Welcome to 25Live Help

Transcription

1 Welcome to 25Live Help Welcome to 25Live Help What you can do in 25Live Welcome to the 25Live web-based event request, scheduling, and calendaring/publishing environment. In 25Live, you can create and work with classes and events: Create an event occurring on a single or multiple dates occurring ad hoc or in a pattern Start creating an event from a selected date, location, resource, or organization Copy an existing event as the basis for a new event Delete an event Find out what's happening on selected dates View activity for selected locations, resources, or organizations View detailed information on a selected event, location, resource, or organization Edit event details and specify content relationships with other events Copy an existing event along with its related events Subscribe to an event feed with your preferred news reader or calendar View and modify details of event pricing Create, review, and edit invoices via the 25Live Accounting tool, record payments, and track account activity of client organizations Use powerful search features: Choose from a variety of criteria to search for events, locations, resources, or organizations Save, edit, rename, and delete your own searches Run saved searches, your own and system-provided, to find related events, locations, resources, or organizations Copy ("save as") saved searches, your own and others' Send copies of ("share") your searches to selected users Share event information: Print, save, or a wide variety of reports for events, locations, resources, and other topics including activity by organization event details, including attached files, to yourself and others Publish events to online calendars created and administered via 25Live Publisher and embedded in any desired website pages Share event locations 1

2 Welcome to 25Live Help Manage locations, resources, and event-related tasks and to dos: Check location and resource grids for availability Submit location and resource requests Assign multiple locations and/or resources to an event Assign individual locations or resources to any or all occurrences of an event, and specify assignment details by date/occurrence View and respond to event-related tasks assigned to you or by you 25Live lets you work your way: "Star" the data items of interest to you Customize contents of your home Dashboard Change your password and edit your contact information Set your user preferences for display of dates and times Tip: Note: Click the "25Live" version link at the bottom of the screen to see a history of changes and enhancements through to the current Release Notes. What you can see and do in 25Live depends on whether you've signed in, and on the security permissions associated with your sign-in username/password. 2

3 Welcome to 25Live Help Getting help To get help related to your current viewing context, click the help icon that appears to the right of a view, navigation bar, or field. You may want to browse neighboring topics to the item currently highlighted in the Help Contents on the left. Click the Help button at the upper right of the browser window if you just want to browse the help contents. Click to expand a folder in the Help Contents and select a new topic of interest. While this Help window is open, you can grab a corner or edge to resize it for better readability To move Help to a separate browser window, click "Open Help in standalone browser window" at the bottom of this panel. You may find this a convenient way to keep help open and access it as needed. 3

4 Welcome to 25Live Help Accessibility Tips CollegeNET is committed to making its software usable by all people, regardless of ability. We strive to improve accessibility in all of our products continually with testing and improvements. We are aware of opportunities for greater accessibility within some areas of our software and have developed an accessibility roadmap, which guides ongoing design and feature implementation. The following tips may help improve your experience while using this application. Note: Many sections in this topic contain external links to websites not affiliated with CollegeNET. CollegeNET cannot guarantee the information provided by external websites. Improving your visual experience If you have trouble seeing elements of this web application, please try some of the following adjustments. Enlarge text Android devices, ios devices, and most modern desktop browsers allow you to enlarge text size. Please note that these changes may be lost when you open a new browser tab/window or re-open your browser. To enlarge text on Android devices (Samsung, Google, etc.) Tap the Settings icon Tap the Display option and go to Advanced In the Font section, tap the Font size option In the new window, adjust the slider to your desired text size To enlarge text on ios devices (iphones, ipads) Open the Settings app Search for Accessibility or go to General > Accessibility Tap to open the Larger Text menu item Use the slider at the bottom to choose a desired text size, or turn on the Larger Accessibility Sizes to be able to choose even larger options To enlarge text on most desktop web browsers Most browsers will have options in the menu bar Or, press "Ctrl +" on your PC keyboard Or, press "Command +" on an Apple MacOS keyboard 4

5 Welcome to 25Live Help Listen to text content There are built-in options as well as screen reader applications that can read text content aloud from this application. Android's built in TalkBack option ios VoiceOver, Speak Screen, and Speak Selection options PC screen readers There are many options, but one free option is NVDA: VoiceOver options in Apple MacOS Improving your mouse, tracking, and/or touch experience Many mobile devices and desktop computer operating systems provide accessibility features to improve the experience for those with physical and motor skills limitations. Android Switch Access option Physical and motor skill options for ios Common keyboard command suggestions for PC users Tab: Navigate to links and form controls Shift + Tab: Navigate backward Enter: Activate links and buttons Spacebar: Activate checkboxes and buttons Arrow keys: Radio buttons, select/drop-down menus, sliders, tab panels, autocomplete Built-in physical and motor skill accessibility options for MacOS Improving your auditory experience This application doesn't naively involve any sound features, but some events can have linked videos associated with them. First, look for accessibility options on the linked video website. Additional information is below. 5

6 Welcome to 25Live Help Caption support in Android Auditory options in ios Suggestions for PC and MacOS users Adjust volume control Look for transcript options Look for captioning options Additional desktop browser accessibility information Apple MacOS Safari - Accessibility features Google Chrome - Use TalkBack to browse the web with Chrome Microsoft Browsers - Windows Accessibility Mozilla Firefox - Accessibility features 6

7 Welcome to 25Live Help Glossary of terms 25Live Accounting -- A web-based tool available with 25Live that lets users track and modify all invoice/payment transactions for each account client sponsoring 25Live events; functionality includes aging and other accounts receivable reports. 25Live Administration Utility -- The tool used by 25Live data managers and system administrators to perform all data preparation, security setup and maintenance, pricing setup, and academic scheduling functions. To learn more, see the following documents: 25Live Security Administration 25Live Data Administration 25Live Event Pricing Schedule25 Optimizer User Guide All documents are available from the Series25 Customer Resources page for 25Live: 25Live Configuration Utility -- The tool used by the 25Live functional administrator to configure the environment for the corresponding instance of 25Live. Functional administrators use the utility, for example, to set 25Live system defaults, to select the master list items eligible to appear in 25Live, to set defaults for 25Live Publisher functionality, and to specify the Event Wizard configuration (contents and layout) to be displayed to users creating and/or editing events, based on their security group membership. To learn more, see the 25Live Configuration Utility document, available from the Series25 Customer Resources page for 25Live: 25Live Publisher -- A web-based tool provided with 25Live that allows calendars of events from the Series25 database to be easily assembled, formatted, and embedded at appropriate locations on an institution s website and elsewhere. See also spud. 25Live Viewer -- A casual online user with no 25Live sign-in privileges and restricted access to events, locations, and resources as specified during setup for the 25Live Viewer Seat. 7

8 Welcome to 25Live Help 25Live Viewer Seat -- The user whose working environment determines the functionality and information available to non-sign-in, view-only users in 25Live. The 25Live Viewer Seat is set up in the 25Live Administration Utility, ideally as the sole user in its own Viewer Seat security group. Setup for the Seat controls the events, locations, and resources casual users can access and the user preferences that apply to the 25Live environment displayed to any user prior to sign-in. The 25Live Viewer Seat is specified during configuration of the WebServices ASV for 25Live. 25live_access.xml -- An access file, using the XML format, that defines Series25 WebServices access rights for the 25Live application. The 25live_access.xml file is also used to specify allowable remote URI locations (for example, for running a Business Process Extension (BPE).xsl file), or for specifying allowable local locations (for example, a directory path for running a BPE.xsl file). See also BPEs. A alien UID -- Identifier for a class/event that was created in the student information system (SIS) but shares data with 25Live. Altova -- See transformation engine. Apache -- The software foundation that provides the open-source HTTP Server software recommended for the web server portion of the Series25 WebServices installation that supports 25Live. The Apache Software Foundation also provides the Tomcat Java servlet engine installed on the web server. API (Application Programming Interface) -- Software that provides tools and communication methods into an application, such as that provided by Series25 WebServices. An API defines the ways an application program may request services to access the Series25 database. approval -- In 25Live, a type of task notification that is a request to sanction the action that has triggered the task in 25Live. The action requiring approval is the attachment of a data item (such as a location, resource, event type, or requirement) to an event. The contacts who receive a request for approval in 25Live when a particular data item is saved with an event 8

9 Welcome to 25Live Help were specified during data preparation in the 25Live Administration Utility. The Tasks functionality in 25Live lets service providers, users sending events to Publisher, and other contacts/users manage and respond to approval (and other) tasks in their Task List. See also notification and task..asn file -- An assignment file that specifies key configuration settings for an application server. The.asn files for Series25 WebServices are located in the adm folder in the ASV installation. assignment The act of assigning a location or resource to an event. 2. A type of task sent automatically to 25Live users who can fulfill a request for assignment of a location or resource to an event, when the event creator lacks sufficient assignment privileges. Assignment requests are issued at the event occurrence level, so if a location is requested on five event dates, five assignment tasks are issued to each individual empowered to assign that location. assignment policies -- Policies set up to control which security groups can request or assign (or unassign) individual locations or resources to events and when. Assignment policies are defined during data preparation in the 25Live Administration Utility. See also notification and task. ASV (Application Server) -- A permanently running process that is a thinned down version of 25Live without a user interface. The Series25 WebServices ASV is an asynchronous application server, meaning it is not tied to a particular client. The WebServices ASV process for 25Live handles XML requests for access to the Series25 database, and generates XML output, based on user activity in 25Live. authentication -- The verification of the identity of a user or process. User authentication may be performed, for example, during 25Live sign-in. 25Live WebServices can be configured to facilitate a connection to a third-party, remote authentication server. See also LDAP and Shibboleth. B 9

10 Welcome to 25Live Help BPEs (Business Process Extensions) -- These extensions in 25Live are a capability that allows individual institutions to customize the processing of event data via the Series25 WebServices API that connects 25Live with the Series25 database. To implement a BPE rule, various XSLT stylesheets are used to transform XML code used in the process of creating or editing an event (event GET), submitting an event to the database (event PUT input), or performing some action after the event is saved (event PUT output). BPE rules may also be created for changes to tasks workflow for an event, before (tasks PUT input) or after (tasks PUT output) the change is saved to the database. The 25Live functional administrator specifies the individual.xsl files containing the various types of custom BPE rules in the 25Live Configuration Utility. See also transformation and XSLT. C Cancelled -- An event state in which the event cannot normally be changed or restored to an editable state. When an event is saved in this state, all its location and resource assignments are immediately released for re-assignment. A user with the appropriate functional security can uncancel an event. card -- The technical term for the portion of the 25Live Event Wizard that s displayed in a single page on the right when the corresponding tab is selected on the left; a single card can comprise one editor or several. You can change the availability and layout of the cards and editors displayed to members of individual security groups in the 25Live Event Wizard. See the 25Live Configuration Utility document available here: category -- A descriptor that can be assigned to an item in 25Live for purposes of grouping, retrieval, and reporting. Master definitions for categories are defined in the 25Live Administration Utility for each of the following: events, locations, resources, and organizations. The event categories available for selection in the 25Live Event Wizard are specified for each event type during data preparation for events. In addition, settings in the 25Live Configuration Utility determine which event, location, resource, and organization categories are available in 25Live to users with limited security access to master definitions. The Hot Event category is system-provided; its name can be changed, if desired, in the Configuration Utility. client -- The term used by the 25Live Accounting tool to refer to a 25Live organization for which invoice(s) have been created and whose invoice history is being tracked by the tool. 10

11 Welcome to 25Live Help.conf file -- For a transformation, a configuration file that may be associated with the <transformname>.xsl file. The corresponding <transformname>.conf file provides additional information on the transformation, specifying the sequence of actions to take for a transformation process (that is, the pipeline to use). A default.conf file (installed on the ASV at..\adm\xslt\) specifies the default format to use for content resulting from a transformation; for example, XML, HTML, or text. See also pipeline. config.exe -- An executable file in the ASV installation folder for Series25 WebServices, used to configure the ASV, for example, to specify the host name of the WebServices web server machine, the URouter service name, the SMTP server, the Middleware user, and the Series25 database connection and database user logon. Confirmed -- An event state in which an event can be edited and the state changed. The exact meaning of the Confirmed state is determined by the business practices at your school. constraint -- A pre-defined restriction on when events can, or cannot, occur. For example, a constraint might prevent the creation of academic events during Christmas break. Constraints are defined within the 25Live Administration Utility and apply to time availability and routing for events in 25Live. contact -- An individual who is connected with one or more organizations and/or performs event-related functions. Some contacts are 25Live users and are set up appropriately when their contact record is created. Contacts are assigned to contact roles for an event (and created, if required) in the 25Live Event Wizard. Roles displayed in the Wizard are based on the data preparation for the event type and the configuration setup for the event contact roles to appear in 25Live, to users with limited security access to master definitions. See also user. content -- The type of relationship that may be established between individual events in 25Live. A content relationship indicates that events have a significant relationship, although that relationship does not affect any of the data. See also the definition for relationship. CSS (Cascading Style Sheets) -- CSS files are an extension to HTML that allows styles (for color, font, size, and so on) to be specified for various elements of a hypertext document. In 25Live, most style information is provided in CSS files shared by multiple HTML files. The CSS files for the corresponding Series25 WebServices installation are located in the css folder downloaded with the CollegeNET files for the web server. Modifying the inst.css file 11

12 Welcome to 25Live Help for institution-specific branding is part of the setup process for the 25Live portion of the web server installation. See the Series25 Customer Resources article on customizing branding for 25Live: CSS files are also used in the process of styling calendars in the 25Live Publisher. custom attributes -- School-specific characteristics that are created for events, locations, resources, organizations, and contacts and attached to individual records for the corresponding object type. Master definitions for custom attributes are defined during data preparation. Event custom attributes must be attached to individual event types in the Administration Utility Event Type Hierarchy before they re eligible to appear in the 25Live Event Wizard during creation of an event of a specified type. In addition, specifying the event, location, resource, and organization custom attributes to make available in 25Live, to users with limited security access to master definitions, is part of the configuration process performed in the 25Live Configuration Utility. D data preparation -- The process of adding to your Series25 database the event, location, resource, organization, and contact data required for requesting and scheduling events in 25Live. Data preparation and maintenance is performed in the 25Live Administration Utility. database -- 25Live uses the Series25 relational database, which defines the data structures for the different objects used in the application (including events, locations, organizations, contacts, and resources) and the relationships among them. A relational database supports the input and storage of a large amount of data and systematic retrieval of specified portions of that data. As a user works in 25Live, input to and retrieval from the database is achieved using XML generated via Series25 WebServices. Database at Customer Site (DBCS) -- A 25Live deployment option where the static code for 25Live and its Publisher component reside on CollegeNET servers, while the Series25 database and Series25 WebServices are installed at the institution, as well as the CollegeNET Series25-SIS Interface. See also SaaS - Hosted by CollegeNET. DBMS (Database Management System) -- 25Live stores and retrieves data to/from the system DBMS via Series25 WebServices. 25Live support for DBMS options is described in the 25Live Technical Specifications, available here: 12

13 Welcome to 25Live Help Deleted -- A deleted event cannot be viewed, edited, or retrieved again. Once deleted, the event will no longer be available in the Series25 database. If you would like to keep a record of the event, cancel the event rather than deleting it. Denied -- An event state in which the event cannot normally be changed or restored to an editable state. A user with the appropriate functional security can edit a denied event and change the state. The exact meaning of the Denied state is determined by the business practices at your school. Draft -- A submitted event that requires authorization or further handling may be saved initially in the Draft state. The user creating an event may choose to save it as a draft or, depending on user permissions, this may happen automatically as part of security enforcement applied when the event is saved. Any location or resource assignment selected for an event saved in the Draft state is released for reassignment; a preference for any such item(s) is saved with the event for use by an authorized scheduler completing the handling request. Changing the state allows a draft to be saved to the permanent events database. E editor -- The technical term for the portion in the 25Live Event Wizard where the user provides a value(s) for a single event data element, such as Event Name, Event Type, Event Locations, and so on. You can configure the availability and layout of the cards and editors in the 25Live Event Wizard, by security group; see the 25Live Configuration Utility document available here: event -- Any activity being planned at your school and tracked in 25Live, such as a class, a non-academic campus event, or a community event. You can edit an event after it's been saved, although you can't change the event type; other rules may also apply. An event created in 25Live can have only one start and end time. You may link multiple activities in 25Live by establishing content relationships among the events. An 25Live event may comprise multiple activities called "reservations," which can be edited in 25Live, one reservation at a time. See also reservation. 13

14 Welcome to 25Live Help event contact role -- A function that a contact might perform in relation to an event. Data preparation in the Administration Utility includes creating master definitions for event contact roles, and associating selected event contact roles with individual event types. Specifying the event contact roles to make available in the 25Live Event Wizard is part of Events configuration in the 25Live Configuration Utility. The system-provided Scheduler and Requestor contact roles are always associated with an event. The Instructor contact role is system-provided and may be associated with event types as appropriate. event reference -- See reference. event state -- An event s current state of planning or completion. Depending on how your 25Live instance might be customized and/or your security group permissions, the options are: Draft Tentative Sealed Denied Cancelled The business practices at your school determine when you assign a particular state to an event. event type -- A permanent designation that helps determine how a new event is handled by the system. Event Type Hierarchy -- The blueprint for where 25Live events are saved and accessed, and how they re managed on your campus. Among the criteria defined during data preparation in the Event Type Hierarchy in the 25Live Administration Utility are the types of events that can be created in what context, and the event contact roles, categories, custom attributes, requirements, and other characteristics that can be attached to events of a particular type. Event Wizard -- The 25Live environment for event creation and editing, which can be customized, by security group, to meet requirements for each group s role in the event creation and/or editing process. To learn how to configure the 25Live Event Wizard to match your institution s business practices, see the 25Live Configuration Utility document. 14

15 Welcome to 25Live Help event_get.xsl -- The default XSLT stylesheet, specified in the 25Live Configuration Utility, which may be used to transform the XML delivered to 25Live for an event create/edit request. The stylesheet may be used to customize the event creation/editing process from the 25Live Event Wizard, if configuration is required beyond the Custom Configurations functionality provided by the Configuration Utility. export -- The act of sending event-related data out of the Series25 database, for example, via the Series25-SIS Interface or the Series25 WebServices API. F features -- In 25Live, these are school-specific attributes that are created for locations in the 25Live Administration Utility, then attached to individual locations. Master definitions for features are defined during data preparation. Specifying the location features to make available in 25Live is part of the configuration process for Locations performed in the 25Live Configuration Utility. feed -- The functionality that makes updated content on specified 25Live events, or events in specified locations, available for use outside 25Live. Personal feed subscriptions to your choice of a news reader/aggregator may be set up wherever you see the icon. To send event feeds via 25Live Publisher to calendars you've embedded on your website, use the icon. flagged -- A task is flagged for attention in the task list view of an event either because the assignee hasn't yet responded to the task (by changing the task state) or because the assignee has returned the task to a flagged (or "requires attention") condition after responding to the task. Tasks may be flagged (flag restored to vertical position) or unflagged by the assignee in the task list view on the Events tab. A list of all flagged tasks assigned to the signed-in user may be viewed on the Tasks tab--overview OF TASKS. functional administrator -- A 25Live user who has a senior data management role setting up, managing, and configuring the 25Live user environment. 15

16 Welcome to 25Live Help functional security -- Security that controls security group access to functional areas of the system such as event creation and editing, sending events to 25Live Publisher, editing events to enable online registration, and performing advanced searches. The functional security settings for a security group also control which tabs are displayed in 25Live. Functional security for user groups is set in the 25Live Administration Utility. Previously referred to as functional level security (FLS). H head count -- Two head count values can be requested or required in the 25Live Event Wizard. Expected specifies the expected head count. The Registered head count is used to track the number of individuals that have registered for the event/class through other channels. Both head counts, or either (or none), may be included in a 25Live Event Wizard configuration, described in the 25Live Configuration Utility document available here: hot event -- Any event you want to give special exposure in 25Live. To change the name/ label of the Hot Event system-defined event category and 25Live pre-defined search grouping, edit the Hot Event Category Name field on the Events tab > Categories in the Configuration Utility. To have an event appear as a hot event, the event creator must attach the Hot Event category (or whatever it s been renamed) to the event. I icon -- A graphic element that identifies the purpose or meaning of a button or symbol in the 25Live user interface. To learn about the icons used in 25Live, click Icon Legend at the bottom of a 25Live view in your browser window. import -- The act of bringing event-related data into the Series25 database, for example, using the Series25-SIS Interface, the Series25 WebServices API, or the Series25 Data Import Utility (implemented by CollegeNET using Series25 WebServices). J 16

17 Welcome to 25Live Help Janitor -- A Series25 WebServices process that runs in the background and tidies up data and files created by WebServices. The Janitor administrator user logon is specified in the configuration for the Series25 WebServices ASV. See: See also Task Scheduler. Java servlet -- Standard technology used by the CollegeNET-supplied Web Request Dispatcher (WRD) that serves as the gateway between the Web and Series25 WebServices to handle HTTP requests from 25Live on the web browser, passing request parameters to the Series25 WebServices ASV and returning formatted HTML/XML data to the web server for display on the requesting client browser. You download the WRD/servlet from CollegeNET with the WebServices web server files. See web server. JavaScript -- A programming language used primarily in conjunction with HTML to create dynamic web sites and applications. JavaScript is enabled by default in all web browsers and is essential for running 25Live. The 25Live Publisher generates a snippet of JavaScript code for copying and pasting calendar/control/promotional spuds at the desired location(s) on your website. L layouts -- In 25Live, school-specific room setups that are created for locations in the 25Live Administration Utility, then attached to individual locations. Master definitions for layouts are defined during data preparation. Specifying the location layouts to make available in 25Live is part of the configuration process for Locations performed in the 25Live Configuration Utility. LDAP (Lightweight Directory Access Protocol) -- A standard protocol for organizing directory hierarchies and interfacing to online directory servers. The system provides a simplified application programming interface (API) for use with an LDAP authentication server to authenticate 25Live users. location -- A room or other facility (such as a pool or playing field) where events may occur. 17

