Manage Event Spaces with 25Live
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Table of Contents
COURSE OVERVIEW ..................................................................................................... 4
PREREQUISITES.......................................................................................................... 4
COURSE TOPICS ......................................................................................................... 4
LESSON 1: SIGN-IN TO 25LIVE ..................................................................................... 6
OVERVIEW ............................................................................................................... 6
25LIVE BROWSER REQUIREMENTS .................................................................................... 7
SIGN-IN TO 25LIVE .................................................................................................... 7
LESSON 2: ‘THE BIG PICTURE’ - 25LIVE’S 7 TABS ........................................................... 10
OVERVIEW ............................................................................................................. 10
25LIVE IN 5 STEPS ................................................................................................... 11
PERSONALIZE THE WORKSPACE 3 WAYS ........................................................................... 12
ACCESS BUILT-IN SUPPORT AND LEARN HOW-TO PERFORM NEW TASKS ..................................... 13
CONTACTING THE SUPPORT DESK FOR ADDITIONAL SUPPORT .................................................. 16
LESSON 3: CHECK FOR NEW SPACE REQUESTS ................................................................ 18
OVERVIEW ............................................................................................................. 18
CHECK FOR SPACE REQUESTS ....................................................................................... 19
View Space Requests as Tasks from the Home tab ................................................. 19
Use the Calendar sub-tab to view Events .............................................................. 21
TASK FILTERING & SORTING OVERVIEW ........................................................................... 23
FILTER SPACE REQUESTS BY DATE, URGENCY, OR COMPLETION STATUS ..................................... 24
Overview of Tasks ............................................................................................. 24
Tasks Agenda tab .............................................................................................. 24
LESSON 4: USE SEARCH-BASED REPORTS TO REVIEW SPACE USAGE & DETERMINE SPACE
AVAILABILITY .......................................................................................................... 28
OVERVIEW ............................................................................................................. 28
CREATE ADVANCED SEARCHES FOR REPORTS ..................................................................... 33
COMBINE ADVANCED SEARCH AND PRE-BUILT REPORTS ........................................................ 39
Exercise: Run a Report from a Saved Search ........................................................ 41
APPENDIX A: SEARCH FOR LOCATIONS .......................................................................... 42
OVERVIEW ............................................................................................................. 42
SEARCH FOR LOCATIONS ............................................................................................. 43
CREATE A SEARCH BASED ON SPACE FEATURE, CATEGORY OR LAYOUT........................................ 46
Save the Search for Later Use ............................................................................. 47
USE PRE-DEFINED SEARCHES ....................................................................................... 48
APPENDIX B: SEARCH FOR EVENTS ............................................................................... 50
OVERVIEW ............................................................................................................. 50
SEARCH FOR EVENTS ................................................................................................. 51
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CREATE A CUSTOM SEARCH ......................................................................................... 54
Exercise: Create a Search and Add it to Favorites .................................................. 55
APPENDIX C: SAMPLE REPORTS ................................................................................... 58
EVENT REPORTS ....................................................................................................... 58
Academic Term Summary ................................................................................... 58
Calendar of Events (3 Day) ................................................................................. 59
Daily Events...................................................................................................... 60
Events Checklist ................................................................................................ 61
Event Confirmation Academic .............................................................................. 62
Event Confirmation Detailed ................................................................................ 63
Event Listing ..................................................................................................... 64
Event Monthly Calendar ...................................................................................... 65
Event Requirements by Date ............................................................................... 66
Event Resources ................................................................................................ 67
Event Services .................................................................................................. 68
Event Space Monthly Calendar ............................................................................ 69
Events by Organization Type ............................................................................... 70
Events with Space Layouts ................................................................................. 71
Invoice ............................................................................................................. 72
Invoice Details-Excel .......................................................................................... 73
Reservations by Date ......................................................................................... 74
LOCATION REPORTS .................................................................................................. 76
Daily Room Sheet .............................................................................................. 76
Event Requirements by Space ............................................................................. 77
Space Activity Date Grid ..................................................................................... 78
Space Activity by Time Graphic ........................................................................... 79
Space Activity by Date/Time Grid ........................................................................ 80
Space Activity term Grid ..................................................................................... 81
Space Availability by Meeting Pattern ................................................................... 83
Space Blackout Dates......................................................................................... 84
Space Monthly Calendar ..................................................................................... 85
Space Unlock – Lock Times ................................................................................. 86
OTHER REPORTS ...................................................................................................... 87
Contact Directory .............................................................................................. 87
Contacts by Organization .................................................................................... 88
Event Type Distribution by Organization ............................................................... 89
Event Type Distribution by Space ........................................................................ 90
Monthly Summary by Org Type –Excel ................................................................. 91
Monthly Summary by Organization ...................................................................... 92
Monthly Summary by Organization ...................................................................... 93
Monthly Summary by Space................................................................................ 94
Organization Distribution by Event Type ............................................................... 95
Organization Distribution by Space ...................................................................... 96
Organization Listing ........................................................................................... 97
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Organization Type Distribution by Space ............................................................... 98
Space Utilization ................................................................................................ 99
Time Spread by Department ............................................................................. 100
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Manage Event Spaces with 25Live
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Course Overview
Prerequisites
As a software tool, 25Live automates passing business information. As an Event space
approver, you will need to respond to requests to use those spaces.
Requests for space are presented as Tasks that require you to click either
or
. It is that simple.
In this seminar, you will learn how to approve or deny Event requests for spaces you
manage and you will learn how to create reports that will provide information that check
usage and provide information to make long-term decisions.
Course Topics

