Adding and Editing Event Types

25Live allows you to define a list of event types in the Master Definitions section of the System Settings area that you can then choose when creating an event using the Event Form. Permissions determine which Event Types you can choose from. Your chosen Event Type determines some options that appear later in the form. When users create or edit an event of a particular type using the Event form, the categories, custom attributes, contact roles, and requirements you've selected for that event type (and that are available based on the user's security group rights) are available for selection.


How To Access Master Definitions

Security Note

To access Master Definitions System Settings views, your 25Live user must have security permissions set in Series25 Group Administration for each of the types that you wish to access, including:

  • Events: Admin: 6.0 Manage Event Master Lists
  • Event Requirement Notification Policy: Admin: 7.0 Set Event Notification Policy
  • Event Types: Admin: 5.2 Manage Event Type Hierarchy
  • Locations: Admin: 10.2 Manage Location Master Lists
  • Resources: Admin: 11.2 Manage Resource Master Lists
  • Organizations: Admin: 13.4 Manage Organization Master Lists
  • Organization Ratings: Admin 13.6 Edit Organization Ratings
  • Organization Partition Preferences: Admin: 13.8 Edit Organization Location Preferences
  • Contacts: Admin: 12.1 Create and View all active and inactive Contact Master Lists

If you would like any of the described settings changed for your user, contact your 25Live administrator. 

Some features and functions are only available to members of the Administrator - System (-1) security group.

1. Go to the System Settings View

More menu in the top navigation barImage: The More menu in the top navigation bar has a link to the System Settings view.

After logging into 25Live Pro as a user with appropriate permissions, open the More menu in the top navigation bar.

System settings is located under the More menuImage: The System Settings link is in the More menu.

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.

Location of Master Definitions sectionImage: Use the System Settings > Master Definitions link to access the section.

See Working With Master Definitions for details on general navigation within the Master Definitions section and actions available to all types.

Adding Event Types

1. Go to the List View in the Event Types Subsection

Event Types List ViewImage: Use the List view in the Event Types subsection.

The Event Types subsection has two main views, List and Hierarchy. The List view is the best place to view all current event types and create new ones. 

Event Types toggleImage: Be sure the top toggle is set to List View.

Be sure the Event Types List toggle at the top of the view is set to List View to create a new Event Type.

2. Complete Top Event Type Information

Creating Event Type Top FieldsImage: The first four basic fields to complete for a new event type.

Use the Create New button at the top of the list. The first four fields to complete are:

  • Cabinet (required): You're choosing which cabinet you'd like your new event type to be associated with
  • Folder (required): Similarly to the Cabinet choice, you need to associate your new event type with a folder
  • Event Type Name (required) This is the name users will search for and choose when using the Event Form or editing events. Using simple names that are meaningful for your institution is recommended.
  • VCal Processing: There are three options for vCalendar processing settings. This setting determines how events will behave when they are imported through LYNX or the CSV Event Import tool.
    • Unlocked Transactional: This is the best setting to use for all event types since it retains a persistent connection with the original event source outside 25Live
      • Events retain an "Alien UID" (unique identifier) which allows an outside application to recognize the event. If a later import includes an event with the same Alien UID, then it will update this event rather than creating a new one
    • NaturalizeEvents with this setting will not retain an Alien UID, preventing outside applications from finding them. Importing the "same" event again (with the same Alien UID) will cause 25Live to create a duplicate rather than updating the first one
      • This setting should only be chosen if you have no intent to ever update an event after importing it or send details back to another system
    • Locked Transactional: This setting has been deprecated and no longer has a distinct effect from Unlocked Transactional, but it is shown in case an older instance has the setting

3. Choose Report Options

Creating new event type report optionsImage: Choose report defaults and which reports you want to be associated with the event type.

The next section shows all the reporting options you can add to your new event type. If you associate one or more event reports with an event type, when a new event of that type is created, authorized users can generate any of its associated reports directly from its 25Live event details.

  • Confirmation Notice: This is a default report attached to confirmation notices for this event type if needed. Select from your existing reports
  • Invoice Report: Another default report option to attach to invoices, if needed. Select from your existing reports
  • Check All (and other reports): You may check certain reports you'd like available to be run by authorized users for all events using this event type. You may check all (not recommended for large report lists) or select individual reports

4. Associate Other Data Properties

Other data options for event typesImage: A number of additional data properties can be associated with event types.