18 Welcome to 25Live Help location preference -- When an event is saved in the Draft state in 25Live, any location selected for the event is retained as a preference and may be used in the search for location availability by the 25Live user completing the event. location relationship -- The defined interdependence among two or more locations. Location relationships are defined during data preparation in the 25Live Administration Utility, and can be any of the following: Also Assign when this location is assigned, also assign these other locations. Blocked By this location can t be assigned for the same date/time as this other location; it s blocked by it. Close To this location is close to these locations either literally or conceptually. Divides Into this location divides into these other locations. Subdivision Of this location is a subdivision of this larger location. lock -- 25Live places a lock on an item when it is opened for editing in 25Live (events) or the Administration Utility (locations, resources, and so on, as well as event types, security groups, etc.) to prevent users overwriting each other s work. The Janitor process removes stale locks taken out by 25Live. A system administrator with appropriate FLS access to Security > Locks and Pending Reservations rights can remove locks from the Security tab in the 25Live Administration Utility. M master definitions -- A set of lists, created during data preparation, of school-specific attributes that are attached to appropriate individual event, location, resource, organization, or contact records. Examples of master definition lists include event contact roles, event categories, event custom attributes, location custom attributes, resource categories, and so on. Part of 25Live configuration includes specifying which items from the master definition lists are eligible for display or selection in 25Live. Middleware user -- A unique Microsoft Windows user created on the application server (ASV) machine for WebServices and specified during the ASV configuration process and web server setup. The Middleware user logon is used by the Series25 WebServices URouter listening service for routing requests from the web server to the appropriate ASV. See also ASV. 18

19 Welcome to 25Live Help modal -- A form, window, or dialog box that, when open, forces the user to either respond or close before any other activity can be performed in 25Live. Examples of modal forms are the windows for sending events to 25Live Publisher or establishing content relationships for an event with other events. N notification -- A notification may be sent to the Tasks tab of a signed-in 25Live user based on the assignment of any of the following to an event: a location, resource, organization, event type, or requirement (Publish to Calendar or Other). The notification policy defined for the relevant item during data preparation in the Administration Utility specifies the individual or individuals that need to receive a notification when an event using the data item is created or changed in 25Live. A notification can be either of two types: Approval or Information Only. Notifications are tracked, completed, and opened from the 25Live Tasks tab, and can be completed with comments in the Task List view for the individual event. See also access file and task. O object -- A unique element in the Series25 database with an associated set of data including security access for individual users based on their security group membership. Objects in 25Live include events, locations, resources, organizations, contacts, and reports. object security -- The type of security that controls security group access to individual 25Live objects, including events, locations, resources, organizations, and reports. Previously referred to as object level security (OLS). occurrence -- A single instance of an event activity defined for an event. For example, a onehour aerobics class that starts at 7 a.m. on Monday, September 28, is an occurrence in an event called Beginners Aerobics, which repeats every Monday for 14 weeks (for a total of 14 occurrences), starting on September 21. (An event created in 25Live is always equivalent to a single reservation (comprising one or multiple occurrences), while an event originating in 25Live may have multiple reservations with multiple sets of occurrences.) open -- To drill down to an individual event, location, or resource, in any of the views available for that object. Use the Close... option in the Actions drop-down menu to close an individual event, location, or resource. 19

20 Welcome to 25Live Help organization -- An academic department or other group that sponsors events on your campus. The "primary" organization is the main, responsible group among possibly several organizations associated with an event. P pending -- A type of reservation created to hold a new location or resource assignment while the 25Live user finishes creating/editing the event; such temporary reservations prevent another user from scheduling the same location or resource at the same time. The 25Live Administration Utility lets an administrator view and remove any pending reservations/ assignments that may be held in error due to browser failure during event creation/editing. pipeline -- An XML description of connected actions to take for a transformation process. The pipeline to use for a 25Live transformation is specified in the default.conf file. Pipelines are defined in..\adm\xslt\pipelines.xml on the WebServices ASV installed for WebServices. Pipelines for 25Live are defined in the 25live_pipelines.xml file in the same ASV directory. See also.conf file. pricing date -- The latest date of rate schedules that may be applied to pricing in the event Pricing view. (The "effective date" of eligible rate schedules must be the same as, or earlier than, the event pricing date.) proxy user -- A hard-coded user identity that can be used to log onto the Series25 WebServices ASV. A proxy user helps enforce environmental integrity by keeping users unaware of an actual logon identity. The Middleware user is a proxy account in that it runs a process for another user (the 25Live sign-in user). Public Search Username -- A user specified in the 25Live Configuration Utility to control the 25Live environment in just one way: The Public Search user s public searches are listed as searches for displaying content to all users on the 25Live Home tab and as Public searches available in Pre- Defined Searches on the Events, Locations, Resources, and Organizations tabs. publish -- To make available for public viewing selected 25Live events, or all the events occurring in selected locations, in one or more embedded web calendars and promotional reminders created and maintained for your school using the 25Live Publisher. 20

21 Welcome to 25Live Help R rate group -- Specifies the kind of organization/client that is paying for an event line item; for example, business/for profit, university-affiliated, or non-profit. Applicable pricing formulas for each rate group are defined in each rate schedule. rate schedule -- Specifies the pricing criteria that apply to items of a kind: either event types, requirements, locations, or resources. The pricing date specified for an event determines which rate schedules are available for selection for each item being invoiced. A single rate schedule is selected for each item with pricing attached (the default rate schedule is the one with the latest date falling before or on the event pricing date). reference -- The unique, internal identifier that's assigned to an event by the system and does not change. You can use this value to "quick search" for an event. relationship -- In 25Live, one or more "content" relationships with other events may be specified for an event open on the Events tab, or in the Event Options displayed when an event is successfully saved. Related events are listed in the Details for an individual event; and related events may be included in a Calendar view of an open event. requirement -- 25Live makes use of two types of requirements for events: Publish to Calendar and Other. Publish to Calendar requirements let schedulers specify the calendars where an event should be published via the 25Live Publisher tool. Other requirements may include any other requirements that are potentially applicable to the overall event. Master definitions for both types of event requirements are defined in the 25Live Administration Utility. The requirements to be available for selection in the 25Live Event Wizard are specified for each event type during data preparation for events. In addition, settings in the 25Live Configuration Utility determine which requirements are actually available in 25Live, to users with limited security access to master definitions. 21

22 Welcome to 25Live Help reservation -- A set of start and end times for an event, location, or resource. 25Live supports just one reservation -- that is, a single set of start/end times -- for an event. In 25Live, activities with multiple start/end times may be specified within a single event; for example, a Guest Speaker event that comprises reservations for a Reception, a Lecture, and a Public Forum. If created in 25Live, each of these reservations would be a separate event and the three linked by a content relationship. A multi-reservation event imported from outside of 25Live may be edited in 25Live by choosing just one reservation at a time to edit. resource -- Anything other than the location that's required for an event, such as equipment, catering, or personnel. resource relationship -- The defined interdependence among two or more resources. Relationships are defined for a resource during data preparation in the 25Live Administration Utility, and can include: Also Assign when this resource is assigned, also assign this other resource. Substitute With if the requested resource is not available, give the scheduler the option to substitute with this other resource. routing rules -- The event type, sponsor organization, and requested dates/times all contribute to determining the routing options for saving a new event to the Series25 database. The routing rules specified during data preparation are critical to determining how, and whether, a new event is saved as a real event in 25Live, or is eligible to be saved as a Draft submission only. The system has a default routing rule that is used by 25Live, which is described in the 25Live Data Administration Guide, available here: S SaaS (Software as a Service)-- A model of software deployment where the provider licenses an application to customers who then access the software as an online service available on demand. 22

23 Welcome to 25Live Help SaaS Hosted by CollegeNET -- The 25Live deployment option where 25Live and the 25Live Publisher component, the Series25 database, and Series25 WebServices all reside on CollegeNET servers and are accessed via the Internet over an SSL connection (the exception is the Series25-SIS Interface, which must be installed locally). SaaS is the recommended deployment option for 25Live implementation. The majority of installation, update, and maintenance tasks are performed by CollegeNET s own technical staff. See also DBCS and SaaS. Saxon -- See transformation engine. Scheduler -- A system-specified event contact role associated with every event created in 25Live. The user creating an event can be assigned as the Scheduler by default if that user has sufficient security privileges. Even if the signed-in scheduling user is a fully privileged 25Live User, the Scheduler contact role may be reassigned via configuration for Event Wizard > Security Group Options in the 25Live Configuration Utility. Sealed -- An event state in which the event cannot be changed. The state of a sealed event can be changed by a functional administrator with special security rights, however, to allow the scheduler to make additional changes to the event. search -- A set of events, locations, or resources retrieved from the database using userspecified or pre-defined search criteria. You can choose among various searches, for example, to generate a calendar or list view of events; to view a set of locations or resources during event creation or editing; or to generate a report on the Reports tab that uses one or more search parameters. Depending on your sign-in user privileges, you may be able to save searches that you create in 25Live. Searches may be saved either as the results returned when you create the search, which remain static, or as the search criteria, which may potentially return somewhat different results when you run the search in the future (for example, to find events in a particular category three months from now). You can delete or rename in 25Live the searches you create in 25Live. send -- To add selected events, or the events in selected locations, to 25Live Publisher calendars that are set up, formatted, and embedded in your website. Feeds are created to keep the data in the send current. security -- In 25Live, this refers to functional and object-level permissions defined for members of each security group created in the 25Live Administration Utility. The security defined for each security group determines the functions that 25Live users in that group may perform, and the data they can create, view, request, and modify. 23

24 Welcome to 25Live Help security group -- A group of 25Live users who share a common set of access and assignment rights to system functionality and data. The 25Live Administration Utility provides a number of templates for creation of school-specific security groups. Any number of system security groups may be created and group membership and rights modified as needed. The 25Live Viewer Seat is normally specified as the sole member of its own security group, and Seat security is designed to determine the access permissions of users who don t sign in to 25Live, so are classified as viewers. Series25 WebServices -- A system module developed using W3C standards that provides an alternate access path to the Series25 database, employing XML export and import capabilities. 25Live is fully integrated with the Series25 database via the services provided by the Series25 WebServices API. service -- In WebServices, an individual API used to access a specific set of data in the Series25 database. For example, the event.xml service returns a specific event in the database and the various data relevant to that event. service name -- For the Series25 WebServices installation used by 25Live, the service name is specified in the configuration for the URouter on the WebServices ASV (in config.exe) and in the Tomcat web.xml file on the web server. The service name is used by the URouter to map requests to the correct ASV. (There is no relationship between the ASV service name and the service defined above.) share -- To send a copy of a search -- either event, location, resource, organization, or task -- to one or more users. Because a shared search is a copy, changes made to it by the recipient have no effect on the original search. Shibboleth -- The Shibboleth System is a standards-based, open source software package, which may be used to support single sign-in user authentication for 25Live. SIS (Student information system) -- A management system used to manage student data, such as Oracle PeopleSoft Student Administration/Campus Solutions, Ellucian Banner, and Ellucian Colleague. SMTP (Simple Mail Transfer Protocol) server -- A server type specified in the WebServices ASV configuration to identify handling for transmission from 25Live. 24

25 Welcome to 25Live Help space -- The term used to describe a location in 25Live. spud -- A widget set up using 25Live Publisher to present calendar data on your website. Spuds behave like portals on your web pages, drawing event/location data directly from your Series25 database once feeds have been sent to Publisher from 25Live and format information from the calendar s publish settings in Publisher. Once the calendar is live online, any changes in the related 25Live data or your Publisher calendar setup are reflected automatically in the embedded spud. Control spuds may be embedded along with calendar spuds to help the user navigate the calendar; promotional spuds allow calendar data to be embedded in various tickler type formats such as crawlers or scrolling lists. The embeddable code generated for a spud is a snippet of JavaScript. SSL (Secure Sockets Layer) -- The standard application layer protocol for creating an encrypted link between a web server and a browser (like http, only in this case, it's https (Hypertext Transfer Protocol Secure). SSL is used to secure or encrypt all data being passed back and forth to/from 25Live on the browser to the web server. When the data being sent over the internet needs to be encrypted, this protocol is used to prevent a potential hacker from sniffing the wire for the TCP packets, which could then be intercepted. When an unencrypted protocol like http is used, the data being transmitted is in clear text, so it's easy to understand when the data is intercepted. With https, the data is encrypted before being sent over the wire, then decrypted on the other side (by the web server that has to respond to the request). For example, a web server may be configured to use SSL by providing an SSL certificate to the web server; this makes it trusted by a trusted authority (there are many trusted authorities providing certificates). Browsers come with their own client certificate from these same trusted authorities. This certificate handshake plays a role in making sure that an https request being made of a specific web server is truly getting to that same web server rather than being intercepted along the way. star -- 25Live users may favorite an event, location, resource, or organization that's important to them for any reason by using the star icons. Your starred items are easily accessed from many areas in 25Live, and may be "unstarred" as needed. state -- The event's current place in the planning or completion process. The options are Draft (when it's not yet a "real" event with location and/or resource assignments), Tentative, Confirmed, Sealed, and Cancelled. The business practices at your school determine the significance of each state applied to an event. 25

26 Welcome to 25Live Help subscription -- The process of setting up a feed to accept and display updated content for selected 25Live events or locations using a news reader/aggregator chosen from available subscription options. Personal feed subscriptions may be set up wherever you see the icon in an Actions drop-down menu. system administrator -- A 25Live user with access to all system functionality, including the ability to create and activate/deactivate users, assign security access to user groups, modify system defaults, and override permissions for database objects when necessary. Security rights for the system administrators group (security group ID equals -1) cannot be edited although members may be added or removed. T tab -- A grouping in the left-hand column of the 25Live Event Wizard that takes the user to the corresponding page, or, and summarizes that card s contents, which may comprise one editor or several. Also the major data/access groupings across the top of a 25Live application/utility window; for example, Home, Event Wizard, Events, Locations, and so on in 25Live. task -- A To Do, approval notification, or assignment request that requires response by one or more "assignees." Task assignees or assigners use the Tasks tab to view just the tasks assigned to or by them. All the tasks associated with an event may be reviewed in the event Task List view on the Events tab, where assignees may complete their own tasks, change the due date, or add comments. Tasks tab -- A 25Live tab that allows signed-in users to view and track the receipt and completion of the various types of tasks addressed by and to them and others. The Tasks tab offers various views of the sign-in user s tasks. Event-related tasks can also be viewed and completed in the Task List view of the individual event. Task Scheduler -- Full-fledged task scheduler functionality in Series25 WebServices. The Task Scheduler is an expanded version of the Janitor process that manages common file cleanup tasks. The Task Scheduler manages all tasks stored in the TaskDir folder in crontab.xml or in individual.xml files that specify ad hoc tasks with a <schedule> root element. The Janitor administrator user logon specified in the configuration for the Series25 WebServices ASV is used by the Task Scheduler. 26

27 Welcome to 25Live Help Tentative -- An event state in which an event can be edited (by authorized users) and the state changed. The exact meaning of the Tentative state is determined by the business practices at your school. To Do -- A request for an action that the user creates for an event or a general task and assigns to a 25Live contact. To Dos may be tracked and opened from the 25Live Tasks tab, and, if associated with an event, completed in the Task List view for the individual event. Tomcat -- The Apache Java servlet container that manages the CollegeNET Java servlets that handle the HTTP requests from 25Live via the Series25 WebServices API and passes them to the URouter on the ASV. Tomcat is installed in the web server portion of a Series25 WebServices installation. See also web.xml. transformation -- To implement 25Live Business Process Extensions (BPEs), a customized XSLT stylesheet may be used to transform XML code generated via Series25 WebServices to effect a specific change appropriate to business process requirements. For example, a 25Live request to save a new event with the event type Film triggers a transformation that adds appropriate resource requests to the event information saved to the database. 25Live also has many internal, built-in transformations. transformation engine -- An XSLT processor that executes the actions defined to accomplish an XML transformation. The Altova engine is delivered free with Series25 WebServices. Saxon is another transformation engine that can be used with WebServices; special configuration is required. U URL (Uniform Resource Locator) -- An Internet address usually comprising the access protocol (for example, http), the domain name (for example, corp.collegenet.com) and optionally the path to a file or resource residing on the server. An example is the school website location specified for embedding a 25Live Publisher calendar. URouter -- The URouter service is installed with the Series25 ASV software for WebServices. A single URouter can be used to handle WebServices calls from 25Live and other WebServices implementations. The URouter listens continually for requests from Tomcat on the web server and, in response to a request, launches, if necessary, an ASV process on behalf of the WebServices instance associated with the requested service. 27

28 Welcome to 25Live Help user -- An individual with a defined level of access to 25Live and the Series25 database via their user ID and password. A 25Live user s security group membership determines the scope of their permissions to use 25Live functionality and to access individual data objects. See 25Live Viewer Seat, 25Live Viewer, and 25Live User. user preferences -- Default settings that govern various aspects of the user environment and are subject to change by the user. The functional administrator sets initial values in the Configuration Utility that 25Live users can change including date/time display preferences and the preferred Home tab view for display at sign-in (25Live uses the last Home view selected by the user prior to his/her most recent sign-out). V vcalendar/vcal -- A standard format for the exchange of schedule and calendar information. This format is supported by most common calendar applications. 25Live utilizes the vcalendar/vcal format to process and share data between your SIS and 25Live. For more information on vcalendar use in 25Live, see "Understanding vcalendar" (PDF document) on the Series25 Customer Resources site (login required). view -- The display generated by 25Live for a set of events, locations, resources, or organizations (or a single event, location, resource, or organization), based on options selected, including date range and view format (such as Calendar, List, Availability, or Details)--depending on the kind of data being retrieved for display. Click the help icon at the immediate upper right of data displayed in a view to learn about view contents. W web server -- A server that acts as the intermediary, for example, between the public world of 25Live on the web browser and the private world of the Series25 database. The web server machine used for a Series25 WebServices installation must support Java. The web server runs the Java servlet when an HTTP request is submitted from the browser, and passes the request parameters embedded in the URL to the Java servlet. The web server routes the HTML data stream returned via the Java servlet back to the requesting client browser. 28

29 Welcome to 25Live Help web.xml -- A CollegeNET-provided file installed in the Tomcat installation on the web server machine during WebServices installation; used to configure Tomcat to handle 25Live request processing between the web server and the URouter on the ASV. The file is read by the WRD servlet. WebServices -- See Series25 WebServices. wizard -- A user interface that consists of a series of screens that step the user through to completion of a particular task; for example, see 25Live Event Wizard. workflow -- An automated notification and response process that allows users to track the progress of task requests for services, approvals, and location/resource assignments required for events and their individual activities. Service providers use the 25Live Tasks tab to find out about outstanding task items and to view and respond to their tasks. Individuals creating events use the Tasks tab to find out whether the tasks assigned when they saved an event have been completed. WRD (Web Request Dispatcher) -- A Java servlet hosted in Tomcat to connect requests to the URouter and on to WebServices. X XML (Extensible Markup Language) -- A format used to deliver data content. XPath -- A query language standard that facilitates navigation through XML data in XSLT. XSLT (Extensible Stylesheet Language Transformations) -- An XML-based language used for the transformation of XML documents into other XML or human-readable documents. XSLT is used in the implementation of 25Live BPEs, where the XML generated via Series25 WebServices is used as the basis for creating a new XML document to customize response to user activity in 25Live related to event creation/editing or tasks. 29

30 Quick how to guides Quick how to guides How to search for what you want With the appropriate security permissions, you can do the following to find what you want in 25Live: Perform a Quick Search on the 25Live Home tab Dashboard--for events, locations, or resources. Run a "simple" search by keyword or other options, and save the search if you like, on the Events, Locations, Resources, or Organizations tab > "Search For...". Create an advanced search using multiple criteria; run, edit, copy, and delete existing searches; or share a copy of any of your searches with other users--on the Events, Locations, Resources, or Organizations tab > "Advanced...Search." Run existing "Pre-defined...Searches"--created and saved by you, provided by the system, or shared with you by other users--on the Events, Locations, Resources, or Organizations tabs; also rename or delete your own searches, or share them with other users as needed. On the Tasks tab, select Advanced Task Search to create, save, copy, edit, or delete a custom task search. Share copies of any of your searches with other users. Notes: All searches created and saved by you are for your own use only, although you can share a copy of a search with other users from the "Pre-defined...Searches" or "Advanced...Search" subtab for an object (event, location, and so on). Any searches shared with you by other users are copies of the original that are yours to modify, delete, or share as you like. You can copy (Edit, then Save As...) searches provided by the system from "Advanced...Search." To learn more about searching, and using searches in reports, go to one of the related topics below. Viewing search results Search results include a column each for any events, locations, or resources that match your search criterion. To learn more about an item of interest, click the name to open a detail view. You can right-click the item first to choose the view format for display. You can perform another search from the results view, limiting the results, if you like, to any combination of events, locations, and resources. 1

31 Quick how to guides Related Topics How to set your user preferences Searching on the Events tab Searching on the Locations tab Searching on the Resources tab Searching on the Organizations tab Reports tab use Tasks tab use Advanced Task Search 2

32 Quick how to guides How to create an event You need to sign in with a valid username/password to create an event. As the "creator" of an event, you may be performing either of these roles: The Scheduler with specific security permissions to save the event to the database and assign locations and resources to it (and possibly request certain locations or resources) OR The Requestor with limited permissions to complete the event, who can expect, for example, that location and resource assignments (and the event itself) might be submitted to others for completion Note: System security determines whether you can create or request events. Ask your system administrator if you're unable to perform tasks you think should be available to you. Accessing the Event Wizard To start creating an event, click the Event Wizard tab to open the wizard. Image: Access the Event Wizard quickly by clicking on its tab. Alternatively, you can also access the Event Wizard by: Clicking the Create an Event button on the Home tab Dashboard, if present. OR Clicking an option in the Find Available Locations area of the Dashboard to start from a required time or location, if that section is present. 3

33 Quick how to guides OR Start the scheduling process from a specific context by making an initial selection in a 25Live view; for example, by selecting the icon: For a date in the Calendar view of events on the 25Live Home or the Events tab For a time slot in a location Availability grid on the Locations tab, or a date in a location Calendar For a time slot in a resource Availability grid on the Resources tab, or a date in a resource Calendar For a time slot in a Calendar view on the Organizations tab, to start a new event with the current organization specified as Primary Organization Stepping through the Event Wizard Note: Your event creation environment may not include all the fields mentioned below, depending on how 25Live has been set up for your security group. 1. Enter basic information. Enter an Event Name, and select an Event Type and Primary Organization. The Event Name is how the event will appear on web calendars (if set up in your 25Live Configuration) and in searches. Permissions determine which Event Types you can choose from. Image: The Event Wizard shows a green checkmark next to completed required fields. 4

