Create a New Event Request Template

To add a new event request template to the system, perform the following:

 

Request Template Definition

 

1.Click the Events tab.

 

2.Under the Event Admin section, click Event Request Templates.

 

3.On the list page, click the Add Event Request Template button.

 

4.Enter the name of the form you are creating.

 

5.If desired, enter a description of the form being created.

 

6.If applicable, enter the number of days before the actual event that the request must be submitted.

 

7.Enter the maximum number of days into the future the event may be requested.

 

8.Enter any introductory text you would like requestors to see when they access the form. This text is displayed at the top of the request form.

 

9.Enter any closing comments you would like requestors to see after submitting their request. This text is displayed in a separate confirmation window after the form is submitted.

 

10.Check the box next to the approver group(s) that should receive requests submitted using this form.

 

11.Use the Event Request Form Layout section to create sections on the form and define the fields that will appear to users. See below for details.

 

Request Template Section and Field Layout

The layout section of the form editor includes an Available Fields panel on the left and request form sections on the right. The Available Fields panel includes an editable list of Custom Fields that have been created for the Event Request Form Designer, as well as permanent Astra Schedule application fields and features that are available for use in event request forms. Information gathered using Astra Schedule application fields is mapped directly to the database if the event request is approved. Astra Schedule application options include contact information, general event description fields, a meeting generator for adding specific meeting times and dates, and room and resource selection tools. The Custom Fields in the Available Fields panel can be thought of as a toolbox of fields that are available for placement on any event request form. Event Request Form Designer custom fields can be added on-the-fly from within an event request template by clicking the Add button on the panel, or added using the Custom Fields option on the Setup tab. Elements in the Available Fields panel can be added to sections on the form via drag-and-drop.

 

The request form sections on the right are the sections that will appear on the resulting event request form. When creating a new request template, a default section is created that includes the fields that are required for all forms, including the event name and basic contact information. These fields cannot be removed from the form, but may be repositioned as desired. Additional sections can be created and added to the form using the Add Section button. Sections and fields can be re-positioned on the request form via drag-and-drop and can be edited independently. Changes to fields on the form do not affect the original items in the toolbox.

 

Use the add, edit, and delete options for fields and sections, and drag-and-drop feature to build the request template. When satisfied, click Save to add the form to the list and make it available for request processes.

 

To preview the template:

 

1.Save your work.

 

2.Select the Event Request quick link from the Events tab.

 

3.Select the saved template from the “Select an Event Request Form” drop-down list.

 

4.Click Next.

 

5.Review the form.

 

6.Click Cancel to return to the Events page without submitting the request.  (you may optionally complete and submit the request to test approvals and notifications)

 

Room and Resource Filtering

If either the “Meeting Generator with Room Assignment” or “Meeting Generator with Room and Resource Assignment” option is added to the request template, a user will be able to define their event meetings and then browse and select available rooms and/or resources to submit as part of their request. By default, this tool will allow them to browse all rooms or resources during this process. However, if this option is provided on the template then the room and/or resource search capabilities can be defined as well.

 

When either of these options are included as part of the request form, a new section will appear above the layout area titled “Limit Filters and Saved Search”. Using the settings in this section, the following options may be configured for the request form:

 

•Allow a user to customize the room or resource search

 

As with the room or resource selection tool provided during the event scheduling process in Astra Schedule, the list of rooms or resources returned can be filtered. Check the box next to “Allow Custom Filtering...” to enable this feature in the event request process.

 

•If custom room or resource searches are allowed, then define the rooms or resources that may be searched

 

The event request process can be configured to allow custom filtering, but limit the scope of rooms or resources that can be searched. Click Add Locations or Add Resources to select and save rooms and/or resources that will be included in the event request template. A user may only search for and select available rooms or resources from this list.

 

•Assign pre-defined room or resource searches to the request template

 

As a convenience, the event request template can include pre-defined room or resource searches. Including pre-defined searches can help steer the user to common selections, or even limit them to certain searches if custom searching is not allowed. If custom searching is not allowed on the form, then at least one pre-defined search must be included. Click Add Filter to choose from a list of room or resource filters previously defined by the user that is currently logged in. To add additional filters as options, launch the event wizard and save new room and/or resource searches before returning.

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