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Siebel eEvents Management Guide > Defining an Event > End-User Setup Procedures for Defining an Event >

Adding and Updating an Event

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This section describes how to create an event, which generates subevents. Creating an event also generates an activity in the Activities screen.

Note that the lists and forms for events and subevents use much of the same information. Many of the fields you enter for the event are inherited by its subevents. Each subevent inherits the values in the parent event fields when it is initially saved. After the initial save, the Status field and the External Access field inherit changes made to the parent event. (The External Access field is read-only at the subevent and session levels and can only be changed in the event record.)

NOTE:  An event's Status field can be used to hide the event, and its subevents and sessions, from all users who are not using an Events Administrator Log In ID. This is accomplished by choosing the value Hidden in the Status field of an event. The Hidden status is then copied to that event's subevents and sessions. This also works in reverse—if a session's status is changed to Hidden, the change affects, or gets copied to, the status of the subevent or event.

You can modify a parent event at a later time, but there is not a dynamic link to change Sub-Events fields based on the changes made to the parent event to which they belong. You need to make manual changes to the subevents.

For instance, if the date range of a parent event changes, you need to add or delete outlying subevent records and related information manually. Further, if you add a new subevent that lies outside of the date range you initially set for the parent event, the parent event is not be updated to reflect the expanded date range.

The following procedure describes how to add an event.

NOTE:  To avoid manually updating the subevents that the event generates, enter as much information as possible in the event record before you save it for the first time.

To add an event

From the application-level menu, choose View > Site Map > Events > All Events.
Create a new event record, and complete the necessary fields.

NOTE:  The start and end times for a subevent cannot be outside of its parent event's start and end times.

If you specify event team members, the Event Team field displays a list of team members. As the event creator, you will automatically be selected as the primary team member.

Table 3 describes some fields in the Event form.

Table 3. Selected Fields in the Event Form

Field	Comments
Call Leader	The name of the leader of the call for a conference call type of event. This name is usually required to participate in the call.
Cost Center	Your company's cost center in charge of financing the event.
Description	A free-form text field to describe the event. Information entered here is visible to prospective attendees as part of the Upcoming Events information on the Home Page.
Dial-In #	The telephone number that participants can use to access a conference call type of event.
Dress Code	Recommended event attire. Typical values include Business Casual, Business Formal Black Tie, Sport, and so on. The list of values that determines the available choices is EVENT_DRESS_CODE.
End	Required. Date and time that the event ends. The end value cannot be set to a date and time earlier than the Start value. Also, the end value cannot conflict with parent (subevents in the case of sessions, events in the case of subevents) start and end values.
Event Capacity	Approximate audience range projected for the event. This value is used, during registration, to help determine whether or not maximum enrollment for the event has been reached.
Event Name	Required. Name for the event that will be visible to internal and external users.
Event Type	Required. Nature of the event. Typical values include Meeting, Conference, Trade Show, Seminar, and so on. The list of values that determines the available choices is EVENT_TYPE.
Fee Type	The fee is required for the event. Default values include Registration, Voluntary, Donation, and None.
Host Company	The partner company affiliated with the event.
Host Employee	The employee responsible for the event.
Invitation Deadline	Date by which invitations for the event should be sent to prospective attendees. Defaults to 60 days before the event Start.
Objectives	Text field in which to list the business goals of the event. Visible to administrators only.
Passcode	The passcode that participant's can use when dialing in to a conference call type of event.
Registration Fee	Fee for attending the event.
Related Events	Optional. Allows you to designate one or more events that are related to the current event. Visible to administrators only. For more information about specifying related events, see To add an event.
Replay #	The telephone number that allows participants to hear a replay of a conference call type of event if they missed the live event.
Replay Available Until	The date until which the conference call replay will be available.
Start	Required. Date and time that the event starts. The start value cannot be set to a date and time later than the end value. For a new event, both fields default to current date and time. The event automatically appears on the Events Calendar for each date from the start through and the end. Also, the start value cannot conflict with parent (subevents in the case of sessions, events in the case of subevents) start and end values.
Status	Status of the event. Values available by default are as follows: Planned. Visible only in administrative screens. Registration not allowed. Executing. Visible in administrative screens and end-user screens. Registration allowed. In Progress. Visible in administrative screens and end-user screens. Registration allowed. Completed. Visible only in administrative screens. Cancelled. Visible only in administrative screens.
Team	The employees responsible for accomplishing event-related tasks, including planning, hosting, and evaluating the event. By default, the user who creates the event is automatically listed as the primary team member. The primary team member or the system administrator can designate a different employee as the primary team member. For more information, see To add an event.
Travel Coverage	The categories of participants for which the hosting organization will cover travel expenses. Typical values include All, Attendees, None, Selected, Staff, and VIPs. The list of values that determines the available choices is EVENT_TRAVEL_COVERAGE.
URL	Location of a Web site providing more information about the event, such as http://www.siebel.com.
Venue	Main location where the event will be held, such as a hotel, conference center, or office building. Venues are associated with Companies.

After you create an event, you can associate one or more tracks with a subevent.

To associate tracks with a subevent

Click the Sub-Events view tab.
In the Sub-Events list, click on a subevent name.
Click the More Info view tab and, in the More Info form for the subevent, click the select button in the Related Tracks field.
In the Tracks dialog box, click New.
In the Add Tracks dialog box, select the track, click Add, and then click OK.

Making Changes to an Event

The following procedure describes how to make changes to an event.

To modify an event

From the application-level menu, choose View > Site Map > Events > All Events.
Modify the event record by changing the necessary fields.

Changes made to the parent event will not automatically update in the subevents' fields. You can manually change subevent data from the Sub-Events screen.

To delete an event

From the application-level menu, choose View > Site Map > Events > All Events.
Select the event in the Events list and delete the record.

CAUTION:  If you delete an event, all subevents, sessions, and activities associated with it will also be deleted.

Associating Related Subevents

The following procedure describes how to associate related subevents.

To specify one or more related subevents

From the application-level menu, choose View >Site Map >Events, and select an event.
Click the Sub-Events tab, and select the subevent that you want to relate to other subevents.
In the Related Sub-Events field (the field is not displayed by default), click the select button, add one or more subevents, and then click Add.
Select the most important related subevent, and then click OK.

The subevent you selected appears in the Related Sub-Events field.

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