34 Quick how to guides Click Next to enter additional basic information. Reminder: Placing your cursor in a field may generate a pop-up on the right with information to help you complete the field. 2. Enter additional basic information. Enter the event s expected head count, its registered head count if you know it, and event description. The Expected or Registered Head Count will be used by 25Live to find locations that can hold your event. The Event Description can appear on web calendars if you intend to publish your event. Image: The description field allows you to format text with a variety of options. Click Next to add event occurrence information. 3. Decide if your event repeats. If the event has only one occurrence, select No; if it has more than one occurrence, select Yes. Click Next to set the event start/end date and time. 4. Enter information about the event s first occurrence. Specify the date and times of the first occurrence of the event. If your event occurs on multiple days, you ll describe how it repeats later. If your event has multiple 5

35 Quick how to guides occurrences that happen at different times, you ll need to create separate events for each time. You can then connect those events to each other later using Manage Related Events functionality. Image: For more information on adding extra time to events, see How to Use Setup, Pre-Event, Post-Event, and Takedown times. Note: System configuration and security determines whether you can use Setup, Pre-Event, Post-Event, and Takedown times for events. Ask your system administrator if you're unable to perform tasks you think should be available to you. If the event requires Setup/Pre-Event and/or Post-Event/Takedown time, select the option you need, then set the number of days, hours, or minutes needed. For more see How to Use Setup, Pre-Event, Post-Event, and Takedown times. Click Next to set up multiple event occurrences, or if the event has only one occurrence click Next to select the event s Location. 5. Choose how your event will repeat. 6

36 Quick how to guides If your event has more than one occurrence, select how the event repeats. Click Next to set the event s occurrence dates. Image: Choosing the repeat pattern for your event determines what you see on later Event Wizard screens. 6. Define the exact dates of the event. 7

37 Quick how to guides Use the repeat date controls to define the event s repeating pattern or ad hoc dates. Once defined, you see the dates in the Occurrence List at the bottom of the page. Image: For repeating events, the Event Wizard lists all occurrences in a list for easy reference. 7. Select location(s) Select one or more favorite starred locations, or search for suitable locations by location name, saved search, or advanced search. Locations that best fit your head count will appear higher in the list. If you ve searched, choose one or more available locations for your event. 8

38 Quick how to guides A red triangle means the location is not available. A green check mark means the location is available. A green box with lines inside means the location is in use, but the event that is using it is willing to share the location. Image: For events that repeat, if you need to un-assign a location for specific occurrences, choose a different layout, or add setup instructions, click View and Modify Occurrences on the right and perform the required task(s). For single occurrence events, you can assign, add setup instructions, and more in the wizard s right column. Note: Depending on how your Event Wizard environment has been configured, assigning a location to your event may automatically assign the "Location Scheduler" to the Scheduler contact role for the event, or a Default Scheduler may be assigned based on your security group. (The Location Scheduler is specified for a location in the Administration Utility and displayed in location Details on the 25Live Locations tab.) Your school's business processes will determine how you can proceed with submitting your event request when the event is auto-assigned another scheduler. If you're the event Scheduler or the Requestor and you're able to save your event in a Tentative or Confirmed state, you become the event owner, with the right to edit, copy, or delete the event (unless a senior scheduler takes ownership of the event). 8. Select resource(s). 9

39 Quick how to guides Select one or more favorite starred resources, or search for resources by resource name, saved search, or advanced search. If you ve searched, choose one or more available resources for your event. Image: For repeating events, click View and Modify Occurrences on the right to perform editing and other tasks. For single occurrence events, you can view quantities, add setup instructions, and more in the wizard s right column. A red triangle means the resource is not available. A green check mark means the resource is available. If you need to adjust the quantity of a resource needed for specific occurrences, unassign a resource for specific occurrences, or add setup instructions, click View and Modify Occurrences on the right and perform the required task(s). For single occurrence events, you may view resource quantities and add setup instructions in the right-hand column. 9. Enter custom attributes, if any are shown. Select and enter values for the custom attributes listed that are pertinent to your event. Note: Custom attributes are different for each instance of 25Live. 10. Select contacts. Select the contacts associated with the event. If you re not the primary contact for the event, you need to specify who is. To specify a contact, click the drop-down icon and 10

40 Quick how to guides enter a few letters of the contact s name, then select it when the full name displays. You can also add a name by selecting Create New, and then entering the contact s Basic Information and address. The scheduler may be automatically assigned to your event depending on security; this might be the Location Scheduler for your selected location or the default scheduler for your security group. 11. Select categories, requirements, and calendars, comments and notes. Reminder: Your event creation environment may not include all the fields mentioned below, depending on how 25Live has been set up for your security group. Across the next screens you may see choices for categories, requirements, and calendars, depending on how your Event Wizard has been customized for your institution and 25Live instance. Categories: Select the categories the event belongs to. Categories help other users find events when searching and can determine things, such as whether your event is promoted on web calendars or is student-organized. Requirements: If your event has overall requirements, such as a liquor license or a contract, select the pertinent requirements, and add comments or quantity information as needed. Calendars: If you are promoting your event on one or more web calendars, choose the calendar(s) here, and enter comments as needed. Comments and Notes: Enter appropriate comments and/or notes for the event. Event Comments can be seen by most users. Confirmation Notes are shown in Confirmation Reports. Internal Notes can be seen only by people who are event contacts, like Requestor and Scheduler. 12. Agree to terms and conditions. Check the I agree box. You must agree to YOUR SCHOOL S boilerplate terms and conditions before your event can be saved. Click Next to choose the state of the event. 13. Choose event state. Choose the appropriate state of your event, then click Finish. You have the option to set your chosen event state as your default for creating new events. The Denied, Cancelled, and Sealed event states are not available for new events and can not be set as your default event state. You may be required to save your event as a draft, in which case any locations and/or resources you ve requested will be saved as preferences, not assignments. 11

41 Quick how to guides Tentative and Confirmed events can have assigned locations and resources. If the system can't determine where to store your event, you'll be asked to provide contextual information. 14. Select a heading. Choose the appropriate heading for your event. The heading determines the context for event storage and the access rights to the event by various 25Live security groups. Note: If you select I Don t Know, your event will be saved as a Draft, and location and resource assignments will be removed, but saved as preferences until the Draft state is changed. Reminder: Your event creation environment may not include all the fields mentioned below, depending on how 25Live has been set up for your security group. 15. Click Save to complete the event creation. Additional Event Creation Tips Tips on using Event Wizard screens Once you're in the scheduling environment, you can click a Back/Next arrow to move forward or back, or click any field name or value in the column on the left to return to that field. Provide at least the information for the Required fields (marked with a red asterisk). You may specify a single date/time for the event or multiple date occurrences repeating at the same time. Multiple dates may be specified as a meeting pattern (for example, daily or weekly) or as ad hoc, random date selections. You can add comments to individual event occurrences, or cancel individual occurrences, as needed. As you search for them, 25Live checks automatically for availability of location(s) or resource(s) at your specified dates/times. You can elect to use the specified head count to limit search results and/or to hide unavailable locations. To add to the event an organization or an individual that doesn't yet exist in the database, choose "Create New..." in the Find by... options when you're editing Organizations or event Contacts. Text entered in the "Description" field may be displayed in 25Live Publisher calendars. Text entered as "Confirmation Notes" appears in the Confirmation report generated for the event. You may be able to add confidential notes directed only to other individuals with a role in the event; special functional-level security controls access to any comments you enter in the "Internal Notes" field. 12

42 Quick how to guides Availability Tips The icon is displayed next to a location/resource that's available. The icon is displayed next to a location that's available only because it's assigned to an event willing to share. Select the "Show only my authorized locations that have no time conflicts" option beneath the list of search results and click Refresh if you want to see only the available locations or resources. You can click a selected location/resource name to open the location/resource availability grid to learn more about schedule details and options. If your event has multiple occurrences, you can customize location or resource assignments by removing the selection from specific date(s) or by specifying location layout or resource quantity by date and whether you're willing to share a location on a particular date. You can also add instructions to location/resource assignments by date; the instructions (and any other occurrence-specific modifications) are saved even when a location/resource is saved as a preference only. A selected location or resource appears as a pending assignment in event details and in the location/resource availability grid until you save or close the event. The icon is displayed next to a location/resource that's not available. (The icon is displayed as a "caution" when you haven't yet selected a date/time; in this circumstance, 25Live can't determine whether a location/resource is available or not.) Roll your cursor over the icon to learn more about why the location is unavailable for individual occurrences. The icon indicates a blackout has been specified for the date/time. The icon indicates the date/time violates open/close hours. 13

43 Quick how to guides Tips on finishing event creation Click Finish to save the new event and open a summary of your new event, along with "What's Next" and More Event Options that let you do things like view event details, event information, print a confirmation report (PDF), copy the event, manage related events or event bindings, or return to edit mode. When you submit an event with a location or resource that you don't have permission to assign, the Event Preferences area lets you know that the assignment has been saved as a preference and an assignment task request has been issued for the item. When you submit an event in the Draft state, any location or resource assignments are saved as event preferences only. The locations or resources themselves are released for other assignment when an event is saved as a draft. The event reference number is displayed on the left when the event is saved. You can use this later to quickly find the event. Other resources available to you A modifiable training guide to using the 25Live Event Wizard to create events is available from the Series25 Customer Resources wiki here. You can also set up an app that allows you to create 25Live events from within Microsoft Outlook. For more detail, see the 25Live Outlook Integration Setup and Use document on the Series25 Customer Resources wiki. Related Topics How to attach files to an event How to copy an event Review event audit trail How to manage related events How to manage bindings How to run a report How to send events to 25Live Publisher How to create a To Do task Home tab use About event Drafts 14

44 Quick how to guides How to Use Setup, Pre-Event, Post-Event, and Takedown times Note: System configuration and security determines whether you can use Setup, Pre-Event, Post-Event, and Takedown times for events. Ask your system administrator if you're unable to perform tasks you think should be available to you. What are these options used for? Setup time: This time is intended for setting up your event location, and the location is likely closed to event attendees. Services such as catering, facilities, or AV can use this time to prepare and setup equipment and resources. Pre-Event time: At this time, the location is open for attendees to take their seats and socialize, but the event has not officially begun. Post-Event time: During this time you might allow event attendees to gather their belongings, chat, and make their way out of the location. Takedown time: After attendees have left, this time can be used for clean up and for services such as catering, facilities, or AV to remove equipment or resources. Setup, Pre-Event, Post-Event, and Takedown times occur in the following order, surrounding your event time: Image: Order of Setup, Pre-Event, Post-Event, and Takedown times. Are Setup, Pre-Event, Post-Event, or Takedown times required? Neither Setup/Takedown or Pre-Event/Post-Event times are required in the Event Wizard when creating an event. These times are presented as a convenience to help plan for the extra time that events commonly need. How do Setup, Pre-Event, Post-Event, or Takedown times affect your event s scheduled 15

45 Quick how to guides time? As seen in the example pictured below, Setup, Pre-Event, Post-Event, and Takedown times are added onto your Event Duration to create your total Reservation Duration time. Image: Example of use of Setup, Pre-Event, Post-Event, and Takedown times. For the 1 hour event in the above example, we have added: 30 minutes of Setup time 30 minutes of Pre-Event time 15 minutes of Post-Event time 15 minutes for Takedown time After adding those Setup, Pre-Event, Post-Event, and Takedown times, our 1 hour event now has a 2 hour, 30 minute Reservation Duration, as displayed in the Event Wizard s right-hand column. 16

46 Quick how to guides Adding Setup, Pre-Event, Post-Event, or Takedown times In the Event Wizard, after you choose whether or not your event has more than one occurrence, you are ready to select event times and optionally add Setup, Pre-Event, Post- Event, or Takedown times. Image: Adding Event Setup, Pre-event, Post-Event, or Takedown times. As seen in the example above, adding Setup, Pre-Event, Post-Event, or Takedown times is easy. 1. Choose Yes or No to toggle the display of times open or closed. You have choices to enter days, hours, and minutes. 2. Type in times or use the arrow buttons to choose values in any of the fields. Notice that the total Reservation Duration displayed to the right changes as you add or subtract Setup, Pre-Event, Post-Event, or Takedown times. In addition, the Reservation Start time and Reservation End time are displayed in the green bar below the time fields in each section. Removing or changing Setup, Pre-Event, Post-Event, or Takedown times Find the event you wish to edit the Setup, Pre-Event, Post-Event, or Takedown times for. Or, if you are currently creating an event, use the Back and Next buttons in the Event Wizard to return to the event times step (for quick access to the event times step in the Event Wizard, just click on the event time in the left-hand display of event information). See How to attach files to an event. 17

47 Quick how to guides You can remove all Setup or Pre-Event times from your event by simply toggling the Does this event require Setup or Pre-Event time? question from Yes to No. Similarly, you can remove all Post-Event or Takedown times by toggling the question control in that section from Yes to No. Image: Toggling the question about Setup, Pre-Event, Post-Event, or Takedown times from Yes to No removes those times. If you want to change the amount of time in any category, you can use the arrow buttons by the times increase or decrease the values. You may also type in new time values. Changing both Setup and Pre-Event times to zero will automatically toggle that sections question to No, closing the display upon leaving this Event Wizard step, and changing both Post-Event and Takedown times to zero will do the same in that section. Related Topics Creating an Event Using the 25Live Event Wizard (on Customer Resources wiki) How to attach files to an event How to copy an event 18

48 Quick how to guides How to attach files to an event Note: System configuration and security determines whether you can attach files to events. Ask your system administrator if you're unable to perform tasks you think should be available to you. When creating or editing an event in the 25Live Event Wizard you can attach files related to your event. You can also download files attached to events. To attach files to an event 1. Open the event wizard to create a new event (see How to create an event ). OR Edit an event (see How to edit an event ). 2. Go through the Event Wizard screens completing any required information for your event until you come to the screen to "Add or remove ATTACHED FILES" 3. Use the "Select File" button to invoke your operating system's file upload screen. 4. Choose the file you wish to attach to your event. Your file must be: File size 25mb or less One of the following allowed file types: Text and documents: pdf, txt, rtf, doc, docx Spreadsheets: xsl, xslx, csv Images: jpg, jpeg, png, gif The file name of the attached file will show above the Select File button in the Attached Files list. Image: The file names of files successfully attached to the event display in the Attached Files list. You can then continue moving through the Event Wizard to complete creating your event. 19

49 Quick how to guides To download an attached file on an event 1. When creating or editing an event, go to the "Add or remove ATTACHED FILES" Event Wizard screen, which follows the "File and select RESOURCES" screen. If a file is attached to the event already, you can also click on the "Attached Files" link in the Event Wizard sidebar. Image: To more quickly get to the Attached Files section, use the link in the Event Wizard s sidebar. 2. Click on the "Download" link next to any attached file to download and view. Image: Each attached file has a Download link to allow you to export the file. Note: The file attachment screen title is configurable by your 25Live administrators and could differ from examples. 20

50 Quick how to guides To remove an attached file from an event 1. When creating or editing an event, go to the "Add or remove ATTACHED FILES" Event Wizard screen, which follows the "File and select RESOURCES" screen. If a file is attached to the event already, you can also click on the "Attached Files" link in the Event Wizard sidebar. 2. Use the Delete File icon next to any file to remove it from the event. You will be asked to confirm deleting the file. Image: When removing an attached file from an event, a dialog box appears to confirm your action. Related Topics How to create an event How to edit an event 21

51 Quick how to guides How to edit an event Note: This topic covers editing an event using the Event Wizard. In SaaS instances of 25Live, you can also edit some event details inline from the Event Details view. See How to edit event details from the Event Details view for more information. You may be able to edit an event of interest: You need to sign in with a valid username/password to edit an event, and have read/ write permissions for the event. You cannot change the event type (unless the event is still a "Draft"). Other event details may also be locked against editing, depending on how your Event Wizard has been configured. You can edit events with multiple reservations, one reservation at a time. You cannot edit a repeating event (or assign locations/resources) if an occurrence in the event is excluded due to a date constraint. You can edit events from your student information system (SIS) with a vcalendar alien UID. However, if "vcal Processing" for the event's event type has been set to "Locked Transactional" in the 25Live Administration Utility Event Type Hierarchy, the event may be edited only if a reply/counter has not yet been sent. See the Glossary of terms for a brief definition of vcalendar. In addition, see "Understanding vcalendar" (PDF document) on the Series25 Customer Resources site (login required) for more information on use of vcalendar in 25Live. If you're unable to edit an event you think should be available to you, contact your system administrator. To edit an event 1. Drill down to the event to edit: To search for the event, type all or part of the event name or title, or the event Reference, in the Quick Search field on the Home tab Dashboard or the Search by Keyword field on the Events tab > Search for Events. Press Enter to start the search. 2. From the List view of search results, click the "Edit this event" icon to the left of the event entry. You can also right-click an event name in any list, calendar, or grid view to select "Edit Event." In addition, you can click Edit this event from the top of the event details tab. If the event has multiple reservations, a dialog lets you choose which reservation to edit. 22

52 Quick how to guides 3. In the Event Wizard, click an editor name or a field value on the left to access the field with the event detail you want to change; or you can click Next to progress through the Wizard page-by-page. If you wish to change the Event State, note that events with a Sealed state cannot be changed in any way except by a functional administrator with special security rights. 4. When you've finished making changes, click Save to save the event and open the summary of results and options for continuing. Reminder: You cannot "unshare" a location assignment once you've saved the event with shared location occurrence(s). Tip: Note: To add to the event an organization or an individual that doesn't yet exist in the database, choose "Create New..." at the bottom of the drop-down list of names for the field when you're editing organizations or event contacts. If you change the event dates/times, 25Live displays a window that lets you specify mapping of any assigned location(s), resource(s), and other details associated with individual occurrences to the new and/or existing dates. Related Topics How to edit event details from the Event Details view How to create an event How to copy an event Review event audit trail How to manage related events How to copy related events How to edit related events How to manage bindings How to run a report How to create a To Do task How to delete an event How to cancel an event About event Drafts 23

53 Quick how to guides How to copy an event You need to sign in with a valid username/password, and have security permissions that allow you to access and copy the original event and create a new event. If you're unable to access or copy an event you think should be available to you, contact your system administrator. Note: You must have security permissions for the location(s) and resource(s) associated with the originating event for those to be copied into your new event. In addition, along with many other event details, the dates/times from the original event are retained in the event copy, so location and resource assignments may be flagged as conflicts with the original or removed. To start a new event from a copy: 1. Drill down to the event to copy: To look for the event, type all or part of the event name or title, or the event Reference, in the Quick Search field for events on the 25Live Home Dashboard or the Search by Keyword field on the Events tab > Search for Events, then press Enter. Click the event name to open the event. 2. Click "Copy this Event" near the top of the event details tab. You can also create a copy from the summary of Event Options displayed when you save a new or edited event. Just click "Copy." 24

54 Quick how to guides Note: SaaS Feature: When you choose to copy an event from the event details tab in SaaS (Software as a Service) installations (with appropriate security permissions), you will see a Copy Related Events dialog box. Image: The Copy Related Events dialog box displays for users with appropriate security permissions on SaaS installations of 25Live. This dialog box gives you the option to copy only this event or the extra option to copy the event and relate it to other events to create a related events set. If the event you are copying is already in a related events set, you can see its related events in the dialog box and choose to copy any of them or to create a new set. See How to manage related events for more. Reminder: 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. 3. The Event Wizard will load with many fields pre-populated for you from the originating event. In the event editor, go through each tab and field to verify which details you want to retain and which you need to edit for the copy. 4. When you've finished making changes, click Finish to save the event and open a set of options for continuing. Reminder: Be sure to "touch on" every field to be sure you're getting the results you want. Tip: Roll your cursor over the help icon at the far right of any field name to get help for providing that value. 25

55 Quick how to guides Note: If the original event was starred, the copy is automatically starred, too. You can unstar the event in the Event Options ("Remove from Starred?") displayed when you save the copy. Related Topics How to manage related events (establish relationships between events) How to copy related events How to create an event How to attach files to an event How to search for what you want 26

56 Quick how to guides How to manage related events With appropriate security permissions (such as if you re the event Scheduler), you can create relationships with other events by relating events to on another in an event set. Use this functionality to track events that are related in a way that's meaningful to you. The relationship between events does not affect any of the data. You can relate events to create an event set or add an event to an existing set from either of two places in 25Live: From the summary of More Event Options displayed when you finish creating or editing an event. OR When you're viewing an event currently open on the Events tab. Note: Each relationship you establish with another event is reciprocal, and additional relationships created relate all the events in a set to one another, which will show when managing relationships from any events in that set. To create an event set or add events to a set: 1. With one of the events open in the details view on the Events tab, choose "Manage Related Events" from the More Actions... menu. Image: Use the More Actions menu to choose to Manage Related Events. OR Select "Manage Relationships" in "More Event Options" immediately after saving a new or edited event. 27

57 Quick how to guides Note: SaaS Feature: The Manage Related Events dialog box and its features are only available in SaaS (Software as a Service) installations. 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. 2. In the window layer that's displayed the title informs you if this event is in a related event set. To add events (or to create a set), click the Add Events to Set button. Image: The Manage Related Events window informs you if your event is in a related event set and allows you to add events to a set. Note: You don't need to search for or select all members of a set in order to add a new event to it. 3. Use the keyword search entry field to find events you wish to relate to the current event or set. 4. In the search result list, check the box next to the event(s) you wish to add to the set, then click the Add Selected button. Image: The Manage Related Events window allows you to search for events to add to a set. For long search result sets, use the Next, Last, and other pagination controls at the bottom of the list to view additional pages of results and adjust the number of results on the page. The Show Selected button can also be used to more conveniently review only the events you have checked in the list before adding to your related event set. A complete list of all events in the related events set will display after successfully adding events to the set. 28