sign-in to 25Live through UA single sign-on

relate the 25Live tab environment to Event Space management the 25Live
environment

how-to check for new space requests

use reports to review space usage and determine availability
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Manage Event Spaces with 25Live
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Lesson 1: Sign-in to 25Live
Overview
After this lesson, you will know how-to:

ensure compliance with 25Live browser requirements

sign-in to 25Live
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25Live browser requirements
25Live works with Mozilla Firefox. If you need
Mozilla’s FireFox browser, go to www.Mozilla.com
and download the latest version.
Sign-in to 25Live
Always login to 25Live before entering data. Otherwise, the data will be lost.
Steps
1. Navigate to: 25live.collegenet.com/uakron
Note the url does not include ‘WWW’.
You may also wish to Bookmark the url.
2. Open a browser and navigate to the address given by your instructor. Click the
link to Sign In to 25Live.
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Steps
3. Enter your UANet ID and password at the Login prompt and click the Login
button.
The University will never ask for your
password. Do not disclose your
UANet password to anyone.
4. We are returned to the 25Live Home tab.
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Lesson 2: ‘The Big Picture’ - 25Live’s 7 tabs
Overview
After this lesson, you will know how-to:

map 25Live tabs to space management tasks

personalize the workspace for text size, online support, and legend identification

locate and reference 25Live Built-in support

contact the UA Support Desk for additional support

clear browser cache and cookies
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Manage Event Spaces with 25Live
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25Live in 5 steps
Steps
1. The 25Live work area is tab-based. Except for Home, each tab corresponds to a
25Live task.
2. Hover over the Home tab, read the tool tip, then click the tab to select it. Repeat
for each tab.
3. Navigate to the bottom of the Home tab and verify the current version.
4. Verify the browser recommendations. Be sure to use Firefox.
5. Follow your instructor’s direction for clearing browser cache and cookies.
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Personalize the Workspace 3 ways
Steps
1. Locate the Settings Bar at the bottom of the 25Live work area.
2. Text size: Use Text Size and increase text size three times. Then, reset the size
3. Locate Help & Guidance: Locate and toggle Help Tips. The setting turns-on/off
tool tips in the 25Live environment.
Click the Icon Legend link and read about 25Live Special Cursors.
4. Contact the Office of Scheduling: Use the Feedback link to email the
University’s Office of Scheduling.
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Access Built-in Support and Learn How-to Perform New
Tasks
Steps
1. Locate and click the Help button.
2. Help is online documentation for understanding and using 25Live.
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Steps
3. The Help window can be resized, moved, or opened in a standalone window.



4. Expand the How do I… topic list, then select and read the Search for what I want
topic.
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Steps
5. Select Important Terms from the Help Contents area and read the definitions for
task and view.
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Contacting the Support Desk for Additional Support
For additional assistance, contact the UA Support Desk. Be ready to provide:

