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Using Directories

Every corporation or individual company, department or member of staff requires certain information or data such as company guidelines, address lists, statistics, documents, images or templates for their daily work, regardless of a specific customer or order. The Verzeichnis Directories feature on the Basis Home tab allows for filing (external) documents of all formats in a structured manner, making them accessible to all Bp Event users. Each company and each user has the option of creating their own favourite directories catering for their own needs.

As of Bp Event Version 12.1, dataset-specific directories are available for accounts, items, events and projects.

  • Open a new directory

    Create a new Verzeichnis Directory to file documents, files or records in an orderly manner for either your own or your company's use.

    1. Go to the Basis Home tab on the function bar.
    2. Click on the dropdown triangle next to next to Verzeichnisexpand Directories and select neu New. A new directory will open.
    3. Enter a speaking name for the directory for easy retrieval.
    4. save Save your input by clicking on the icon in the top left-hand corner of the input window
  • Edit the directory settings

    Assign permissions and make settings for versioning and added fields. In an existing directory, first switch to the edit edit mode to make changes to the directory settings.

    1. Assign Change permission, Read Permission or Permission to change remarks to either all users or specific users/user groups.
    2. Activate Document versioning to log changes to objects and save old versions as a copy.
    3. Insert the names of added fields that are to be available for the directory in the field Added field names for objects.
    4. Activate Insert all user favourites to display the directory company-wide in all favourites lists without the individual user being able to actively add or delete it.
    5. Activate Open objects in display mode to prevent frequently read documents from being locked for other users every time they are accessed.
    6. Create Keywords in the input window at the top right. Use a new line for each keyword.
      The keywords are used for categorisation and easier retrieval.
    7. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Add new objects to the directory

    Add the objects you want to a new directory. Directory objects can be inserted or deleted at any time, even if the directory itself is only in nur lesen display mode.

    1. Add various kinds of neuexpand New objects:
      1. Different files (text documents, images, tables)
      2. Records belonging to any table (accounts, event segments, etc.)
      3. Links (file or folder links, URLs)
    2. Right-click a directory object and select neu New to either attach further objects on a Einhaegen subordinate level or on the Anfuegen same level.
    3. Move directory objects up or down by holding down the left mouse button (drag-and-drop). The object is always inserted below the object on which the mouse remains.
    4. To place an object at the top, drag the object above it downwards.
    5. In the directory input window, click ondetails Details in the toolbar to see a detailed list of objects or an object preview in the large window on the right.
    6. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Assign keywords to directory objects

    Keywords that are to be assigned to the directory objects are created and assigned in the directory itself.In an existing directory, first switch to the edit Edit mode. Keywords can be assigned either in the preview or in an opened object, even if the directory itself is only in nur lesen edit mode.

    1. First enter the Keywords you want to use in the little input window in the top right-hand corner in the Verzeichnis directory. Write each keyword in a new line.
    2. Then save the directory and activate details Details to be able to assign the new keywords.
    3. Mark the object you want in the table of contents on the left and left-click the icon Typing Keywords in the preview window to open a list of existing keywords.
    4. Select and meldung Confirm the keywords you want to apply.
      Multiple selection is possible, but the list of keywords cannot be extended at this point. If you select other values in the picklist, previously set keywords are removed.
    5. Alternatively, right-click the object and select edit Open from the context menu (or left-click and select edit Open in the toolbar).
    6. Select the Typing Keywords from the picklist in the toolbar and ok Confirm.
  • Search directory objects by keyword

    Search for all directory objects with this keyword regardless of the directory they are in by going to Verzeichnis Directories > Verzeichnis Objekt Directory objects > suche Search. Enter the keyword you are looking for in the Full text search field. Within a directory, filter directly for one or more Typing keywords.

    1. Open the Verzeichnis Directory you want.
    2. Filter for Typingexpand Keywords in the toolbar.
    3. Multiple selection is possible by holding down the Shift key and left-clicking. Note that only objects that have been assigned all of the selected keywords will be found when more than one keyword is selected ("And" search).
    4. Select the keywords you want and meldung Confirm.
    5. The list of directory objects with these keywords appears in the table of contents on the left. All objects regardless of keyword are displayed in the preview window on the right, which becomes visible by clicking details Details.
    6. Return to the full table of contents by clicking on Typing Keywords > SelectNone Discard selection in the toolbar.
  • Search for directory objects via the search or recently opened records

    Directory objects can be found directly in a separate search.

    1. Click on the dropdown triangle next to  Directories and select  Directory objects.
    2. Select  Search to open a dialogue window or go to the  Recent searches >  Most recent records if you have only recently worked with the object.
  • Use record-specific directories

    As of Bp Event version 12.1, record specific directories are avaialable for Adresse Accounts, artikel Items, VA Events and projekt Projects. You can store data sheets, other documents, images or objects of any kind related to this one record here.

