Speakers
The Speaker table is used to track information concerning a speaker or presenter for an Event or an Activity. Therefore, Speaker rows are linked to one of those primary rows and you will see Speaker listed under both the Events and the Activities in the Millennium Explorer. The speaker that is identified for the data row may be a constituent or a non-constituent. If you click on Speakers under the Event Info heading, you will be shown all of the Speakers that are linked to the current Event (only). If you click on Speakers under the Activities heading in the Millennium Explorer, you will be shown all of the Speakers that are linked to the current Activity row (only).
The data row contains some biographical information about the speaker and some information about the schedule and arrangements for the presentation that he or she will make.
The speaker's name, address, phone and email information is stored in the Speaker row. If the speaker is a constituent and that information is already available in the Name and Address data rows, the system will automatically pull the preferred Name and Address into the Insert form for the Speaker row. If necessary, it may be edited before the row is inserted. If the speaker is a non-constituent, that information must be entered manually.
The Speaker row also contains fields for the Location of the presentation, the Start Date and Time, the End Date and Time, the Duration of the presentation, and two pieces of Equipment that may be required for the presentation. Note that Audio Video Needs rows may also be linked to an Event or Activity and so the equipment identified in the Speaker row would most logically be that which is specific to this speaker's presentation, not those needs which would be common to all presentations for the Event or Activity.
When the Speaker data is shown in Short display mode, each row is abbreviated to show the Speaker Name, Location, and User id and Date of the last update and an Edit button to the left. A separator bar delineates each row.
When Speaker rows are shown in Long display mode, in addition to the Name and Location, the complete Address, Phone Number and email Address are included. Also, the Start and End Date and Start and End Time, the Duration, and Equipment required are also displayed.
Display Speaker Data Linked to an Event
- Access the Event whose Speaker data you want to view. For more information see, Accessing an Existing Event.
- In the Millennium Explorer, click on Event Info to expand that item.
- Click the Speaker item under Event Info. The system will display all of the Speakers that are linked to the Event you accessed in step 1.
Display Speaker Data Linked to an Activity
- Access the Event whose Activity's Speaker data you want to view. For more information see, Accessing an Existing Event
- In the Millennium Explorer, click on Activities to expand that item. Click the Index item under that heading and then the desired Activity shown in the list. For more information see, Accessing an Existing Activity.
- Click Speaker under Activities. The system will display all of the Speakers that are linked to the Activity you accessed in step 2.
Create a New Speaker Record
-
If you want to create a Speaker for an Event, access that Event. For more information see, Accessing an Existing Event. Then click on Event Info to expand that item in the Explorer.
OR
If you want to create a Speaker for an Activity, access the Event and then the appropriate Activity. For more information see, Accessing an Existing Activity. The Activities item should be expanded in the Explorer.
- For either of the situations in step 1, click on Speaker under the respective heading in the Millennium Explorer. You will be shown a display of the existing Speaker rows (if any).
- Pass the mouse pointer over the Section Header Edit button or any of the Edit buttons to the left of existing data. From the resulting context menu, click on either Insert or Insert via Default. You will be given a Name/ID Search form.
-
Type the speaker's ID Number (if speaker is a constituent and ID is known),
OR
Type in name or partial name, in Name/ID text box. Address information may be added to narrow the search, if desired.
- Click Search.
- If the ID number or name information you entered matches one or more constituents, a Search Results page will display, showing a hyperlink list of the constituent biographical information for each. 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 on the link. You will be given an Insert form to create the Speaker row. If you chose Insert, then the constituent's preferred Name and Address information is shown in the form. If you chose Insert via Default, the form will also include any additional data that is part of your default definition for Speaker. Or, you may click on the refine the query hyperlink in order to enter different information for the search.
- If the information you entered does not match any constituent (including non-constituent speakers), you will be given a blank search form, with the opportunity to Re-specify information to search again for a constituent, or to Create a Non-constituent Speaker via Default.
- If you choose Create a Non-constituent Speaker via Default, you will be given a Speaker Insert form, with any Name information from the Search form transferred to the Insert form and the data from your current default definition for Speaker.
