and Time editor during event creation only. You may want to use an Editing Configuration that locks the Date and Time editor (that is, makes it View Only) if you want to prevent users in a particular security group from potentially violating these limits when they edit the event) CollegeNET, Inc. 25Live Release 27 24

25 This security group option... Additional Notes on Use of Earliest/ Latest Dates and Day Buffers: Creation Success Message Lets you specify... Example of setting date/day limits: You might set the Earliest Date to January 1, 2018 and/or the Latest Date to June 30, Tip: If you provide dates for either the Earliest Date or the Latest Date field, you may need to review your settings on a regular basis so you don t inadvertently disable scheduling by the group into the future. To continue the example, you might set the Earliest Day Buffer to 10 days and/or set the Latest Day Buffer to 30 days. If both these restrictions were in place, members of the security group would only be able to create events that begin at least 11 days in the future (to allow 10 days of buffer time) and no more than 31 days in the future. In evaluating the Earliest/Latest Date and Day Buffer fields, the most restrictive limitation applies. For example, if a member of the group attempts to schedule an event that occurs on January 5, 2018, even though she has permission to schedule events occurring throughout the first half of 2018, she ll be unable to enter that Start date when the Latest Day Buffer requires an event be entered in the system at least a full 10 days in advance of its start date. The message a user in the security group receives when he/ she successfully saves a new event. Event Editing Options Editing Configuration Edit Success Message The custom Wizard configuration where users in the security group will edit events. You may want to choose a different configuration for editing than you did for creation; for example, to limit the data that members of this security group can change for an existing event. The message a user in the security group receives when he/ she successfully saves an edited event CollegeNET, Inc. 25Live Release 27 25

26 Additional considerations for security group setup You can specify any or all of the Security Group Options for any security group. Be sure you re familiar with the following information: Limiting available event types Event type restrictions specified on the Configuration Utility Events tab (see Events configuration ) don t apply to security groups with functional security (FS) for Master Definitions > Event set to at least Can view all and access Advanced Searches in the Administration Utility, but any event type restrictions you specify in Security Group Options limit the types of events that users in the group may create in the Event Wizard, no matter what the group s FS. Note: The word Filtered appears next to the Event Types label in Security Group Options if the list of event type options has already been filtered due to the security group s lower FS permissions ( Can view abridged list ). Making individual custom attributes required If a 25Live security group s FS access to Event master definitions is set to Can view all and access Advanced Searches or higher, members of that security group are normally privileged to see all custom attributes in 25Live no matter what restrictions might be made on the Events tab in the Configuration Utility (see Key Concept: Specifying object data to appear in 25Live ). Any active custom attributes specified in the Administration Utility may be selected as Required for members of such a privileged security group whenever they are present in the Wizard based on the event type. If the security group FS for Event master definitions is set to Can view abridged list, however, the list of attributes available for selection as Required is Filtered to include only those selected for inclusion in the Wizard on the Configuration Utility Events tab > Custom Attributes CollegeNET, Inc. 25Live Release 27 26

27 Use of read-only Description field The Description read-only field at the top of the Security Group Options appears only if relevant information has been entered during security group setup in the Administration Utility. Security Restrictions may be reported by the system when substantial limits to functional security rights have been set for the group in the Administration Utility. Key Concept: Set up security groups before turning on Custom Configurations If you selected an option other than Custom on the Configuration Files subtab, you can go ahead and specify security group options, but they won t take effect until you go back to the Configuration Files subtab and select Custom. To specify options for a security group Before you start, review Security Group Options as well as the inline help for this page in the Configuration Utility. 1. Highlight the groups you wish to configure and click Configure Selected Groups, or click Configure All Groups to configure the Wizard environment for all security groups at once. 2. Check the checkbox next to any fields you wish to configure. 3. Complete the relevant fields that you want to change. 4. If you want to configure additional fields for the security group(s), check the checkbox next to the additional fields and specify the options as needed. 5. Click Save Changes at the bottom of the page when you re done. Note: Click on the View detailed instructions... link at the top of the Security Group Options section in the Configuration Utility to read more tips CollegeNET, Inc. 25Live Release 27 27

28 Default Event State Use Default Event State on the Event Wizard tab to specify a default event state (Draft, Tentative, or Confirmed) to apply initially to all events being created regardless of whether the Wizard has been set up using the system default or a custom configuration. Note: The Denied, Cancelled, and Sealed options are not available to set as default event states. The event state you select won t appear for a security group that does not have that state available in their custom Event Wizard configuration. If a security group does not have access to that event state (due to settings in Security Group Options), members of the group will not be allowed to edit events with that state. Users can copy events with states they can't edit, but the state will be changed to one they can edit once the copy is opened in the Event Wizard. A user may be able to change the state default when multiple options are available, unless the current custom Wizard configuration for the security group prohibits changes to the Event State editor. Options Use Options on the Event Wizard tab to set up to be automatically sent to an event s Requestor and/or Scheduler whenever an event is created or edited and saved to the database regardless of whether the Wizard has been set up using the system default or a custom configuration. You can select whether the Requestor and/or Scheduler should receive an and customize the message body introduction which precedes the basic event details and event URL link, which are automatically generated by 25Live. Valid XHTML can be used in your customized introduction. If an event s Requestor and Scheduler are the same person, only the Scheduler is sent. Caution: Consider when s will be sent Consider that, when you set up either of the options, an will be sent to the designated contact role recipient(s) every time an event is saved to the database (from the Event Wizard, or when the event state is changed from an event view on the Events tab). Key Concept: Specifying object data to appear in 25Live The information in this note applies to configuring the master list data (for example, categories, custom attributes, and so on) to appear on any of the tabs described in the Events, Locations, Resources, and Organizations sections. If a 25Live security group s FS access to master definitions is set to Can view all and access Advanced Searches or Can view, edit, deactivate, create and delete and access Advanced Searches (Full Control), members of that security group will be privileged to see all master list items for the corresponding data type in 25Live regardless of what event, location, resource, and organization master list items you select (in the Configuration Utility) to appear in 25Live. If a security group s Master Definitions FS for the object type is set to Can view abridged list, members of that group are non-privileged and will see only the master list items selected in the Configuration Utility for that type of object. The 25Live Security Administration Guide describes setting FS permissions CollegeNET, Inc. 25Live Release 27 28

29 Events configuration Use the Events tab to: Set user defaults for searching for and viewing events in 25Live. (optional) Enter the name you want to use instead of Hot Event for that system- supplied event category. Select the categories, custom attributes, contact roles, and requirements to be available in 25Live, as well as the event types. Setting User Defaults: Events Use this default... Event Search Options Event Search Default View Event Default View To specify... The options available for a simple search on Events > Search for Events in 25Live. Criteria unselected here are still available in Advanced Event Search. The default view for display of event search results: List or Calendar. Note: Users can specify their preference for their next 25Live session by selecting a different view before they sign out. The default view displayed when opening an individual event: Details or Calendar. Note: Users can specify their preference for their next 25Live session by selecting a different view before they sign out. Configuring event data to appear in 25Live Event categories, custom attributes, contact roles, and requirements ( Publish to Calendar and Other ) are created in the 25Live Administration Utility in master lists for Events. Event types are also created in the Administration Utility, within the Event Type Hierarchy. A subset of custom attributes, contact roles, and requirements is attached to each event type in the Event Type Hierarchy, to make them available for selection during creation/editing of events of the corresponding type. The exception is event categories, which are all available in the Wizard for all event types; some may be checked as defaults for the event type in the Event Type Hierarchy CollegeNET, Inc. 25Live Release 27 29