    1. In the side navigation, click on Verzeichnis Directory.
    2. If standard folders have already been created for the record table (accounts, items, events or projects) as Tabellendetails Added fields, they will appear automatically.
    3. Directory folders can be preset as filing locations in datasheet templates. These folders are automatically created when the first Datenblatt data sheet based on that template is opened and saved.
    4. Create your own Ordner Bestellung folders or other directory objects by clicking on new New in the horizontal toolbar. Directory objects can be added or deleted without the directory itself being open in edit mode.
    5. To edit the directory settings, first insert at least one directory object.
      1. Click on the directory object and in the toolbar above select edit Open.
      2. Click on Verzeichnis Open directory in the top toolbar and then select edit Open in the top left-hand corner.
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Using To-Do Lists

Organise and assign tasks quickly and easily by creating checklists for all relevant records, such as events, appointmentsM, tasks, rooms or items.

  • Create a to-do list for a record

    A checklist can be created for many types of records, providing a summary of completed and pending tasks. This is helpful when working in a team, but also good for keeping track of one's own outstanding tasks.

    1. Open the record you want.
      Example: Event, item, task, appointmentM
    2. In the toolbar, click on Checkliste To-Do. If there is a to-do list already, the icon is highlighted in yellow and the number of to-do items is displayed.
      Important: If the record is only in nur lesen display mode and not input-enabled, the to-do list cannot be edited either. If necessary, first change the setting to edit edit mode.
    3. To auto-open the to-do list along with the parent record, click on the dropdown triangle next to the window title and select "Open automatically". The setting is user-specific and applies per database table (all appointments, all accounts, ...), not just per record.
      Example: the setting for accounts as selected by the user "Conference Team" then applies to all accounts opened by that user
    4. The list of existing tasks in the upper part of the window is complemented by the details of a currently selected list entry below. The list itself is not input-enabled.
    5. Make entries or changes in the details part of the window. Clicking on arrowRight  in the upper right-hand corner of the window will move the details to the right of the list instead of below it.
    6. Click on neu Add in the toolbar to insert a new line below the currently selected line.
    7. Alternatively, copy new to-dos neuaufklappen v2 > Vorlagenfrom template or from other records. To-do entries from records of the same type (event etc.) are offered first, followed by records of other types. Only tables which already have any to-do lists are listed here.
    8. Enter the name of the task and save Save your input by clicking on the icon in the top left-hand corner of the input window.
    9. Remove a task from the list by selecting the row you want and clicking on the third icon from the left in the toolbar Mail ablegen Archive.
    10. Remove the entry permanently by clicking on the expand triangle next to  Aktiv Active  expand  and select Mail ablegen Archive, select the row you want and click on delete Remove.
  • Enter more details about the to-do item

    By default, the input window opens with only the most important fields. Additional fields can be opened if required.

    1. Set the Prio normalaufklappen v2 Priority (urgency) of the task.
    2. Activate a save reminder Change notification if you want to be informed as soon as the to-do entry is edited.
    3. Use the expandable drop-down list next to the task title to assign a Category and Status. Create new categories in the list itself by clicking on edit Edit. Write each new category in a separate line.
    4. In the second line, select a Responsible user from the picklist.
      1. If you enter an kalender end date or Follow-up date, the to-do entry will appear in the infocenter Info Centre of the person responsible user (provided their view is set up accordingly).
      2. Inform responsible users directly by sending an mail Internal message linked to the to-do entry.
    5. In the third line, indicate how far the task has been completed.
      1. Tasks that cannot be processed further at the moment can be marked as stop Stalled due to an unrelated problem or details Information. The marked tasks are then highlighted in red and blue respectively in the list above.
      2. The progress bar corresponds to the percentage of completion of the task and can be changed by clicking on the bar or entering a percentage.
      3. In addition, estimated and actual time effort can be enetred if required.
    6. The Remarks text field offers room for more details.
    7. Click on neu More fields to insert Album Images or link an termine  AppointmentM.
    8. Additional company-specific Tabellendetails Added fields can be created and inserted by a user with administrative rights as required.
  • Search, filter and sort your to-dos

    To-do entries can be searched, filtered and sorted.

    1. Go to the Basis Home tab on the function bar and click on Checkliste To-Dos > suche Search to find all existing to-do entries regardless of their parent record (accounts, events, etc.).
    2. Enter your criteria and click on suche Search. If necessary, refine your results by using the matchcode field in the toolbar.
    3. Double-click on the entry you want to open both the parent record and the to-do list focussed on the selected line.
    4. Use the fourth icon from the left to search by Progress. The status is not set actively, but results from the degree of completion entered per line. Each entry can have several statuses at the same time.
      1. Aktiv Active: are all tasks that have not been archived
      2. neu 0%: are all tasks for which no progress has been entered yet
      3. abspielen 1-99%: are all tasks for which a percentage of progress has already been noted
      4. Offene Mengen < 100%: all unfinished tasks
      5. ok 100%: are all tasks whose progress has reached 100%
    5. Use the fifth icon from the left to select by AdressTyping Category. Categories are user-defined in the expandable picklist in the lower part of the window. Select AdressTyping All to see entries of all existing categories, as well as those without a category.
    6. Entries serving as headings/for structuring are marked by a No Show Hide flag in the drop-down list of priorities. These entries are not displayed in the Info Centre.
    7. Emphasise individual lines using the Schriftstil font style (bold, underlined in italics). This formatting also affects lists.
    8. Save your preferred settings for to-do-lists by clicking Save Options Save settings in the toolbar.
  • Create a personal to-do list

    To create individual to-do lists independently of a specific record, use Tasks.