-
Once an Insert form has been displayed (regardless of which of the situations from the previous step generated the form), you may add or edit the information in any of the text boxes.
If your organization uses Instant Address:
The Speaker form includes fields for mailing address information. The
Envelope button displays next to the Address Line 1 field to indicate that Instant Address is available to help you enter a valid mailing address for the speaker, or to verify that the speaker's address is valid according to "postal authority data". Instructions for using Instant Address are located in the Using Instant Address to enter and verify addresses topic.What is Instant Address?
Instant Address is a third party service that is offered by Initium Software and integrated into Millennium. It assists users when entering and updating address information by providing real-time address autocomplete functionality and address verification. For information about Initium Software and Instant Address, visit www.initiumsoftware.com.
Title - Choose a Name title from the lookup table list.
First - Type any free text for the first name.
Middle - Type any free text for the middle name.
Last - Type any free text for the last name.
Location - Type any free text for the location of the presentation.
Address Line 1 - Type any free text for the first line of the Address.
Address Line 2 - Type any free text for the second line of the Address.
Address Line 3 - Type any free text for the third line of the Address.
City - Type any free text for the City, or leave this box blank if using a standard, USA ZIP Code and allow the system to automatically enter this data.
State - Choose a State (or place) from the lookup table, or leave this box blank if using a standard, USA ZIP Code and allow the system to automatically enter this data.
ZIP Code - Type postal code information. If using non-USA address information, enter the information as free text AND choose the Country. If USA,
Phone - Type any free text phone number.
Country - If address info is USA, choose that entry from the lookup table list, or leave Country blank. If address info is non-USA, you must choose the Country name from the list.
email Address - Type any free text information for the email address.
Start Date - Type the start date, using formatting appropriate to your operating system (format such as Jan 12, 2000 is always acceptable.) For more, see Data Maintenance, Datetime. )
End Date - Type the end date, using formatting appropriate to your operating system (format such as Jan 12, 2000 is always acceptable.) For more, see Data Maintenance, Datetime. )
Start Time - Type any free text for the starting time.
End Time - Type any free text for the ending time.
Equipment 1 - Choose an entry from the lookup table list.
Equipment 2 - Choose an entry from the lookup table list.
-
When all data appears in the form as you want, click on Insert to create the row,
OR
Cancel to halt the process without creating a new row.
Edit an Existing Speaker Record
- Display the set of Speaker rows that include the one you want to edit. For more information see, Accessing the Display of Speaker Data.
- Click the Edit button to the immediate left of the appropriate Speaker row. 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.
Speaker Field Descriptions
Event Speaker data is stored in the speaker 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.
- spkrinitum (Status)
- spkrindate (Date)
- spkrinitvr (Verification)
- spkrinitds (Detail Status)
|
Field Name Field Label |
Lookup Table |
Type SQL/Oracle Length [Default] {Check} |
Description |
|---|---|---|---|
|
spkrkey 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) |
|
spkrdoc 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/date
[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) |
|
spkrugroup 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) |
|
spkrevncd 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. |
|
Activity |
none |
varchar/varchar2 110
|
This system-generated field holds a copy of the Activity Name with which this row is associated. (system field) |
|
spkrid ID number |
none |
char 10 [' ']
|
This field holds the ID number of a constituent who will serve as a speaker for the Event or Activity. If the speaker is a non-constituent, this field will not be used. (system field) |
|
spkrtitle no label |
none |
varchar/varchar2 30
|
This system-generated field holds the name title for the speaker. If the speaker is a constituent, the insert form will default to the constituent's preferred name information. The default information in the form may be edited before clicking Insert. |
|
spkrlast no label |
none |
varchar/varchar2 55
|
This system-generated field holds the last name of the speaker. If the speaker is a constituent, the insert form will default to the constituent's preferred name information. The default information in the form may be edited before clicking Insert. |
|
spkrfirst no label |
none |
varchar/varchar2 30
|
This system-generated field holds the first name of the speaker. If the speaker is a constituent, the insert form will default to the constituent's preferred name information. The default information in the form may be edited before clicking Insert. |
|
spkrmiddle no label |
none |
varchar/varchar2 30
|
This system-generated field holds the middle name of the speaker. If the speaker is a constituent, the insert form will default to the constituent's preferred name information. The default information in the form may be edited before clicking Insert. |
|
spkrsuffix no label |
none |
varchar/varchar2 30
|
