Event and Activity Organizers
Responsibility for various aspects of an Event or one of the Activities within an Event is usually delegated to different staff members or possibly volunteers. Within Millennium, these constituents are known as Organizers and information describing the type of responsibility they hold (such as Publicity, Parking, Facilities, Security, etc.) and the time limits on that responsibility is maintained in a data row in the Organizer table. Organizers must be constituents on the system prior to the creation of an Organizer row identifying them as such.
Organizer rows may be linked to an Event row or to an Activity row within the Event. Therefore the Millennium Explorer shows an Organizer item under the Event Info heading and also under the Activities heading. If you click Organizers under the Event Info heading, you will be shown all of the Organizers that are linked to the current Event (only). If you click Organizers under the Activities heading in the Millennium Explorer, you will be shown all of the Organizers that are linked to the current Activity row (only).
In either situation, when the Organizer data is shown in the standard Short display mode, each row is abbreviated to show the Organizer Name only. A separator bar delineates each row.
When Organizer rows are shown in the standard Long display mode, in addition to the Name, the constituent's ID Number is shown, along with the Organizer Type, the Start and Stop Dates for the responsibilities, a Comment, and the date and User ID for the last update to the row.
The standard forms for each display mode, as well as the Organizer data maintenance form, can be customized to suit your institution's needs.
Display Organizers Linked to an Event
- Access the Event whose Organizer rows you want to view. For more information see, Accessing an Existing Event.
- In the Millennium Explorer, click Event Info.
- Click Organizers under Event Info. The system will display all of the Organizers that are linked to the Event you accessed in step 1.
Display Organizers Linked to an Activity
- Access the Event whose Activity's Organizer data you want to view. For more information see, Accessing an Existing Event
- In the Millennium Explorer, click Activities to expand that item.
- From within the data display area, click the desired, Activity name hyperlink. For more information see, Accessing an Existing Activity.
- Click Organizers under Activities. The system will display all of the Organizers that are linked to the Activity you accessed in step 3.
Create a New Organizer Row
- To create an Organizer row linked to an Event, begin by following the instructions for accessing the display of Organizers linked to an Event, shown directly above. To create an Organizer row linked to an Activity, begin by following the instructions for accessing the display of Organizers linked to an Activity, shown directly above.
- Pass the mouse pointer over the Organizer section header Edit button, or the edit button to the left of any existing Organizer rows, to access a context menu. Click Insert or Insert via Default.
- You will be given an Insert form either blank or with your current active default definition for Organizers. If you want to use a default definition that is not currently flagged as your active one, then point to the Choose Default item from the section header Edit button context menu instead, and click the name of the desired default definition.
- Type the constituent's ID Number, or name (using the format Last/First Middle) in the Organizer ID text box.
- Tab or mouse click to the next field and type in a numeric value for the Goal if desired.
- Tab or mouse click to the next text box and enter a Comment if desired.
- When all data appears in the form as you want, click Insert. You can, at this step, click Cancel instead. No Organizer row will be created.
-
A Search Results page displays, listing the constituent or constituents who match the ID Number or name that was entered.
- A constituent will appear in the search results more than one time if he or she has more than one Lookup Name row. Click the Sort by ID and Display Unique List hyperlink to remove duplicate rows from the Search Results display. If you re-sort the search results, the duplicates will display again.
- Locate the desired constituent and click the name hyperlink. The Organizer row is created.
- If the desired constituent is not shown, click the Refine the Query hyperlink. The Organizer insert form will re-display so that you may re-specify an ID number or name. You can, at this step, click Cancel instead. No Organizer row will be created.
Edit Existing Organizer Data
- To edit Organizer details linked to an Event, begin by following the instructions for accessing the display of Organizers linked to an Event, shown directly above. To edit Organizer details linked to an Activity, begin by following the instructions for accessing the display of Organizers linked to an Activity, shown directly above.
- Pass the mouse pointer over the edit button to the left of the desired row to access a context menu. Click Update/Delete. An Update form showing the current data will be presented.
- Tab or mouse click to each text box containing data that you want to edit. Make the desired changes.
-
Click the Update button to make the changes to the data,
OR
Click Delete to remove the data row from the system,
OR
Click Cancel to halt the process without making any changes to the data row.
Customize Organizer Data Display and Maintenance Forms
- Using Internet Explorer as your browser, log on to the system as a Millennium system administrator.
- Access the Events version of the Custom Display Designer by using Millennium Explorer, .
- Click the Events item on the Navigation Tool Bar to access the Display Designer's context menu, and then click on the Organizer item.
- Click Display Type and click on the desired Display Type menu item (for example, Long or Short).
- Utilize the Custom Display Designer's editing tools to make your customizations.
- Click Save to save and apply your changes.
(Refer to the Custom Display Designer topic for complete instructions on customizing display and maintenance forms.)
Organizer Field Descriptions
Event Organizer data is stored in the organizer data table. The following fields are included. The field labels and non-displaying designations that are listed here are those that the system uses by default. If you wish to override these default settings, you must customize your display definition.