    1. Go to the Basis Home tab on the function bar and click on meldung Tasks > neu New.
    2. Enter a Subject and click on Vertraulich Nicht to change the status to Vertraulich Confidential task.
      Note: Without this setting, both your tast and the linked to-do list remain visible to all other users.
    3. To auto-open the to-do list along with the parent record, click on the dropdown triangle next to the window title and select "Open automatically". The setting is user-specific and applies per database table (all tasks), not just this record.
    4. Open a new Checkliste To-Do list in the toolbar and create new to-dos or copy existing ones.
    5. save Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Display your to-do list in the Info Centre

    To-do lists can be selected as a data source in the general infocenter Info Centre in the Follow-ups.

    1. Enter a Responsible user for each to-do item. This field defaults to the responsible for the parent record. Only the responsible persons sees the to-do list in their Info Centre.
    2. Enter either an end date or a follow-up date.
      Important:To-do entries without end or follow-up dates are only shown in the Info Centre if a filter is set for "All to-dos (creation date)".
    3. Select the Checkliste To-Dos as a data source in the infocenter Info Centre follow-ups.
    4. If required, left-click on the data source to Filter Filter by end or follow-up date, or also by to-do lists linked to certain tables.
      E.g.: Events, Accounts
    5. Double-click the linked record and the to-do list in the infocenter Info Center to open and focus automatically on the to-do list.
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Using WorkflowsM

  • Create a new workflow template

    A well-documented and visualised business process helps with the induction of new staff, the optimisation of processes and troubleshooting. Assigning tasks and activities to departments or individual staff ensures that tasks are neither duplicated nor forgotten. Specifying a purpose makes it easier to check whether the workflow is achieving its goal.

    1. Go to the Basis Home tab on the function bar.
    2. Click on the dropdown triangle next to Prozessexpand Workflows and select Prozess Vorlage Workflow templates > neu New. Alternatively, go to the icon vorlagen Templates tab and select Prozess Vorlage Workflows > neu New.
    3. Enter a Title for the workflow template and a code/short name in the second input field.
      Example: Processing a customer enquiry for an event
    4. Give the workflow template a version number to be able to track adjustments and changes. As soon as workflow documentation is saved based on a template, the structure of the template can no longer be changed. Assign a type to the workflow template from the expandable picklist for easier retrieval.
    5. Explain the workflow template in more detail in the fields Description and Purpose at the bottom of the input window.
      Example: Description: Procedure for initial customer enquiries. Purpose: Clarification of possible dates and initial customer requests for forwarding to the event office.
    6. Click on the Aktiv Nicht Inactive icon to Aktiv Activate the template and make it available to staff.
    7. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Create a flowchart

    The workflow is visualised on the Ablauf Flowchart tab as a list (left) and a graph (centre).

    1. The first step Prozesse Aktion Start already exists. Open the details for this step by left-clicking either in the list on the far left or in the graphic.
    2. Alternatively, right-click and select edit Open.
    3. Enter a Title for the workflow step and a more precise Description in the Added fields.
      Example: Customer enquiry as the triggering action, the sales office is responsible. Enquiries are received by telephone, e-mail or fax.
    4. In the Properties in the execution section, define which conditions should apply to the workflow step, by whom and how the step may be executed and how it needs to be documented.
    5. Departments or individual staff who are to be responsible for this step can be inserted as Responsible .
  • Add further steps

    Add further steps to a workflow by right-clicking the last step. Each step can have its own name, description and responsible.

    1. If one action automatically triggers another, select Prozesse Aktion Add step.
    2. If an action allows for alternatives, select Prozesse Frage Add decision. Two options are created by deafult. Right-click the Decision toProzesse Option Add option for more choices.
    3. Add an existing workflow as a sub-workflow by selecting Prozess Vorlage Add sub-workflow.
      Example: In response to a customer enquiry (action 1), the sales rep checks the room occupancy for a date (action 2). If the room is occupied (option 1), a search can be made for other rooms or dates (action 3). If the room is free (option 2), further details on the event can be requested (sub-workflow 1).
    4. Select Checkliste Insert checklist to create a list with checkboxes that can be ticked off in the workflow documentation.
    5. If a workflow needs to be transferred to another colleague, go to Properties in the execution in the bottom right-hand corner and select a staff member or department from the picklist for the Push to field.
  • Connect workflow steps

    There are sometimes logical connections between workflow steps that do not follow on directly from one another. These are represented by arrows.

