Creating Events in Bulk

What does it mean to create events "in bulk"?

This is a process that allows you to create tens or even hundreds of events with a few clicks of the mouse. Let's say you're an accountant with 500 clients and you want to create a "1040 tax filing" event for each client. Using the bulk event feature you will select a list of users you would like to create events for; Javek will automatically create a personalized event for each user you selected.

When you fill out the event form in the bulk event feature you will use placeholders for user information instead of actual user info. For example, if you want every event to have a name similar to "John Doe's 1040 tax filing event" you would enter "[First Name] [Last Name]'s 1040 tax filing event" in the Event Name field of the event form. When Javek creates each event for each user you selected, the system will replace "[First Name]", etc. with that user's real information. When you create events in bulk you can set the following for every event:

  • Event type
  • Event detail information
  • Which users, if any, should be added to EVERY event as an admin user
  • Which resources, if any, should be assigned to the events
  • What renewal schedule, if any, each event should have

Creating the Events

[Click to enlarge]Click on the Administration tab in the top navigation bar, click the Events item in the right-side menu and click the "Create Events in Bulk" button at the bottom of the page. You will see a popup outlining the steps you will take to create events in bulk and asking you to select an event type as shown in the screenshot to the right. As the popup says, creating events in bulk is a seven-step process:

  1. Choose the type of event you want to create.
  2. Fill out the event questions, using placeholders like "[First Name]" for user information. Placeholders will be replaced with each user's real information when the events are created.
  3. Select which users you want to create events for.
  4. Select "admin" users. Any users you select in this step will be added to EVERY event created in this process.
  5. Select any Resources you want to add to the events.
  6. Select what schedule the events should renew on, if any.
  7. Preview and confirm your choices.

Step One - Event Type: Select an event type and click "Next".

[Click to enlarge]Step Two - Event Details: This is the event details form. In the left column you see the form questions, while in the right column you see the list of placeholders you can use for user information. (Click here to read about adding custom fields to your users.) Fill out the event form, but use the placeholders in place of real user information. Be careful - if you don't enter a placeholder EXACTLY as it is shown in the list on the right it will not be replaced. For instance, if the placeholder is shown as [First Name] and you enter [First name] the placeholder will not be recognized because of the different capitalization. Click "Next" when you are done.

[Click to enlarge]Step Three - User List: This step is for selecting the list of users for whom you want to create events. By default the list shows all of the Guest users in your subscription as being selected. You can un-check any users you don't want to create events for, or use the filters to get a more specific list. Click "Next" once you have the right users selected. (Note that when you filter the list with the filter form you are clearing any changes you have made to the list. In other words, if you filter the list only the users shown in the filtered list are selected - any users selected by previous filter settings are not.)

[Click to enlarge]Step Four - Admin Users: This is an optional step for selecting any users you want added to every event. If you don't want any users added to every event click "Next", otherwise use the filters as you did in Step Three to find the users you want and check the boxes to select them.

[Click to enlarge]Step Five - Add Resources: This is another optional step - check the box for each resource you want to add and click "Next" when you are done. If there are any globally assigned resources for this event type they will automatically be added. (Click here to learn about globally assigned resources.)

[Click to enlarge]Step Six - Renewal Schedule: This step allows you to pick the schedule you would like the events to renew on. "None" is selected by default. Click "Next" to preview all of your settings.

[Click to enlarge]Step Seven - Preview and Confirm: This step shows you a summary of what you have entered. The left column shows the settings you have entered; the right column shows a preview of what the event details will look like for the first user in your selected users after any placeholders you entered are replaced with real user information. Click "Start Over" to start over or "Create Events" to create the events. There is no way to undo the created events after clicking "Create Events" other than deleting each event, so check the preview carefully!

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