Advanced events workbook ver: 1 · ADVANCED EVENTS WORKBOOK VER: 1.0 | 15. Add any Comments about Mr. Epley’s Sponsorship in the “Note” field. 16. Click “Save.” 17. Your

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ADVANCED EVENTS WORKBOOK VER: 1.0 |

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Event Creation – Lab 1

1. From Advance choose the GoTo Icon.

2. Type EVTNEW in the Application Box.

Click “Go.”

3. Create the new Event in the Event Detail window using the following information:

• Event Name: The Little Breakfast #### (Where the numbers are your month and day of birth)

• Type: Awards and Honors • Status: Active • Stage: Invitation • Content: Breakfast • Purpose: University Outreach • Venue Code: University House • Venue State: Arkansas • Capacity: 100 • Start Date: This Saturday • Start Time: 7:00 AM • STOP Date: This Saturday • STOP Time: 9:00 AM

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4. Your Screen should look something like this:

5. Click Save.

6. STOP

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Event Creation – Lab 2

1. Repeat Lab 1 but this time create the following 2 Events (in this order:)

• The Little Dinner #### (This Saturday from 5 to 8PM)

• The Big Event #### (This Saturday and Sunday from 7AM to 5PM)

2. STOP with The Big Event #### open on your screen.

3. You should now have the following Events:

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4. STOP

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Events– Lab 3 (Details)

1. Start with “The Big Event ####”

2. Click on “Organizers”

3. Click “New.”

4. Use the “Entity Lookup” tool to find Development.

5. Click “Search.”

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6. Click Development #357615 (Other Organizations).

7. In the “Contact ID” field use the Magnifying Glass to find yourself.

8. Set yourself as the “Contact ID.” You can also choose to set someone else as the Contact if you

are doing this for another.

9. Click Save.

10. Your screen should look like this:

11. Click “Sponsors” in the Nav Tree.

12. Click “New.”

13. Type 0000001931 into the “Sponsor ID” field. You can also use the Magnifying Glass to search

for an Entity to use as a Sponsor.

14. Type 5000 into the Amt Field.

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15. Add any Comments about Mr. Epley’s Sponsorship in the “Note” field.

16. Click “Save.”


18. Add at least one person under the “Vol/Staff” on the Nav Tree.

• Choose Development as the “Organization.”

• Scroll through the “Role” list and select whatever you like.

• Use the “Note/Hrs” field to record details about the Volunteer Activity.


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20. Add at least one person under the “Honorees” on the Nav Tree.

• Choose an Entity to be the “Honoree ID” by entering their Advance ID or by using

the Magnifying glass to search.

• Scroll through the “Honor” list and select any that you like.

• Use the “Note” field to record details about the Honor.


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22. Notice that your Nav Tree is reflecting the changes that you have made.

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Events – Lab 4 (Event Tree)

1. Insure that you are on the “The Big Event ####.” THIS IS IMPORTANT. When using the Event Tree you must be on the Main Event if you want to make the other Events Sub-Events.

2. Click “Event Tree.”

3. Click “Actions” from the blue bar.

4. Choose “Add Event” from the drop-down.

5. Find your “The Little Breakfast ####” and “The Little Dinner ####” in the Add Event Screen.

6. Click the grey bar beside the name of one these events. DO NOT CLICK THE HYPERLINK. IT WILL TAKE YOU TO THE EVENT.

7. Click “OK.”

8. You will need to do this twice. Once for each event.

Click on Grey Bar

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9. When you are complete your screen should look like this:

10. Notice that you now have a Hyperlink beside the “The Big Event 1212 #2179. It says (Sub

Events.)

11. Click on “Overview” from the Nav Tree.

12. Click on (Sub Events).

13. Where does this take you?

14. STOP

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Events – Lab 6 (Resources) 1. Open your “The Big Event ####.”

2. Click on “Resources” from the Nav Tree.

3. Select “Actions” from the blue bar and choose Add Resource from the drop-down.

4. Scroll through the “Resource Type” drop-down to see what is available.

5. Choose “Parking Pass – Disposable.”

6. Choose “POSC Deck #1.”

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7. Your screen should now look like this:

NOTE***: There are many Resources available to assign. Resources may also be assigned to the sub-events. This is a simple example of Resource assignment, this can be done in MUCH greater depth.