    1. Right-click the step from which the arrow originates and select arrowRight Insert link. Only one link can originate from any one step.
    2. Select the step to which the arrow is meant to lead from the picklist. Any number of connections can be made to any one step.
    3. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Delete workflow steps

    Sometimes steps in a workflow become unnecessary. Deleting individual steps can affect the whole workflow because dependent steps will also be deleted.

    1. To remove an individual action, right-click the step and select delete Delete.
    2. If you want to remove an action and all subsequent actions, decisions and options, right-click the step and select delete Delete (incl. successor actions).
    3. Deleting decisions and options will alway result in a loss of all subsequent options and actions.
    4. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Format the graphic workflow

    The graphic illustration of the flowchart can be individually formatted to some extent.

    1. Set the Font and Font size .
    2. Set the Numbering of the steps (none, line by line, steps)
    3. Set the Width/Height and Spacing of the boxes. The shape and colour of the boxes cannot be edited.
  • Create new workflow documentation

    Workflow templates are used both to support and document standard procedures. The templates can either be printed out and filled in or called up as templates for digital workflow documentation. To print a template on paper, open the template and go to the Datenblatt Datasheet tab.

    1. Document a workflow digitally by going to the Basis Home tab on the function bar.
    2. Click on the dropdown triangle next to Prozessexpand  Workflows and select neu New and, if applicable, your company.
    3. A list of available templates will open. The list might vary depending on the user because not all users have identical access rights.
    4. Double-click or left-click a template and ok Confirm.
    5. The title of the workflow is pre-set in the template. Enter a standardised Subtitle in the top right-hand corner to identify the workflow.
      Example: Title is "Customer complaint", subtitle "Mauer, Karl dated 16/09/2018"
    6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Follow the specified workflow flow

    Work through the steps individually on the tab Prozess General tab. The complete workflow is shown on the Ablauf Flowchart tab in overview.

      1. The first step is already open. Open the details for this flow step by left-clicking on the flow point in the list on the left.
      2. Follow the instructions in the description above the input window and enter any comments or attach external files for documentation in the Dokumentenablage Documents tab.
      3. For decision questions, select the appropriate option.
      4. Once one step is complete, click on Blaettern Zum Naechsten Next. The next step will open.
      5. Repeat the procedure for further steps until the workflow is completed or passed on to another user.
      6. Workflows assigned to you with "in progress" status will automatically appear your list of reminder Notifications until they are either completed or passed on to another user.
      7. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Complete the workflow

    The workflow can be either saved, completed, transferred to another user or cancelled.

    1. The workflow can be Speichern Saved for later processing and Speichern Schliessen Closed, provided this option is not prohibited in the template.
    2. As long as the workflow has "in progress" status and is set to your user, it will automatically appear in your list of reminder Notifications.
    3. To complete the workflow, open it by double-clicking in the reminder Notifications window, by clicking Prozess Workflows > History Most recent or by going through the Prozess Workflows >suche Search process.

    When all steps have been covered, the workflow is completed.

    1. After processing all steps of the workflow, the message "The workflow is now complete" will appear.
    2. To keep the workflow open for further changes, select Continue.
    3. To end the workflow, select Save and close.

    Some workflows involve several staff or departments, to whom it is transferred for further processing.

    1. When your step is finished, click on Blaettern Zum Naechsten Next.
    2. The next step will open. If another user has been entered in the template as responsible for the execution of that step, select Speichern Schliessen Save and close.
    3. The transferred workflow will then appear in the newly responsible user's list of notifications.

    In individual cases, it may make sense to cancel incomplete workflows because they have become irrelevant.

    1. Open the workflow and click on stop Cancel workflow in the top right-hand corner of the input window.
    2. Confirm the security prompt.
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Organisation is key - without it, nothing works as it should or could. Self-organisation and team organisation are closely related, and the proper tools will help you reduce the information overload, so that everyone involved can access current, pertinent data at any time. Bp Event offers numerous tools to make your filing, workflows and projects more transparent and efficient.

Collect documents, records or other objects in dedicated Directory DirectoriesM. Put together individual to-do lists, e.g. for events or appointments. Map complex workflowsM to support your staff in their efforts at quality control or team organisation. Use projects M to organise loose teams that work independently but need a common set of information.

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As every user logs in with their own login details, every change in records (such as items, accounts, events, appointments) can be tracked precisely.

  1. In the record in question, click on Historie Show change log in the top right-hand corner of the toolbar.
  2. A list of all changes will open.
  3. Date, Time, User and Action provide information about the time period, the user and the activity (save, copy, move, etc.)
  4. Both the original value and the change are listed in detail in the column Comment .
  5. Click on Abbrechen Overlay in the top right-hand corner to close the change log.

