Events Tab

This section includes the fields and descriptions for the Events tab.

Event Island

Field	Description
Event No.	In this field, you can enter the number of the event. The number can consist of both figures and letters. If you do not enter a number yourself, a number will be allocated automatically from the window Number Series.
Event Type	Select an event type from the drop-down list. When you create an event, the type is initialized to the event type that you specified in the contact management setup. However, you can change that value in this field. If the event was created in the Campaigns window, Maconomy copies the value from the corresponding field in the event template on which the event is based. The event type also determines the options that are available for headings in the table part.
Description	Enter a description for the event type, or press CTRL+G to search for a possible description for this event type. The CTRL+G search option is available if a description option list is specified for the event type.
Closed	Here you specify whether the event has been closed. When an event is closed, the fields in the card and table parts can no longer be changed. Closing an event also means that if the event is assigned to an event flow, any new event flow status may be transferred to the event flow to which the event is assigned. Similarly, if the event is not assigned to an event flow, any new job processing status in the field “New Job Processing Status” is transferred to the job to which the event is assigned.Furthermore, if the event is assigned to an event flow where the field “Create Secondary Events when Closing” has been marked, the closing of the event can cause the automatic creation of events in the flow in question. For more information on this process, see the description of the field “Create Secondary Events when Closing” in the card part of the window Event Flows. If the event is assigned to an event flow and is marked as a status changing event, and if the field “Aut. Status Update” is not marked for the event flow type of the event flow in question, the event can only be closed if its closing date is later than that of the other closed, status changing events in the flow. If a subflow has been specified for the event, the event can only be closed if the subflow has been closed. A closed event cannot be reopened. When an event is closed, Maconomy automatically stops the timer if it is currently activated. If a note is assigned to an event being closed, the note in question is also closed.
Date Closed	In this field, you can specify the date on which you expect to close the current event. If you do not enter an event closing date, Maconomy automatically enters today’s date, and completes the field “Event Closing Time” with the relevant time when you close the event. If you enter an event closing date, this date remains unchanged when you close the event, and the system does not automatically complete the field “Event Closing Time.”
Closing Time	If the event has been closed, this field shows the time at which the event was closed. However, if an event closing date had manually been specified in the field above before the event was closed, this field remains blank.
Result Type	In this field, you can specify the option list containing the options that should be available in the field “Result.” Option lists are created in the window Option Lists in the Set-Up module.
Result	In this field, you can specify the result of the current event. The value must be an option in the option list specified in the field “Result Type” above. If the event has been assigned to an event plan, the result determines whether the current event should cause secondary events when the action “Create Secondary Events” is selected, as the event plan may contain templates where a given result is part of the condition for creating secondary events. For a further description of event plans, event templates and conditions for the creation of secondary events, please see the fields “Condition No.” and “Condition Result” in the window Event Plans, as well as the action “Create Secondary Events” in this window.

Employee Information Island

Field	Description
Employee	In this field, you can enter the name and number of the employee who should carry out the event. When using the action “Transfer to Time Sheet,” the time consumed is transferred to a time sheet belonging to this employee. When you create an event, Maconomy suggests the employee number of the current user if this user is also registered as an employee.

