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Customers often block a large, configurable function room in which multiple, smaller breakout sessions are held. When the space is initially blocked, the detailed agenda of the breakout sessions is typically not known, and the space is blocked with a high-level agenda consisting of large contiguous blocks of time. As the event date approaches, sales users or event managers create detailed subagendas in smaller time increments for the breakout sessions (within the original function's start and end dates), apportioning the larger function space that was already blocked.
NOTE: Normal functions (with no detail flag checked) can only have two levels of hierarchy—function and subfunction. However, detailed functions can have three levels: function, subfunction, and sub-subfunction.
The sales representative can book the detailed agendas into space that is already held without double-booking the inventory by creating subfunctions for a Detail function. For a subfunction, the Function Space field is editable because it is positioned under a function that is being detailed. Only function spaces included in the parent function space are listed for selection. In addition, when a function becomes a subfunction, its date and time become constrained by the parent function's date and time. This means that the subfunction should have the same date as its parent function and its start and end times must be within the parent's start and end times. It also loses previously held inventory.
When the detailing is complete, users can select the parent function and then click Detail Out from the menu. All subfunctions become established functions, and breakout functions become established subfunctions. The parent function is deleted.
Sales representatives can create a function with the Detail flag checked using the Quote screen's Function view as long as the function is not a subfunction. This capability is available for both category and specific space functions.
NOTE: If a sales representative selects the Detail flag on a function and reserves it, the representative is not able to clear the flag until the function is released. Also, the representative is unable to change the primary function space for the function, while the Next Fit, Option, and Overbook buttons are disabled.
If sales representatives create a function and select a category as the Function Space value, they cannot select and reserve a function space for the subfunction. However, if they select a specific space, they can select a function space for the subfunction which is related to the detailed parent record. For example, if a user has selected Salon AB for the detailed parent function, that user must select either Salon A or Salon B for the subfunction.
Sales representatives can reserve a subfunction's function spaces if the primary function space for the parent function has been reserved. If a parent function's primary function space is released, all of the subfunctions' function spaces are also released.
Before creating subfunctions, locate the following buttons listed in Table 32.
The following steps assume that a function with the Detail flag already exists in the Quote Functions list. Although detailing is typically done at the quote level, users can also create a hierarchy of functions within the opportunity and select the Detail flag at that stage.
This task is a step in Process of Working with Event Inventory.
After the parent function and subfunction are reserved, the user can click the link in the function record's Date field to navigate to the Function Space Diary. In the diary, only the parent function record is displayed. However, after the user selects Detail Out from the Functions view tab's menu button, the subfunction becomes an established function and is displayed in the diary. The parent function is no longer displayed.
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