Note: Log files should be tidied up at regular intervals to avoid data overload. Please contact the Bp Event Hotline or your account manager.

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Using ProjectsM

A project is a one-off endeavour that can include various events, dates or tasks in different phases. It usually has a fixed start and end date and serves to achieve a goal that is to be reached as efficiently as possible with internal or external contributors.

  • Open a new project

    A project is characterised by defined goals, deadlines and allocation of responsibility. This information is entered on the General page of the project.

    1. Go to the Basis Home tab on the function bar, click on projekt Projects > neu New and select a company if applicable.
    2. A new projekt Project will open.
    3. Enter a unique Name for the project.
    4. Enter a date and, if applicable, times for the Start and End of the project. The project is listed in the general Info Centre calendar regardless of its status during the specified period.
    5. Enter a Follow-up date on the right under the status and permissions for the project to display in your Info Centre on the date specified.
    6. Describe the specific Objective of the project in the input window.
  • Assign user pemissions

    A project typically involves several staff who may have different authorisations. Assign the authorisations in the top right-hand corner of the input window.

    1. Enter a Project Manager. This field defaults to the current user.
    2. Assign Change permission for the project to one or more users.
    3. Specify which users may link objects to the project.
      E.g.: Events, appointments, mail
  • Select staff members for project participation

    Staff from different departments with different positions can be involved in a project. Only Bp Event users can be added as project participants.

    1. Click onneu Add in the toolbar of the list of team members.
    2. Select a staff member by left-clicking (hold down the Ctrl key for multi-select) and click on ok Confirm to insert the people you want.
    3. Assign a Position to individual team members using the expandable picklist.
    4. Set individual start and end dates for each individual's involvement with the project.
  • Inform staff involved in the project

    Bp event users involved in the project can be informed directly about the project in various ways.

    1. Send an mail Internal message linked to the project to all selected staff members.
    2. Create a meldung Task linked to the project for all selected staff members. This will be displayed in their calendars and reminders.
    3. Create an termine Appointment linked to the project for all selected staff members. This will be displayed in their calendars and reminders.
    4. Activate the Notify button in the toolbar to automatically inform all team members about changes to the project.
  • Link external accounts to the project

    Enter the names of project members who are not Bp Event users on the Accounts tab.

    1. Click onneu Add in the toolbar of the list Ansprechpartner Accounts.
    2. Search for a contact person.
    3. Select an account by left-clicking (hold down the Ctrl key for multi-select) and click on ok Confirm to insert the people you want.
    4. Assign a Position to individual team members using the expandable picklist.
      Example: hotel, supplier, location, agency
    5. Typing Assign a keyword to participants in the toolbar of the input window if needed.
      Example: Brussels Expo Project
  • Inform other project participants

    Contact other project participants listed on theAnsprechpartner Accounts tab.

    1. Select one account by left-clicking (hold down the Ctrl key for multi-select).
    2. Send a Briefe Mail/Email or Brief Bulk Mail linked to the project.
    3. Create an termine Appointment linked to the project for all selected accounts.
  • Link documents to the projectM

    Use the External Documents module to link any documents from Bp Event or from external sources to any project, e.g., to clearly assign contracts or price lists from suppliers.

    1. Go to the Dokumentenablage Documents tab and select neu Add in the toolbar. This will open a new document package.
    2. Select import festplatte Files to add external files from your hard drive or an external network.
    3. Select Dokumentenablage Shared Documents to link a file from the "Shared Documents" folder.
  • Export documents from the projectM

    Documents from the project can be saved in other document packages within Bp Event or externally for re-use in other contexts.

    1. Open the document package.
    2. Kopie Copy a document which is part of one document package, either within that package or DokumentenAblage Liste to other package.
    3. export festplatte Save a document externally to your computer or network.
  • Link further objects to the project

    Any records from Bp Event such as events, appointments or mail can be linked to a project. Individual projects can also be linked to a leading project.

    1. Go to the projekt objekt Objects tab and click on neu Add and the type of object you want.
    2. Link an existing object by clicking suche Search, then select the object you want.
    3. Click on neu Add to create a new object with a link to the project.
    4. Go to the infocenter Info Center tab for a summary of all the records linked to this project (Using the calendar ,Using the follow-ups).
  • Save detailed information and a final report

    Add a final report and details of the project for later analysis. 

    1. Go to the details Added Fields & Final Report tab. A final report can only be entered once the project has been finished (no earlier than the last day).
    2. The detailed fields of the final report are defined according to operational requirements.
    3. Entering the final report has no direct effect on the status of the project. To finalise a project, the Status must be changed manually on theprojekt General tab.
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Searching for ...

Check out our YouTube Tutorial on Searches for more details. (German only)

  • Open a simple search

    As soon as a table (accounts, items etc.) contains more than 20 records, a proper search window will open. Smaller amounts of data are displayed as a simple list. There are pre-assigned or user-defined hotkeys for many searches (see Using hotkeys).