Be ready to provide your UANet ID

contact numbers for all parties involved

a description of the problem
Contact the Support Desk:
Tel: 6888
Web: http://www.uakron.edu/support-desk/
You should try to have as much information as possible beforehand; examples include
the Event reference number or Event name, the group sponsoring the Event, or the
person who requested the Event.
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Lesson 3: Check for New Space Requests
Overview
The Home tab offers two 25Live working views, the Dashboard for access to a broad
range of 25Live information and tasks, and the Calendar for an event-based focus in
25Live.
Dashboard
Use the Dashboard tab to access Favorited Events, Locations, and Searches.
Use the
Dashboard to
start an Event
request, offers
Quick Search
capability for
any event
location or
resource to
which your
credentials have
access, and affords quick access to Events with tasks, Events you Requested, and
Events you Scheduled.
Calendar
Use the Home Calendar tab to create an event, get a high-level view of events, or drilldown for detail on a single event.
After this lesson, you will know how-to:

check for new space requests from the Home tab and Calendar sub-tab

manage tasks using sorting and filtering

manage task using the Tasks Agenda tab or the Overview of Tasks tab

email event details and tasks to non-UA recipients
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Check for Space Requests
View Space Requests as Tasks from the Home tab
Tasks drive 25Live. Any Space request will appear as a Task. Use the Home tab Tasks
pane to review your task agenda.
Steps
1. From the Home tab, click the link to view Outstanding Tasks.
Overdue: View tasks due today or within 30 days.
Outstanding: tasks assigned to you and due within the past 30 days or due the
within the next 30 days.
Flagged: views tasks not yet acted upon or, if acted upon, marked as ‘flagged’
by you.
2. The Tasks tab opens and filters the view.
3. For the space, click
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Steps
4. You may also review details first by clicking the Event name.
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Use the Calendar sub-tab to view Events
Use this tab to check on upcoming Events.
Steps
1. From the Home tab, click Calendar.
2. The Calendar sub-tab toolbar can filter a view in many ways, including using
saved searches.
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Steps
3. Adjust for date range.
4. The Calendar displays all events you are scheduling for the period.
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Task Filtering & Sorting Overview
25Live is really about tasks. Space requests appear on your Tasks pane and on the
Home tab, Tasks pane. When you receive requests, Approve or Deny the request per
your department or college’s business practice.
Tasks Overview tab
25Live Task Overview supports 10 sortable columns. Use Overview to filter for tasks
you have Flagged, Assigned by you, or are Outstanding.
There are several types of tasks, To Do, Authorization, and FYI. To see all tasks for an
Event, open the Event and use the Task List tab.
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Filter Space Requests by Date, Urgency, or Completion
Status
Overview of Tasks
Use the Choose Which Tasks to View pane to select a subset of tasks.
Overdue: View tasks due today or within 30 days.
Outstanding: your tasks due within the past 30
days or due the within the next 30 days.
Flagged: views tasks not yet acted upon or, if
acted upon, marked as ‘flagged’ by you.
Tasks Agenda tab
Tasks Agenda places tasks on a calendar so you can better prioritize your time. Agenda
only shows your notification tasks.
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Steps
1. Open the Tasks tab, Overview of Tasks sub-tab.
2. Click from the Choose Which Tasks to View.
Ftask agenda
3. Choose a Task to mark as Complete, Approved, or Acknowledged by clicking
the corresponding link in the Actions column.
4. Click the Tasks Agenda tab.
Use the date Navigator to display the range in the example.
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Steps
5. Also, switch to a 60-day display.
6. Use Choose Visible Columns to add or remove display columns.
7. Use the Tasks View toolbar to Expand and display task detail.
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Steps
8. Sort by Column heading.
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Manage Event Spaces with 25Live
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Lesson 4: Use Search-Based Reports to Review Space
Usage & Determine Space Availability
Overview
Use the Reports tab to access data provided through standard reports and create
reports based on custom searches.
Reports are grouped
into four sub-tabs:
Event, Location,
Resource, and Other
Reports. Within these
categories, your
assigned 25Live
security settings
determine access to
individual reports.
Event Reports
Location Reports
Other Reports
Resource Reports
You access all of these reports in the same manner:
1. choose a report from among the subtabs
2. respond to the parameter prompts (parameters are the information you provide
that the report will format for report presentation)
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For example, Location Reports, Daily Room Sheet, has two parameters: Date and
Location Search.
Each report has its own parameters, which you must supply for the report to be
processed.
After this lesson, you will know how-to:

