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Events World

Site Specific Notes

Transportation Needs

The following information is included in this topic:

Concepts

Use Transportation Needs to track transportation arrangements and needs for Event Guests. You can track the transportation mode, flight or train number, times, and locations, and enter a comment about this information. Transportation Needs can be linked to Event Guest records only.

Transportation mode is a lookup table driven field, so you will need to create entries for each mode that you want to use in the Other Lookup lookup table. For more information about this unique lookup table, see the Other Lookup topic.

The system stores Transportation Needs data in the Other Info table. For additional information on the use of this unique Events World data table, see the Other Info topic.

Viewing Transportation Needs information

Each Guest record will have his or her own section on the Registration details page. Existing Lodging data displays within that section, in the Guests Transportation Needs section. The Guests Transportation Needs section is shown only if a Transportation Needs record as been created for the Guest. In addition, the Guest display mode must be set to Long or Detail, or set to Short and the user option to Display Linked Data in Short Display is activated.

View an existing Transportation Needs record

    1. In the Millennium Explorer, click Events, and click Event Search if the search page is not already displayed.
    2. Type in the event code or event name in the Event Code/Name box and click Search.
    3. All Events that meet your search criteria will display on the Search Results page. Click the name of the Event that you want.

  2. After you locate the Event:

    1. In Millennium Explorer, click Registrations to display the Search/Create Registration form.
    2. If you know the name or id number of the constituent who registered the Guest, type it into the Name/ID box (format for the name is Last/First Middle)
    3. If you do not know who registered the Guest, click Search for a Guest to display the Guest ID Search page, and then type in the name or id number of the Guest into the Name/ID box (format for the name is Last/First Middle).

    4. Click Search. The Registration page displays. If a search results page is displayed instead, you will need to click on the name you want in order to display the Registration page.

      Information about Guests who are registered by this constituent is shown after the details about the Registration.

  3. Locate the Guest and then locate the Guests Transportation Needs section. All Transportation Needs records that are linked to the Guest record will be displayed.

    • Display the Guest record in Long display or Detail display.
    • If you still do not see the Guests Transportation Needs section, then the Guest has no linked Transportation Needs records.

Create a Transportation Needs record during Registration

The Express Registration process is used to add a Registration to an event and also to add Guests to Event Registrations that already exist. Express Registration uses a one-screen data entry form that includes the Registration Detail section and the Guest Detail section (note that the Registration Detail section will not display if you are using Express Registration to add a Guest to an existing Event Registration).

If applicable to the Event, the page will also include sections for Event Items, Activities, Guest Lodging, Guest Special Needs, Guest Tourney Needs, and Guest Transportation Needs.

  1. On the Express Registration form, locate the Guest Transportation Needs section.
  2. Enter data for the following fields as desired:

    Transport Mode - From the pull-down list, choose the appropriate entry from the Other Info Lookup table.

    Date - Type in the appropriate travel date.

    Flight/Train Number - Type in the desired information for flight or train number.

    Departure Location - Type in any desired text to describe the point of origin for the travel.

    Connection Location - Type in any desired text to describe a connection location for the travel.

    Departure Time - Type in the appropriate time of departure.

    Arrival Time - Type in the appropriate time of arrival.

    Comment - Type any free text comment concerning the Transportation information.

Create a new Transportation Needs record after a Guest is registered

  1. Verify that the Other (other_lookup) lookup table includes an entry that describes the Transport Mode. If not, use Lookup Table Maintenance to create that entry.
    1. In the Millennium Explorer, click Events, and click Event Search if the search page is not already displayed.
    2. Type in the event code or event name in the Event Code/Name box and click Search.
    3. All Events that meet your search criteria will display on the Search Results page. Click the name of the Event that you want.

  3. After you locate the Event:

    1. In Millennium Explorer, click Registrations to display the Search/Create Registration form.
    2. If you know the name or id number of the constituent who registered the Guest, type it into the Name/ID box (format for the name is Last/First Middle)
    3. If you do not know who registered the Guest, click Search for a Guest to display the Guest ID Search page, and then type in the name or id number of the Guest into the Name/ID box (format for the name is Last/First Middle).

    4. Click Search. The Registration page displays. If a search results page is displayed instead, you will need to click on the name you want in order to display the Registration page.

      Information about Guests who are registered by this constituent is shown after the details about the Registration.

  4. Locate the Guest and point to the Edit button edit button located to the left of the Guest ID number of name. Click Link > Transportation Needs. The Transportation Needs insert form is shown.

    Note: Link > Transportation Needs is not available from the edit button that is located in the Guest section header.

  5. Enter data for the following fields as desired:

    Transport Mode - From the pull-down list, choose the appropriate entry from the Other Info Lookup table.

    Date - Type in the appropriate travel date.

    Flight/Train Number - Type in the desired information for flight or train number.

    Departure Location - Type in any desired text to describe the point of origin for the travel.

    Connection Location - Type in any desired text to describe a connection location for the travel.

    Departure Time - Type in the appropriate time of departure.

    Arrival Time - Type in the appropriate time of arrival.

    Comment - Type any free text comment concerning the Transportation information.

  6. Click Insert to create the record,

    OR

    Click Cancel to close the insert form without creating a new record.