    1. Open the search by left-clicking on the icon of the table you want (accounts, events,...) in the toolbar. If you are currently working in another record, open the function bar by left-clicking on the  Menu in the top left-hand corner of the window's title bar.
      Alternatively, click on the expand dropdown triangle next to the icon and select suche Search.
    2. A search window will open with different search fields depending on the table selected
    3. Different types of search fields are offered in each search: Input fields, drop-down menus, date fields and checkboxes.
      Enter your search query and click on suche Search in the bottom right-hand corner of the window.
    4. If your search returns any results, a list of all the found records will appear. Narrow your search further to reduce the number of records found.
    5. If your search does not yield any results, click on Change search and check the search criteria. If necessary, remove some criteria, as only those records are found that meet all of the specified criteria.
  • Search by value (matchcode)

    Many database fields allow free input and flexible formats. Internal standards for creating records are invaluable to facilitate later searches.

    1. Enter one or more Search terms. The database fields that are searched vary depending on the function.
      Note: You can find more detailed information in the tooltip that is displayed on mousehover.
    2. More specific custom input fields are labelled with the name of the field to which they refer.
      Example: "Subject" or "External number"
    3. Search terms do not have to be complete, the beginnings of words will be enough. The search results, however, will be more accurate for complete terms.
      E.g.: "War" finds Warwick, Warner, Warburg etc.
    4. To search for a fragment that occurs in the middle of the word, enter an asterisk "*" as a wildcard.
      Example: "*roy" finds Conroy and Milroy
    5. Search words do not have to be spelt completely correctly. The phonetic search also finds similar-sounding words. (German only)
      Example: The input "Meier" will find Meier, Mair and Meyer
  • Filter by date

    For many records, the search can be narrowed down by date. The time period can be specified in different ways.

    1. Enter the from and to dates directly in the search fields.
      Alternatively, open the kalender Date picker to the left of the input field and left-click the date.
      Or select the current date by left-clicking submenu Menu > cal today Today to the right of the input field.
    2. Shift the selected date by clicking the submenu Menu options to the right of the input field:
      1. by up to six days delete Forward or neu Back
      2. by up to four weeks or to the Anfang Beginning or Ende Endof the selected week
      3. by up to three months or to the Anfang Beginningor Ende End of the selected month
      4. by up to three years or to the Anfang Beginning or Ende Endof the selected year.
    3. Alternatively, specify a Datum Auswahl Time period for the search, which you can shift  Forward or  Back by using the arrows:
      1. one, three or five days from the selected start date
      2. one, two or three weeks from the Monday before the selected start date
      3. one, two or three months from the 1st of the selected month or
      4. one, two or three years from 1 January of the selected year.
    4. Remove all data by left-clicking submenu Menu > delete Delete. Deleting the start date also removes the end date and vice versa.
  • Filter by picklist value

    Some fields in the database are entered using picklists. The type of picklist is decisive for the search: for some but not all list, several values can be searched for simultaneously.

    1. Fields that are filled in using non-editable picklists are searched using drop-down lists. Multi-selection of values is possible.
      Example: Event status: On hold, Waiting list, Confirmed
    2. The search fields appear as grey bars. Left-click the bar to open the picklist.
    3. Select one value by left-clicking or several values by holding down the Ctrl key and left-clicking, then  Confirm.
    4. Alternatively, click on  Select all and  Confirm.
    5. Fields that are entered using a combo box (either free input or an expandable picklist) appear as a white input field with a  dropdown triangle.
    6. Enter a value or select a value from the picklist by clicking on the triangle. Multi-selection is not possible.
  • Filter by checkbox value

    Use checkboxes to search for records with a given properta. If only records with this property are to be searched for, the state of the box should be  selected, if these records are to be omitted from the search, the state should be  deselected. If the state is  undefined, then both records with and without that property are searched for. Examples use the module Multi-day and Recurring EventsM

    1. By default, checkboxes are usually  undefined. The values of the field are not taken into account for the search.
      Example:  Multi-day event finds both one-day and multi-day events.
    2. If the box is  selected with a single left-click, only records that have that property are searched for.
      Example:  Multi-day event only finds multi-day events.
    3. If the box is  deselected by left-clicking again, then records with the selected property are excluded from the search results.
      Example:  Multi-day event will not find multi-day events.
    4. A third left click restores the status  undefined .
  • Customise your searches

    Searches are often complex and customised. To ensure that the search window remains uncluttered, there are many customisations available for the interface. Users with administrative rights can also set a company standard.