Choose a standard report, using the listing provided in Appendix E

create custom searches

Create almost any kind of report by combining pre-built reports and advanced
searches
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Steps
1. From the Reports tab in 25Live, choose the Event Reports sub tab.
2. Before processing the report, click View Sample Report.
3. Choose a report type from the Choose Report dropdown, control.
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Steps
4. Use the About this report… panel as a guide to what parameter values you must
supply for the report. You can also view a sample to preview what the report will
look like.
Report Parameters are values that vary and are supplied by you at the time the
report is requested. The parameter for this report is a saved search to
determine which events are included.
An example parameter for this report is a specific event name. Usually this
information is supplied by a search.
5. This report uses a starred custom event search as the report basis. We create a
custom event search on page 33.
6. From Report Delivery Options, choose View this Report Now
7. Click
.
8. Your browser will prompt to download the report.
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Steps
9. The PDF report.
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Create Advanced Searches for Reports
Create a Custom Event Search and use it as the basis of a report. Note that custom
searches are available from either Event or Location tabs.
Steps
1. Click Events > Advanced Event Search.
2. Create a new search. Click
.
3. Note the instructions to create a new search:
4. Click
.
5. Add room criteria for the Student Union. Click
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Steps
6. You can add any of the following criteria:
7. Click the
8. Click
icon and choose Categories >Open to the Public.
when ready.
9. Add room criteria for the Student Union. Click
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Steps
10. Choose Assigned Locations > Specific Locations.
11. Click the
icon and search for Student Union rooms by entering the building
location, ‘stun’.
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Steps
12. All bookable Student Union rooms are presented. Select rooms for the 3 rd floor.
Use the
to remove a selected room.
13. Click
when ready.
14. Review the criteria screen. You can edit
another one.
criteria, remove
criteria or add
For multiple specifications of one criterion, as with specific locations, below,
multiple choices are additive, and are considered in relation to each other as ‘OR’
criteria.
However, two separate criteria, as are Categories and Specific locations below,
include the option of and AND/OR connection between them.
15. Click
16. If satisfied, click
report.
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to test the search.
.. We will use this saved search as the basis for a
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Steps
17. Enter a Search Name.
In 25Live, a saved search is visible only by the user who created it.
Recommended practice is a descriptive name and the month and year. More
generally, use a consistent naming pattern, which facilities working with large
numbers of saved searches.
Check Add to Your Starred Searches lists the search on your Home tab
Dashboard.
18. The new search is now available as the basis for a report. Try it, at Reports >
Event Reports >Event Listing.
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Steps
19. You can also edit the search any time from Advanced Search > All of Your
Searches.
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Combine Advanced Search and Pre-built Reports
You can combine custom searches with built-in reports. We will create a report listing all
Events in a particular location.
Steps
1. Click the Reports tab > Location Reports.
2. Choose the Daily Room Sheet
3. Examine the About This Report… pane. Read the report description, parameters,
and data include sections.
4. Click the
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Steps
5. Examine the sample report.
6. From the Select Report Parameters pane.
7. From the report Delivery Options pane, choose
8. Click
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.
and respond to your browser prompts to download the PDF file.
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Exercise: Run a Report from a Saved Search
An important 25Live skill is to create and run reports. Reports are based on saved
searches. In this exercise, you will build a report by examining its parameters then
create saved search to supply the parameter information.
Steps
1. From the Reports tab, choose Location Reports > Daily Room Sheet. Then
click View the Sample Report. After viewing the sample report, notice the one
parameter needed, a Location Search.
2. Create and save a search for rooms in your college or department. Name the
search LOCATIONS_MYROOMS_XXX. Substitute MYROOMS with a
meaningful room name and xxx with your initials.
3. From Reports > Location Reports, complete the report parameters. If your new
search does not appear, refresh the 25Live browser window.
4. From Report Delivery Options, choose
.
, then click
5. A second window will pop-up. If the browser blocks the window, change
browser settings to allow pop-ups from 25Live.
6. The second window will either prompt to download or automatically open a pdf
file. View the document and report your findings.
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Appendix A: Search for Locations
Overview
All 25Live Event, Location, and Resource searches are by keyword. In addition, 25Live
supports search by Category, Feature, Layout, Capacity and by Category. We explore
some of these methods here.
Appendix A explains how to:
 Search for Locations
o Search for Locations
o Create Custom Search
o Save searches as Starred searches
o Use Pre-Defined searches
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Search for Locations

Search broadly using partial Location name, keywords, features, layout, capacity,
or category.

Narrow search results by using exact Location name.

