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Siebel eEvents Management Guide for Financial Services > 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.

Siebel eEvents Management for Finance automatically generates subevents for each day, including the start and end dates for the parent event. To change the subevent frequency, in the More Info form, select a Sub-Event Frequency.
To hide the event, and its subevents, from other users until it is ready to be published, choose Hidden in the Status field. This hides the event from salespeople and other employees who do not have an Event Administrator Log In ID.
Enter an Event Type.

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 5 describes some fields in the Event form.

Table 5. Selected Fields in the Event Form

Field	Comments
# of Attendees	Allows you to maintain approximate attendance information.
Additional Product Interest	A free-form text field to describe additional sectors, regions, additional capitalization sizes, and other items of interest about the featured investment security.
Asset Class	The asset class of the investment security featured by the event. For instance, if the event is called Global Bond Investing, then the featured asset class would be Fixed Income (or Bonds).
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.
Capitalization Size	Describes the relative size of the market capitalization of the featured investment.
Cost Center	Your company's Cost Center in charge of financing the event.
Deal Name	Name of the deal (IPO or other investment banking-related opportunity) featured by 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. LOV Type: 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. LOV Type: EVENT_TYPE
External	A check box to indicate whether an event will be visible to external contacts through the Siebel eEvents Web site. If External is not checked (value = FALSE), then no external contacts will be able to see information about the event through the Web site.
Fee Type	The fee is required for the event. Default values include Registration, Voluntary, Donation, and None.
Host Account	The partner affiliated with the event.
Host Employee	The employee responsible for the event.
Industry	Describes the sector or industry group of the featured investment. For instance, if the event features an automobile company, then the Industry value will be Automobiles.
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.
Preferences	Free-form field that allows you track any attendee preferences on an aggregated basis. For instance, in this field you might enter "Order 20 vegetarian meals."
Project Code	Your company's internal Project Code for the event.
Region Origin	Describes the region in which the featured investment originates. For instance, if the event features an automobile company based in Japan, then the Region Origin value will be Asia.
Registration Fee	Fee for attending the 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 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: Hidden. Registration not allowed. Visible only in administrative screens. Planned. Registration not allowed. Executing. Registration allowed. In Progress. Registration allowed. Completed. Visible only in administrative screens. Cancelled. Visible only in administrative screens.
Sub-Event Frequency	Default is daily. For example, if the Sub-Event frequency is daily, subevents are automatically created, one per day, for the entire date range of the event. LOV Type: EVENT_RECUR_FREQ_TYPE
Symbol	The stock ticker or CUSIP of the featured investment.
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 Tracks field.
In the Tracks dialog box, click New.
In the Add Tracks dialog box, select the track, click Add, and then click OK.

Deal Roadshow Event Type

If you create an event with a Type = Deal Roadshow, you can also select the specific deal with which the event is associated and make sure that the deal and the event are not visible to others outside of your deal team. When you associate the event with the deal, the security for the deal is inherited by that event. Users added to the employee list as members of the event team will not be able to view the event unless they are first added to the deal team.

Note that deal visibility is associated with an individual's position and not with the individual user. Because Siebel applications typically associate only one position with an employee, this association may affect an employee who leaves a position as a member of the deal team to work in another department within the company. A new employee would be assigned to that position, which may result in the possibility that users could lose track of the old employee's knowledge of the deal. This functionality is required to comply with the securities laws in most countries.

NOTE:  In order to limit visibility of a deal to designated deal team members, you must first select the Secure Flag in the More Info form on the Opportunities Screen. You can designate deal team members in the Sales Team field in your Siebel application. The primary deal team member is the only one who can change the Secure Flag.

Associating a Deal Roadshow with a Specific Deal

The following procedure describes how to associate a specific deal with an event.

To associate a Deal Roadshow with a Specific Deal

From the application-level menu, choose View >Site Map >Events (or Sub-Events).
Select the event or subevent with which you want to associate the deal.
In the More Info form, in the Deal Name field, click Select.

The Opportunity dialog box appears.

Select the Opportunity and 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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