    1. Left-click neu Advanced search in the bottom left-hand corner of the search window to open further search fields. To return to the simple search, click on  Simple search.
    2. Each search field can be personalised. Users with administrative rights can also set a  Company standard .
    3. To the right of each search field a  Menu offers user-specific options.
    4. Select edit Start input in this field to specify that the cursor always jumps directly to the selected field when the search is opened.
    5. Select Speichern Favorit Save values to enter a fixed value for a field which will be preset for each new search.The preset value can be manually overwritten in a search, but will appear again in the next search. To remove the default, click on Speichern Favorit.
      Example: only search for records that belong to one department
    6. Select  Calculate value from formula to create a preset that is recalculated for each search. This option is useful for fields such as dates.
      Example: always search from the first to the last of the current month
    7. Select nur lesen Show in to decide whether a search field should appear in the Simple (Fewer fields) or the Advanced search (More fields), determining yourself which search fields are important or unimportant for you. To reset a field to the manufacturer's setting, select  Standard.
  • Search for records that meet several criteria at the same time ("And")

    Different types of search criteria can be combined to narrow down the search. Only the records that meet each of the specified criteria will be listed in the results list. Each search with several criteria is an "and" search. If the search does not produce any hits, remove one or more search criteria if necessary.
    Example: "Event" AND "May 2018" AND "Large hall" AND "Waiting list status"

    1. Enter various search terms, dates, users, etc.
    2. Click on suche Search.
    3. Only records that fulfil ALL the specified criteria are found.
  • Search for records that meet at least one of several criteria ("Or")

    Sometimes records need to have only one of several possible characteristics, or criteria are searched for that are even mutually exclusive. To do this, divide the search into two steps.
    Example: "Hotel" OR "Restaurant" in postcode area "69" OR "68"

    1. Enter the first search and click on the dropdown triangle next to sucheexpand Search, then select suche New search.
      Example: Accounts with account category "Hotel" in the postcode area 68-69
      A new search window will open. The number of records found (search results) is displayed in the bottom left-hand corner of the search window.
    2. Remove your original search criteria, enter the new search criteria and click on the dropdown triangle next to expand Show, then select Vereinigungsmenge Extend search results.
      The new number of search results is displayed again in the bottom left-hand corner of the search window.
    3. Repeat the process as often as needed until all search criteria have been specified.
    4. Then click on  Show search result.
  • Exclude records that have certain characteristics ("But not")

    To narrow down the search results, records can be excluded based on certain criteria. To do this, split the search into two steps.
    Example: Customers in a specific postcode area BUT NOT those who have already received the newsletter

    1. Enter the first search and click on the dropdown triangle next to sucheexpand Search, then select suche New search.
      The number of records found (search results) is displayed in the bottom left-hand corner of the search window.
    2. Remove your original search criteria, enter the new search criteria and click on the dropdown triangle next to expand Show, then select  Narrow down search.
      The new number of search results is displayed again in the bottom left-hand corner of the search window.
    3. Repeat the process as often as needed until all search criteria have been specified.
    4. Then click on  Show.
  • Exclude records that do not meet certain criteria ("But only")

    If the search needs to be narrowed down belatedly, records that do not meet certain criteria can be excluded. In this way, additional search criteria ("And"-search) can be introduced retroactively.
    Example: Customers in a specific postcode area BUT NOT those who have already received the newsletter

    1. Enter the first search and click on the expand triangle next to sucheexpand Search, then select suche New search.
      The number of records found (search results) is displayed in the bottom left-hand corner of the search window.
    2. Remove the first search criteria, enter the new search criteria and click on the dropdown triangle next to expand Show, then select Schnittmenge Match all criteria.
      The new number of search results is displayed again in the bottom left-hand corner of the search window.
    3. Repeat the process as often as needed until all search criteria have been specified.
    4. Then click on  Show.
  • Repeat and save searches locally

    Some searches are regularly performed in the same way. To avoid having to reassemble complex searches each time, these searches can be saved and used repeatedly.
    Example: all current customers who have ordered the newsletter but have not yet received it

    1. Click on Historie Recent searches in the bottom right-hand corner of the search window to call up the last searches performed. The list of recent searches is sorted chronologically (descending). Details of the search are displayed in an inspector window on mousehover.
      Note: You can specify the number of recent records shown here under icon optionen Options > icon optionen Settings > Most recent records.
    2. In the drop-down menu, click on  Start search to perform the same search again unchanged.
    3. To copy the search criteria but add some changes, click on  New search >  Copy data in the drop-down menu.
    4. Select  Save as favourite to prevent a search from disappearing from the list as it slips to the bottom. Favourites stay at the top of the history list and are not deleted.
  • Save searches externally

    To forward a search to another user, save the search steps externally as an SEA file.

    1. Carry out a complex search as described above.
      Note: Do NOT choose to Show the search results
    2. Click on the dropdown triangle next to sucheexpand Search and select  Save search steps to save your search criteria on an external data carrier. Make sure to select a speaking name for easy retrieval.
    3. To perform the saved search, open the search window and select suche Search >  Load saved search > suche  Show search results.
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Saving and Optimising Images in the Gallery

  • Save a new image in the gallery

    Save images under icon vorlagen Templates > Album Gallery for insertin in mail, quotations or other print media (cards, table plans). The images can be accessed by any authorised member of staff and are easy to find due to the categorisation.

