Creating and managing an event

Overview

An event can be:

An event is a type of news item whose purpose is to advertise information about a particular event to other Workplace users. An event consists of:

  • the Event name,

  • Start date, Start time, End date and End time,

  • an All day selector, which disables the previous time fields,

  • Repeat and Reminder fields, useful when downloading the event to your personal calendar,

  • an Event location,

  • an RSVP Details field,

  • a Description WYSIWYG editing box, as well as

  • various other selectable categories of information (e.g. Topic/Category and AUDIENCE details) that can be specified for the event item.

The following fields are also available in a Workplace site-wide event, but not as part of events in communities:

  • an Event image file upload feature, and

  • an Event summary.

Creating an event

Any logged in Workplace user can create an event.

To create an event:

  1. Ensure you have accessed the News and Events page.

  2. On the right of the News and Events page, click the add news item button Add news item button, followed by the Calendar event option.
    Note that the plus icon changes to an 'x' icon when clicked.
    The Create an event page opens to the first of three stages - ADD CONTENT.

  3. In the first stage - ADD CONTENT, add/specify initial content for your new news article/announcement, some of which may be mandatory:

    • Add a name for your event in the Event name field.

      The event name should be brief and consist of no more than a single sentence. If a user were to visit Workplace’s calendar feature and download this event to their own personal calendar, then this field’s value provides the event’s title/summary.
    • Specify the appropriate Start date/time and End date/time details for your event using these fields' date- and time-picking features.

      The End date/time cannot be earlier than the Start date/time values, and the Start date/time values cannot be earlier than the current date/time.
      • All day - switching this toggle on hides the Start/End time fields. Upon doing so, specify the Start/End date field values only.

      • Repeat - choose the frequency with which your event repeats. The day of the week indicated in these options matches the day of the week that your event starts.

      • Reminder - choose the notice period to receive a reminder/notification before the event’s start time.

    • Write some brief details about the location of your event in the Event location field.

      If a user were to visit Workplace’s calendar feature and download this event to their own personal calendar, then this field’s value provides the event’s location.
    • Choose one or more predefined topics for your event from the Topic section.

    • Add an Event image for your event (which is the main image in the event’s content, and the image used in the event’s tile on the News and Events page and LATEST section of the Workplace home page), by clicking the pencil icon in the lower-right corner of the image area to open the Upload file dialog box.

      1. Choose the image by either:

        • Dragging and dropping a image from your file system into the central area of the Upload file dialog box.

        • Clicking Select image and choosing the image from your computer’s file system.

      2. Use the 'Drag to reposition' and Resize image features on this dialog box (available after choosing your image) to adjust the event’s image.

        The cropping box is set to a fixed rectangular configuration, since this configuration captures the image in its entirety for the event’s tile on the News and Events page and Workplace home page.
      3. Click Upload to upload the image to Workplace and set the event’s image, or Replace to choose a different image instead.

    • Write a brief description/summary about your event (to appear in your event’s tile on the News and Events page and Workplace home page) in the Event summary field, using the guidelines provided.

      This description/summary only appears on the event’s tile if you are given the option to promote your event (during the last PUBLISH stage of this event creation process), and you choose the option to make your event prominent.
    • Write some brief details about how to RSVP to your event in the RSVP details field. This field’s value appears in the RSVP field of the event’s pop-up, when a user clicks on the event through Workplace’s calendar feature.

    • Enter the main written content for your event in the Description editing box.

      If a user were to visit Workplace’s calendar feature and download this event to their own personal calendar, then this field’s value provides the event’s description.
  4. Upon completing this ADD CONTENT stage, click the Next button.

  5. In the next stage - SELECT AN AUDIENCE, choose the people who will see your event on the News and Events page and LATEST section of the Workplace home page.

    • To allow every Workplace user to see your event on these pages, leave the Everyone toggle on.

    • To choose which subset of Workplace users who will see the event on their News and Events and Workplace home pages, switch the Everyone toggle off. Upon doing so, the content preference categories become available, including the default location options (available through the Locations tab).

      • If the Locations tab is available, click it to choose the location options that determine which Workplace users will see your event on their News and Events and Workplace home pages, based on these users' own location options (chosen through a user’s My Account page in Content Preferences  Location).