58 Quick how to guides 5. Click the exit icon at the top-right of the window layer to close the Manage Related Events window, or click the Add Events to Set button to add additional events. To remove events from a set or cancel relationships: 1. With one of the events open in the details view on the Events tab, choose "Manage Related Events" from the More Actions... menu. OR Select "Manage Relationships" in "More Event Options" immediately after saving a new or edited event. 2. In the window layer that's displayed the title informs you if this event is in a related event set. To remove events (and remove relationships), click the Remove Events from Set button. 3. Check the box next to the event(s) you want to remove from the set then click the Remove Selected button. Image: You can easily remove events from a set in the Manage Related Events window. A refreshed list of all the remaining events in the set displays, or, if there are now no other events related, the subtitle informs you that this event is not in a related event set. 4. Click the exit icon at the top-right of the window layer to close the Manage Related Events window, or click the Remove Events from Set button to remove additional events. 29

59 Quick how to guides Note: Another type of relationship -- between "bound" events that must use the same location assignment(s); for example, cross-listed classes -- is also displayed in the Event Details column in the Details view of an event. To learn more about managing bound events to force use of the same location(s), follow the link below. Related Topics How to manage bindings View event calendar How to copy related events How to edit related events 30

60 Quick how to guides How to copy related events When you choose to copy an event that is in a related set with other events, you're given the option of copying just the current event as a new, unrelated event, or to copy the current event and relate it to the event set the original event is a part of. If you choose the latter, a new tab is created in the Event Wizard for each copied event. You can copy related events from either of the two places in 25Live where you copy any event: From the Event Wizard summary of More Event Options displayed when you save an event. OR When you're viewing an event currently open on the Events tab. Tip: You can expand a Calendar view of an event to show all its content-related events. Select Show Related Events in the event view navigation bar. Note: SaaS Feature: Some features described for the Copy Related Events dialog box and its features are only available in SaaS (Software as a Service) installations. 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. Reminder: Copying related events doesn't automatically copy the relationships unless you choose the Copy and Relate to Set option. You'll need to establish the relationships after you've saved the new events created from the copies, as described below. To copy related events and establish the new relationships: 1. With one of the events open in any view on the Events tab, choose "Copy this Event" from the More Actions... menu. OR Select "Copy" in "More Event Options" immediately after editing and saving an event (with relationships) in the Event Wizard (if you have appropriate security permissions). 31

61 Quick how to guides 2. In the form that's displayed, you have three choices in the Copy Related Events dialog box: Image: The Copy Related Events dialog box displays for users with appropriate security permissions on SaaS installations of 25Live. "Copy Only This Event" - This choice will open an Event Wizard with some fields pre-populated from the originating event. Copy Only This Event and Relate to Existing Set - Copies your event and relates the new event to the same set. (if the originating event is already in a related event set) "Copy Selected and Create New Set" - Choose this option to create a new related event set including your newly copied event and those you select. 3. Modify and save each copied event in the Event Wizard. 4. When you save a copy, you can choose an option, in the Wizard success page, to relate the copy to the event copied from or, when the other copies have been saved, to quickly establish relationships among them as needed. Related Topics How to manage related events (establish relationships between events) How to copy an event View event calendar 32

62 Quick how to guides How to edit related events Note: SaaS Feature: Some features described for the Edit Related Events dialog box are only available in SaaS (Software as a Service) installations. 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. When you choose to edit an event that is in a related event set, you're given the option of editing just the current event or of selecting any or all events in the relationship for editing. If you choose the latter, a new tab is created in the Event Wizard for each event you're editing. Image: In SaaS installations the Edit Related Events dialog box gives you multiple choices for editing events in a set. Note: To read about editing restrictions, please see How to edit an event. You can edit related events from any of the places in 25Live where you edit any event; for example: From the Dashboard, when you select the "Edit this event" icon for a starred event that has content relationships. OR Wherever you can right-click an event name to choose "Edit Event" from a dropdown menu of options. OR When you're viewing an event currently open on the Events tab and click "Edit this Event" in the view navigation bar. 33

63 Quick how to guides Tip: You can expand a Calendar view of an event to show all its content-related events. Select Show Related Events in the event view navigation bar. To edit related events: 1. For any one of the events in the relationship, choose the option that lets you edit the event. 2. In the Edit Related Events form that's displayed: Select "Edit Only This Event." OR Check each related event to edit, then select "Edit Selected Events." 3. Edit and save each event in the Event Wizard. To learn more about editing events in the Event Wizard, follow the link below. Related Topics How to edit an event How to manage related events (establish relationships between events) How to copy related events How to copy an event View event calendar 34

64 Quick how to guides How to manage bindings If you're the event Scheduler, you can create and manage "bindings" with other events. Events that are "bound" in 25Live must have the same location(s) assigned, although they may occur at either the same, or different, dates/times. For example, you might use bindings for cross-listed classes. You can create, or remove, bindings with other events by choosing "Manage Bindings" from either of two places in 25Live: From the summary of More Event Options displayed when you finish creating or editing an event in the Event Wizard (if you have appropriate security permissions). OR From the More Actions drop-down menu for an event currently open on the Events tab. Bindings for an event are displayed in the left-hand column in the Details view of the event on the Events tab. The following rules govern bindings in 25Live: All occurrences of all events in a binding must use the same location(s), regardless of dates or times. Editing a bound event to change its location assignment(s) automatically updates the other events in the binding to use the same location(s). Note: Multiple contiguous events (occurring "back-to-back") can be bound in the 25Live Administration Utility; for example, you might bind back-to-back classes for an instructor who wants to stay in the same room for all her morning classes. To learn more, see the 25Live Data Administration Guide. To create a binding with other event(s) in 25Live: 1. With one of the events open in any view on the Events tab, choose "Manage Bindings" from the More Actions... menu. OR Select "Manage Bindings" in "More Event Options" immediately after saving a new or edited event (Note: This option only appears if you have appropriate security permissions). 2. In the form that's displayed, "Choose from Recently Viewed Events..." OR 35

65 Quick how to guides Use the drop-down list to find an event to bind with. OR Click the link to "Search for Events..." 3. Select the event to bind, then click Bind. 4. Bind more events to the current event, if needed. 5. Click Finished or the form's Close icon when you're done. To cancel a binding, just click "remove?" next to a bound event listed at the top of the Manage Bindings form. A binding may be terminated from either end of the relationship. Related Topics How to manage related events How to copy related events 36

66 Quick how to guides How to event details Note: You need to sign in with a valid username/password to an event. To open the ing form, do one of the following: Choose " Event Details" from the More Actions... menu for an open event. Image: How to access option for Event Details. OR, right-click an event name in an events, locations, or resources view, or in a list of starred events. OR, click the button in the What's Next? area of the success page following event creation/editing. To complete Event Details: For each event-related role/recipient to include, check the appropriate delivery option (TO, CC, or BCC). To add Additional Recipients currently in the contacts database, click the TO, CC, or BCC link and choose from Starred Contacts or Search for Contacts. Note You must provide at least one TO recipient to successfully send the . 37

67 Quick how to guides If you have appropriate permissions, you may also choose a security group for the TO, CC, or BCC recipient. For additional recipients not in the database, type each complete address, separating multiple addresses in a row with a comma. Check the corresponding boxes to attach available report(s) and/or an ical file. Click the Browse button to add a file to your . Repeat for additional files. Modify the subject line if you like. Add a custom message to the Message Body text, if you like, before sending the . Image: The entry dialog for ing event details includes fields for Recipients, Attachments, Subject, Message Body, and an option to include event details. 38

68 Quick how to guides The includes the event reference number in the subject line and a link to view event details in 25Live. By checking the Include event details in body of message box, you can include the event details in the body of the . The resulting is designed to be responsive for clear and easy viewing on all devices, including mobile phones and tablets. 39

69 Quick how to guides Image: Example of resulting event detail , as viewed on a mobile device. Related Topics View event details How to edit event details from the Event Details view 40

70 Quick how to guides How to edit event details from the Event Details view Note: SaaS Feature: The ability to edit event details from the Details tab 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. With appropriate security permissions, the Event Details view allows you to edit certain pieces of event information inline (to edit directly from the view) without needing to enter the Event Wizard to edit the event. To inline edit selected Event Details: 1. Go to the single event view for your event (see View event details ) then click on the Details tab. 2. As you hover your mouse curser over any of the following detail fields, click the edit icon or click within any of the fields that allow inline editing, including: Event Name Event Title Comments Internal Notes Confirmation Text 3. After making changes, click the Submit (blue checkmark) icon to save your changes Or, to cancel your changes, click the Cancel (black X) icon. Reminder: Some labels for event detail fields may differ in your 25Live installation if your institution has customized those labels for the Event Wizard. Note: If you cannot edit event details you think you should have permissions for, contact your 25Live Administrator. To edit Event Preferences from the Event Details view 1. Expand the Event Preferences panel using the plus (+) button. 2. Use the heading row s Edit button to enter editing mode. 41

71 Quick how to guides 3. Use the individual Edit buttons in each section to add, change, or remove preferences such as Features, Partitions, Resources, and Locations. Be sure to use the Submit button in each preferences section to save your changes. Or, you can use the Cancel button or Close ( ) button to just close the panel. Related Topics View event details How to event details 42

72 Quick how to guides How to run a report Reminder: As always, your security privileges control access to some 25Live reporting features, what you can see, and what you can do. For details, refer to the 25Live Security Administration Guide. Also, running a report in 25Live may require some behind-the scenes setup particular to the event type and whether or not your institution has integrated custom reports. For more details, refer to the 25Live Custom Report Integration document. Finally, you should be sure you are logged into 25Live before running reports to ensure you receive reports delivered via . You have multiple options available to you to run a report: You may run a report for an individual event or location you're currently viewing. There are also a wide variety of system or custom reports available from the Reports tab to run for events, locations, resources, saved searches, and many other topics. To learn more, see Reports tab use in the Related Topics section below. To create and send an Invoice for a specific client organization sponsoring an event, or to perform other accounting-related tasks such as generating aging reports, open the Pricing view for the event to access the 25Live Accounting tool, if the tool has been implemented at your site. To learn more, see View event pricing in Related Topics in this section below. Tip: You may need to allow pop-ups in your browser options before a report can be generated in 25Live. To run a report for an individual event: 1. Drill down to the event. To search for the event, use the event Quick Search field on the 25Live Home Dashboard or the Search by Keyword field in "Search for Events" on the Events tab. Type all or part of the event name or title, or the event Reference, then press Enter. Click the event name to open the event. 2. In the More Actions... drop-down menu at the upper right of the event view, click "Print a Report for this Event," then choose the report name. You may be able to choose among a variety of Event Confirmation reports, cost estimates, 25Live event invoice reports, and other reports appropriate to the event type. Reports may not be available for some event types. 43

73 Quick how to guides 25Live prepares the report for you to download and save and/or print. Reports available for individual events from the event's screen are delivered as a PDF document. 3. You can save or print the report, as needed, from the new screen. Tip: You may also be able to print a confirmation report in the following contexts: When you're in the process of editing an event -- by clicking the icon displayed at the upper right of the editor. OR Immediately after you save an event you're creating or editing -- by clicking the "Download PDF" option in the summary of Event Options. To run a report for multiple events from the Reports tab: 1. Go to the Reports tab. 2. Drill down to the report you want by selecting a report from the drop-down available on any of the available tabs. After selecting a report, review the description on the left to learn about the report, its parameters, and output. Click "View Sample Report" above the description to see an example. 3. When you've chosen a report from the drop-down list, provide a value for each parameter displayed beneath the report name, if the report uses parameters. In any search drop-downs in the report's parameters panel, if you do not see a search you wish to use, click the Refresh icon or define and save a new search for use with this report. See How to save a simple search. 4. Choose the Report Delivery Option (see Reports tab use for more detail). 5. If available for this report, choose from the available Report Format Options. If Report Format Options are not available for this report, the report will be delivered as a PDF document, unless Excel is specified in the report name. 6. Click the Run Report button. 25Live prepares the report for you to download and save and/or print. You can save or print the report, as needed, from the new screen. Tip: In 25Live you can create very detailed, custom reports to suit almost any need. Just ask your Account Manager for help getting set up, then refer to the reference guide, Creating 25Live Custom Reports, available from the 25Live Documentation page in Series25 Customer Resources (sign-in required). 44

74 Quick how to guides Related Topics: How to print or save a report Reports tab use How to save a simple search View event pricing 45

75 Quick how to guides How to print or save a report After you have run the report you wish to print or save (see How to run a report for more detail), 25Live prepares the report for you to download and save and/or print. You can save or print the report as needed from the new screen. Depending on the web browser you are using and it's options, your report will download immediately or appear in a new tab in your browser. The saved report is then available for you to print. Tip: You may need to allow pop-ups in your browser options before a report can be generated in 25Live. You may save or print a report for an individual event or location you're currently viewing. To print or save a report for an event: 1. Drill down to the event. To search for the event, use the event Quick Search field on the 25Live Home Dashboard or the Search by Keyword field in "Search for Events" on the Events tab. Type all or part of the event name or title, or the event Reference, then press Enter. Click the event name to open the event. 2. In the More Actions... drop-down menu at the upper right of the event view, click "Print a Report for this Event," then choose the report name. You may be able to choose among a variety of Event Confirmation reports, cost estimates, 25Live event invoice reports, and other reports appropriate to the event type. Reports may not be available for some event types. 25Live prepares the report for you to download and save and/or print. Reports available for individual events from the event's screen are delivered as a PDF document. 3. You can save or print the report, as needed, from the new screen. To print or save a Daily Room Sheet for a location: 1. Drill down to the location of interest. 2. In the Actions drop-down menu at the upper right of the location view, click "Print a Report for this Location," then Daily Room Sheet. The report is generated for the current day's events in the location. 3. You can save or print the report, as needed, from the new screen. 46

76 Quick how to guides You can also run a wide variety of system or custom reports for events, locations, resources, saved searches, and a variety of other topics from the Reports tab. To learn more, see Reports tab use. Related Topics How to run a report Reports tab use View event pricing 47

77 Quick how to guides How to complete a task You must sign in to view and complete tasks assigned to you (or by you). Object security may affect your ability to respond to tasks for a particular event. To view and respond to your task list: Tip: After you've signed in, you can access a variety of task views from the "Tasks" summary on the 25Live Home Dashboard. A warning message displayed at sign-in lets you know when you have tasks "overdue" (that is, with a Respond By Date within the past 30 days). 1. Go to the Tasks tab to view details for the tasks assigned to you and tasks you've assigned to yourself and others. 2. On the Tasks tab, use the Overview of Tasks subtab to view a list of tasks assigned either by or to you. 3. Find a task you want to complete. 4. If the Actions column is not currently displayed, click Choose Visible Columns to select that item. Click the appropriate action to quickly complete the task. OR From either the Overview of Tasks or the Tasks Agenda subtab, click the name of an event with one or more tasks you want to review or complete and/or comment on. This takes you to the Task List view of the event on the Events tab. By default, the View shows Only Tasks Assigned To You. Change this View option to see All Assigned Tasks, if you like. A vertical flag to the right of a task indicates that task is assigned to you and requires attention. Click the icon to expand details of a task. In the expanded task view, select Approve or Deny to complete an approval notification, Assign or Deny for an assignment request, or Complete or Ignore for a To Do. You need to complete assignment (or "unassign") tasks by individual date specified for the resource or location request. The flag for a completed task automatically changes to a horizontal, "unflagged" condition, meaning the task no longer requires attention. Click EDIT in the Comments area to create or modify comments explaining your response to the task. Click SAVE when you're finished entering a comment. Some of your To Do tasks may not be associated with any event. You can view, edit, and complete these tasks directly from the Overview of Tasks list. 48

78 Quick how to guides Notes: To approve or deny all your tasks for an event at once, click Approve/Deny next to "Complete All Your Active Tasks" above the task list. You can then edit comments for individual tasks as needed. You may return to a notification request you've previously approved or denied, and reverse your decision by clicking the link to "Change to..." the opposite decision. You can also complete an Outstanding task from results displayed on the Advanced Task Search subtab. Tips: If, for any reason, you want to change the flagged status of a task assigned to you, click the Flagged? icon. When you want to bypass the Tasks tab and go directly to tasks for a particular event, you can enter all or part of the event name, or the event reference, in the Quick Search field for events on the 25Live Home Dashboard or in the Search by Keyword field on the Events tab > Search for Events. Right-click the event name to open the "Task List" view of the event. Digest s are available to schedulers when all tasks are complete for an event. If you have appropriate permissions, see the setting in the Administration Utility, or ask your 25Live administrator. Related Topics Tasks tab use View event task list How to create a To Do task Advanced Task Search 49

79 Quick how to guides How to create a To Do task With the right security privileges, you can add a To Do task to an event, or create a generic To Do that's not related to any event. To create a To Do for an event: 1. If it's not already open, drill down to the event, then click "Create "To Do" Task" in the More Actions... drop-down menu on the far right. 2. In the window that opens, complete the details to describe the task, its assignee, and the due date for task completion. If the individual to perform the To Do is not listed in the Assigned To drop-down list of starred contacts: a. Click Search for Contacts and type all or part of the name. b. Press Enter or click Search. c. Select a name in the Search Results list. 3. Click Create to add the To Do to the event tasks. Note: You can also elect to create an event-related To Do from the summary of More Event Options displayed after you save the event. To create a generic To Do: 1. Go to the Tasks tab and be sure the Overview of Tasks subtab is displayed. 2. Click "Create "To Do" Task" in the view navigation bar. 3. In the window that opens, complete the details to describe the task, its assignee, and the due date for task completion, as described above for an event task. 4. Click Create to add the To Do to your task list. Tip: You may want to click Refresh in the navigation bar if you're looking at your Overview of Tasks on the Tasks tab and think your new To Do should be visible in the current view. Related Topics View event task list Overview of Tasks How to complete a task Advanced Task Search 50

80 Quick how to guides How to cancel an event Note: You need to sign in with a valid username/password to cancel an event, and have read/write permissions for the event. An event with a Cancelled state cannot normally be edited in any way or restored to an editable state. When an event is saved in this state, all its location and resource assignments are immediately released for re-assignment. Only a user with the appropriate functional security can uncancel an event. The event is still stored in the Series25 database. Image: Events can be canceled by editing an event and choosing the Cancelled event state. You can edit the event in the Event Wizard to change the Event State to Cancelled. OR To cancel the event from a single event view on the Events tab: If it's not already open, find and drill down to the event. Use the Event State drop-down to change the state. 51

81 Quick how to guides The event is cancelled immediately and any assigned locations and resources are released for re-assignment. The changed state is displayed in the Event Details on the left. Image: You can cancel an event using the Event State dropdown menu in the single event view. Note: Tip: If you need to "uncancel" an event, you can change the state again from the event view (if you have the appropriate security permissions). You'll need to edit the event in the Event Wizard to restore any discarded location or resource assignments. To cancel specific event occurrences, edit the event and change occurrence "status" in the Date and Time editor as needed. Related Topics How to delete an event How to attach files to an event 52

82 Quick how to guides How to delete an event Note: Before you can delete an event, or an event draft, you need to sign in with a valid username/password and have the appropriate security permissions. A deleted event cannot be viewed, edited, or retrieved again. Once deleted, the event will no longer be available in the Series25 database. If you would like to keep a record of the event, cancel the event rather than deleting it. To delete an event or event draft: Image: Use the More Actions dropdown menu in the single event view to delete an event. 5. If it's not already open on the Events tab, find and then drill down to the event or draft. 6. Choose "Delete this Event" in the More Actions... drop-down menu at the upper right of the event view. A message asks you to confirm the deletion. 7. Click OK to continue. Related Topics How to cancel an event How to set your user preferences About event Drafts 53

83 Quick how to guides How to use starred items Note: The ability to "star" items of interest is available only to users who have signed in and are 25Live schedulers/users. Your Starred Events, Locations, Resources, and Organizations in 25Live allow quick access to the items you work with regularly. The advantage of starring items is that you can later retrieve just those events, locations, resources, or organizations in a single request. As one of numerous possible examples, "Pre-Defined Event Searches" on the Events tab include the Pre-Defined Groups option to find Events Sponsored By Your Starred Organizations. The icon next to an item indicates the item is currently "starred. Click the icon to unstar an item and remove it from your starred lists. Clicking the icon stars an item. Note: Contacts may be starred and unstarred, but only during event creation/editing. Related Topics Home tab use 54

84 Quick how to guides How to send events to 25Live Publisher The icon allows a user with the appropriate security privileges to send to 25Live Publisher the event or events included in the current event search results, or all the events associated with the currently displayed location or locations. Choosing events to send To select events to send, open a single event, create an event search, or use a search in "Pre- Defined Event Searches" on the Events tab. To select the locations of events to send, open a single location, create a location search, or use a search in "Pre-Defined Location Searches" on the Locations tab. Note: You don't have to save an event or location search you create in 25Live for the purpose of sending events to Publisher, but it's recommended practice. Sending events When you click the "Send to Publisher" option for search results, or the corresponding entry in the More Actions... menu for a single event or location, the first thing you need to do is sign into the publishing environment with a 25Live Publisher username/password separate from your 25Live sign-in. You can select one or several existing Publisher calendars where you want the event(s) sent, or create new calendars on the fly. Select or unselect feed options for the send, as needed. Note: The feed options available for sending events to Publisher, and their default settings, are set up on the Integration tab in the 25Live Administration Utility. "Sending" an event(s) sets up an ongoing transmission of event occurrences to the selected calendar(s) in 25Live Publisher. So, for example, if you send to 25Live Publisher a set of events retrieved via a search based on the event type "Dance," both existing events and new events created later with this event type are automatically made available to those 25Live Publisher calendar(s). In another example, after you've sent the events in your starred locations to a 25Live Publisher calendar, any new events scheduled in those locations are added to the calendar as they're created, as are the events in any location added later to your starred locations. Note: By default, a "Send" feeds to Publisher the events occurring in a window from 30 days in the past to 180 days in the future. This default window, and several other defaults for creating event feeds, may be changed by a functional administrator in the 25Live Configuration Utility. 55

