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Using Function Agenda Buttons When Defining an Opportunity Function

Using function agenda buttons, you can copy existing functions for an event opportunity and edit the details, as well as create a hierarchy of nested functions within functions. The Bypass button allows you to skip automatic availability checks for the selected function.

This task is a step in Adding a Function Agenda and Line Items to an Event Opportunity.

Creating a Hierarchy of Functions

You can build a hierarchy of functions and subfunctions, using the Move Up, Move Down, Indent and Outdent menu options from the Function Agenda view. For example, you might want to define a two-hour board meeting which includes a breakout session.

NOTE:  For normal functions that do not have the Detail flag selected, you can only define one hierarchical level—for example: Function > Sub Function.

To create a function hierarchy

1. Navigate to the Opportunities screen > Opportunities List view.
2. In the Opportunities list, query for the opportunity.
3. In the Opportunities record, click the link in the Opportunity Name field.
4. In the Function Agenda list, add a number of related agenda records, and then complete the fields.
5. Select a subfunction record, and from the menu, choose Move Up and Move Down to position the subfunction under the primary function record.
6. From the menu, choose Indent to indent the subfunction under the primary function.

Using Copy to Create Multiple Related Functions

The Copy function speeds up the event agenda creation process by allowing the user to reuse the work completed for previous functions. If another function has many of the same characteristics as the new function, the user can duplicate a function and then edit it to reflect the new function's unique needs. For example, you can keep some of the function's line items, add new line items, and delete line items that do not apply.

The user can select multiple function records and create multiple copies of a selected function, and then associate subfunctions and line items across a selected date range.

To copy a single function

1. Navigate to the Opportunities screen > Opportunities List view.
2. In the Opportunities list, query for the opportunity record.
3. In the Opportunity record, click the link in the Opportunity Name field.
4. In the Function Agenda list, select the required function, and click Copy.
5. In the Copy Function form, complete the fields, and then click Copy.

   In the Copy Function form, if you select the subfunction check box, then the subfunctions are automatically copied. If the subfunction check box is not selected, then only the function and the line items associated with the function are copied.

   If you then select the Line Item check box, the line items associated with the original function are copied to the new function. By default, the subfunction and line item flags are selected, and the function is associated with the original function's opportunity. You can choose another opportunity if desired.

   You can also create multiple records by selecting a value greater than 1 in the #of Copies/Day field. You can also change the function timing by changing the values in the Start From (date), Duration, Start Time or # of Days fields.

   If you change the start time of the function, then the start times of all line items that are copied are also changed.

To copy multiple functions at the same time

1. Navigate to the Opportunities screen > Opportunities List view.
2. In the Opportunities list, query for and select the required opportunity record.
3. In the Opportunity record, click the link in the Opportunity Name field.
4. In the Function Agenda list, select the functions:
   • To choose contiguous functions, select the first function, press SHIFT, and then select the last function to be copied.
   • To choose nonadjacent functions, select the first function, press CTRL, and then select another function.
5. Click Copy, complete the fields in the Copy Function form, and then click Copy again.
6. Update the fields in the new record.

Using the Bypass Flag to Skip Availability and Pricing of Function Spaces

In the Function Agenda view, you can use Bypass to skip the availability process at the individual function level. Bypassing a function causes the following:

• The function space room rental is not determined or reserved for the function.
• The required threshold is not calculated for the function.
• The required threshold for the quote is not calculated.

If generic products have been mapped to specific products, such as specific catering items, the correct product prices appear.