Job Cost Island

Field	Description
Job No.	In this field, you can specify the name and number of a job. The field is automatically completed by Maconomy if the event was created in the window Job Events. In the window Job Events, you can also see all of the events assigned to the same job, making it possible to trace the processing of the job. The job number can also be used for the automatic registration of time consumption in connection with the event. When the action “Transfer to Time Sheet” is selected, the registered time consumption is transferred to a time sheet line containing the job in this field and the activity number and task (if any) specified on the event. If the event has been closed, the time consumption is transferred to the time sheet belonging to the employee of the event that covers the ending date of the event. If the event has not been closed, the time consumption is transferred to the time sheet covering today’s date.
Activity No	If the event has been assigned to a job, you can specify the number of an activity which the event concerns in this field. When the action “Transfer to Time Sheet” is selected, the registered time consumption is transferred to a time sheet line containing the activity in this field and the job number and task (if any) specified on the event. If the event has been closed, the time consumption is transferred to the time sheet belonging to the employee of the event which covers the ending date of the event. If the event has not been closed, the time consumption is transferred to the time sheet covering today’s date.
Task	If the event has been assigned to a job, you can specify the number of a task which the event concerns in this field. When the action “Transfer to Time Sheet” is selected, the registered time consumption is transferred to a time sheet line containing the job number and activity on the event, and any task specified in this field. If the event has been closed, the time consumption is transferred to the time sheet belonging to the employee of the event which covers the ending date of the event. If the event has not been closed, the time consumption is transferred to the time sheet covering today’s date.
New Job Proc. Status	If the event has been assigned to a job, you can specify in this field the job processing status to be assigned to the job in question when the event is closed by marking the field “Closed.” However, the status is only updated on the job if the event is not assigned to an event flow. If the event is assigned to an event flow whose event flow status type is the same option list as the job processing status type of the job, the job’s job processing status will be updated with the value in the field “New Event Flow Status” instead, when the event is closed. You can choose from the options in the option list specified in the job parameter assigned to the job in question. A job thus has only one job processing status at any time, and this status can only be changed by closing an event. The job processing status can, for example, be used for indicating the progress of the job or the person or function responsible for the next step. In the window Job Events, Maconomy shows the job status assigned to the current job upon closing each event belonging to the job. This makes it possible to trace the process of the job.

Time Island

Field	Description
Planned Starting Time	In these fields, you can specify the date and time on which the event is to start according to plan. For events created from a template in an event plan, the planned starting and ending time are either based on the planned starting and ending time in the template in question or the number of days specified in the field “Delay” in the template. For a further description of the time and date fields of event templates, please see the window Event Plans.
Planned Ending Time	In these fields, you can specify the date and time on which the event is to end according to plan. For events created from a template in an event plan, the planned starting and ending time are either based on the planned starting and ending time in the template in question or the number of days specified in the field “Delay” in the template. For a further description of the time and date fields of event templates, please see the window Event Plans.
Event Start	In these fields, you can specify the date and time on which the event was actually started. If the event was created manually, Maconomy suggests the time of the event’s creation, unless the event is assigned to an event flow using the “History” functionality, in which case no date and time is suggested. If the event was created from an event plan, the fields remain blank until the action “Start Timer” is selected, and will then show the date on which the action was selected. However, in both cases, you can specify an earlier date and time.
Event Closed	In this field, you can specify the date on which you expect to close the current event. If you do not enter an event closing date, Maconomy automatically enters today’s date, and the relevant time when you close the event. If you enter an event closing date, this date remains unchanged when you close the event, but the system does not automatically register the closing time.
Total Time Consumption	This field shows the total time in which the timer has been activated for the event.
Accumulated Time	This field shows the total time in which the timer has been activated for the current event since time was last transferred to time sheets by means of the action “Transfer to Time Sheet.” If the timer has been activated several times, the field shows the sum of the elapsed periods less the time already transferred to time sheets. However, you can change the value manually. When you select the action “Transfer to Time Sheet,” the time transferred to the time sheet is the time registered in this field. The field is reset to zero when time is transferred.
Timer Start	If the timer has been activated using the action “Start Timer,” these fields show the date and time on which the timer was activated.
Time Elapsed	If the timer has been activated using the action “Start Timer,” this field shows how much time has elapsed since the timer was activated. The timer can be activated and deactivated any number of times in the course of the event, but this field only shows the time elapsed in the latest timer activation. The total time in which the timer has been activated for the event is shown in the field “Accumulated Time.”