85 Quick how to guides Completing the publishing process A web developer in 25Live Publisher refines the look and presentation of your school's calendars fed by 25Live, and publishes calendars to designated, embedded locations on your website. To open the 25Live Publisher tool after sending events, you can click "Open 25Live Publisher" at the bottom of the form where you send events. To learn more For the latest information on planning and publishing calendars using 25Live and 25Live Publisher, see the 25Live Guide to Publishing Calendars, available from the 25Live Documentation page in Series25 Customer Resources (sign-in required). Related Topics Managing Publisher feeds 56

86 Quick how to guides How to subscribe to an event feed Clicking the "Subscribe to this Event" option in the More Actions... drop-down menu allows you to create a personal subscription to an event currently open; the Actions menu lets you do the same for the events associated with an open location or resource. To complete the subscription, select your preferred news reader or calendar from the options offered when you click the Subscribe option. 57

87 Quick how to guides How to set your user preferences Click "Preferences" next to your sign-in name in the 25Live header to select the "Date/Time Preferences" option. Follow the link in Related Topics below if you want to change your password or edit your user contact information. Date/Time Preferences Complete the Date and Time Display fields to update your current settings for date/time preferences -- for example, for the display of event information in calendars and location/ resource availability grids and for setting dates/times during event creation and editing. You can change the system default for the Week start day, to specify the weekday you want displayed first in your calendar views. Note: Settings for the Availability View Display Hours specify the start times for the first and last hours to show activities in a grid. For example, settings of 7:00 am and 11:00 pm specify grids will show content from 7:00 AM up through 11:59 PM. Changing your time zone affects only your personal environment for viewing and specifying event times. Your updated preferences won't take effect until you reload your browser. When you save your preferences, you're given the option to reload the browser now or later. Related Topics How to change your password How to edit your contact information Home tab use Home Calendar Home Dashboard 58

88 Quick how to guides How to change your password You need to sign in with a valid username/password to use this function, and have the required functional-level security for Change Password. Click "Preferences" next to your sign-in name in the Welcome message and select the "Change Your Password" option. Enter your new password in the form that opens and click "Change Password." Note: Only letters, numbers, and the underscore (_) character may be used in a password. 59

89 Quick how to guides How to edit your contact information You need to sign in with a valid username/password to use this function. To change your address or SMTP settings, you need functional-level security for Change Password. Click "Preferences" next to your sign-in name in the 25Live header and select the "Edit Your Contact Information" option. Complete or change any fields you like; only a last name and address are required. If you are using a DBCS (Database at Customer Site) instance of 25Live, you will see optional SMTP fields. In most circumstances, it probably won't be necessary to provide SMTP information. Contact your system administrator if you have questions. Note: The Internal ID field is not currently used by the system. 60

90 Quick how to guides How to save a simple search You must be a sign-in user to save a search. Your searches saved in 25Live are available only to you, although you can share a copy of any of your searches with other 25Live users. Tip: Note: If you're creating a search to use for generating reports, be sure to make it a Starred search so it will be available in parameter options for reports that use searches. (Key Concept) The information below describes details unique to saving a "simple" search on the Search For... subtab for Events, Locations, Resources, or Organizations. Whenever you click "Save Search" for a "simple" search you've created, you're given a choice to do either of the following: Save the criteria used to run the search. OR Save the events, locations, resources, or organizations returned by the search and currently displayed as search results. The distinction between the two types of save is significant. When you re-run saved search criteria, the search will find all the events, locations, resources, or organizations that match those criteria at the time you re-run the search. When you re-run saved search results, the search will always return the results displayed when you created the search (that is, the original criteria used to return those results will be discarded; the search is saved to return only the original object results). For example, if you search for locations that have a maximum capacity between 50 and 75 and a Smart Panel installed, saving the search as criteria will return results based on those criteria whenever the search is re-run so, in six months, running the search will include the two additional locations upgraded to match those criteria since the search was saved. If the search has been saved as results, re-running the search will always return the exact same locations found when the search was created and saved; the original criteria are no longer considered. Notes: When you save a simple search as criteria--and you've specified multiple criteria that include a Keyword--the search is saved as two searches. The exception is resource searches, which are always saved as a single search. 61

91 Quick how to guides To learn more about combining a keyword with other search criteria, follow the bottom link below. A search saved on the "Advanced... Search" subtab is always saved as search criteria. You access your saved searches, as well as any existing, system-provided searches, from the Pre-Defined... Searches subtab for the corresponding object type (Events, Locations, Resources, or Organizations). A newly saved search is added to the subtab grouping on the left labeled "All of Your Searches" or "Your Starred Searches," if you starred the search. You can use the Actions menu for a selected saved search to rename or to delete the search. When saving a simple search generates two searches If you're saving search "criteria" after running a search on the Search for... subtab for Events, Locations, or Organizations, and the search uses multiple criteria that include a Keyword, two separate searches are saved. Note: The master search, when it runs, includes the secondary search described below. When you elect to star your search, the master search is the search that's starred. A "master" search called "your Search Name" is saved as an AND search for a match based on all criteria except the keyword; exceptions: Multiple values for a single criterion may always be evaluated as an OR -- that is, "Matching Any"; for example, event Types or organization Types. In some cases, selecting multiple values for a single criterion may offer the option of specifying whether the values should be evaluated as an OR or as an AND -- that is, "Matching Any" or "Matching All"; for example, event Categories or location Features. A separate, secondary search called "your Search Name," with the prefix "Keyword Search" attached, is saved as an OR search for a match to any of the following, depending on the kind of object search: For events, a match to the event name, the event title, or the reference For locations, a match to the location short or formal name For organizations, a match to the organization name or title The secondary search is not starred when you elect to add the search to your Starred Searches. Secondary searches are accessible only from the corresponding Advanced Search subtab in the search grouping "Supplementary Keyword Searches." 62

92 Quick how to guides Notes: When you re-run the "master" saved search called "your Search Name," both searches are run automatically to return events based on all your original, saved criteria. The search with "Keyword Search" prepended to the name returns results based on the keyword criterion only. If you're deleting the search later, you'll probably want to delete both, even though the keyword version will still work without the other (although not vice versa). Related Topics How to create searches to share with other 25Live users (Knowledgebase article) Searching on the Events tab Searching on the Locations tab Searching on the Resources tab Searching on the Organizations tab How to delete a saved search 63

93 Quick how to guides How to delete a saved search Things to know about deleting a search: You must sign in to delete a search. You can only delete a search you've created yourself. You can delete a search on either the Pre-defined...Searches subtab or the Advanced...Search subtab for Events, Locations, Resources, or Organizations. (Advanced Search is available only with special security permissions.) To delete a search: 1. In either the Pre-defined or the Advanced search environment, click a grouping on the left that contains "Your" searches for the current tab. 2. Select the search to delete from the list on the right. 3. Click Delete beneath the list. 4. Click Delete Search to confirm the deletion. Note: You cannot delete a saved location search on the Events tab. Go to the Locations tab to do this. Related Topics Searching on the Events tab Searching on the Locations tab Searching on the Resources tab Searching on the Organizations tab How to save a simple search 64

94 Quick how to guides How to change date range in calendar views To change the current date range: Use the arrows to move forward or back from the dates displayed for the view. OR Click on the displayed dates. In the twin calendars, select a start and end date for viewing events. You can click on dates, type a date at the top of a calendar, or use the arrows to move forward and backward. When "Enforce a Date Range Interval" is checked and an interval selected, the end date is selected automatically when you select a start date, and vice versa. If you're on the Events tab viewing a List of search results, as an alternative to specific dates, you can choose to see only Current and Future Dates or All Dates. 65

95 The 25Live Home Tab The 25Live Home Tab Home tab use The 25Live Home tab provides three working views of 25Live for quick access to the information formats you need. Image: You have multiple view choices available to you on the 25Live Home tab. Click the appropriate subtab to change your view to one of the following: The Dashboard is your customizable, browser-based desktop for quick access to a variety of 25Live information and functionality. The home Calendar provides easy access to pre-defined groupings of events happening on dates you specify. SaaS Feature: The home Availability view displays a daily grid view for lists of locations based on the single date you specify and the hours you choose. Note: The home Availability view is available for SaaS (Software as a Service) installations only. 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. Your last Home tab view is saved for you 25Live saves your most recent view selection -- either Dashboard or Calendar -- on the Home tab as your Home view preference when you sign out. This same view will be displayed the next time you sign in to 25Live. From either of those views, the home Availability view is then just one click away (for SaaS installations), with its view defaulting to today s date. Note: If you have outstanding tasks that are overdue (that is, due today or within the last 30 days), a warning message is displayed when you sign in to 25Live. Click the link displayed with the message to go to the Tasks tab and review your overdue tasks. From there, you can drill down to complete a task or to change the due date. Reminder: What you can see and do in 25Live depends on whether you've signed in and your security privileges. 1

96 The 25Live Home Tab Related Topics Home Dashboard Home Calendar Home Availability View (Saas only) How to set your user preferences 2

97 The 25Live Home Tab Home Dashboard The Dashboard is designed to be your customizable, central hub for working in 25Live. Reminder: What you can see and do here (or anywhere in 25Live) depends on whether you've signed in and your security privileges. To customize your Dashboard: When signed in, you can drag and drop "box" elements to rearrange them on your personal dashboard. Click Customize Dashboard at the upper right of the view to expand the area where you can drag a box out of sight or retrieve hidden boxes; or click "Reset Dashboard" to restore the default view layout. Image: Use the Customize Dashboard link to enable rearrangement of Home Dashboard boxes. Tip: You need to wait until the cursor changes to before you can grab the Create an Event box to reposition it. On the Home Dashboard you can: Start creating an event Perform a Quick Search for events, locations, or resources Run a starred event, location, or resource search Access "Your Upcoming Events" or "Your Event Drafts" that you're scheduling or requesting 3

98 The 25Live Home Tab Note SaaS Feature: The "Your Upcoming Events" Dashboard widget is available for SaaS (Software as a Service) installations only. 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. Click to access a set of Tasks from your personal task list Click to open an event, location, resource, or report from a list of starred or popular/ featured items Edit a starred event a starred or featured event Click the link beneath the list of Locations to see when starred or popular locations are available Select the "Create a New Event Using this Location" icon next to a starred or popular location to start creating an event in that location Select the "Create a New Event Using this Resource" icon next to a starred or popular resource to start creating an event using that resource Return to any Recently Viewed events, locations, or resources visited during your current sign-in session Quick Search on Home Dashboard From the 25Live Home tab Dashboard, you can perform a Quick Search for events, locations, or resources. Just type the text to search for in the appropriate search field, then click Go or press Enter. Enter whole word(s) or a word fragment (that appears at the beginning of a word). The search looks for matches in event names and titles; location short and formal names; or resource names. You may also search on an entire event reference. Note: An event search initiated from the Dashboard returns only events occurring on current and future dates. You can change this when search results are displayed. The searches are not case-sensitive, so you may enter upper- or lowercase letters in any combination. A search returns all the events, locations, or resources with a name; title or reference number (events only); or formal name (locations) that includes all your text, in sequence. Search results are displayed on the tab appropriate to the search type. If you entered an event reference, the event opens immediately. 4

99 The 25Live Home Tab Tip: If event search results are displayed initially in a Calendar view that doesn't show your event, switch to the List view. If the event still isn't displayed, try changing the "Dates" control to specify "Search All Dates" or "Select a Date Range." Just click the name to open an individual event, location, or resource; or you can right-click the name first to choose an option for display. Note: To learn more about search options in 25Live, see the How to search for what you want section. Related Topics How to create an event How to attach files to an event About event Drafts How to use starred items How to event details Home tab use Home Calendar Home Availability View (SaaS only) How to set your user preferences 5

100 The 25Live Home Tab Home Calendar Note: SaaS Feature: Some interface elements are 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. The Calendar on the 25Live Home tab presents a default set of event data, or your last selection of events to show, for an initial date span specified during system configuration. Image: The Home Calendar can display a variety of event sets across diverse date ranges. Reminder: What you can see and do in a calendar (or anywhere in 25Live) depends on whether you've signed in and your security privileges. 6

101 The 25Live Home Tab On the Home Calendar you can: Roll your cursor over an event or location name to see high-level details Right-click an event name and select a view format to drill down to that event Right-click an event name to edit the event Right-click an event name to event details -- including a variety of reports and other attachments -- to specified recipients Right-click a location name and select a view format to drill down to that location Click a create event icon in a date slot to start creating an event on that day Tip: Click the refresh icon on the home calendar toolbar to fetch the latest updated events. Text next to the refresh button indicates the time the data you re viewing was last refreshed. To modify the calendar view Change the event set you are viewing by making a selection in the event search dropdown menu Use the right and left arrow buttons to move the date range backward or forward (either 3 days, a week, or a month, depending on your current view mode) There are also right and left arrow buttons below the calendar to be able to change the date range from the bottom of the screen Image: The navigation controls above the calendar allow you to modify the view, date range, and selection of events on the Home Calendar. Select any of the quick access buttons to switch to the 3-Day, Week, or Month view modes To view a new date range (other than previous or next), select the date range text to drop down a date picker Tip: The currently active view mode (3-Day, Week, or Month) is indicated with a blue button. 7

102 The 25Live Home Tab Related Topics Home tab use Home Dashboard Home Availability View (SaaS only) How to search for what you want How to set your user preferences 8

103 The 25Live Home Tab Home Availability View Note: SaaS Feature: The Home Availability View 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. The Availability view on the 25Live Home tab provides you with a quick glance at when listed locations are available or booked for a specified date/times as well as an easy way to view location utilization. Image: The Home Availability view gives you a quick glance at location availability. The Availability view consists of three main parts: Availability toolbar at the top List of locations along the left with the option to star or unstar each location The availability grid with the display of hours along the top of the grid This tab allows you to not only view availability, but to also see location utilization and create events for the displayed locations and hours in the grid by using the create event icon in the grid squares. 9

104 The 25Live Home Tab Use the toolbar to modify the locations and the date Image: The navigation controls above the grid allow you to modify the selection of locations, date, and display of events on the Home Availability tab. Change the location list you are viewing by making a selection in the location list drop-down Use the right and left arrow buttons to move the date backward or forward To view to a new date (other than the previous or next), select the date text to reveal a date picker Choose a view mode from the View drop-down menu Use the Separated/Overlapping drop-down choice to select how you view events that might overlap in the display, such as shared space events or bound events. Choosing Separated shows every event within each square of the grid distinctly. Click the refresh icon to fetch the latest updated events. Text next to the refresh button indicates when the data you re viewing was last refreshed. To change the hours shown in the grid At the top-left corner of the availability grid are controls for changing which hours are shown. Hover your mouse over or click on the control icon to open the hours display. Move the sliders along the line to adjust the hours shown in the grid for this list of locations. Image: Use the sliders to adjust hours shown in the grid. 10

105 The 25Live Home Tab To create an event As your mouse cursor hovers over each blank/white square of the availability grid, you see the create event icon. Click the icon to create an event for that date and time in the specified location. Image: Clicking the create event icon in the example shown above would open the Event Wizard to create an event in the ARTS 101 location at 9am. Availability View Modes The Home Availability tab features four view modes to switch between the standard event grid or utilization views. Image: The Home Availability view features four view mode choices to see event status and location utilization. Standard (default): Displays simple availability with color codes indicating status of events Utilization Views: Shows utilization statistics for locations/times in the availability grid based on various comparison choices 11

106 The 25Live Home Tab Standard (default) View In the Standard view mode the squares representing blocks of time in the availability grid are color coded to signal different statuses of events: Blank/White: Available Gray: Closed hours, based on the location's open/closed hours Black: A blackout hour Green: A normal event with occurrence start and end times Light green: Shows setup/pre-event or post-event/takedown time around an event time Image: In the above example, the Northwest Art Awards event is scheduled from 3:00pm-5:00pm, shown in green, but the event also has setup/pre-event time and post-event/takedown time, shown in light green. Another event that day is shown in Orange, indicating the event s location is unavailable. Orange/Beige: Location unavailable due to relationship with another location Purple/Gray Slashes: Pending location reservation Utilization Views In the three utilization views (Utilization (RHC/CAP), Utilization (EHC/CAP), Utilization (RHC/EHC)) the squares representing blocks of time in the availability grid are color coded to represent the percentage of the location s utilization for that block of time. Image: When viewing availability in one of the three utilization views, events are color coded to show percentage of utilization. Gradient Spectrum (white to blue): White indicates the location is 0% utilized for that hour, with colors darkening along a spectrum to blue indicating 100% utilization Grey: Location utilization is complicated by one of the following: The location max capacity is equal to zero 12

107 The 25Live Home Tab The location is a subdivision of, divides into, or blocked by relationship with another location The location assignment is shared for that hour Red: Location utilization is greater than 100% for that hour You may choose between three different utilization view modes: Utilization (RHC/EHC): Registered Head Count/Expected Head Count - Shows enrollment utilization. For example, this view shows which sections can still register more students or are potentially over the enrolled (e.g. 38 students registered, with a max enrollment of 40) Utilization (EHC/CAP): Expected Head Count/Maximum Capacity - Showing sections that might have room to grow in their current location For example, a section in which 40 students could register but the room holds 45. Or, conversely, a section that potentially could reach full enrollment but does not have enough seats in the current location. Utilization (RHC/CAP): Registered Head Count/Maximum Capacity - Shows true seat utilization. For example, this view shows the number of registered students vs. the number of available seats in the location. Note: Expected head count is typically defined as the maximum number of students that can enroll in a section. However, if your institution uses the Campus Solutions SIS, your installation may be configured via your interface to import the section's Requested Room Capacity rather than maximum enrollment. These utilization view modes are most useful when viewed in conjunction with use of the Series25 LYNX SIS interface because LYNX exchanges up-to-the-minute registered head count information between the Series25 database and your SIS (Student Information System). In addition, registered head count and expected head count values for combined/cross-listed sections are standardized in LYNX. Please contact your Series25 Account Manager to learn more about the LYNX interface. Related Topics Home tab use Home Dashboard Home Calendar How to create an event 13

108 Events tab views Events tab views Events tab use Use the Events tab to retrieve events using any of a wide variety of searches provided by the system, created and saved by you, or shared with you by other users. You can specify your own criteria to "Search for Events," and save your search criteria or results for later access from "Pre-Defined Event Searches," or from "Advanced Event Search," if the latter is available to you to create more robust searches. Sign in to gain access to events appropriate to your role in 25Live and your security privileges. Any individual events you open for viewing in 25Live are accessed from the Events tab. Each open event is accessed via its own subtab in the Events tab navigation bar. Image: Overview of subtabs and options for closing subtabs. Event subtabs can be closed individually with the Close this Event icon or all at once using the Close All Events control. You can perform many different actions on an individual open event such as editing, copying, or deleting the event; changing the event state; establishing relationships or bindings with other events; ing event details; or generating any event-specific reports that may be available. (You can also generate a variety of reports on multiple events from the Reports tab.) Related Topics How to search for what you want About event Drafts Reports tab use 1

109 Events tab views Searching on the Events tab Note: Special security privileges control access to search functionality in 25Live. For details, refer to the 25Live Security Administration Guide. You can do any of the following to search for events (or event drafts) on the Events tab: Perform a relatively "simple" search, by keyword or by using a few "More Search Options" as search criteria. Do this on the Search for Events subtab. The results of this type of search can be saved as either "results" or search "criteria." Search using existing searches previously created by you or other users of the system, or based on your user activity and starred preferences. Do this on the Pre-defined Event Searches subtab. You can also rename and delete your own event searches on this subtab, or share a copy of any of your searches with other users. Perform an advanced search that allows you to choose from a wide variety of search criteria. Do this on the Advanced Event Search subtab. An advanced search is always saved as search "criteria." You can also rename, edit criteria, and delete your own event searches on this subtab; or edit a pre-defined search to save your own copy. You can share a copy of any of your searches with other selected users. Tip: If you're creating a search to use for generating reports, be sure to make it a Starred search. Related Topics Simple search for events Pre-defined event searches Advanced event search How to search for what you want (other search options) How to save a simple search How to delete a saved search 2

110 Events tab views Simple search for events Do any of the following to find events (or event drafts) of interest on the Events tab > Search For Events: If you're looking for something fairly specific, enter a Keyword to search for events based on all or part of an event name or title, or enter an event reference if you have it handy. Choose from More Search Options to specify more precisely the criteria to search on. Things to know about Search For Events: If you've signed in, the options for retrieval are particular to your job or user profile; you'll be able to retrieve any events for which you have at least viewing privileges. Select your preferred view and dates before you run the search for a better chance of getting the results you want right away. Change options at the top of the returned results to alter the view if you like. When you're searching on the Search For Events subtab, you can save your search as either the results you're viewing now or the criteria you used to run the search. Dates specified to view the search results are not saved with search criteria. If you're not getting the results you want, switch to the Pre-defined Event Searches subtab, or Advanced Event Search (if present), to explore options there. Click the help icon for the selected subtab to learn more. Note: You can re-run, rename, or delete your saved searches at any time from the Predefined Event Searches subtab or Advanced Event Search (if present). Use Advanced Event Search to edit search criteria or copy a search to customize it for your own purposes. You can also share your searches with other selected 25Live users from either subtab. To perform a Search by Keyword: 1. Click the Search for Events subtab on the Events tab. 2. In the Search by Keyword field, enter all or part of an event name or title, or the entire event reference. You can enter a word fragment for a name or title, if it appears at the beginning of the word. The searches are not case-sensitive, so you may enter upper- or lowercase letters in any combination. Press Enter or click Go to generate results. If you entered an event reference, the event opens immediately. 3

