Utilizing Custom Documents

Security Note

If you need access to use any of the features discussed in this topic, contact your 25Live Administrator. They can use the Series25 Group Administration tool to make changes.

After creating a custom document, follow the directions below to make it accessible from the More Actions menu in the Event Details view.

To Implement a Custom Document

Add the Document to Your Event Types

For your document to display for an event, it must be associated with the event type used for the particular event.

  • In 25Live, go to System Settings > Master Definitions > Event Types > Hierarchy.  
  • Locate your event type.
  • Under Reports, check one of the following checkboxes based on which type of document you configured—event-based, reservation-based, or organization-based:
    • For event-based documents, check Event Contract
    • For reservation-based documents, check Reservation Shell
    • For organization-based documents, check Event Organization Shell
      Event contract, event organization shell, and reservation shell report checkboxes on the event type configuration pageImage: Choose the associated report checkbox on Event Types based on whether the document is Event-based, Reservation-based, or Organization-based.
  • Click Save.

Grant View Permissions for Event Contracts

  • In the Group Administration tool, go to Configure... > Report Security.
  • Use the Search field to locate the associated report. 
  • Click the Actions button and set your security group(s) to have, at minimum, View Only rights.

Configure the Object Level Security for Event Contracts Under Configure > Report Security.Image: Configure the Object Level Security for Event Contracts Under Configure > Report Security.

  • Save.

In order to print any reports, users will also need Functional Security rights.

  • In the Group Administration tool, go to Configure... > Security.
  • Under the Tools Access tab, make sure 2.0 Access to Reports = Yes.
    Configure access to reports under the Tools Access section of Settings.Image: Configure access to reports under the Tools Access section of Settings.

In 25Live, Choose the Document in Event Details to Print or Email

  • Within 25Live, go to the Event Details view for any event that uses one of the event types you associated with your document.
  • Open the More Actions display.
    Go to the More Actions display under Print Report or Email Event to find your custom document.Image: Go to the More Actions display under Print Report or Email Event to find your custom document. 
  • Choose Print Report to reveal the list of available reports. Event-based documents can also be emailed from the event using the Email Event button. 
    • Your custom event or organization documents should be labeled: Event/Organization Document: [name of your document]
    • For reservation-based documents only, you will need to select Reservation Based from the Choose your report type dropdown.
      Report type dropdown options Image: The report type dropdown will only appear if there are reservation-based documents in your instance AND if the Reservation Shell report option is associated with the Event Type.
    • Next, you will need to select the reservation that you'd like to run the report for. 
    • Finally, select the report to run.
      Reservation select button and select report to run optionsImage: Use the Select button to choose a reservation, then select a report from the list.

Troubleshooting

  • If a user cannot see a custom document in the Event Details view, double-check their security group's settings in the 25Live Group Administration to ensure their group has at least view rights for the event and the report/document.
  • Then, also check again to be sure that the associated report checkbox is checked in the Reports section for the Event Type being used in the event. (See the "Add the Document to your Event Types" section above.)