8. STOP

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Events– Lab 7 (Clipboard)

1. Choose the Clipboard from the Advance Home Menu.

2. Click “New.”

3. Type 193816 in the ID field that appears.

4. Hit Tab on your keyboard. ***Mrs. Laura L. Cate appears in the Clipboard list. We have just added an Advance Entity to the Clipboard manually. This does NOT add Mrs. Cate to the Invitation list. That can be done from the Invitations under the event. This simply makes her name available for the Invitations tool to use once we get to that stage.

5. Click the “Import List” button.

6. Click the “Comma Delimited” radio button.

9. Click “Choose File.”

10. Attach Address List.csv from the Desktop.

11. Click “Import Append.”

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12. The names that are in the Address List.csv file have been added to the single Advance ID

that we manually added (Mrs. Laura L. Cate.)

13. Click “Clear.” What happened?

14. Manually add 193816 again.

15. Import the Address List.csv again BUT this time choose “Import New.” What is different

about this Import list than the one we did earlier? Mrs. Laura L. Cate has been overwritten.


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17. Now that the IDs are on your Clipboard you can use them for any of a number of

tasks. For this class we are using them for the Invitations.

18. STOP

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Events – Lab 8 (Invitations)

1. From your “The Big Event ####” Overview collect the Event ID.

2. You will find the Event ID here:

3. From your Clipboard.

4. Choose “Actions” from the lower blue bar.

5. Choose “Mass Invite” from the drop-down.

6. Click “New Invitation.”

7. The “Event Invitation” screen appears.

8. Fill this out with the following information:

• Event ID: The Event ID captured above

• Type: Choose one of the types available.

• Organization: University Development

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• Signer ID: Mr. Mark Power

• Invitation to The Big Event ####

• Invitation Estimate: 100

• Invitee Estimate: 100

9. Click “Save” from the blue bar.

10. Choose “Mass Invite” from the Nav Tree.


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12. IMPORTANT! The system is now ready to record that you have sent invites to all of those

imported from the Clipboard. However, we MUST choose which we want to send Invites to.

13. Select the top check box to select ALL invitees in the list.

14. Fill out the bottom part of the form with the following Information:

• Status: Invited (Notice that later we’ll be able to come back to this and specify

whether these Invitations have been Declined or Registered/RSVPd.)

• Date: The Date of the invitations

• Signer ID: Mr. Mark Power

• Leave the “Generate Couples if Both are Listed” radio button marked. This will

create a Couples Invitation for any couples in the Invitation list. You can also choose

not to Generate Couples.)

15. Click “Generate” from the bottom blue bar.

16. You should receive a screen like this:

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17. Return to your “The Big Event ####” tab.

18. Check your “Overview” from the Nav Tree. (You may need to click the “Refresh Icon” in

the top right Corner of the your Browser.)

19. You should see the Invitations that you just generated represented on this screen.

20. Click on “Invitations” in the Nav Tree.

21. This screen shows us the Invitation we created, the Estimate we set earlier and the actual

number of Invitations that we have recorded in the system.

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22. Click the ellipses on the left and you will see all of the Invitees.

23. STOP

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Events – Lab 9 (Registration/RSVP or Declining)

1. Click “Mass Registration” from the Nav Tree.

2. Select the top left box to select all Invitees.

3. Fill out the form with the following information:

a. Registration Status: RSVPed/Registration

b. Response Date: Any date you choose

c. Update Invitation Status: This would take care of the steps we just went through

under Invitations. It is not necessary here. Leave Blank.

d. Update Participation Status: Leave Blank.

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5. Click “Generate.”

6. Click “OK.”

7. Click on “Overview” from the Nav Tree.

8. Is anything different?

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Events – Lab 11 (Participation)

1. From your “The Big Event ####.”

2. Click on “Participants” in the Nav Tree.

3. How many tickets have been assigned to each of the Attendees?

4. Click on “Participation Update” in the Nav Tree for “The Big Event ####.”

5. Check the top left box to highlight all attendees.

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6. Enter the following:

• New Participation Status: Attended (with prior registration)

7. Click “Update” from the bottom blue bar.

8. Click on “Participants” to insure that your change has been recorded.

9. STOP

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Notes

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Notes

Documents

Advanced events workbook ver: 1 · ADVANCED EVENTS WORKBOOK VER: 1.0 | 15. Add any Comments about Mr. Epley’s Sponsorship in the “Note” field. 16. Click “Save.” 17. Your