111 Events tab views 3. Click "Save Search" if you want to save your search for your own future use. (Click the link in Related Topics below to learn more about saving a search.) Tip: If you searched for an event and results are displayed initially in a Calendar view that doesn't show your event, switch to the List view. If the event still isn't displayed, try changing "Dates" to specify "Search All Dates" or change the date range for the search. To use More Search Options: 1. Click the Search for Events subtab on the Events tab. 2. Click More Search Options to the right of the Search by Keyword field to expand the additional options. 3. Provide values for each of the criteria to use in the search. The search looks for events that match all the different criteria selected; for example, the name contains "French," is sponsored by Continuing Education, AND has the event type Non-Credit Class. When you choose multiple values for a single criterion, such as Types, the search results include events that match any value selected for that criterion; for example, the event type is either Non-Credit Class OR Meeting. Some criteria allow you to specify either "Matching Any" or "Matching All" when multiple values are selected; for example, Categories Matching All values, Athletic AND Open to Public, or Matching Any, Athletic OR Open to Public. Multiple organizations are always processed using OR. Click Go to generate results. By default, only current and future events are returned when you run the search. Click "Dates" above the view to change the dates and re-run the search. 4. Click "Save Search" if you want to save your search for your own future use. (Click the link in Related Topics below to learn more about saving a search on the Search For Events subtab.) Tips: If you need to combine a keyword with more search option criteria, be aware that two separate searches will be saved. It's recommended that you create the keyword search here, then include that search as a criterion in an "advanced search," if that subtab is available. You may want to be sure you're on the Calendar view if you intend to select a search that could return a large number of events in a List view. 4

112 Events tab views When saving an event search generates two searches If you're saving search criteria after running an event search on the Search for Events subtab, using multiple criteria that include a Keyword, two separate searches are saved. A "master" search called "your Search Name" is saved as an AND search for a match based on all criteria except the keyword (exception: multiple values for a single criterion, such as Type, are evaluated as an OR). A separate, secondary search called "your Search Name event keywords" is saved as an OR search for a match to any of the following: the event name, the event title, or the reference. Notes: When you re-run the "master" saved search called "your Search Name," both searches are run automatically to return events based on all your original, saved criteria. The search with "event keywords" appended to the name returns results based on the keyword criterion only. If you add the saved search to Your Starred Searches, only the master search, "your Search Name," is added to your starred event searches. If you're deleting the search later, you'll probably want to delete both, even though the keyword version will still work without the other (though not vice versa). Related Topics Searching on the Events tab How to save a simple search When saving a simple search generates two searches How to delete a saved search Events list Events calendar How to search for what you want (more search options) About event Drafts 5

113 Events tab views Pre-defined event searches Use the Events tab > Pre-defined Event Searches to run an existing search -- supplied by the system, previously created and saved by you, or shared with you by other users -- to retrieve events. Note: If you've signed in, options are particular to your job or user profile, so you can do things like: View events you've starred in 25Live View events where you perform a specific role or have task assignments Use your personal event groupings or saved searches Rename or delete "Your" searches Share a copy of any of your searches with selected 25Live user contacts Retrieve any events for which you have at least viewing privileges To search from Pre-Defined Event Searches: 1. Click on the Pre-Defined Event Searches subtab on the Events tab. 2. Select a grouping on the left. 3. Select a search option displayed in the right column. You may want to change the view (List or Calendar) and specify dates before you run the search. If you're not getting the results you want, switch to the Search For Events subtab, or Advanced Event Search (if present), to explore options there. Click the help icon for the selected subtab to learn more. Note: Tip: Location searches are included to let you search for events in the specified locations. You may want to be sure you're on the Calendar view if you intend to select a search that could return a large number of events in a List view; for example, "Events Sponsored By Your Starred Organizations" could be a long search when run with generous date parameters. Related Topics Searching on the Events tab Events list Events calendar How to delete a saved search How to search for what you want (more search options) About event Drafts 6

114 Events tab views Advanced event search Special security privileges are required to view and use advanced searching. For details, refer to the 25Live Security Administration document. Use the Advanced Event Search subtab to: Create, and optionally save, a new search using any of a wide variety of criteria Share a copy of your event searches with selected 25Live user contacts Edit, copy (Save As..), or delete an event search previously created and saved by you (or shared with you by another user) Edit and copy (Save As) a system-provided search Note: If you're creating a search to use for generating reports, be sure to make it a Starred search so it will be available in parameter options for reports that use event searches. To create an advanced event search: 1. Click the Advanced Event Search subtab on the Events tab. 2. Click the New Search button. 3. Click Add Criteria to select a criterion to add to the search. 4. Provide a value for the selected criterion. 5. Repeat the previous two steps to specify additional criteria. 6. If you've selected multiple criteria, choose either AND or OR between the first two criteria to indicate whether search results must match all criteria specified or at least one. 7. You may want to change the view (List or Calendar) and specify dates before you run the search. Tip: You may want to be sure you're on the Calendar view if you intend to select a search that could return a large number of events in a List view; for example, "Events Sponsored By Your Starred Organizations" could be a long search when run with generous date parameters. 8. Click Search! to see if you're getting the desired results. Make changes if necessary and search again. 9. Click "Save" if you want to save your search for your own future use. Give the search a name that describes its purpose and make it a starred search, if you'll be using it to run reports. 7

115 Events tab views Note: You can re-run your saved searches at any time from the Pre-defined Event Searches subtab as well as Advanced Event Search. You can also send a copy of any of your searches to other users, from either subtab, by clicking Share with the search name highlighted in the list. To edit an event search: You can use this functionality to edit searches created either here or on the Search For Events subtab. You cannot change a search that's not your own, but you can edit it and select Save As to save a copy of that search. 1. Click the Advanced Event Search subtab on the Events tab. 2. Select a grouping on the left. 3. Select the search to edit in the right column. 4. Click Edit. 5. Add, remove, and modify criteria as needed. 6. Click Search! to see if you're getting the desired results. Make changes if necessary and search again. 7. When you're ready, save the search. To delete an event search: You can only delete your own searches. 1. Click the Pre-Defined Event Searches or the Advanced Event Search subtab. 2. Select a grouping of your searches on the left. 3. Select the search to delete in the right column. 4. Click Delete and confirm the deletion. Related Topics Searching on the Events tab Events list Events calendar How to search for what you want (other search options) About event Drafts 8

116 Events tab views Events list In a list view of events displayed on the Events tab, you can: Quickly find an event of interest Right-click an event name and select a view format to drill down to that event Right-click an event name to event details to others Click the icon to edit an event, or right-click the event name Right-click a location or resource name and select a view format to drill down to that location or resource Save the search if the list was generated by creating a search Click the or the icon to star or unstar the event Click "Send to Publisher" (you may need to click Actions first) to send the currently displayed events to 25Live Publisher. Note: The List view lets you know how many events and pages of results have been returned from your search. To modify the view, you can: Change the dates, or view all dates. Click the Calendar subtab to change the view. Click a column heading to sort events using that criterion. Turn a column on or off by using the drop-down next to Choose Visible Columns. Tip: By default, the List view shows events on Current and Future Dates. To change this, click the link next to "Dates:" and select a date range or "Search All Dates." Related Topics Searching on the Events tab How to use starred items How to send events to 25Live Publisher 9

117 Events tab views Events calendar In a calendar view of events displayed on the Events tab, you can: Right-click an event name and select a view format to drill down to that event Right-click an event name to edit the event or event details to others Right-click a location name in an event rollover and select a view format to drill down to that location Save the search if the calendar was generated by creating a search Click a "Create an event" icon in a date slot to start creating an event on that day Click "Send to Publisher" (you may need to click Actions first) to send the event search results to 25Live Publisher. Note: Tip: It's recommended that you send events to Publisher from the List view, where you can more easily review all the events to be sent to Publisher. Dates in the calendar that are grayed out are dates not included in the current date range. By default, the calendar shows the current week starting today. To modify the view, you can: Click the List subtab to change the view. Change the dates. Related Topics Searching on the Events tab How to use starred items How to send events to 25Live Publisher 10

118 Events tab views About event Drafts To access your Draft events, do either of the following: Make a selection from "Your Event Drafts" on the Home Dashboard OR Click "Pre-Defined Event Searches" on the Events tab, then click "Pre-Defined Groups" and choose an option on the right for "Event Drafts..." An event "draft" is in a transitional state; that is, it is not currently a part of the permanent event database. This may be because: The creator of the event chose to make the event a "draft" pending receipt of further information or to pass the request to another user/scheduler. OR The event creator does not have the required permissions to save an event to the events database, so the event has been passed as a draft to the user specified as the "Scheduler" in event details. Location and resource assignments cannot be saved with events that are still drafts, although any locations/resources assigned during draft creation are saved as preferences. Editing the draft to change the state adds an "event" to the database, and allows you to assign locations and resources. Whether you can make these changes depends on your security permissions. Depending on your user environment, it may be possible to change an event's state back to Draft. If you are the event "Requestor," you may be able to make changes to your draft, or simply review the contents; for example, to find out who has been assigned as the event Scheduler or to look for Comments that may have been added. Related Topics How to delete an event (or event draft) Searching on the Events tab Home tab use Home Dashboard 11

119 Single event views Single event views Change this event view To change the view for the current event, do any of the following: Change the dates of interest (if you're viewing a calendar). Choose among a Details, Calendar, Task List, Pricing, and Audit Trail view of the event by clicking the appropriate subtab. The Task List, Pricing, and Audit Trail views are available only after sign-in, with the appropriate security permissions. Use the Edit this Event button, the Event State drop-down list, and the options in the More Actions... drop-down menu to perform a variety of event-related actions. To learn more, explore details in the Related Topics below. To get help on the current view, click the help icon To close an open event, click "Close this Event" bar. in the view navigation bar. at the right end of the view navigation Related Topics View event details View event calendar View event task list View event pricing Review event audit trail Review event audit trail "Understanding vcalendar" (PDF file) 1

120 Single event views View event details The details visible for a single event on the Events tab, and the event-specific actions available, depend on your security privileges and whether you've signed in to 25Live. Event actions Click Edit this Event to open the event for editing. Use the Event State drop-down to quickly change the event state. Use the More Actions... drop-down menu to perform tasks available to you, which may include: Starring or unstarring the event Copying the event Managing relationships with other events Managing bindings to enforce use of the same location(s) by other events Deleting the event Creating an event To Do ing event details to a variety of recipients Sending the event to the 25Live Publisher Printing a report for the event Taking ownership of this event Generating a vcalendar reply/counter when the class/event originated in the SIS Note: You may re-generate a reply/counter from the event details view, as well. 2

121 Single event views See the Glossary of terms for a brief definition of vcalendar. In addition, see "Understanding vcalendar" (PDF document) on the Series25 Customer Resources site for more information on use of vcalendar in 25Live. Subscribing to an event feed with your favorite news reader or calendar Making the current view your default for opening single events Overall Event Details Details that apply to the overall event are displayed on the left. Some of those details can be edited inline (SaaS Feature), see How to edit event details from the Event Details view. Event Preferences If you ve signed in, use the "expand/unexpand" (+/-) controls to view individual event preferences, such as Features, Partitions, Resources, and Locations. With appropriate permissions, preferences may be edited inline (SaaS Feature), see To edit Event Preferences from the Event Details view. Event Occurrences Note: SaaS Features: Some of the Event Occurrences features described below are only available in SaaS (Software as a Service) installations. 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. Reminder: Sign in to 25Live to be able to use most of the following event occurrence view options. Use the "expand/unexpand" (+/-) controls for individual event occurrences on the right to see details by occurrence, including locations/resources that are assigned or pending assignment, setup instructions, and setup/takedown times. Overridden occurrences do not display. If the event state is Draft, Location and Resource icons for those occurrences appear in grey. 3

122 Single event views When occurrences are confirmed, the Location and Resource icons display in color. You can expand individual occurrences using the plus symbol (+) control to view details about each occurrence, including Locations, layouts, setup instructions, Resources, and a graphical display of the event time, including setup, pre-event, post-event, and takedown times. If different occurrences involve differing user profiles, they may be displayed separately. Use the Settings icon ( ) to switch between a separated or mixed view of those occurrences. 4

123 Single event views Related Topics About event Drafts Change this event view How to edit event details from the Event Details view How to use starred items How to attach files to an event Review event audit trail How to create a To Do task How to copy an event How to manage related events How to manage bindings (bound events) How to event details How to cancel an event How to delete an event How to event details How to edit event details from the Event Details view How to send events to 25Live Publisher How to run a report How to subscribe to an event feed Generate Reply and Counter Files in 25Live (Customer Resources wiki, login required) 5

124 Single event views View event calendar In the Calendar view of an individual event, you can: See at a glance the overall activity for the event, and any related events, on the specified dates Click Edit this Event to open the event for editing Use the Event State drop-down to quickly change the event state Use the More Actions... drop-down menu to perform tasks available to you, which may include: Starring or unstarring the event Copying the event Managing content relationships with other events Managing bindings to enforce use of the same location(s) by other events Deleting the event Creating an event To Do ing event details to a variety of recipients Sending the event to the 25Live Publisher Printing a report for the event Taking ownership of this event Generating a vcalendar reply/counter when the class/event originated in the SIS See the Glossary of terms for a brief definition of vcalendar. In addition, see "Understanding vcalendar" (PDF document) on the Series25 Customer Resources site for more information on use of vcalendar in 25Live. Subscribing to an event feed with your favorite news reader or calendar Making the current view your default for opening single events By default, the calendar shows all dates for the current event. To modify the view, you can: Check the box labeled "Show Related Events" to include in the calendar any events that have an established content relationship with the current event. Click a shaded subtab to change the view. Change the dates. 6

125 Single event views Related Topics Change this event view How to use starred items How to attach files to an event Review event audit trail How to create a To Do task How to copy an event How to manage related events (establish relationships between events) How to event details How to cancel an event How to delete an event How to send events to 25Live Publisher How to run a report (for the event) How to subscribe to an event feed 7

126 Single event views View event task list The Task List view on the Events tab shows Only Tasks Assigned To You for this event by default. You may also choose to show All Assigned Tasks by using the "View" drop-down list. You can use this view to complete and enter comments for tasks assigned to you, and to view progress on tasks assigned by you. Click the expand icon to the right of a task section to view individual tasks of that type. Click the expand icon to the right of a task to open details for that task. Items in the More Actions... drop-down menu in a task section header let you affect all tasks in that section at once. Items in the More Actions... menu, available for every event view, let you perform a variety of actions affecting the entire event including creating To Do tasks. The Flagged icon for a task assigned to you indicates whether the task requires your attention. When the flag is vertical, the task is "flagged," meaning it does require attention. When you complete a task, the vertical flag automatically changes to a horizontal version to indicate the task has been handled and no longer requires attention. You may return the task to a flagged (that is, "attention required") condition by clicking on the horizontal flag. (You may also click to "unflag" a task, if desired.) In the Task List view of this event, you can: Change the Respond By Date (due date) of a task assigned to you but not yet complete, by clicking the calendar displayed next to the field. You may also change the due date if the task has not yet been completed and you're the event scheduler, or if the task is a To Do assigned by you. Change the status of a task assigned to you by selecting Approve/Deny for an approval notification, Assign/Deny (or UnAssign/Deny) for an assignment (or unassignment) request, or Complete/Ignore for a To Do. You need to complete assignment (or "unassign") tasks for each individual date specified for a resource or location request. To complete all your tasks in a section at once, or deny them all, choose the appropriate item from the Actions drop-down menu for the section. Click EDIT in the Comments area to create or modify comments for a task assigned to you. Be sure to click SAVE when you're done. Click the flag icon to toggle the condition of a task assigned to you, based on whether or not you want to continue to track the task for later handling/response. 8

127 Single event views Notes: Completion of vcalendar To Do's requires a higher level of security access to the event than that required for other tasks. vcalendar To Do's for multiple events can be completed in a single action in the 25Live Administration Utility. Your comments are visible only to other participants in the task's workflow. To customize the task display: Toggle between a "View" of the list that shows All Assigned Tasks or Only Tasks Assigned to You. Use the "expand/unexpand" (+/-) controls on the far right to view or hide details of individual task groupings and tasks. Related Topics Change this event view Tasks tab use How to complete a task How to create a To Do task View event details 9

128 Single event views View event pricing If you belong to a security group with the required access to pricing functionality, you can access the Pricing view of an individual event to: Review and adjust the pricing values calculated automatically for the event Make additional changes to pricing criteria Access the 25Live Accounting tool (if it's been set up at your site) to create, review, edit, and send invoices for individual organization clients; to track payments and overall client activity; and to generate aging and other reports If you're using 25Live Accounting, a Summary of the current invoicing status of organization sponsor(s) appears near the top of the event Pricing view. To modify the 25Live Pricing view You can do any of the following: Click the calendar icon next to Pricing Date to specify the latest date that can be used to select rate schedules to apply to event pricing. (The effective date of eligible rate schedules must be the same as, or earlier than, the event pricing date.) Pricing values in the form may change depending on the date you specify here. You cannot change the Pricing Date once an event sponsor organization has been invoiced via 25Live Accounting. Click EDIT in the Adjustments column for a line item to open the form where you enter and save an adjustment to that list price. You can also change the rate schedule and rate group to apply to a line item when it's being adjusted. Click EDIT in the "Charge To" column for a line item to change the client organization responsible for the charge, if multiple organizations have been attached to the event. Be sure to click SAVE to complete your change. When you change the responsible organization in the Charge To column, the line item is moved to a separate section with pricing for that organization client. Click NEW or EDIT in the Adjustments row for the section to open the form where you enter/modify and save an adjustment to the subtotal. Key Concepts: The 25Live Accounting tool lets you generate invoices and track accounts receivable by individual organizations sponsoring events. A "Billing Contact" for the organization being invoiced must be specified in its organization record before you 10

129 Single event views can create the invoice in the Accounting tool. The individual specified as billing contact must have an address specified in his or her 25Live contact information. If you simply want to generate an invoice based on the pricing calculated in 25Live for the overall event, you can choose "Print a Report for this Event" from the "More Actions..." menu and generate a 25Live Event Invoice report. If no Invoice report is available in the menu options, none has been associated with the event type in the 25Live Administration Utility Event Hierarchy. Be sure to make all your changes to event pricing before you invoice an organization client using 25Live Accounting. You can make additional adjustments to a client invoice in the 25Live Accounting tool (as well as making other changes), but those changes will not be reflected in the 25Live Pricing view. A payment made toward the invoice total in the Accounting tool is displayed, however, in the Pricing view--in the 25Live Accounting status bar that's created at the bottom of the section for an organization client when it's been invoiced. Using the 25Live Accounting tool The 25Live Accounting tool provides the functionality that lets you: Create Invoice for an organization client with a balance due for the event The invoice is created for the Billing Contact specified in the client's organization information in 25Live. (If multiple billing contacts are specified for the organization, you choose the contact to associate with the invoice during the creation process.) View the invoice, after it's been created, to perform functions like specifying payments to apply to the client invoice Edit the invoice content, after the invoice has been created, and send the invoice to the responsible organization client Review account activity for a client and generate tracking information including aging reports and other finance/invoice reports Note: If you're using 25Live Accounting, you cannot make changes to the 25Live event pricing for a client after the invoice has been created from the 25Live Pricing view of the event. 11

130 Single event views To create and manage 25Live Accounting invoices for a client organization 1. To create an invoice for a client, click Create Invoice beneath a table of organizationspecific pricing information in the 25Live Pricing view of an event. 2. In the form that's displayed, choose the billing contact to receive the invoice, if there's more than one option. Be sure the proper instance is displayed if your school has configured more than one instance of 25Live Accounting. Enter any applicable terms and notes to appear on the invoice. 3. Click Create Invoice. The invoice is created behind the scenes and saved to your logon instance of the 25Live Accounting tool. A status bar is displayed beneath the section of the 25Live Pricing view that describes the charges for the billed organization. The status bar contains client invoice information retrieved from the Accounting tool. The invoicing status of the organization is also updated in the Summary at the top of the Pricing view. (Click "Refresh" at the top right of the view if this doesn't happen automatically.) 4. To review, modify, or send the invoice, click View or Edit in the 25Live Pricing status bar. You need to sign in with your 25Live Accounting username/password to enter the Accounting tool environment. Tips for using 25Live Accounting When you click View or Edit on the 25Live Pricing tab for an invoice, the invoice may not be displayed directly. You may need to find and select the invoice in a list in the Accounting tool to open a viewable or editable version of the invoice; or you may be able to access the invoice via the Clients list on the People tab. Any items in the 25Live Pricing view that have no charges attached are dropped from the Accounting tool invoice. If you submit a partial payment for an invoice from the 25Live Accounting tool, the invoice update is listed on the Accounting Home tab as a "Payment" rather than an Invoice. Use the Help link in the upper right of the Accounting tool window to learn more about using the tool for invoicing and managing client accounts. Related Topics Change this event view View event details 25Live Accounting Setup and Use (pdf document on Series25 Customer Resources wiki) 12

131 Single event views Create an invoice To create an invoice for the selected client organization, complete the fields in the Create Invoice form: Before you can create the invoice, a billing contact--with a valid address--must be attached to the organization record. You may be able to choose among multiple billing contacts for the organization, if more than one has been specified. You can choose a different 25Live Accounting "Instance" where you want to create the invoice, if you have access to more than one. By default, each school has just one instance of the Accounting tool, although more can be set up by special arrangement. Enter any terms that apply to this invoice and add to the default notes, as needed. You may also modify this information later, in the Accounting tool. Note: When you click Create Invoice, the invoice is created behind the scenes, in the Accounting tool instance you selected, and a status bar is added to the organization's billing details in the 25Live Pricing view. To access the newly created invoice, you need to click View or Edit in that status bar. Related Topics View event pricing 13

132 Single event views Review event audit trail If you're the event Scheduler or have full control security permissions for the event, you can access the Audit Trail view. The audit trail lets you quickly determine when changes were made to an event, the scope of the changes, and the user who made them. The audit trail provides creation and modification history for the entire course of event data development, including changes to the event name or state, location/resource assignments and changes, and details of event-related transmission. The audit trail is auto-generated by the system. Once added, an entry is never erased. Tip: Click the Date, User, or Action column header to sort by that data. Related Topics Change this event view View event details 14

133 Location tab views Location tab views Locations tab use Use the Locations tab to: Retrieve locations using "Pre-Defined Location Searches"--which are searches provided by the system, created and saved by you, or shared with you by other users. You can specify your own criteria to "Search for Locations," and save your search criteria or results for later access from Pre-Defined Location Searches, or from "Advanced Location Search," if the latter is available to you to create more robust searches. View details of selected locations. Drill down to learn more about a selected location. View an availability grid or a calendar of events in selected locations. Drill down to learn the details of an event scheduled in a location. Schedule an event in a specific location. Any individual locations you open in 25Live are accessed from this tab. Each open location is accessed via its own subtab in the Locations tab navigation bar. Image: Overview of subtabs and options for closing subtabs. Location subtabs can be closed individually with the Close this Location icon or all at once using the Close All Locations control. You can perform a variety of actions for an individual open location, including generating a Daily Room Sheet report. (You can generate a variety of reports on multiple locations from the Reports tab.) 1

