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Organizing Functions with the Function Agenda Buttons

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 Opportunity Functions

You can build a three-level hierarchy of parent functions, subfunctions, and child subfunctions. To build a hierarchy of opportunity functions, follow this procedure.

To create a hierarchy of opportunity functions

1. Navigate to the Opportunities screen, then the Opportunities List view.
2. In the Opportunities list, query for an opportunity.
3. In the Opportunities record, click the link in the Opportunity Name field.
4. In the Function Agenda list, add a function record, and complete the fields.

   Some fields are described in the following table.

   Field	Comments
   Function Type	Select 24 Hour Hold to make the record a space hold function.
   Function Space	Select a function space to associate with the function. Available function spaces for subfunctions are constrained to subdivisions of the parent function space.
   Detail	Select to indicate the detailed parent function. NOTE:  For functions for which the Detail check box is not selected, you can define only one hierarchical level, for example, function, then subfunction.

5. Build a hierarchy of function, subfunction, and child subfunction records using the following methods:
   • Click the Move up and Move down buttons to position a function under the detailed function record. Click the Demote one level button once to indent the function under the primary function and make it a subfunction. Click the Demote one level button twice to indent the function under a subfunction and make it a child subfunction.
   • Select the primary function and click the Sub Function button to build a hierarchy of subfunctions under the detailed function in the Create Agenda Sub Function dialog box. Select a subfunction and click the Sub Function button to add a child subfunction under the current subfunction in the Create Agenda Sub Function dialog box.

For more information about building a hierarchy of subfunctions and child subfunctions under a detailed function, see Detailing a Function.

Copying 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 requirements. For example, you can keep some function 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, then the 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 opportunity for the function. You can select another opportunity if necessary.

   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, then the 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.

Skipping Availability Checks for Functions

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.