Note: Custom fields are included in the data table, and are available for any purpose that you want to define. These fields are not shown on the standard Display or standard Data Maintenance forms. If you want to make use of one or more of the custom fields, use the Custom Display Designer to edit the standard Display and Data Maintenance forms.
|
Field Name Field Label |
Lookup Table |
Type SQL/Oracle Length [Default] {Check} |
Description |
|---|---|---|---|
|
orgkey non-displaying |
none |
numeric/number 13,0
|
The primary key field for all rows in all tables. This field holds a permanent "time stamp" of the precise time and date the row was created. This uniquely identifies a row within the table. (system field) |
|
orgdoc non-displaying |
none |
char 1 ['N']
|
This field holds a Y/N flag to indicate the existence of a linked document for this row. (system field) |
|
no label |
none |
datetime
[getdate()]
|
The date that this row was last updated. This field is automatically entered by the system. (system field) |
|
no label |
none |
varchar/varchar2 30 [suser_sname()]
|
The User ID of the operator who last edited this row. It is automatically entered by the system. (system field) |
|
orgugroup non-displaying |
none |
char 1 [' ']
|
This field holds the Group letter that was associated with the User ID of the operator who last edited this row. (system field) |
|
orgevncode non-displaying |
none |
char 10 [' ']
|
This system-generated field holds a copy of the Event code from the Event with which this row is associated. (system field) |
|
Event |
none |
char 110 [' ']
|
This system-generated field holds a copy of the Name of the Event with which this row is associated. (system field) |
|
Start Date |
none |
datetime
|
This field may be used to track the date that this organizer began to work on this Event or Activity. |
|
End Date |
none |
datetime
|
This field may be used to track the date that this organizer ceased to work on this Event or Activity. |
|
Type |
char 6 [' ']
|
This field is used to describe the nature of the function of this organizer. It is controlled by the Organizer Type lookup table. |
|
|
orgorgid ID number |
none |
char 10 [' ']
|
This field holds the ID number of a constituent who will serve as an organizer for the Event or Activity. |
|
orgtitle no label |
none |
varchar/varchar2 30
|
This system-generated field holds the name title for the organizer. |
|
orglast no label |
none |
varchar/varchar2 55
|
This system-generated field holds the last name of the organizer. |
|
orgfirst no label |
none |
varchar/varchar2 30
|
This system-generated field holds the first name of the organizer. |
|
orgmiddle no label |
none |
varchar/varchar2 30
|
This system-generated field holds the middle name of the organizer. |
|
orgsuffix no label |
none |
varchar/varchar2 30
|
This system-generated field holds the name suffix for the organizer. |
|
orgntype Name Type |
char 6
|
This system-generated field shows the Name Type that is associated with the name information shown in this row. (system field) |
|
|
orgsortnam non-displaying |
none |
char 30
|
This system-generated field holds a formatted version of the name, used for alphabetizing. (system field) |
|
orglnkfil non-displaying |
none |
char 2
|
This system-generated field holds the table number for the row to which this row is linked. This will be either Event (21) or Activity (52). (system field) |
|
orglnkkey non-displaying |
none |
numeric/number 13,0 [0]
|
This system-generated field holds a copy of the key field from the Event or Activity row to which it is linked. (system field) |
|
orgfnum non-displaying |
none |
char 2 ['58'] {'58'} |
This field holds the table number for the Organizer table (58). (system field) |
|
orgcrdate non-displaying |
none |
datetime
[getdate()]
|
This system-generated field shows the date on which the row was created. (system field) |
|
not labeled |
none |
varchar/varchar2 4000
|
This is a free text comment that may be associated with this row. |
|
orgothrfl non-displaying |
none |
char 1 ['N'] {'Y', 'N'} |
This is a system-use field that flags the row for the presence of linked Other Info row(s). (system field) |
|
Activity |
none |
varchar/varchar2 110
|
This system-generated field holds a copy of the Activity Name with which this row is associated, if organizer is linked to an Activity instead of an Event. (system field) |
|
orgdate1 |
none |
datetime
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
orgdate2 |
none |
datetime
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
orgmny1 |
none |
money
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgmny2 |
none |
money
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgnum1 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgnum2 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgyesno |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
orglook1 |
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
orglook2 |
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
orglook3 |
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
orgtext |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
|
orgdate4 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
orgdate5 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
orgdate6 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
orgdate7 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
orgdate8 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
orgdate9 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
orgdte10 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
orgdte11 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
orgdte12 |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
orgmny3 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgmny4 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgmny5 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgmny6 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgmny7 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgmny8 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgmny9 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgmny10 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgmny11 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgmny12 |
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
orgnum3 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgnum4 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgnum5 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgnum6 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgnum7 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgnum8 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgnum9 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgnum10 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgnum11 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgnum12 |
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
orgchk1 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
orgchk2 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
orgchk3 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
orgchk4 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
orgchk5 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
orgchk6 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
orgchk7 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
orgchk8 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
orgchk9 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
orgchk10 |
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
orgtxt1 |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
orgtxt2 |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
orgtxt3 |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
orgtxt4 |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
orgtxt5 |
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
Indices - Organizer
| Index | Primary | Foreign | Unique | Fields | Sort |
|
pk_organizer |
Y |
|
|
orgkey |
|
|
organizer02 |
|
|
|
orgevent |
|
|
organizer03 |
|
|
|
orgorgid |
|
|
organizer04 |
|
|
|
orglnkkey, orglnkfil |
|
|
organizer05 |
|
|
|
orguserid |
|