Purpose Statement

The Event List provides a centralized interface for comprehensive event management, enabling users to create, view, edit, and delete events from a single location. This functionality streamlines event administration by consolidating all event management tasks while providing advanced search, filtering, and organizational capabilities for efficient departmental event coordination.

Background Information

The Event List serves as the primary hub for all event management activities within the Events and Activities module. This interface provides complete oversight of departmental events, including both active and archived events, with robust search and filtering capabilities to help users locate specific events quickly.

The system automatically manages event lifecycle by archiving events when their end date and time have passed, while maintaining access to historical event data. Integration with template functionality enables efficient event creation for recurring activities, and permission-based access controls ensure appropriate event management capabilities for different user roles.

Required Permissions

Based on the system permissions structure, users need the following permissions to utilize the Event List effectively:

Required for Basic Event Viewing:

• Events > General > Events

Required for Event Creation and Configuration:

• Events > General > Event - Create Event Entry
• Events > General > Add Event From Template (if using templates)
  
• Events > General > Create Recurrence (for recurring events)

Note: Event creators automatically have the ability to configure all aspects of events they create, but some advanced features may require additional administrative permissions.

Video

Step-by-Step Guide

Accessing and Understanding Event List

1. Navigate to Event List Interface
   • Go to Events and Activities module → Event List
     

Using Search and Filter Functions

1. Access Search and Filter Options
   • Locate search and filter functionality at the top of the event list
   • Users can search and filter events by any of the listed data points
     
     
     
     
     
2. Understand Search and Filter Types
   • Blank Fields: Provide keyword search functionality for specific data points
   • Dropdown Fields: Offer filter options for categorical data point
     
     
     
     
     
3. Search & Reset Buttons
   
   • Click "Search" to display selected events and activities in the list below
     
   • Use "Reset" button to clear all search and filter criteria and return to full event list
     

Managing Event Display Options

1. Toggle Between Active and Archived Events
   • Use toggle buttons to switch between viewing active or archived events
   • Active events show current and future scheduled activities
   • Archived events display automatically archived events after their end date and time have passed
     
     
     
     
     
2. Sort Event Columns
   • While columns cannot be rearranged, each column can be sorted
   • Available sort options: Ascending, Descending, or Default order
   • Use sorting to organize events chronologically or by other criteria
     

Viewing and Accessing Event Details

1. View Event Information
   • Click the eye icon to view complete event details
   • This provides read-only access to all event information including access to event checklist and status update options if configured
     
     
     
     
     
2. Access Event Editing Through View
   • Within the view interface, select "Go to Item" to navigate directly to event editing
   • This option is available based on user permissions and provides seamless transition from viewing to editing when authorized
     

Direct Event Editing and Management

1. Edit Events Directly
   • Click the pencil icon to go directly to event editing interface which provides immediate access to event modification capabilities
   • Editing access is based on user permissions
     
     
     
     
     
2. Understand Event Locking
   • If a User exits an Event without using the close button, the Event remains locked for the duration configured in Events and Activity setup under the general section
   • Proper event closing prevents unnecessary locking and ensures system accessibility
     

Important: If a User exits an event without selecting "Close," the event will be locked

Deleting Events

1. Delete Individual Events
   • Click the trash can icon next to specific events to delete them then confirm the deletion when prompted to prevent accidental deletion.
   • Deletion capability is based on user permissions
     
     
     
     
     
     
2. Use Bulk Deletion Functionality
   • Select multiple events using checkboxes or selection tools which will activate the Bulk deletion option (Trash Can Icon)
   • Click the bulk deletion trash can icon to delete multiple events simultaneously and then confirm bulk deletion
     

Creating New Events

1. Choose Event Creation Method
   • Create New Unique Event: Build completely custom events from scratch
   • Add New Event From Template: Use pre-configured templates for consistent event creation
   • Both options are available based on your permissions and departmental needs
     
     
     
     
     
2. Access Template Creation
   • If you have proper permissions, "Add a New Template" option is available
   • This allows creation of new templates for repeated use in future events
   • Template creation function mirrors capabilities available in Events and Activity setup under Templates
     

Managing Archived Events

1. Understand and Accessing Archived Events
   • Events are automatically archived when their end date and time have passed which helps to maintain system organization while preserving historical event data
   • Select the "Archived" Button to view archived events
     
   • Archived events remain accessible for reference and historical analysis which can be used for reporting and operational review purposes

Best Practices

Do's

• Use search and filter functions strategically to locate specific events efficiently in large datasets
• Always properly close events after editing to prevent unnecessary event locking
• Take advantage of template functionality for recurring events to maintain consistency
• Regularly review archived events for operational analysis and improvement opportunities
• Use bulk operations efficiently when managing multiple events with similar characteristics

Don'ts

• Don't exit events without selecting "Close" to avoid creating locked events that others cannot access
• Don't delete events without careful consideration as this removes permanent records
• Don't overlook the distinction between active and archived event views when searching for specific events
• Don't attempt event management functions without appropriate permissions
• Don't forget to use reset functionality to clear filters between different search sessions

Tips & Recommendations

• Establish consistent naming conventions for events to improve search and organization effectiveness
• Use template creation strategically for events that occur regularly with similar configurations
• Coordinate with team members about event editing to minimize conflicts and locking issues
• Monitor archived events periodically for data retention compliance and storage management
• Document complex search and filter combinations that prove useful for recurring analysis needs
• Train personnel on proper event closing procedures to prevent system locking issues

Troubleshooting & FAQs

Q: I can't edit an event even though I have the pencil icon available. What's wrong?
A: The event may be locked because another user is currently editing it or someone previously accessed it without properly closing. Events remain locked for the duration configured in Events and Activity setup. Wait for the lock to expire or contact an administrator to unlock the event if needed.

Q: I don't see certain events that I know exist when searching. Where could they be?
 A: Check if you're viewing active or archived events - use the toggle buttons to switch between views. Events past their end date are automatically archived. Also verify that search filters aren't too restrictive and try using the reset button to clear all criteria.

Q: Why don't I see the "Add a New Template" option in my interface?
A: Template creation requires specific permissions. If you don't see this option, you may not have "Manage Event Templates" permission. Contact your administrator to request access if template creation is needed for your role.

Q: The bulk deletion feature isn't working when I select multiple events. What should I check?
A: Ensure you have proper deletion permissions and that the events you've selected are actually eligible for deletion. Some events may be protected from deletion based on their status, associated activities, or departmental policies. Also verify that you're clicking the bulk deletion trash icon, not individual event trash icons.

Q: I can see events in the list but can't view their details when I click the eye icon. Why not?
A: This typically indicates a permissions issue. You may have permission to see that events exist but lack "View Record" permission to see detailed information. Contact your administrator to verify your event viewing permissions.

Q: How can I tell which events will be automatically archived and when?
A: Events are automatically archived when their end date and time have passed. You can identify events approaching archival by reviewing the end dates in the event list. Events with past end dates will move to the archived events view automatically.

Related Articles

• Events & Activities: Where to create an Event
  
• Events & Activities: Creating a New Event (Event Tab)
• Events & Activities: Creating a Recurring Event
• Events & Activities: Creating a New Event (Checklist Tab)
  
• Events & Activities: Creating a New Event (Participants Tab)
• Events & Activities: Creating a New Event (Payroll Summary Tab)