Security Note
Only users with appropriate permissions set can access these features. Your 25Live user must have security permissions set in Series25 Group Administration:
- Admin: 5.0 Create Cabinets and Folders = Yes
- Admin: 5.1 Delete Cabinets and Folders = Yes (only if you would like the Delete option available)
- Admin: 5.2 Manage Event Type Hierarchy = Yes
- Admin: 6.0 Manage Event Master Definitions= Yes
- OR
- Basic: 13.0 View All Event Master Definitions (Not Just Abridged List) = Yes
- Admin: 8.0 Set Event Object Security = Yes
These permission assume the user also has Admin: 20.0 Override Location Security = No.
How to Access Master Definitions
1. Go to the System Settings View
The System Settings section is accessible from the More menu in the top navigation bar.
2. Tap or Click the Master Definitions Link
Use the menu link to go to the System Settings view, then view the Master Definitions section.
See Working With Master Definitions for details on general navigation within the Master Definitions section and actions available to all types.
Creating a New Cabinet
Before creating any new cabinets, plan for the following:
- Take the time to read about Best Practices: Cabinets, Folders, and Event Types that will explain creating a “25Live-oriented Event Structure,” especially if your institution used to use R25 as well as Case Study: Converting an Existing R25-oriented Event Type Hierarchy to a 25Live Hierarchy
- Know the appropriate date range you want to set for each cabinet. We recommend a wide date range that stretches many years into the future
- Think about the other data you'll add to each cabinet for data inheritance purposes to be sure it's correct
- Be ready to set appropriate object security on each cabinet in the Series25 Group Administration tool
1. Go to the Hierarchy View
The Event Types subsection has two main views, List and Hierarchy. Using the Hierarchy view will give you a better sense of your existing structure.
2. Create the New Cabinet Type or Cabinet OR Copy From an Existing Cabinet
Create a New Cabinet or Cabinet Type
The top-level cabinet is referred to as the cabinet type. If you don't have any top cabinet types defined, you can use the Create a New Type dropdown menu and then the Create Type button to create a new cabinet type. Cabinet types can only have a name, with no date range options.
If you need to create a sub-cabinet, choose Cabinet Hierarchy in the Sort By dropdown to see your full cabinet list. You will have a Create New Cabinet button available to you.
Copy an Existing Cabinet
To copy an existing Cabinet, click Edit Cabinet next to an existing cabinet in your Cabinet Hierarchy list.
Scroll down to the bottom of the page and tap Copy Cabinet.
Note: What will be Copied?
Copying an existing cabinet will only copy the cabinet and its configurations. It will not copy any contents of that cabinet—such as folders or events.
Categories will be copied.
Tip: Returning to Create a Cabinet Type
If you realize after sorting by the cabinet hierarchy that you need to go back to create a top-level cabinet type, use the Sort By dropdown again to return to an Event Type Hierarchy sort.
3. Complete Cabinet Details
When creating a cabinet type, only the Cabinet Type Name can be completed.
When creating a cabinet within a cabinet type, complete the details fields, including:
- Choose the Cabinet Type (required)
- Replace the system-supplied name with your Cabinet Name (required)
- Use the Date Range fields to specify the start and end dates of the cabinet’s date range using the editing icon (or mouse over the fields in a desktop browser)
- Skip the Constraints fields if your institution is using the Series25 LYNX Interface. LYNX includes its own, more sophisticated functions for defining date exceptions that you should use instead
- Constraints were defined and used in older interfaces. If your institution has used Series25 tools for a long time, you may be familiar with constraints, however, they are not applicable if you use the Series25 LYNX Interface
- If you're still using the legacy Series25-SIS (TCS) Interface, use the New Constraint button then complete the Name, Type, date, and time, and repeat fields The X icon in the upper-right corner of each constraint box will remove it. An Exclude constraint identifies dates/times when events can't occur. A Warning constraint allows schedulers to determine whether or not to schedule events during constraint periods
- Then, contact your Account Manager about upgrading to the Series25 LYNX Interface
- Constraints were defined and used in older interfaces. If your institution has used Series25 tools for a long time, you may be familiar with constraints, however, they are not applicable if you use the Series25 LYNX Interface
4. Save Your New Cabinet Type or Cabinet
Use the Save button to save your new cabinet type or cabinet. The Cancel button will discard your changes.