You're given the option to associate additional data with your new event type. If you associate data properties with an event type, when a user creates a new event of that event type, those properties are displayed for selection and data entry when creating an event in 25Live if either of these conditions is met:

  • The data property has also been selected for display and the scheduler’s security group can view an abridged list of master definitions and has event functional security rights in the Series25 Group Administration tool
    • The exception to the above is Event Categories where those selected for the event type are automatically "checked" (selected), but all other categories are available to be selected by the scheduler
  • The user's security group has the appropriate permissions in the Series25 Group Administration tool

For example, if you attach a “Parking Permit Required” event requirement to the “Community Workshop” event type, when a scheduler creates an event of that type, it automatically has the “Parking Permit Required” requirement as an option if one of the functional security conditions listed above is met.

When schedulers create or edit an event of a particular type using 25Live, the categories, custom attributes, contact roles, and requirements you’ve selected for that event type (and that are available to schedulers based on the security rights of their security group) are also available for selection in the Event Details view. Optional data include:

  • Categories
    • The default event categories of the event type. Once associated with an event type, the selected categories are automatically selected when creating new events of that type
  • Contact Roles
    • The event roles you want to track for the event type. Once assigned to an event type, the selected role labels are automatically displayed for selection when creating new events of that type. The scheduler can then indicate who will be performing each of the selected roles for a particular event. 
  • Custom Attributes
    • The event custom attributes you want to track for the event type. Once associated with an event type, the selected custom attribute fields are automatically displayed when creating new events of that type. The scheduler can then enter appropriate values for each of the selected custom attributes for a particular event
  • Requirements (Publish to Calendar)
    • The default “Calendar” publishing requirements of the event type. Once associated with an event type, the selected requirements are automatically displayed for selection when creating new events of that type
  • Requirements (Other)
    • The default “Other” requirements of the event type. Once associated with an event type, the selected requirements are automatically displayed for selection when creating new events of that type

Selecting custom attributes for event typeImage: A standard selection checklist will appear for additional data properties.

For each data property, use the standard 25Live Select... button to display a list of checkboxes. Use the filtering search box to narrow down the list. Then, optionally Select All, Select None, or check individual items. Save your selections using the Done button.

Tip: Setting Active or Abridged Status

The best place to check the Active or Abridged status of an event type is in the list view, which you can get to by going to the List View and then toggle to the Event Types view at the top.

5. Set Notification Policy

Setting notification policy for event typesImage: Setting Notification Policy for event types is an essential part of creating an event workflow.

When a user creates an event using this new type, the notification is automatically sent to the 25Live Task List of the user(s) specified in the notification policy. For example, you could define a notification policy that sends an Approval Required notification to the Task List of the Dean of Students every time an event is created.

Use the Approval Type dropdown menu to choose the notification policy options:

  • No Notification Policy
  • Approved By at least one of the users associated with the notification that will be sent
  • Approved By all users associated with the notification that will be sent

When choosing one of the two approval options, you can set a time limit within which the user(s) associated with the notification must act. Complete the number of Days, Hours, and/or Minutes after the notification creation date that action must be taken. Use positive integer values.

To Add Contact, open the Select a Contact dropdown to perform a full or partial name search for a user you want to associate with the notification policy, then click or tap on the name. Use the dropdown search again to add additional names. Use the X next to any name to remove it.

For each associated user, choose the type of notification they should receive:

  • Notify only
  • Approval required

6. Save Your New Event Type

Use the Save button at the bottom to save your new event type. After saving, you will view your new event type in the hierarchy view. Use the link on its name to edit the type.

Editing Event Types - Basic Event Type Information

Note: You Can Also Bulk Edit Event Types

See Bulk Editing Event Types in Master Definitions

1. Go to the List View in the Event Types Subsection

Event Types List ViewImage: Use the List view in the Event Types subsection.

The Event Types subsection has two main views, List and Hierarchy. The List view is the best place to view all current event types and create new ones. 

Event Types toggleImage: Be sure the top toggle is set to Event Types.

Be sure the Event Types List toggle at the top of the view is set to Event Types to find and edit an Event Type.

2. Find the Event Type You Wish to Edit

Event Types in Master DefinitionsImage: Event Types in the 25Live System Settings display.

You can filter and reorder the list and edit some values. 

  • Manually reorder items using the six-dotted handle icon on the left side of the list
    • Note: If you manually change the sort order of Event Types, that order will be reflected in the Event Form.
Tip: Manually Sorting Item Display Order

Drag the row to manually set the display order.
Animation: Drag the row to set the display order manually.