134 Location tab views Related Topics Searching on the Locations tab How to save a simple search Reports tab use (to run reports) 2

135 Location tab views Searching on the Locations tab Note: Special security privileges control access to search functionality in 25Live. For details, refer to the 25Live Security Administration Guide. You can do any of the following to search for locations on the Locations tab: Perform a relatively "simple" search, by keyword or by using a few "More Search Options" as search criteria. Do this on the Search for Locations subtab. The results of this type of search can be saved as either "results" or search "criteria." Search using existing searches previously created by you or other users of the system, or based on your user activity and starred preferences in 25Live. Do this on the Pre-defined Location Searches subtab. You can also rename and delete your own location searches on this subtab, or share a copy of any of your searches with other users. Perform an advanced search that allows you to choose from a wide variety of search criteria. Do this on the Advanced Location Search subtab. An advanced search is always saved as search "criteria." You can also rename, edit criteria, and delete your own location searches on this subtab; or edit a pre-defined search to save your own copy. You can share a copy of any of your searches with other users. Tip: If you're creating a search to use for generating reports, be sure to make it a Starred search. Related Topics Searching on the Locations tab Pre-defined location searches Advanced location search How to search for what you want (other search options) How to save a simple search How to delete a saved search 3

136 Location tab views Simple search for locations Do any of the following to find locations of interest on the Locations tab > Search For Locations: If you're looking for something fairly specific, enter a Keyword to search for locations based on all or part of a location short or formal name. Choose from More Search Options to specify more precisely the criteria to search on. Things to Know about Search For Locations: If you've signed in, the options for retrieval are particular to your job or user profile, so you'll be able to retrieve any locations for which you have at least viewing privileges Select your preferred view and date(s) for a Calendar or a Daily/Weekly Availability grid, before you run the search for a better chance of getting the results you want right away. Change options at the top of the returned results to alter the view if you like. When you're searching on the Search For Locations subtab, you can save your search as either the results you're viewing now or the criteria you used to run the search. Dates specified to view the search results are not saved with search criteria. If you're not getting the results you want, switch to the Pre-defined Location Searches subtab, or Advanced Location Search (if present), to explore options there. Click the help icon for the selected subtab to learn more. Note: You can re-run, rename, or delete your saved searches at any time from the Predefined Location Searches subtab or Advanced Location Search (if present). Use Advanced Location Search to edit search criteria or copy a search to customize it for your own purposes. You can also share your own searches with other users from either subtab. To perform a Search by Keyword: 1. Click the Search For Locations subtab on the Locations tab. 2. In the Search by Keyword field, enter all or part of a location short or formal name. You can enter a word fragment if it appears at the beginning of the word. The searches are not case-sensitive, so you may enter upper- or lowercase letters in any combination. Press Enter or click Go to generate results. 3. Click "Save Search" if you want to save your search for your own future use. (Click the link in Related Topics below to learn more about saving a simple search.) 4

137 Location tab views To specify More Search Options: 1. Click the Search For Locations subtab on the Locations tab. 2. Click More Search Options to the right of the Search by Keyword field to expand the additional options. 3. Provide values for each of the criteria to use in the search. The Search by Keyword field is not case-sensitive. You can enter all or part of a location short or formal name. You can enter a word fragment if it appears at the beginning of the word. The search looks for locations that match all the different criteria selected; for example, the location is in the Business School category AND allows a Conference layout AND accommodates a capacity between 100 and 125. When you select multiple values for a single criterion, such as Features, you can select either "Matching Any" or "Matching All" to specify whether search results should include only locations that match all your values, or those that match at least one value selected for that criterion. Press Enter or click Go to generate results. 4. Click "Save Search" if you want to save your search for your own future use. (Click the link in Related Topics below to learn more about saving a search on the Search For Locations subtab.) When saving a location search generates two searches If you're saving search criteria after running a location search on the Search for Locations subtab, using multiple criteria that include a Keyword, two separate searches are saved. (An exception is a search for Keyword and Capacity range; these criteria are saved as a single search.) A "master" search called "your Search Name" is saved as an AND search for a match based on all criteria except the keyword (exception: multiple values for a single criterion, such as Features, are evaluated as an OR). A separate, secondary search called "your Search Name location keywords" is saved as an OR search for a match to either the location short name or the location formal name. 5

138 Location tab views Notes: When you re-run the "master" saved search called "your Search Name," both searches are run automatically to return locations based on all your original, saved criteria. The search with "location keywords" appended to the name returns results based on the keyword criterion only. If you add the saved search to Your Starred Searches, only the master search, "your Search Name," is added to your starred location searches. If you're deleting the search later, you'll probably want to delete both, even though the keyword version will still work without the other (though not vice versa). Related Topics Searching on the Locations tab How to save a simple search When saving a simple search generates two searches How to delete a saved search Locations list Locations availability grid Locations calendar How to search for what you want (more search options) 6

139 Location tab views Pre-defined location searches Use the Locations tab > Pre-defined Location Searches to run an existing search -- supplied by the system, previously created and saved by you, or shared with you by other users -- to retrieve locations. Note: If you've signed in, options are particular to your job or user profile, so you can do things like: View locations you've starred in either 25Live Use your personal location groupings or saved searches to retrieve locations Rename or delete "Your" searches Share a copy of any of your searches with selected 25Live user contacts Retrieve any locations for which you have at least viewing privileges To search from Pre-Defined Location Searches: Pre-Defined Location Searches include both existing location searches provided by the system and any searches created and saved by you, or shared with you by other users. 1. Click on the Pre-Defined Location Searches subtab on the Locations tab. 2. Select a grouping on the left. 3. Select a search option displayed in the right column. Once you've found your locations, you can change options at the top of the returned results to alter the view as you like. If you're not getting the results you want, switch to the Search For Locations subtab, or Advanced Location Search (if present), to explore options there. Click the help icon for the selected subtab to learn more. Related Topics Searching on the Locations tab How to save a simple search How to delete a saved search Locations list Locations availability grid Locations calendar How to search for what you want (other search options) 7

140 Location tab views Advanced location search Special security privileges are required to view and use advanced searching. For details, refer to the 25Live Security Administration document. Use the Advanced Location Search subtab to: Create, and optionally save, a new search using any of a wide variety of criteria Share a copy of your location searches with selected 25Live user contacts Edit, copy (Save As..), or delete a location search previously created and saved by you (or shared with you by another user) Edit and copy (Save As) a system-provided search Note: If you're creating a search to use for generating reports, be sure to make it a Starred search so it will be available in report search parameter options. To create an advanced location search: 1. Click the Advanced Location Search subtab on the Locations tab. 2. Click the New Search button. 3. Click Add Criteria to select a criterion to add to the search. 4. Provide a value for the selected criterion. 5. Repeat the previous two steps to specify additional criteria. 6. If you've selected multiple criteria, choose either AND or OR between the first two criteria to indicate whether search results must match all criteria specified or at least one. 7. Click Search! to see if you're getting the desired results. Make changes if necessary and search again. 8. Click "Save" if you want to save your search for your own future use. Give the search a name that describes its purpose and make it a starred search, if you like. Note: You can re-run your saved searches at any time from the Pre-defined Location Searches subtab as well as Advanced Location Search. To edit a location search: You can use this functionality to edit searches you created either here or on the Search For Locations subtab, as well as searches shared with you by other users. You cannot change a search that's not your own, but you can edit it and select Save As to save a copy of that search. 8

141 Location tab views 1. Click the Advanced Location Search subtab on the Locations tab. 2. Select a grouping on the left. 3. Select the search to edit in the right column. 4. Click Edit. 5. Add, remove, and modify criteria as needed. 6. Click Search! to see if you're getting the desired results. Make changes if necessary and search again. 7. When you're ready, save the search. To delete a location search: You can only delete your own searches, including any search copies shared with you by other users. 1. Click the Pre-Defined Location Searches or the Advanced Location Search subtab. 2. Select a grouping of your searches on the left. 3. Select the search to delete in the right column. 4. Click Delete and confirm the deletion. Related Topics Searching on the Locations tab Locations list Locations availability grid Locations calendar How to search for what you want (other search options) 9

142 Location tab views Locations list In the List view of locations, you can: Quickly find a location of interest Right-click a location name and select a view format to drill down to that location Click the icon to create an event for a location Click the or the icon to star or unstar a location Click "Send to Publisher" to send events in the currently displayed locations to 25Live Publisher. Note: The List view lets you know how many locations and pages of results have been returned from your search. To modify the view, you can: Click a shaded subtab to change the view. Click a column heading to sort locations using that criterion. Turn a column on or off by using the drop-down next to Choose Visible Columns. Related Topics Searching on the Locations tab How to use starred items How to send events to 25Live Publisher 10

143 Location tab views Locations availability grid In the Availability view of locations, you can: See at a glance the overall activity for each location on the specified date Right-click a location name and select a view format to drill down to that location Roll over a shaded time slot in the grid to see an overview of information for that event: Green indicates normal assignment of the location to the event. Orange/Beige indicates the location is unavailable at this time due to a predefined "location relationship" with another location that's scheduled at this time. Purple/gray slashes indicate assignment of the location is pending; the box turns green when the location assignment is saved with the event. Right-click a shaded time slot to drill down to event information, edit the event, or send an with event details Click in an empty time slot to reserve that location for that date/time Click the icon to create an event for a location Click the or the icon to star or unstar a location Click "Send to Publisher" to send events in the currently displayed locations to 25Live Publisher. To modify the view, you can: Click a shaded subtab to change the view. Change the date. Use the Same-Day Event View drop-down to choose whether you want to view multiple simultaneous events for the same location overlapping on the same line or displayed as individual items on separate lines. Related Topics Searching on the Locations tab How to use starred items How to send events to 25Live Publisher 11

144 Location tab views Locations calendar In the Calendar view of locations, you can: See at a glance the overall activity on each date Right-click an event name in the calendar to drill down to event information, edit the event, or send an with event details Right-click an event name to event details to others Right-click a location name and select a view format to drill down to that location Click the icon to start creating an event on a date Click "Send to Publisher" (you may need to click Actions first) to send events in the locations returned by the search to 25Live Publisher. To modify the view, you can: Click a shaded subtab to change the view.spo Change the dates. Related Topics Searching on the Locations tab How to use starred items How to send events to 25Live Publisher 12

145 Single location views Single location views Change location view To change the view for the current location, do any of the following: Choose among a Details, List, Availability (Daily or Weekly), or Calendar view of the location. Change the dates of interest (if you're viewing a list, availability grid, or calendar). Use the Actions drop-down menu at the upper right of a single location view to perform a variety of related actions. To learn more, explore details in the Related Topics below. To get help on the current view, click the help icon To close an open location, click "Close this Location" navigation bar. in the view navigation bar. at the right end of the view Related Topics View location details List events in location View daily location availability View weekly location availability View location calendar 1

146 Single location views View location details In the Details view of this location, you can: See at a glance the location characteristics, relationships, and instructions Click "View this location's availability!" at the lower right to generate an availability grid for the location (Modify dates as needed to review Availability, either Daily or Weekly) Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the location Creating an event in the location Sending events in the location to the 25Live Publisher Printing a report of today's events in the location Subscribing to events in the location Making the current view your default for opening single locations To modify the view, you can: Click a shaded subtab to change the view. Related Topics Change location view How to create an event How to use starred items How to subscribe to an event feed How to send events to 25Live Publisher How to run a report (for the location) 2

147 Single location views List events in location In the List view of events in this location, you can: Quickly find an event of interest Right-click an event name to drill down to event information, edit the event, or send an with event details Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the location Creating an event in the location Sending events in the location to the 25Live Publisher Printing a report of today's events in the location Subscribing to events in the location Making the current view your default for opening single locations To modify the view, you can: Click a shaded subtab to change the view. Change the dates. Click a column heading to sort events using that criterion. Turn a column on or off by using the drop-down next to Choose Visible Columns. Related Topics Change location view How to create an event How to use starred items How to subscribe to an event feed How to send events to 25Live Publisher How to run a report (for the location) 3

148 Single location views View daily location availability In the Availability (Daily) view of this location, you can: See at a glance the daily activity for this location on the specified weekday(s) and date(s) Right-click a shaded time slot in the grid to drill down to event information, edit the event, or send an with event details Get information based on the color of the time slot: Green indicates normal assignment of the location to the event. Orange/Beige indicates the location is not available at this time due to a predefined "location relationship" with another location that's scheduled at this time. Purple/gray slashes indicate assignment of the location is pending; the box turns green when the location assignment is saved with the event. Click the icon in an empty time slot to create an event for the location at that date/time Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the location Creating an event in the location Sending events in the location to the 25Live Publisher Printing a report of today's events in the location Subscribing to events in the location Making the current view your default for opening single locations To modify the view, you can: Change the dates. Limit the grid display to selected Weekdays. Use the Same-Day Event View drop-down to choose whether you want to view multiple simultaneous events for the same location overlapping on the same line or displayed as individual items on separate lines. Click a shaded subtab to change the location view. 4

149 Single location views Related Topics View weekly location availability Change location view How to create an event How to use starred items How to subscribe to an event feed How to send events to 25Live Publisher How to run a report (for the location) 5

150 Single location views View weekly location availability In the Availability (Weekly) view of this location, you can: See at a glance the activity, by week, for the specified days and number of weeks This view is especially useful for finding a suitable location for a repeating event. The Starting Week is always Sunday through the following Saturday, and determines the sequence in which the selected Weekdays are displayed. Right-click a shaded time slot in the grid to drill down to event information, edit the event, or send an with event details Get information based on the color of the time slot: Green indicates normal assignment of the location to the event. Orange/Beige indicates the location is not available at this time due to a predefined "location relationship" with another location that's scheduled at this time. Purple/gray slashes indicate assignment of the location is pending; the box turns green when the location assignment is saved with the event in process. Click the icon in an empty time slot to create an event for the location at that date/time Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the location Creating an event in the location Sending events in the location to the 25Live Publisher Printing a report of today's events in the location Subscribing to events in the location Making the current view your default for opening single locations To modify the view, you can: Change the Sunday-through-Saturday dates for the Starting Week. Limit the view to selected Weekdays. Specify the number of weeks to include. Click a shaded subtab to change the location view. 6

151 Single location views Related Topics View daily location availability Change location view How to create an event How to use starred items How to subscribe to an event feed How to send events to 25Live Publisher How to run a report (for the location) 7

152 Single location views View location calendar In the Calendar view of events in this location, you can: See at a glance the overall activity for the location on the specified dates Right-click an event name in the calendar to drill down to event information, edit the event, or send an with event details Click the icon in a date slot to create an event in the location on that date Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the location Creating an event in the location Sending events in the location to the 25Live Publisher Printing a report of today's events in the location Subscribing to events in the location Making the current view your default for opening single locations To modify the view, you can: Click a shaded subtab to change the view. Change the dates. Related Topics Change location view How to create an event How to use starred items How to subscribe to an event feed How to send events to 25Live Publisher How to run a report (for the location) 8

153 Resource tab views Resource tab views Resources tab use Use the Resources tab to: Retrieve resources using "Pre-Defined Resource Searches"--which are searches provided by the system, created and saved by you, or shared with you by other users. You can specify your own criteria to "Search for Resources," and save your search criteria or results for later access from Pre-Defined Resource Searches, or from "Advanced Resource Search," if the latter is available to you to create more robust searches. View details of selected resources. Drill down to learn more about a selected resource. View an availability grid or a calendar of events using selected resources. Drill down to learn the details of an event using a resource. Create an event requiring a specific resource. Any individual resources you open in 25Live are accessed from this tab. Each open resource is accessed via its own subtab in the Resources tab navigation bar. Image: Overview of subtabs and options for closing subtabs. Resource subtabs can be closed individually with the Close this Resource icon or all at once using the Close All Resources control. You can generate a variety of reports on multiple resources from the Reports tab. Related Topics Searching on the Resources tab How to save a simple search Reports tab use (to run reports) 1

154 Resource tab views Searching on the Resources tab Note: Special security privileges control access to search functionality in 25Live. For details, refer to the 25Live Security Administration Guide. You can do any of the following to search for resources on the Resources tab: Perform a relatively "simple" search, by keyword or by using "More Search Options" as search criteria. Do this on the Search for Resources subtab. The results of this type of search can be saved as either "results" or search "criteria." Search using existing searches previously created by you or other users of the system, or based on your user activity and starred preferences in 25Live. Do this on the Pre-defined Resource Searches subtab. You can also rename and delete your own location searches on this subtab, or share a copy of any of your searches with other users. Perform an advanced search that allows you to choose from a wide variety of search criteria. Do this on the Advanced Resource Search subtab. An advanced search is always saved as search "criteria." You can also rename, edit criteria, and delete your own resource searches on this subtab; or edit a pre-defined search to save your own copy. You can share a copy of any of your searches with other users. Tip: If you're creating a search to use for generating reports, be sure to make it a Starred search. Related Topics Searching on the Resources tab Pre-defined resource searches Advanced resource search How to search for what you want (other search options) How to save a simple search How to delete a saved search 2

155 Resource tab views Simple search for resources Do any of the following to find resources of interest on the Resources tab > Search For Resources: If you're looking for something fairly specific, enter a Keyword to search for resources based on all or part of a resource name. Choose from More Search Options to specify more precisely the criteria to search on. Things to Know about Search For Resources: If you've signed in, the options for retrieval are particular to your job or user profile, so you'll be able to retrieve any resources for which you have at least viewing privileges Select your preferred view, and date(s) for a Calendar or Availability grid, before you run the search for a better chance of getting the results you want right away. Change options at the top of the returned results to alter the view if you like. When you're searching on the Search For Resources subtab, you can save your search as either the results you're viewing now or the criteria you used to run the search. If you're not getting the results you want, switch to the Pre-defined Resource Searches subtab, or Advanced Resource Search (if present), to explore options there. Click the help icon for the selected subtab to learn more. Note: You can re-run, rename, or delete your saved searches at any time from the Predefined Resource Searches subtab or Advanced Resource Search (if present). Use Advanced Resource Search to edit search criteria or copy a search to customize it for your own purposes. You can also share searches with other users from either subtab. If you have appropriate security permissions, you may also share searches with security groups. To perform a Search by Keyword: 1. Click the Search For Resources subtab on the Resources tab. 2. In the Search by Keyword field, enter all or part of a resource name. You can enter a word fragment if it appears at the beginning of the word. The searches are not case-sensitive, so you may enter upper- or lowercase letters in any combination. Press Enter or click Go to generate results. 3. Click "Save Search" if you want to save your search for your own future use. (Click the link in Related Topics below to learn more about saving a search.) 3

156 Resource tab views To specify More Search Options: 1. Click the Search For Resources subtab on the Resources tab. 2. Click More Search Options to the right of the Search by Keyword field to expand the additional options. 3. Provide values for any of the criteria to use in the search. The Search by Keyword field is not case-sensitive. You can enter all or part of a resource name. You can enter a word fragment if it appears at the beginning of the word. The search looks for resources that match all criteria selected; for example, the resource is in the Catering category AND the keyword is "lunch". When you select multiple values for the Categories criterion, you can select either "Matching Any" or "Matching All" to specify whether search results should include only resources that match all your category values, or those that match at least one selected value. Click Go to generate results. 4. Click "Save Search" if you want to save your search for your own future use. (Click the link in Related Topics below to learn more about saving a search on the Search For Resources subtab.) Related Topics Searching on the Resources tab How to save a simple search How to delete a saved search Resources list Resources availability grid Resources calendar How to search for what you want (more search options) 4

157 Resource tab views Pre-defined resource searches Use the Resources tab > Pre-defined Resource Searches to run an existing search -- supplied by the system, previously created and saved by you, or shared with you by other users -- to retrieve resources. Note: If you've signed in, options are particular to your job or user profile, so you can do things like: View resources you've starred in either 25Live Use your personal resource groupings or saved searches to retrieve resources Rename or delete "Your" searches Share a copy of any of your searches with selected 25Live user contacts Retrieve any resources for which you have at least viewing privileges To search from Pre-defined Resource Searches: 1. Click on the Pre-Defined Resource Searches subtab on the Resources tab. 2. Select a grouping on the left. 3. Select a search option displayed in the right column. Once you've found your resources, you can change options at the top of the returned results to alter the view as you like. If you're not getting the results you want, switch to the Search For Resources subtab, or Advanced Resource Search (if present), to explore options there. Click the help icon for the selected subtab to learn more. Related Topics Searching on the Resources tab How to save a simple search How to delete a saved search Resources list Resources availability grid Resources calendar How to search for what you want (more search options) 5

158 Resource tab views Advanced resource search Special security privileges are required to view and use advanced searching. For details, refer to the 25Live Security Administration document. Use the Advanced Resource Search subtab to: Create, and optionally save, a new search using any of a wide variety of criteria Share a copy of your resource searches with selected 25Live user contacts Edit, copy (Save As..), or delete a resource search previously created and saved by you (or shared with you by another user) Edit and copy (Save As) a system-provided search Note: If you're creating a search to use for generating reports, be sure to make it a Starred search so it will be available in report search parameter options. To create an advanced resource search: 1. Click the Advanced Resource Search subtab on the Resources tab. 2. Click the New Search button. 3. Click Add Criteria to select a criterion to add to the search. 4. Provide a value for the selected criterion. 5. Repeat the previous two steps to specify additional criteria. 6. If you've selected multiple criteria, choose either AND or OR between the first two criteria to indicate whether search results must match all criteria specified or at least one. 7. Click Search! to see if you're getting the desired results. Make changes if necessary and search again. 8. Click "Save" if you want to save your search for your own future use. Give the search a name that describes its purpose and make it a starred search, if you like. Note: You can re-run your saved searches at any time from the Pre-defined Resource Searches subtab as well as Advanced Resource Search. To edit a resource search: You can use this functionality to edit searches you created either here or on the Search For Resources subtab, as well as searches shared with you by other users. You cannot change a search that's not your own, but you can edit it and select Save As to save a copy of that search. 6