    1. Go to the icon vorlagen Templates tab and select Album  Gallery > neu New.
    2. Enter a unique name for the image.
    3. Select at least one Category from the expandable picklist for easier retrieval.
    4. If applicable, provide an indication of the source.
    5. Insert aimport image New image . Select
      a) import festplatte Load from hard drive for an image saved on an external drive
      b) zwischenablage Load from Clipboard for an image that you have first copied to the clipboard using "Copy" (Ctrl+C)
      c) Album Gallery for an image that already exists in your gallery
      d) Adresse Account, Ansprechpartner Contact person or artikel Item for an image that is already stored in your database under a different record
    6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Optimise the size and resolution of the image

    The size of the image in relation to the resolution is decisive for the image quality and the required storage capacity. The higher the resolution (e.g. 300 dpi) the better the image quality and the higher the required storage capacity. The Info field shows you the current size of the image in points and the size of the file in kB.

    1. Click on Edit image and enter the Resolution you want. The default values for photo print (300dpi), standard print (150dpi) and screen (96dpi) can be overwritten.
    2. bb crop Crop the image to fit, bb rotate gu Rotate or bb flip hor Mirror as needed.
    3. Select  Retain resolution to keep the original resolution when resizing. Reducing the size improves the image quality.
    4. The option bb proportional Retain proportions is enabled by default. Disable it to change the length and width ratio of the original.
    5. Adjust Width and Height of the image in cm.
    6. Reverse changes step by step by clicking bb undo Undo.
    7.  Confirm the changes.
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Using picklists

Picklists are used in a variety of ways, e.g. for input in records and for use in search dialogues. A basic distinction is made between expandable (blue background colour) and non-expandable picklists, that only allow the values stored in the list (yellow background colour).
Pucklist examples:

  1. In VA Events
    a) not expandable (yellow): Status, Responsible, Price group
    b) expandable (blue): Occasion, Occasion group, Cost centre
  2. In Adresse Accounts
    a) not expandable (yellow): Responsible, E-invoice profile
    b) expandable (blue): Salutation, Title, Letter salutation

Picklists allow a quick selection of preset values without manual data input. Users with appropriate authorisations can edit and add to these lists.

  • Select a value from the picklist

    Tip: If possible, use picklist values for improved search results and analyses.

    1. Open a picklist in the record.
      Example: Occasion for the event
    2. Left-click to select a suitable value from the picklist.
      Note: The event ocasion picklist is highlighted in blue, i.e. you can also enter individual text in the field.
      If the background colour of the picklist is yellow (e.g. status of the event), no individual values can be entered.
    3. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Change a picklist in the data record

    Picklists are used by and changed for all Bp Event users, these are not user-specific settings. Be very careful when making changes to these lists.

    1. Open a picklist in the record.
      Example: Occasion for the event
    2. If you have authorisation to change picklists, you can open the list for  editEditing.
    3. Add or change the values in the picklist and separate the individual options with a line break.
      Note: Leave the first line blank (without labelling) if the field may also remain blank (empty) and the top value is not to be pre-assigned by default. Ensure that the list is structured sensibly or sort alphabetically if necessary.
    4. Save your entry by clicking OK.
    5. Click on the picklist again and select the value you have just entered.
    6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.

    NEW: Picklists in multi-company databasesM can be assigned to specific companies. Read here more

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Changes to records are logged in Bp Event. As each user uses their own login, it is possible to trace exactly who made which changes and when.

  • Show the latest changes in the record
    1. To show the last five changes to the data record, hover the mouse over the Historie Change log in the toolbar next to the record number.
    2. The tooltip shows the latest changes to this record with the following information:
      1.  Date -> Date of the change
      2. Time -> Time of the change
      3. User -> Last name and first name of the user who made the change
      4. Action -> Type of change (copy, save, move)
  • Open the change log for more information
    1. To open a detailed change log, click on the  HistorieChange log in the toolbar next to the record number).
    2. A list of all changes to this record opens.
      1. Date -> Date of the change
      2. Time -> Time of the change
      3. User -> Last name and first name of the user who made the change
      4. Action -> Type of change (copy, save, move)
      5. Comment -> Detailed list of change
        Note: The data in the column Comment is displayed accord to the selected table. 
      6. Version -> Version of the database at the time of the change
  • Read the protocol details

    The changes in the record are summarised in the Remarks column. Complex data may be hard to read.
    Example change log in the segment with changes in the booked items

    (before:) -> Field was not filled before
    (previously: "Example text") -> this field originally contained "Example text" and was changed
    >001< -> Previous value in this field
    >001> -> New value in this field

    Note: To avoid unnecessary data load, change logs can be deleted under certain conditions. Read more at here .

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