The default display order for master definition items is to show them in alphabetical order. You can set the order that items will display by clicking on the row and dragging up or down. Use the Save Sort button to save the order.

  • The Id number for each item is listed
  • Edit the Name of the item
  • Check or uncheck the Active status (also available via the Deactivate button in the advanced detail editing view)
    • Note: Deactivating an event type means events can’t be created with the deactivated event type, but any existing event of that event type is preserved in the Series25 database, and you can report on previous events with that event type. You can also reactivate an event type if you decide you need it again in the advanced detail editing view.
  • The Abridged checkbox controls if the item is only visible on an abridged list for users with limited permissions
  • View the Usage of the item in searches
  • Delete the item (if it is not being used)
  • Force Delete the item (even if it's being used) and remove all references (available only to Administrators in the (-1) security group)
Use Caution With Force Delete

The option to "force delete" a master definition item should be taken with care. Be advised that some searches may no longer function as expected until you edit them to remove references.

Editing Event Types - Advanced Event Type Details

Note: You Can Also Bulk Edit Event Types

See Bulk Editing Event Types in Master Definitions

1. Go to the List View in the Event Types Subsection

Event Types List ViewImage: Use the List view in the Event Types subsection.

The Event Types subsection has two main views, List and Hierarchy. The List view is the best place to view and edit all current event types. 

Event Types toggleImage: Be sure the top toggle is set to List View.

Be sure the Event Types List toggle at the top of the view is set to List View to edit an Event Type. 

Tip: Finding All Event Types

Event Types with a negative ID are filtered out of the list view. If you don't see an event type you expect to see, try toggling the Event Types List option to List View.

2. Choose the Event Type to Edit

Viewing usage of an event typeImage: Use the View buttons then Collapse to see more info for each event type before using the link on its name to edit.

In the List View for event types, you can use the View button in the columns to view the advanced details for any of the event types. Additionally, you can switch to the Hierarchy view in which you can also edit event types.

Tap or click on the name of the event type to open its editing view.

3. Change Advanced Details Views

The "Edit Event Type" view is the same view you may have used when creating an event type. You can change any of the values and options. See the "Adding Event Types" section above for details on the meanings and uses of each field.

When editing additional associated data, such as Categories, Contact Roles, Custom Attributes, and Requirements, use the X icon next to any item to remove its association with this event type. Use the Select... buttons to add more.

Tip: Editing Active or Abridged Status

The best place to edit the Active or Abridged status of an event type is in the basic editing view, which you can get to by going to the List View and then toggle to the Event Types view at the top.

4. Save Your Changes or Choose Other Actions

Buttons available when copying event typeImage: A variety of options are available when copying an event type.

Use the Save button to save your edited changes.

If you wish to delete this event type, consider it carefully, then use the Delete or Force Delete button.

You have an option to Deactivate the event type. Deactivating an event type means events can’t be created with the deactivated event type, but any existing event of that event type is preserved in the Series25 database, and you can report on previous events with that event type. You can also reactivate an event type if you decide you need it again by entering this edit view.

Then you may Copy this event type, which will show the new, copied type in the hierarchy view. You can then tap or click on its name to edit its details and save.

The Cancel button will cancel all your changes.

Copying Event Types

See the "Editing Event Types - To Edit Advanced Event Type Details." Enter that advanced detail editing view, then use the Copy button at the bottom. The new, copied type will be shown in the hierarchy view. You can then tap or click on its name to edit its details and save.

Deactivating an Event Type

Deactivating a cabinet type, folder type, or event type means that new cabinets, folders, or events can no longer have that type.

1. Access the Event Type

Go to the List View. Be sure the Event Types List toggle at the top of the view is set to List View to edit an Event Type. Tap or click on the name of the event type to open its editing view.

2. Deactivate, if Available

If all the events within this cabinet type are deleted, the Deactivate button will be available.

If the action isn't available, the Deactivate button will be disabled without an outline.

Deleting Event Types

You can delete an event type from the List - Event Types view, or you can go into the advanced details edit mode and then use the Delete or Force Delete buttons at the bottom — with caution.

If you want to preserve the event type for reports or future use instead of deleting it, you also have the option to Deactivate an event type using the button at the bottom of the full advanced details editing view. Deactivating an event type means events can’t be created with the deactivated event type, but any existing event of that event type is preserved in the Series25 database, and you can report on previous events with that event type. You can also reactivate an event type if you decide you need it again by entering the advanced detail editing view.