This system-generated field holds the name suffix for the speaker. If the speaker is a constituent, the insert form will default to the constituent's preferred name information. The default information in the form may be edited before clicking Insert. |
|
spkrntype Name Type |
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) |
|
spkrsortnm non-displaying |
none |
char 30
|
This system-generated field holds a re-formatted version of the data in the name fields in this row, used for alphabetizing. (system field) |
|
Location |
none |
varchar/varchar2 55
|
This field may be used to track the location of the presentation to be delivered by this speaker. |
|
Address Line 1 |
none |
varchar/varchar2 60
|
This field may be used to track the first line of the speaker's address information. If the speaker is a constituent, the insert form will default to the constituent's preferred address information. The default information in the form may be edited before clicking Insert. |
|
spkraddr2 Address Line 2 |
none |
varchar/varchar2 60
|
This field may be used to track the second line of the speaker's address information. If the speaker is a constituent, the insert form will default to the constituent's preferred address information. The default information in the form may be edited before clicking Insert. |
|
spkraddr3 Address Line 3 |
none |
varchar/varchar2 60
|
This field may be used to track the third line of the speaker's address information. If the speaker is a constituent, the insert form will default to the constituent's preferred address information. The default information in the form may be edited before clicking Insert. |
|
spkrcity no label |
none |
varchar/varchar2 40
|
This field may be used to track the city from the speaker's address information. If the speaker is a constituent, the insert form will default to the constituent's preferred address information. The default information in the form may be edited before clicking Insert. |
|
spkrstate no label |
none |
char 6
|
This field may be used to track the state or place from the speaker's address information. If the speaker is a constituent, the insert form will default to the constituent's preferred address information. The default information in the form may be edited before clicking Insert. |
|
spkrzipcod no label |
none |
char 15
|
This field may be used to track the postal code portion of the speaker's address. If the speaker is a constituent, the insert form will default to the constituent's preferred address information. The default information in the form may be edited before clicking Insert. If ZIP Code information is entered or edited in the Insert form, and if the Country field is either blank or USA, then the system will automatically enter the city and state information that corresponds to the specified entry in the ZIP Code lookup table. |
|
spkrcntry Country |
none |
char 6
|
This field may be used to track the country portion of the speaker's address. If the speaker is a constituent, the insert form will default to the constituent's preferred address information. The default information in the form may be edited before clicking Insert. |
|
spkrphone Phone |
none |
varchar/varchar2 30
|
This field may be used to track the primary phone number for the speaker. If the speaker is a constituent, the insert form will default to this information from the constituent's preferred address. The default information in the form may be edited before clicking Insert. |
|
spkrphone2 Phone2 |
none |
varchar/varchar2 70
|
This field may be used to track an additional phone number that you want to associate with this Speaker. |
|
spkremail |
none |
varchar/varchar2 200
|
This field may be used to track the email address for the speaker. If the speaker is a constituent, the insert form will default to this information from the constituent's preferred address. The default information in the form may be edited before clicking Insert. |
|
Start Date |
none |
datetime/date
|
This field may be used to track the starting date for the speaker's presentation. |
|
End Date |
none |
datetime/date
|
This field may be used to track the ending date for the speaker's presentation. |
|
spkrstrttm Start Time |
none |
char 8
|
This field may be used to track the beginning time of the presentation. |
|
spkrendtm End Time |
none |
char 8
|
This field may be used to track the ending time of the presentation. |
|
Duration |
none |
char 8
|
This field may be used to track the scheduled duration of the speaker's presentation. |
|
Equipment 1 |
Equipment |
char 6
|
This field may be used to track an item of equipment specifically needed for this speaker's presentation. (Equipment needed in general for an Event or Activity would more appropriately be tracked in an Audio Video Needs data row.) |
|
spkrequip2 Equipment 2 |
Equipment |
char 6
|
This field may be used to track an item of equipment specifically needed for this speaker's presentation. (Equipment needed in general for an Event or Activity would more appropriately be tracked in an Audio Video Needs data row.) |
| spkrequip3
non-displaying |
Equipment |
char 6
|
Not in use at the present time. |
|
spkrothrfl non-displaying |
none |
char 1
|
This field may be used to track the existence of a linked row in the Other Info data table. (system field) |
|
spkrdate1 See Custom Columns |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
spkrdate2 See Custom Columns |
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
spkrmny1 See Custom Columns |
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. |
|
spkrmny2 See Custom Columns |
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. |
|
spkrnum1 See Custom Columns |