Editing Cabinets
Note: You Can’t Edit the Cabinet Type Field
If you're editing a cabinet within a cabinet type, you can't edit the cabinet type field. However, you can use the link on a top-level cabinet type's name to rename the cabinet type and then use the Save button.
1. Use the Hierarchy View to Find the Cabinet
Open the Hierarchy view to see your existing structure, then choose Cabinet Hierarchy in the Sort By dropdown to get a more complete view of cabinets.
2. Choose the Cabinet and Edit Its Details
Tap or click on the name of the cabinet, then edit any of the details fields.
3. Save Your Changes
At the bottom of the Edit Cabinet view, you can Save your changes or Cancel to discard changes.
A Delete button is also available. See the "Deleting a Cabinet" section below.
Bulk Editing Cabinets
1. Use the List View to Find the Cabinets
Set to List View. Then set the Sort By dropdown to Cabinets.
Tip: Bulk Editing in Hierarchy View
Bulk editing is also available in the Hierarchy view, but starting with the list view is often simpler.
2. Choose Your Cabinets From the List
Tick the checkboxes for each cabinet that you'd like to edit. Then, click Bulk Edit.
3. Make Your Bulk Edits
Make a selection using the Select Action dropdown
Update Date Range
- Select a Start Date and End Date
- Click Update Date Range
Add/Remove Categories
- Toggle to Add or Remove
- Check the categories you'd like to add or remove in the Select Categoriesmenu
- Click Done
- Click Add/Delete Categories to save your changes
Add Constraints
Warning
Constraints aren't necessary if your institution is using the Series25 LYNX Interface. LYNX includes its own, more sophisticated functions for defining date exceptions that should be used instead
- Click Add Constraint
- Enter a Name
- Choose a constraint Type:
- Exclude - identifies dates/times when events can't occur
- Warning - allows schedulers to determine whether or not to schedule events during constraint periods
- Choose a start date and time
- Unchecking the This begins and ends on the same day box will allow you to choose an end date
- Choose a repeat pattern:
- Does Not Repeat
- Ad Hoc
- Daily
- Weekly
- Monthly
Deactivating a Cabinet Type
Deactivating a cabinet type, folder type, or event type means that new cabinets, folders, or events can no longer have that type.
Note: The Type Must Not Be In Use
To deactivate a cabinet type, you must first deactivate the folder types and event types within it.
1. Access the Cabinet Type
Use the Hierarchy view to see your existing structure. Choose Cabinet Hierarchy in the Sort By dropdown to see your full cabinet list. Tap or click on the name of any top-level cabinet type to enter its editing view.
2. Deactivate, if Available
If all the folder types and event types within this cabinet type are deactivated or deleted, the Deactivate button will be available.
If the action isn't available, the Deactivate button will be disabled without an outline.
Deleting a Cabinet Type or Cabinet
Access the Cabinet Type or Cabinet Edit View
Open the Hierarchy view to see your existing structure, then choose Cabinet Hierarchy in the Sort By dropdown to get a more complete view of cabinets.
If Deleting a Cabinet Type
Use the link on a top-level cabinet type's name to rename the type then use the Delete button. This action is permanent and should be considered carefully.
You can’t delete a cabinet type once actual folders or events using that type are created. If there are still folders and event types within it, the Delete button will be disabled without an outline.
If Deleting a Cabinet
Use the Delete button at the bottom of the editing view. This action is permanent and should be considered carefully.
Warning: Make Sure the Cabinet Is Not In Use
Use the Folder Hierarchy option in the Sort By dropdown menu of the Hierarchy view to expand your whole structure and be sure no folders are being used in a cabinet before deleting.