To search by Event or Resource, search from those respective tabs.
Steps
1. Click the Search for Locations tab and enter search criteria in the Search by
Keyword: field, then click Go.
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Steps
2. By default, 25Live keyword searches List View and displays matches found in
name and description fields
Optionally:
 Add/remove columns from the view
 Sort by any column



 Navigate through other pages, if necessary.
3. Check Location Availability from the Availability tab using the date Navigator.
The columns represent time of day.
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Steps
4. Use the calendar tab to check availability by date.
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Create a Search based on Space Feature, Category or
Layout
Steps
1. Click More Search Options to narrow your search by Feature, Category, Layout,
or Capacity.
2. Click
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when ready.
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Save the Search for Later Use
Mark frequently needed Location as ‘Starred’ searches or favorites. Starred items
appear on the Home tab.
Steps
1. To more quickly locate a location, mark the Location as Starred.
2. Starred Locations are more readily available From the Home tab
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Use Pre-Defined Searches
25Live offers pre-made Location searches. Pre-Defined Searches use Groups (Custom,
Index, Categories, Features, Layouts, Capacities) to present simple Lists, Availability by
Category, or Calendar views. Pre-defined search also includes Your Starred Locations
or other Locations you currently have open.
Steps
1. Click the Pre-Defined Searches tab.
2. Specify Search Groupings to search by Custom, Index, Category, Feature,
Layout, or Capacity.
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Appendix B: Search for Events
Overview
When searching, only current and future events displayed. You can Search by name,
title, or reference number.
After this lesson, you will know how-to:
 Search for Events
 Create Custom Search
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Search for Events
All 25Live Event, Location, and Resource searches are by keyword. In addition, 25Live
supports search and by Type. We explore each search method here.
When searching, 25Live displays current and future events only. Here are some search
tips:

Search broadly using partial event name, event keywords, types, or category.

Narrow searches by using exact event name, a keyword, or reference number.

To search by location or resource, search from those tabs.

Keyword search criteria
o Name: works
o Type name: currently does not work
o Reference #: works
o Title: works
o Cannot search by embedded detail, such as org, requestor, scheduler, or
state.
Steps
1. Click the Event tab and enter search criteria in the Search by Keyword: field.
25Live updates search results as text is entered.
2. To improve performance, 25Live event search defaults to current and future
dates. Our event is within the next 30 days, so we change our view.
Click the date navigator to display the Range Interval dialog.
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Steps
3. Click Select a Date Range and change the date interval to 30-days.
4. Click
when ready.
5. You can also enter a custom date range. Use the date navigator to move
forward and backward one month.
6. After moving forward one month.
?
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Steps
7. If unsure of the event date, use List view, a compressed calendar view.
8. List View conveniently displays past event dates. Click Current and Future Dates.
Then choose Search All Dates
9. Click Update List
10. Past and future events matching keyword ‘national’.
11. You can clear search criteria by clicking the clear search button.
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Create a Custom Search
Steps
1. Click the More Search Options.
Refine the search by Cabinet, Type, Organization, Category, Role, or Event State.
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Exercise: Create a Search and Add it to Favorites
To find frequently searched events faster, mark searches as Starred. Starred items
appear on the Home tab and return results in one-click.
Steps
1. To more quickly locate the National Dog Grooming Championship event, mark
the event as Starred.
2. The Starred Event on the Home tab Dashboard. Now, searching for this event is
as quick as a click.
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Steps
3. You can also click the
button:
Search Criteria does not save the date criteria used.
Search Results saves results only and does not save any criteria.
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Appendix C: Sample Reports
Sample reports are organized by Event, Location, and Other.
Event reports
Academic Term Summary
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Calendar of Events (3 Day)
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Daily Events
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Events Checklist
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Event Confirmation Academic
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Event Confirmation Detailed
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Event Listing
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Event Monthly Calendar
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Event Requirements by Date
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Event Resources
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Event Services
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Event Space Monthly Calendar
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Events by Organization Type
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Events with Space Layouts
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Invoice
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Invoice Details-Excel
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Reservations by Date
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Location Reports
Daily Room Sheet
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Event Requirements by Space
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Space Activity Date Grid
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Space Activity by Time Graphic
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Space Activity by Date/Time Grid
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Space Activity term Grid
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Space Availability by Meeting Pattern
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Space Blackout Dates
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Space Monthly Calendar
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Space Unlock – Lock Times
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Other Reports
Contact Directory
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Contacts by Organization
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Event Type Distribution by Organization
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Event Type Distribution by Space
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Monthly Summary by Org Type –Excel
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Monthly Summary by Organization
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Monthly Summary by Organization
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Monthly Summary by Space
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Organization Distribution by Event Type
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Organization Distribution by Space
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Organization Listing
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Organization Type Distribution by Space
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Space Utilization
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Time Spread by Department
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