Company Island

Field

Description

Company

This field shows the name and number of the company responsible for the event. If the event was created as part of a campaign in the window Campaigns, the company number of the campaign is copied to this field. If the event is assigned to a job, the company must be the same as the one responsible for the job in question. If the event is created manually, and you do not enter a value, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivations in the G/L module. If no value can be derived, the standard value is transferred from the window System Information in the Set-Up module. See the section “Multiple Companies” in the chapter “Introduction to the G/L Module” and the window Dimension Derivations in the G/L module for a further description of the concept of dimension derivation.

Document Archive Island

Field	Description
Document Archive	In this field, you can assign a document archive to the event. By assigning a document archive to an event, you can keep track of the various documents related to the event. Document archives are created in the window Document Archives in the Set-Up module. See the description of that window for further information on the use of document archives.
Document Count	This field shows the total number of documents in the Document Archive.

Note Island

Field

Description

Note

In this field, you can write a description and specify the number of a note relating to the current event. The contents of this note are shown in the table part of the window, and you can change the text freely. It is only possible to enter information in the table part if a note has been specified in this field. When you create an event, Maconomy automatically assigns a note to the event if the event flow type of the event is set up with a mark in the field “Create Aut. Note.” If the event type has not been set up for automatic note creation, you can specify the number of an existing note manually, but using the action “Create Note,” you can have Maconomy automatically create a note and assign it to the current event in this field. Notes can also be created manually in the window Notes in the Set-Up module where you can also edit the text and description. You can only assign a note of the type specified in the definition of the event type of the current event. Event types are defined in the window Popup Fields.

User Island

See the chapter “Getting Started” for a description of the fields in the island User.

Opportunity Island

Field	Description
Opportunity	In this field, you can write a description and specify the number of an opportunity to which the event should be assigned. Once an event has been assigned to an opportunity, the opportunity number can no longer be changed.

Event flow Island

Field	Description
Event Flow	In this field, you can write a description and specify the number of an event flow to which the event should be assigned. The field is automatically completed if the event was assigned to an opportunity, created automatically or by adding a new line in the table part of the window Event Flows. Once an event has been assigned to an event flow, the event flow number can no longer be changed.
Flow Status Type	If the event is assigned to an event flow, this field shows the event flow status type of that event flow, that is, the option list whose options are available in the field “New Event Flow Status.”
New Event Flow Status	If the event has been assigned to an event flow, you can specify in this field the event flow status to be assigned to the event flow in question when the event is closed by marking the field “Closed.” An event flow has only one event flow status at any time, and this status can only be changed by closing an event. The event flow status can, for example, be used for indicating the progress of the event flow or the person or function responsible for the next step. You can choose from the options in the option list shown in the field “Flow Status Type” above. The field “Aut. Status Update” in the event flow type of the event flow to which the current event is assigned determines whether you can specify a value in this field if the current event is not a status changing event. If the field is not marked, you can only select a new event flow status if the field “Status Changing Event” has been marked for the event. This ensures that only status changing events can have an event flow status. If the field “Aut. Status Update” is marked, you can select a new event flow status if the field “Status Changing Event” has not been marked for the event. This allows you to register a new event flow status for all events in a flow, to indicate their effects even if they do not affect the flow status.
Status Changing Event	If the event is assigned to an event flow, you can specify in this field whether the current event is a status changing event, that is, that when the event is closed, the value specified in the field “New Event Flow Status” above should be transferred as the current event flow type of the event flow to which the event is assigned. If you close an event where a new event flow status has been specified but this field is not marked, the event flow status is, however, not updated in the card part of the window Event Flows. When you close the event, the set-up of the event flow type of the event flow to which the event is assigned may cause Maconomy to automatically unmark this field. If the field “Aut. Status Update” is marked for the event flow type of the event flow to which the event is assigned, Maconomy automatically unmarks this field if the current event does not have a later closing date than the other closed, status changing events in the flow. This ensures that although you can specify new event flow statuses for multiple open events, the event flow status is not updated by previous events. If the field “Aut. Status Update” is not marked for the event flow type, you can only close a status changing event if its closing date is later than that of the other closed, status changing events in the flow.
Subflow	In this field, you can write a description and specify the number of an existing event flow that should be a subflow of the current event, for instance because the event itself can be broken down into several minor tasks. You can only assign a subflow to an event if the event itself is part of an event flow. When you assign a subflow to an event, information about the time spent on the events in the subflow will be summed for the current event. This way, the information in the islands Statistics and Expected Status Change in the event flow to which the current event is assigned will include the events in the subflow. Subflows can be assigned in any number of levels, causing the event flows on above levels to include summarized information from all levels below.