159 Resource tab views 1. Click the Advanced Resource Search subtab on the Resources tab. 2. Select a grouping on the left. 3. Select the search to edit in the right column. 4. Click Edit. 5. Add, remove, and modify criteria as needed. 6. Click Search! to see if you're getting the desired results. Make changes if necessary and search again. 7. When you're ready, save the search. To delete a resource search: You can only delete your own searches, including any search copies shared with you by other users. 1. Click the Pre-Defined Resource Searches or the Advanced Resource Search subtab. 2. Select a grouping of your searches on the left. 3. Select the search to delete in the right column. 4. Click Delete and confirm the deletion. Related Topics Searching on the Resources tab Resources list Resources availability grid Resources calendar How to search for what you want (other search options) 7

160 Resource tab views Resources list In the List view of resources, you can: Quickly find a resource of interest Right-click a resource name and select a view format to drill down to that resource Click the icon to create an event requiring that resource Click the or the icon to star or unstar a resource Note: The List view lets you know how many resources and pages of results have been returned from your search. To modify the view, you can: Click a shaded subtab to change the view. Click a column heading to sort resources using that criterion. Turn a column on or off by using the drop-down next to Choose Visible Columns. Related Topics Searching on the Resources tab 8

161 Resource tab views Resources availability grid In the Availability view of resources, you can: See at a glance the overall usage for each resource on the specified date Right-click a resource name and select a view format to drill down to that resource Roll your cursor over a shaded time slot in the grid to see an event summary or to drill down to an assigned location Right-click a shaded time slot to drill down to event information, edit the event, or send an with event details Click in an empty time slot to schedule an event requiring that resource for that date/ time Click the icon to create an event requiring that resource Click the or the icon to star or unstar a resource To modify the view, you can: Click a shaded subtab to change the view. Change the date. Use the Same-Day Event View drop-down to choose whether you want to view multiple simultaneous events using the same resource overlapping on the same line or displayed as individual items on separate lines. Related Topics Searching on the Resources tab 9

162 Resource tab views Resources calendar In the Calendar view of resources, you can: See at a glance the overall use of resources on each date Roll your cursor over an event name to see an event summary or to drill down to an assigned location Right-click an event name and select a view format to drill down to that event, edit the event, or send an with event details Right-click a resource name and select a view format to drill down to that resource Click the icon to start creating an event on a date To modify the view, you can: Click a shaded subtab to change the view. Change the dates. Related Topics Searching on the Resources tab 10

163 Single resource views Single resource views Change resource view To change the view for the current resource, do any of the following: Choose among a List, Details, Availability (Daily or Weekly), or Calendar view of the resource. Change the dates of interest (if you're viewing a list, availability grid, or calendar). To get help on the current view, click the help icon To close an open resource, click "Close this Resource" navigation bar. in the view navigation bar. at the right end of the view Related Topics View resource details List events using resource View daily resource availability View weekly resource availability View resource calendar 1

164 Single resource views View resource details In the Details view of this resource, you can: See at a glance the resource's characteristics, relationships, and instructions Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the resource Creating an event using the resource Subscribing to events using the resource Making the current view your default for opening single resources To modify the view, you can: Click a shaded subtab to change the view. Related Topics Change resource view How to create an event How to use starred items How to subscribe to an event feed 2

165 Single resource views List events using resource In the List view of events using this resource, you can: Quickly find an event of interest Right-click an event name to drill down to event information, edit the event, or send an with event details Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the resource Creating an event using the resource Subscribing to events using the resource Making the current view your default for opening single resources To modify the view, you can: Click a shaded subtab to change the view. Change the dates. Click a column heading to sort events using that criterion. Turn a column on or off by using the drop-down next to Choose Visible Columns. Related Topics Change resource view How to create an event How to use starred items How to subscribe to an event feed 3

166 Single resource views View daily resource availability In the Availability (Daily) view of this resource, you can: See at a glance the overall usage for this resource on the specified date(s) Roll your cursor over a shaded time slot in the grid to see an event summary or to drill down to an assigned location Right-click a shaded time slot to drill down to event information, edit the event, or send an with event details Click the icon in an empty time slot to create an event requiring the resource at that date/time Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the resource Creating an event using the resource Subscribing to events using the resource Making the current view your default for opening single resources To modify the view, you can: Change the dates. Limit the grid display to selected Weekdays. Use the Same-Day Event View drop-down to choose whether you want to view multiple simultaneous events using the same resource overlapping on the same line or displayed as individual items on separate lines. Click a shaded subtab to change the view. Related Topics Change resource view View weekly resource availability How to create an event How to use starred items How to subscribe to an event feed 4

167 Single resource views View weekly resource availability In the Availability (Weekly) view of this resource, you can: See at a glance the activity, by week, for the specified days and number of weeks This view is especially useful for finding resource availability for a repeating event. The Starting Week is always Sunday through the following Saturday, and determines the sequence in which the selected Weekdays are displayed. Right-click a shaded time slot in the grid to drill down to event information, edit the event, or send an with event details Get information based on the color of the time slot: Green indicates normal assignment of the resource to the event. Orange/Beige indicates the resource may not be available at this time due to a pre-defined "resource relationship" with another resource that's scheduled at this time. There may, however, be additional unused quantity for the resource (or infinite quantity), so the resource might, in fact, be available. Purple/gray slashes indicate assignment of the resource is pending; the box turns green when the resource assignment is saved with the event in process. Click the icon in an empty time slot to create an event using the resource at that date/time Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the resource Creating an event using the resource Subscribing to events using the resource Making the current view your default for opening single resources To modify the view, you can: Change the Sunday-through-Saturday dates for the Starting Week. Limit the view to selected Weekdays. Specify the number of weeks to include. Click a shaded subtab to change the resource view. 5

168 Single resource views Related Topics Change resource view View daily resource availability How to create an event How to use starred items How to subscribe to an event feed 6

169 Single resource views View resource calendar In the Calendar view of events using this resource, you can: See at a glance the overall usage of the resource on the specified dates Roll your cursor over an event name to see an event summary or to drill down to an assigned location Right-click an event name in the calendar to drill down to event information, edit the event, or send an with event details Click the icon in a date slot to create an event using the resource on that date Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the resource Creating an event using the resource Subscribing to events using the resource Making the current view your default for opening single resources To modify the view, you can: Click a shaded subtab to change the view. Change the dates. Related Topics Change resource view How to create an event How to use starred items How to subscribe to an event feed 7

170 Organization tab views Organization tab views Organizations tab use Use the Organizations tab to retrieve organizations by choosing any of a wide variety of search criteria or using existing saved searches provided by the system, created and saved by you, or shared with you by other users. Sign in to gain access to organization activities appropriate to your role in 25Live and your security privileges. You can specify your own criteria to "Search for Organizations," and save your search criteria or results for later access from the "Pre-defined Organization Searches" subtab or "Advanced Organization Search" (if available). Any individual organizations you open for viewing in 25Live are accessed from the Organizations tab. Each open organization is accessed via its own subtab in the Organizations tab navigation bar. Image: Overview of subtabs and options for closing subtabs. Organization subtabs can be closed individually with the Close this Organization icon or all at once using the Close All Organizations control. You can initialize creation of an event sponsored by the organization currently being viewed on the Organizations tab. You can also generate a variety of reports on organizations and their activities from the Reports tab (see the "Other Reports" subtab). Related Topics Searching on the Organizations tab Reports tab use (to run a report) 1

171 Organization tab views Searching on the Organizations tab Note: Special security privileges control access to search functionality in 25Live. For details, refer to the 25Live Security Administration Guide. You can do any of the following to search on the Organizations tab: Perform a relatively "simple" search, by keyword or by using a few "More Search Options" as search criteria. Do this on the Search for Organizations subtab. The results of this type of search can be saved as either "results" or search "criteria." Search using existing searches previously created by you or other users of the system, or based on your user activity and starred preferences. Do this on the Pre-defined Organization Searches subtab. You can also rename and delete your own organization searches on this subtab, or share a copy of any of your searches with other users. Perform an advanced search that allows you to choose from a wide variety of search criteria. Do this on the Advanced Organization Search subtab. An advanced search is always saved as search "criteria." You can also rename, edit criteria, and delete your own organization searches on this subtab; or edit a pre-defined search to save your own copy. You can share a copy of any of your searches with other users. Tip: If you're creating a search to use for generating reports, be sure to make it a Starred search. Related Topics Searching on the Organizations tab Pre-defined organization searches Advanced organization search How to search for what you want (other search options) How to save a simple search How to delete a saved search 2

172 Organization tab views Simple search for organizations Do any of the following to find organizations of interest on the Organizations tab > Search For Organizations: If you're looking for something fairly specific, enter a Keyword to search for organizations based on all or part of an organization name or title. Choose from More Search Options to specify more precisely the criteria to search on. Things to know about Search For Organizations: If you've signed in, the options for retrieval are particular to your job or user profile; you'll be able to retrieve any organizations for which you have at least viewing privileges. Select your preferred view, and dates for a Calendar view, before you run the search for a better chance of getting the results you want right away. Change options at the top of the returned results to alter the view if you like. When you're searching on the Search For Organizations subtab, you can save your search as either the results you're viewing now or the criteria you used to run the search. If you're not getting the results you want, switch to the Pre-defined Organization Searches subtab, or Advanced Organization Search (if present), to explore options there. Click the help icon for the selected subtab to learn more. Note: You can re-run, rename, or delete your saved searches at any time from the Predefined Organization Searches subtab or Advanced Organization Search (if present). Use Advanced Organization Search to edit search criteria or copy a search to customize it for your own purposes. You can also share searches with other users from either subtab. To perform a Search by Keyword: 1. Click the Search for Organizations subtab on the Organizations tab. 2. In the Search by Keyword field, enter all or part of an organization name or title. You can enter a word fragment for a name or title, if it appears at the beginning of the word. The searches are not case-sensitive, so you may enter upper- or lowercase letters in any combination. Click Go to generate results. 3

173 Organization tab views To see results as a list of organizations matching your search criteria, use the List view; use the Calendar view to see events sponsored by organizations returned from the search. 3. Click "Save Search" if you want to save your search for your own future use. (Click the link in Related Topics in this section to learn more about saving a search.) To use More Search Options: 1. Click the Search for Organizations subtab on the Organizations tab. 2. Click More Search Options to the right of the Search by Keyword field to expand the additional options. 3. Provide values for each criterion to use in the search. The search looks for organizations that match all criteria selected; for example, the category is "College of Arts and Sciences" AND the organization type is "Administrative." When you choose multiple values for a single criterion, handling varies depending on the criterion: For Types, the search results always include organizations "Matching Any" one of the types selected; for example, the organization type is either Administrative OR Department. This makes sense because an organization can have only one type. A single organization can have multiple categories, however, so you can choose either "Matching Any" or "Matching All" when you select several categories for the search. 4. To see results as a list of organizations matching your search criteria, select the List view; select the Calendar view to see events sponsored by organizations returned from the search, on the dates you specify. 5. Click Go to generate results. Tip: If you need to combine a keyword with more search option criteria, be aware that two separate searches will be saved. Recommended practice is that you create the keyword search here, then include that search as a criterion in an "advanced search," if that subtab is available. 6. Click "Save Search" if you want to save your search for your own future use. (Click the link in Related Topics below to learn more about saving a search.) 4

174 Organization tab views Related Topics Searching on the Organizations tab How to save a simple search When saving a simple search generates two searches How to delete a saved search Organizations list Organizations calendar How to search for what you want (more search options) 5

175 Organization tab views Pre-defined organization searches Use the Organizations tab > Pre-defined Organization Searches to run an existing search -- supplied by the system, previously created and saved by you, or shared with you by other users -- to retrieve organizations. Note: If you've signed in, options are particular to your job or user profile, so you can do things like: View organizations you've starred in either 25Live Use your personal organization groupings or saved searches Rename or delete "Your" searches Share a copy of any of your searches with selected 25Live user contacts Retrieve any organizations for which you have at least viewing privileges View a calendar of organization-sponsored events for which you have at least viewing privileges To search from Pre-defined Organization Searches: 1. Click on the Pre-Defined Organization Searches subtab on the Organizations tab. 2. Select a grouping on the left. 3. Select a search option displayed in the right column. Once you've found your organizations, you can change options at the top of the returned results to alter the view as you like. If you're not getting the results you want, switch to the Search For Organizations subtab, or Advanced Organization Search (if present), to explore options there. Click the help icon for the selected subtab to learn more. Related Topics Searching on the Organizations tab Organizations list Organizations calendar How to delete a saved search How to search for what you want (other search options) 6

176 Organization tab views Advanced organization search Special security privileges are required to view and use advanced searching. For details, refer to the 25Live Security Administration document. Use the Advanced Organization Search subtab to: Create, and optionally save, a new search using any of a wide variety of criteria Share a copy of your organization searches with selected 25Live user contacts Edit, copy (Save As..), or delete an organization search previously created and saved by you (or shared with you by another user) Edit and copy (Save As) a system-provided search Note: If you're creating a search to use for generating reports, be sure to make it a Starred search so it will be available in report search parameter options. To create an advanced organization search: 1. Click the Advanced Organization Search subtab on the Organizations tab. 2. Click the New Search button. 3. Click Add Criteria to select a criterion to add to the search. 4. Provide a value for the selected criterion. 5. Repeat the previous two steps to specify additional criteria. 6. If you've selected multiple criteria, choose either AND or OR between the first two criteria to indicate whether search results must match all criteria specified or at least one. 7. Click Search! to see if you're getting the desired results. Make changes if necessary and search again. 8. Click "Save" if you want to save your search for your own future use. Give the search a name that describes its purpose and make it a starred search, if you like. Note: You can re-run your saved searches at any time from the Pre-defined Organization Searches subtab as well as Advanced Organization Search. To edit an organization search: You can use this functionality to edit searches you created either here or on the Search For Organizations subtab, as well as searches shared with you by other users. You cannot change a search that's not your own, but you can edit it and select Save As to save a copy of that search. 7

177 Organization tab views 1. Click the Advanced Organization Search subtab on the Organizations tab. 2. Select a grouping on the left. 3. Select the search to edit in the right column. 4. Click Edit. 5. Add, remove, and modify criteria as needed. 6. Click Search! to see if you're getting the desired results. Make changes if necessary and search again. 7. When you're ready, save the search. To delete an organization search: You can only delete your own searches, including any search copies shared with you by other users. 1. Click the Pre-Defined Organization Searches or the Advanced Organization Search subtab. 2. Select a grouping of your searches on the left. 3. Select the search to delete in the right column. 4. Click Delete and confirm the deletion. Related Topics Searching on the Organizations tab Organizations list Organizations calendar How to search for what you want (other search options) 8

178 Organization tab views Organizations list In a list view of organizations displayed on the Organizations tab, you can: Quickly find an organization of interest Right-click an organization name and select a view format to drill down to that organization Save the search if the list was generated by creating a search Click the icon next to an organization to start creating an event sponsored by that organization Click the or the icon to star or unstar the organization Note: The List view lets you know how many organizations and pages of results have been returned from your search. To modify the view, you can: Click the Calendar subtab to change the view. Click a column heading to sort organizations using that criterion. Turn a column on or off by using the drop-down next to Choose Visible Columns. Related Topics Searching on the Organizations tab 9

179 Organization tab views Organizations calendar In a calendar view of organization-sponsored events displayed on the Organizations tab, you can: See at a glance the organization activities occurring on each date Roll your cursor over an event name to see an event summary or to drill down to an assigned location Right-click an event name and select a view format to drill down to that event Right-click an organization name and select a view format to drill down to that organization Save the search if the calendar was generated by creating a search Click a "Create an event" icon in a date slot to start creating an event on that day, with primary/additional organization options pre-populated with the list of organizations whose events are displayed in the calendar Tip: Dates in the calendar that are grayed out are dates not included in the current date range. By default, the calendar shows the current week starting today. To modify the view, you can: Click the List subtab to change the view. Change the dates. Related Topics Searching on the Organizations tab 10

180 Single organization views Single organization views Change organization view To change the view for the current organization, do any of the following: Choose among a Details, List, or Calendar view of the organization. Change the dates of interest (if you're viewing a list or calendar). Use the Actions drop-down menu at the upper right of a single location view to perform a variety of related actions. To learn more, explore details in the Related Topics below. To get help on the current view, click the help icon in the view navigation bar. To close an open organization, click the "Close this Organization" of the view navigation bar. icon at the right end Related Topics View organization details List events sponsored by organization View organization calendar 1

181 Single organization views View organization details In the Details view of this organization, you can: See at a glance the organization characteristics, contact information, and partition preferences Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the organization Creating an event sponsored by this organization Making the current view your default for opening single organizations To modify the view, you can: Click a shaded subtab to change the view. Related Topics Change organization view How to create an event How to use starred items 2

182 Single organization views List events sponsored by organization In the List view of events sponsored by this organization, you can: Quickly find an event of interest Right-click an event name to drill down to event information, edit the event, or send an with event details Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the organization Creating an event sponsored by this organization Making the current view your default for opening single organizations To modify the view, you can: Click a shaded subtab to change the view. Change the dates. Click a column heading to sort events using that criterion. Turn a column on or off by using the drop-down next to Choose Visible Columns. Related Topics Change organization view How to create an event How to use starred items 3

183 Single organization views View organization calendar In the Calendar view of events sponsored by this organization, you can: See at a glance the overall activity for the organization on the specified dates Roll your cursor over an event name to see an event summary or to drill down to an assigned location Right-click an event name in the calendar to drill down to event information, edit the event, or send an with event details Click the icon in a date slot to create an event on that date sponsored by the organization Use the Actions drop-down menu to perform tasks available to you, which may include: Starring or unstarring the organization Creating an event sponsored by the organization Making the current view your default for opening single organizations To modify the view, you can: Click a shaded subtab to change the view. Change the dates. Related Topics Change organization view How to create an event How to use starred items 4

184 Task tab views Task tab views Tasks tab use Use the Tasks tab to view approval notifications, location/resource assignment requests, and To Do's assigned to you, as well as tasks you've assigned to yourself and others. The tab doesn't appear until you sign in. The Tasks tab has three subtabs: Overview of Tasks lets you view Overdue, Outstanding, Flagged, or Completed tasks assigned to you; and various views of tasks assigned by you to yourself or others. Tasks are displayed in a list format. You may "complete" individual tasks from this subtab, where appropriate. You can also create a To Do task here that's unrelated to any specific event. Tasks Agenda lets you generate a one- or multi-day calendar of event occurrences with tasks assigned to you. It shows your notification tasks and To Do's. Advanced Task Search lets you create and save custom views of tasks that meet the criteria you specify for the search. Any custom task views you've created and saved on the Advanced Task Search subtab are included in your task view options on the Overview of Tasks. To see all tasks for an individual event--your own and others'--and to complete tasks and add comments, click the event name to open the event in the Task List view on the Events tab. Related Topics Overview of Tasks Tasks Agenda Advanced Task Search View event task list How to complete a task How to create a To Do task 1

185 Task tab views Overview of Tasks On the OVERVIEW OF TASKS subtab, you can: Choose to view To Do's, approval notifications, and assignment requests from the drop-down menu: In an "Overdue" view of tasks assigned to you and due today or within the past 30 days, and not yet completed. In an "Outstanding" view of tasks assigned to you and due within a time span that covers the past 30 days through the next 30 days, and not yet completed. In a view of all tasks assigned to you that are "Flagged" for attention. Tasks are flagged when you haven't acted on them yet, or because you restored them to a flagged condition after acting on them. In a "Completed" view of tasks assigned to you and completed. In various views of tasks "Assigned By You" to yourself or others. Tip: Views of tasks "Assigned By You," including "All," show tasks up to 30 days into the future. To review tasks farther into the future (or in the past), use the Advanced Task Search subtab. In a view generated for a tasks search you created and saved yourself. "Create a "To Do" Task" independent of any specific event (just click the button in the view navigation bar). Edit any To Do in your Task List, whether or not it's event-specific (just click the To Do name in the Task Item column). 2

186 Task tab views Tip: The icon next to a "Task Item" shows its current state of completion, as described in the Icon Legend accessed from the bottom of the browser page. To complete a task from this view, choose "Actions" from the Choose Visible Columns drop-down, if that column is not already displayed; then click the appropriate action to complete the task. To view all tasks for a particular event, and to manage your own tasks for the event, click the event name. To keep view contents up-to-date, be sure to complete tasks as they're done. Even "FYI" items, for example, remain in an Outstanding view until you "Acknowledge" them. Digest s are available to schedulers when all tasks are complete for an event. If you have appropriate permissions, see the setting in the Administration Utility, or ask your 25Live administrator. To customize the display: Click a column heading to sort tasks using that criterion. Turn a column on or off by using the drop-down next to Choose Visible Columns. Related Topics Tasks tab use Tasks Agenda How to create a To Do task Advanced Task Search View event task list How to complete a task 3

187 Task tab views Tasks Agenda The TASKS AGENDA subtab displays a calendar of events with tasks assigned to you. You can generate a single day's agenda, or an agenda for a range of dates. The tasks displayed include your notification tasks and To Do's. The icon next to a task name shows its current state of completion, as described in the Icon Legend accessed from the bottom of the browser page. Tip: Click a date number on a multi-date calendar to drill down to that day's agenda. To see all tasks for an event, and to act on your own tasks, click an event name to open the event Task List view on the Events tab. To subscribe to your agenda via ical, use the Actions menu. To customize the display: Change the dates. Use the Viewing Tasks option above the agenda to collapse or expand the display of "My Tasks." Related Topics Tasks tab use Overview of Tasks View event task list How to complete a task Advanced Task Search 4

188 Task tab views Advanced Task Search You can create, run, save, edit, share, and delete your own custom task searches on the Advanced Task Search subtab on the 25Live Tasks tab. Special security privileges are required to use this functionality. On the Advanced Task Search subtab, you can: Create, and optionally save, a new search using a variety of criteria Share your searches with other users Edit, copy (Save As..), or delete a search previously created and saved by you (or shared with you by another user) Complete an Outstanding task displayed in search results Note: You can find and run both your own saved task searches and those provided by the system on the Overview of Tasks subtab. To create an advanced task search: 1. Click the Advanced Task Search subtab on the Tasks tab. 2. Click the New Search button. 3. Provide a value for each criterion you want to use to narrow the search. 5