The Events module is an extension of the Documents module allowing you to create a document with the ability to send out communication to your entire organisation or selected teams at a specific time and date period.
These events are then stored within the events module as well as being communicated through the landing page as a pop-up message.
There are two ways to create an event.
- Created directly within the Documents module within a specific document folder
- Created directly in the Events module
Creating within the document’s module:
The folder structure can be created by users with the Manage Structure access right.
It is possible to create sub folders within the main folder area that relate to different event types.
You can create one Events folder or different event folders within a main folder area; folders will need to be configured as event type folders through the TrustFlight Support team.
However, you choose to create the structure the premise for adding events through the document’s module remains the same.
1. Select a document folder for that event or event type
2. Click on the ‘Create New XX’ document (XX taking the terminology of the folder it’s in)
As the page is displayed you will notice that there are additional areas within the document creation page that will help facilitate you to communicate this event.
It is within this section that you can select how and when the communication will be sent.
3. As with a non-event document, the document requires a Name
4. The document detailing the event needs to be uploaded within the Content section
5. Within the Times (UTC) section you have two options available
- Daily, a daily event where you are able to select From and To dates along with Times for the event and a schedule (M,T,W,T,F,S,S)
- Continuous, a continuous event by setting a From date, a from time as well as an To (end) date and time
Daily Example:
Continuous Example:
6. Click on the ‘Save’ button
Moving back to the folder summary screen you can see that the event has been created.
The next step is to decide who within your organisation needs to know about your event. In the same way that documents are distributed you need to distribute your event to your intended audience, this is achieved through the Manage Distribution button.
1. Click on the ‘Manage Distribution’ button
Remember that you can choose different distribution settings for this folder. Same As and Standard will allow you to distribute the entire contents of the folder whilst Granular allows you to distribute on a per document basis.
Choosing granular as an option will place the distribution list within each individual document as it is created, meaning that you can keep documents within the same folder but distribute each document to different roles (if required).
Same as parent & Standard distribution settings:
Granular distribution settings:
2. Select the Roles within your organisation that you want to notify (depending on the configuration of your site you may have different settings for read, notify and track columns)
3. Click on the ‘Save’ button
Creating within the Events module:
Prior to creating events through the Events module, it is advised to create an Events folder or subfolders within the documents module (folders will need to be configured as Event type folders by the TrustFlight Support team). It is suggested that granular distribution is also used.
The folder structure can be created by users with the Manage Structure access right.
It is possible to create sub folders within the main folder area that relate to different event types.
1. Click on the Events module icon
The screen is displayed by calendar view, this view can be filtered via the filtering options at the top of the page (the default setting is 3 days).
The filter option also allows you to filter by event type.
Clicking on an event will display details of the event itself.
1. To create an event, click on the ‘Add’ button
2. Select the event type that you wish to create (these events are based on the folder structure within the documents module)
3. Give your Event a name, upload the associated documents and set your distribution settings (if using granular distribution)
4. Select the event timings
5. Click on the ‘Save’ button
The event has been created, clicking on the event from the event list will show further details of the event alongside the ability to Edit, Delete or view the associated document (the document that was uploaded when the event was created).
If the setting of distribution was Same as parent or Standard, then you need to distribute the event. To distribute the event once it has been created, navigate to the documents module, select the folder that the event is stored in and select the distribution method via the ‘Manage Distribution’ button.
Remember that you can choose different distribution settings for this folder. Same As and Standard will allow you to distribute the entire contents of the folder whilst Granular allows you to distribute on a per document basis.
Choosing granular as an option will place the distribution list within each individual document as it is created, meaning that you can keep documents within the same folder but distribute each document to different roles (if required).
Upon saving your event has been created and is viewable from the events summary screen.
As events are created, they are given a defaulted colourisation, you may therefore want to change the colours of the event so that they stand out more, or its easier to identify them.
This can be achieved through the Event Setup tab.
1. Click on the ‘Event Setup’ tab
A list of your event types is displayed.
2. Click on the ‘Edit’ button
3. Click on one of the sections titled Colour for one of the displayed event types
4. Choose a colour from the palette options displayed
Complete this process for different event types (if require).
You are also able to stipulate how many hours prior to an event you want notifications to be sent out, this is achieved through the Alerts section, entering in the hh:mm timings.
5. Click on the ‘Save’ button
Moving back to the main events page you can see the planned events displayed with their chosen colourisation.
Clicking on the Alerts button will display any upcoming events.
Any events created within the Events module will be duplicated within the corresponding folder within the documents module.
You can edit, amend (New Version) or delete created events through the Documents and the Events module.
Distribution settings can only be adjusted through the Documents module.