Event Activation

Event Activation is the process of launching event tasks as live Task Assignments. Events can be activated using the Event Activation form or the Event Activations section on the Event Template form. For generic and business unit templates, a field is displayed in the Contact Mappings and Team Mappings subsections for each type specified in the task configuration for the event template. If a contact/team has been assigned to the contact/team type for the entity and is available for task assignments at the same entity, the field will be automatically populated with the name of the contact/team. Each mapping must be complete before activation. Existing entries can be changed and a contact/team can be selected for unmapped types. To be eligible for selection, a contact must be associated with the entity, assigned at least one contact type at the entity, and available for task assignments at the entity. Refer to Entity Contact Mapping for additional information. A team must be available for task assignments and either be associated with the entity or have no entity association to be eligible for selection.

Tip:  All contacts selected need a valid email address to receive automatically generated event tasking-related emails.

When event templates have been designated as requiring approval before the event's tasks become live task assignments, an authorized reviewer/approver must initiate the actual activation. An unauthorized user can propose an event activation. All reviewers/approvers established for the entity and event type associated with the proposal automatically receive an email notification with links to the event activation record and the event template record. An option to approve or reject the activation is available. Upon activation/rejection an email notification is automatically sent to the user who submitted the proposal and the reviewers/approvers who received the initial proposal notification so all parties are aware of the outcome.

For historical purposes, comments, such as reasons for the activation, are required for each activation including proposed activations and rejected activation requests.

After activation, a Task Assignments section is displayed on the Event Activation form that lists the live task assignments associated with the event. The task due date and status are provided along with a link to the task assignment record. Double-click a column heading to reorder (ascending/descending) the records according to the values in that column. To expedite the process that loads tasks in the Task Assignments section, click Refresh.

An Event field and link to the event activation record is displayed beneath the Task Description field on the Task Setup and Results form for the live task assignments created as a result of an event. The link is the first 100 characters of the entry in the Description field on the Event Activation form, followed by the activation date and time. Hover your mouse over the link to view event activation comments.

Note:  The date and time of event activation is based on the application server time.

For instruction on how to activate events, click the following links or use the scroll bar to scan the page.

To activate an event

Tip:  When activating via the Event Activations section on the Event Template form, begin with step 3.

1. Click Data Entry > Event Tasking > Event Activation in the Navigation Tree to access the Event Activations list.

2. Click the New button to open the Event Activation form.

3. Select an Enterprise Entity and Event Template from the list for each field. Either one or both of the fields will be populated when activating from the Event Activations section on the Event Template form.
   
   The Description field is automatically populated with the entity and event template statement as a default.

4. Review the Description field and edit the existing text or add new information. The first 100 characters entered are used as the link for the Event field on the Task Setup and Results form. Refer to Task Assignment Identifiers for additional information.
   
   Note:  Contact and/or team mappings are displayed for generic and business unit templates only. Refer to Entity Contact Mapping for additional information.

5. Review any Contact Mappings and when changes are warranted, select a contact from the list for each field. If a contact has been assigned to the contact type for the entity and is available for task assignments at the same entity, the field will be populated with the name of the contact. Otherwise, a contact must be assigned at least one contact type and be available for task assignments at the entity to be eligible for selection.
   
   Tip:  All contacts selected need a valid email address to receive automatically generated event tasking-related emails.

6. Review any Team Mappings and when changes are warranted, select a team from the list for each field. If a team has been assigned to the team type and is available for task assignments, the field will be populated with the team name. Otherwise, a team must be available for task assignments and either be associated with the entity or have no entity association to be eligible for selection.

7. Enter the reason for the activation or any other relevant notes in the Comments field.
   
   The comments entered here are viewable when hovering the mouse over the Event link on the Task Setup and Results form.

8. Click Activate Event or Propose Event Activation. For a proposal, an email notification is automatically sent to the reviewers authorized to approve events for the entity and event type associated with the event.
   
   After activation, the Task Assignments section is displayed and shows the tasks that became live task assignments upon activation. The task due date and status is provided along with a link to the task assignment record. Double-click a column heading to reorder (ascending/descending) the records according to the values in that column. To expedite the process that loads tasks in the Task Assignments section, click Refresh.

9. Close the window when activating via the Event Template form and click Save.
   
   The activation information is displayed as a line item in the Event Activations section whether the activation/proposal took place via the template or the Event Activation form. A link to the event activation record is provided.

To review and approve/reject a proposed activation

1. Use one of the following methods to access the Event Activation form:

1. • Click the link to the Event Activation form in the email notification.

   • Click the link to the Event Template form in the email notification and click the appropriate link in the Event Activations section.

   • Click Data Entry > Event Tasking > Event Activation in the Navigation Tree to access the Event Activations list, locate the event, and click one of the links.

2. Review the data displayed and make any necessary edits. For generic and business unit templates, an entry is required in each Contact Mapping and Team Mapping field.

3. Enter activation or rejection remarks in the Comments field and click the Activate Event or Reject Event button.
   
   Upon activation/rejection, an email notification is automatically sent to the user who submitted the proposal and the reviewers/approvers who received the initial proposal notification.

4. Close the window when activating via the Event Template form and click Save.
   
   The activation/rejection information is displayed as a line item in the Event Activations section whether the event was activated/rejected via the template or the Event Activation form. A link to the event activation record is provided.