Customer Island

Field	Description
Customer No.	In this field, you can specify the number of the customer which the event concerns. If a job or a contact company assigned to a customer has been specified for the event, Maconomy suggests the customer assigned to the contact company or job in question.
Name	This field shows the name of the employee specified in the field “Employee No.” above.

Event Plan Island

Field	Description
Event Plan No.	If the event was created from an event plan, the number of the event plan in question is shown in this field.
Event Template No.	If the event was created from an event plan, this field shows the number of the event template in this plan from which the event was created. The event template number determines whether the current event should cause secondary events when the action “Create Secondary Events” is selected, as the event plan specified above may contain templates where part of the conditions determining whether secondary events should be created for a given event is the template upon which the event was based. For a further description of event plans, event templates and conditions for the creation of secondary events, please see the fields “Condition No.” and “Condition Result” in the window Event Plans, as well as the action “Create Secondary Events” in this window.

Contact Island

Field	Description
Contact Company	In this field, you can specify the name and number of the contact company which the event concerns. If a customer number has been specified when creating the event, Maconomy will suggest the contact company number related to the customer in question. If you leave the field unchanged and enter a contact person assigned to a contact company, the number of the contact company in question is automatically inserted in this field.
Contact Person	In this field, you can enter the name and number of the contact person to whom the event should be directed. If you specify both a contact company and a contact person at the same time before pressing Return, the contact person specified must be assigned to the contact company in question. If you specify a contact person without changing the contact company number, Maconomy automatically completes the field “Contact Company No.” with the number of the contact company (if any) to which the contact person in question is assigned.
Contact Mode	In this field, you can specify the way in which the event should be carried out, for example, contact by phone, letter, meeting, and so on. Contact modes are created in the window Popup Fields in the Set-Up module.

Campaign Island

Field

Description

Campaign

This field shows the name of the campaign to which the event is assigned, if applicable. The field is automatically completed by Maconomy on events assigned to an event flow that is part of a campaign. Please note that you cannot specify an event plan for a manually created event. This means that even if the event has been manually assigned to a campaign, no secondary events can be created for the event.

Item Island

Field	Description
Item No.	In this field, you can enter an item number if the event is related to a specific item. The field is for information only.
Description	This field shows the description of the item specified in the field “Item No.” above. The description is retrieved from the item’s first description line in the card part of the window Item Information Card.

Dimensions Island

Field	Description
Location	In this field, you can enter a value for the dimension Location. If you do not manually enter a value, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivation in the G/L module. However, any manually entered value will be overwritten if Maconomy can derive a value for which overwriting has been selected. If no value can be derived, the standard value is transferred from the window System Parameters in the Set-Up module. See the section on dimension derivation in the chapter “Introduction to the G/L module” as well as the description of the window Dimension Derivation for further information about dimension derivation.
Entity	The functionality of this field is similar to the functionality of the field “Location” above.
Project	The functionality of this field is similar to the functionality of the field “Location” above.
Purpose	The functionality of this field is similar to that of the field “Location” above.
Spec. 1-3	The functionality of these fields is similar to that of the field “Location” above.
Local Spec. 1-3	The functionality of these fields is similar to that of the field “Location” above.

Extra Fields Island

Field	Description
Text 1-5	In these fields, you can enter various additional information about the event. The fields are for information only, and can, for example, be used for statistical purposes.