Edit an existing Transportation Needs record

  1. Follow the steps described in the View an existing Transportation Needs record section of this topic to locate the record that you want to edit.
  2. Point to the Edit button edit button located to the left of the Transportation Needs record and click Update/Delete. The Transportation Needs update/delete form is shown.
  3. Tab or mouse click in the text boxes you want to change and edit the data accordingly.

  4. Click Update to make the changes to the data,

    OR

    Click Delete to remove the data record from the system,

    OR

    Click Cancel to close the form. There will be no changes to existing data.

Other Info table field descriptions for Transportation Needs

Transportation data is stored in the other_info 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 want to override these default settings, you must customize your display definition.

Field Name

Field Label

 Lookup Table

Type SQL/Oracle

Length

[Default]

{Check}

 Description

oinfokey

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)

oinfodoc

non-displaying

none

char

1

['N'

]

This field holds a Y/N flag to indicate the existence of a linked document for this row.

(This feature is not in use at the present time.) (system field)

oinfodate

no label

 

none

datetime/date

 

[getdate()]

 

The date that this row was last updated. This field is automatically entered by the system. (system field)

oinfouid

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)

oinfougrp

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)

oinfonum1

non-displaying

none

numeric/number

19,4

 

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose.

oinfonum2

non-displaying

none

numeric/number

19,4

 

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose

oinfodate1

Date

none

datetime/date

 

 

 

This field may be used to record the date of travel.

oinfodate2

non-displaying

none

datetime/date

 

 

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose

oinfotype1

Transport Mode

Other Lookup

 

char

6

[' ']

 

This field may be used to record the mode of transportation for the guest. All lookup table entries must have a Group code (table_type) of 'tran' in order to display in this field.

oinfotype2

non-displaying

Other Lookup

 

char

6

[' ']

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose. All lookup table entries must have a Group code (table_type) of 'tran2' in order to display in this field.

 

oinfocol1

Departure Location

none

varchar/varchar2

255

 

 

This field may be used to identify the point of departure for the travel.

oinfocol2

Connection Location

none

varchar/varchar2

255

 

 

This field may be used to identify the point of connection for the travel.

oinfolnkfl

non-displaying

none

char

2

 

 

This system-generated field is used to hold a copy of the table number for the primary row within the Events World to which this Other Info row is linked. (system field)

oinfolnkky

non-displaying

none

numeric/number

13, 0

[0]

 

This system-generated field is used to hold a copy of the key field from the primary row within the Events World to which this Other Info row is linked. (system field)

oinfofnum

non-displaying

none

char

2

['62']

{'62'}

This field holds the table number for the Other Info table (62). (system field)

oinfocrdat

non-displaying

none

datetime/date

 

[getdate()]

 

This system-generated field holds the date on which this Other Info row was created. (system field)

oinfocomm

Comment

none

varchar/varchar2

255

 

 

This field may be used to hold a free text Comment associated with this row.

oinfostim1

Arrival Time

none

char

8

 

 

This field may be used to record the Arrival Time for the travel.

oinfoetim1

non-displaying

none

char

8

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose

oinfostim2

Departure Time

none

char

8

 

 

This field may be used to record the Departure Time for the travel.

oinfoetim2

non-displaying

none

char

8

 

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose

oinfoevncd

non-displaying

none

char

10

[' ']

 

This system-generated field holds a copy of the code for the Event with which this row is associated. (system field)

oinfoevent

Event

none

varchar/varchar2

110

 

 

This system-generated field holds a copy of the name of the Event with which this row is associated. (system field)

oinfoactvt

Activity

none

varchar/varchar2

110

 

 

This system-generated field holds a copy of the Activity name with which this row is associated. (system field)

oinfotemp1

non-displaying

none

char

6

 

 

This system-generated field holds the code that signals the system as to the nature of this Other Info data row. In this case, this field will contain the code, tran signifying Transportation. (system field)

oinfocol3

Flight/Train Number

none

varchar/varchar2

255

 

 

This field may be used to hold the number of the airline flight or train number.

oinfoyn1

non-displaying

none

char

1

 

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose

oinfoyn2

non-displaying

none

char

1

 

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose

oinfoyn3

non-displaying

none

char

1

 

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose

oinfotype3

non-displaying

Other Lookup

char

6

[' ']

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose. All lookup table entries must have a Group code (table_type) of 'tran3' in order to display in this field.

oinfotype4

non-displaying

Other Lookup

char

6

[' ']

 

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose. All lookup table entries must have a Group code (table_type) of 'tran4' in order to display in this field.

oinfomny1

non-displaying

none

money/number

(19,4)/(16,2)

 

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose

oinfocol4

non-displaying

none

varchar/varchar2

255

 

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose

oinfocol5

non-displaying

none

varchar/varchar2

255

 

 

The system does not use this field for Transportation Needs. Sites can use the Custom Display Designer to add this field to data display and maintenance forms, and then use it in any way they choose

oinfoid

 

none

char

10

 

{null}

If this Transportation row is linked to a Guest row that belongs to a constituent, this field contains a copy of the constituent id. If the Guest is a non-constituent, this field is unused. (system field)

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.

Other Info table indices

Index Primary Foreign Unique Fields Sort

pk_other_info

Y

 

 

oinfokey

 

other_info02

 

 

 

oinfolnkky, oinfolnkfl

 

other_info03

 

 

 

oinfoevncd

 

other_info04

 

 

 

oinfouid

 

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