        These values are unrelated to the Event location field value specified in the previous stage.
      • If you have additional content preference categories available, these appear as additional tabs (below the default Locations tab). Like the Locations tab, click these tabs to choose their options, and further target which Workplace users will see your event on their News and Events and Workplace home pages. These tabs' values appear as additional fields (e.g. Category) of the event’s pop-up, when a user clicks on the event through Workplace’s calendar feature.

      • If there are too many content preference options to choose from, you can search for specific options using the Search categories field.

  6. Upon completing this SELECT AN AUDIENCE stage, click the Next button.

  7. In the last stage - PUBLISH, choose whether or not you want to promote your event on the Workplace home page, as well as the time (i.e. schedule) when the event will be published.

    • If your Workplace instance supports promoting your event on the Workplace home page, switch the Promote item on home page toggle on and do one or both of the following:

      • To pin your event to the top of the top-left of the list of news item tiles, select the Pin to top of news check box.

      • To make your event prominent, such that its tile appears four times larger than the other tiles at the top-left of the list, select the Make prominent check box.

        The Promote item on home page is a configurable feature that may not be available on your Workplace instance.
    • To schedule when your event will be published, switch the Schedule publishing toggle on, and use the Date and Time picker options to respectively select the date and time when your event will be published live.

      Leaving the Schedule publishing toggle off results in your event being published upon completing this stage. You cannot schedule an event to be published in the past.
  8. Upon completing this PUBLISH stage, click the Publish button.

Editing an event

Any logged in Workplace user can edit any existing event.

If a workflow has been applied to the news, events and announcements feature, then you can only edit an event in its safe edit status, since workflows are designed to prevent you from altering any live content without approval.

Editing an event in its safe edit status allows you to edit and preview your changes to the event. However, a Workplace system administrator needs to set the status of this event to Approve and Make Live, for your event’s status to change to live, which makes it visible to every other Workplace user on the system.

To edit an event:

  1. Ensure you have accessed the news, events and announcements feature and are viewing the LATEST section of the Workplace home or the News and Events page.

  2. Click on the tile of the event to open its page.

  3. On the event’s page, click the Edit button to the top right of the page to open the event in edit mode on the Content page/screen.

    If you do not see the Edit button available, then a Workplace system administrator has most likely granted you/your user group Read permissions to this event, and has denied or removed the default Write permissions. This means that you cannot edit this event and you cannot proceed any further. If you need to edit the event, contact your Workplace system administrator to grant you permission to do so.
  4. If a workflow has been applied to the news, events and announcements feature, the event’s status might already be live. If this is the case, click Switch to Safe Edit status near the top of the page to begin editing your event’s content.

  5. To edit the summary (which appears in the event’s tile) and/or body of the event, update the existing text in the respective Summary (i.e. the Event summary field content when the event was created) and Body text boxes, using edit mode’s content editing features.

  6. To edit the event’s name or main image of the event, access the Details page/screen, and edit its respective News Information  Headline (i.e. the Event name field content when the event was created) and Related Image  Set Image fields. For the main image:

    • To find a different image asset already uploaded to Workplace, click the Select button in the Related Image section to open the Asset Finder, where you can choose a different image asset in Workplace.

    • To add a completely new image, click the New button at the top left to open the Asset Creation Wizard, where you can upload a new image asset to Workplace. You then use the Asset Finder (above) to change the main image to this newly uploaded image asset.

  7. To edit the topics or content preferences (e.g. locations) of the event, access the Metadata page/screen, and change the relevant property values in the respective News Topic and Content Personalisation sections.

  8. To change the promoted state of the event, on the Metadata page/screen, change the relevant Promote, Pin and Prominent property values in the News, Events and Announcements general  News section.

    The Promote option must be set to Yes for the other two Pin and Prominent options' values to take effect.
  9. Once you have completed editing the event, click the Save button at the top right.

  10. To return to the event’s page in Workplace, exit edit mode by clicking the 'user' button at the top right, followed by Exit Edit Mode in the resulting pop-up.

Deleting an event

Deleting an event prevents any other Workplace user from accessing that event. This process initially involves changing the event’s status to Archived and then moving the event into Trash. However, if the Trash has not been purged, the event can still be restored.

Only Workplace users who are Workplace system administrators can delete an event.

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