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. |
|
spkrnum2 See Custom Columns |
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. |
|
spkryesno See Custom Columns |
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. |
|
spkrlook1 See Custom Columns |
Speaker Lookup1 |
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. |
|
spkrlook2 See Custom Columns |
Speaker Lookup2 |
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. |
|
spkrlook3 See Custom Columns |
Speaker Lookup3 |
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. |
|
spkrtext See Custom Columns |
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. |
|
spkrlnkfl 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) |
|
spkrlnkky 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) |
|
spkrfnum non-displaying |
none |
char 2 ['67'] {'67'} |
This field holds the table number for the Speaker table (67). (system field) |
|
spkrcrdate non-displaying |
none |
datetime/date
[getdate()]
|
This system-generated field shows the date on which the row was created. (system field) |
|
Comment |
none |
varchar/varchar2 4000
|
This is a free text comment that may be associated with this row. |
| spkrdate3 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| spkrdate4 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| spkrdate5 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| spkrdate6 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| spkrdate7 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| spkrdate8 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| spkrdate9 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| spkrdte10 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| spkrdte11 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| spkrdte12 | none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
| spkrmny3 | 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. |
| spkrmny4 | 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. |
| spkrmny5 | 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. |
| spkrmny6 | 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. |
| spkrmny7 | 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. |
| spkrmny8 | 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. |
| spkrmny9 | 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. |
| spkrmny10 | 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. |
| spkrmny11 | 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. |
| spkrmny12 | 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. |
| spkrnum3 | 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. |
| spkrnum4 | 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. |
| spkrnum5 | 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. |
| spkrnum6 | 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. |
| spkrnum7 | 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. |
| spkrnum8 | 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. |
| spkrnum9 | 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. |
| spkrnum10 | 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. |
| spkrnum11 | 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. |
| spkrnum12 | 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. |
| spkrchk1 | 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. |
| spkrchk2 | 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. |
| spkrchk3 | 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. |
| spkrchk4 | 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. |
| spkrchk5 | 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. |
| spkrchk6 | 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. |
| spkrchk7 | 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. |
| spkrchk8 | 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. |
| spkrchk9 | 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. |
| spkrchk10 | 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. |
| spkrtxt1 | 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. |
| spkrtxt2 | 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. |
| spkrtxt3 | 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. |
| spkrtxt4 | 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. |
| spkrtxt5 | 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. |
|
spkrinitum Initium Status |
none |
char 1 [null] {' ','O','V'} |
This column displays the status of the address if your organization uses Initium Instant Address. It contains a single character that indicates whether the address has been validated or overridden, as follows: O - Overridden V - Validated Blank - no status |
|
spkrinitds non-displaying
|
none |
char 1 [''] {'','E','T','M','S', |
This field is available for use with Initium Instant Address. It contains a single character that describes the detail status of the address as follows: E - Exact T - Tentative M - Multiple S - Secondary U - Unmatched F - Foreign P - Primary Blank - No detail status |
|
spkrindate Initium verification date |
none | datetime | This field specifies the last date and time that the address was validated using Initium Instant Address. |
|
spkrinitvr Initium verification Info |
none |
varchar 30 |
This field contains the verification information returned from Initium for the address, if any. |
Custom Fields
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.
Indices - Speaker
| Index | Primary | Foreign | Unique | Fields | Sort |
| pk_speaker | Y | spkrkey | |||
| speaker02 | spkrlnkky, spkrlnkfl | ||||
| speaker03 | spkrsortnm | ||||
| speaker04 | spkrevncd | ||||
| speaker05 | spkractvty | ||||
| speaker06 | spkrid | ||||
| speaker07 | spkruserid |