With an All Event History history preset, you will be able to search for events that have been added, events that have been deleted, and for the following changes to events:
- Event name changed
- Changes to the space booked
- Changes to the date or time
- Status changes
- Notes added to the Notes tab
- Documents added to the Documents tab
- Timeline items added
On the History Reporting page, you can use this preset to search for these additions, changes, and deletions during the time span of your choice (up to 31 days at a time). If you would like to receive this information automatically, you can create an email alert, although because of the broad nature of this preset we recommend your alert is set up as a daily or weekly digest rather than an "immediate" one.
You may also use this preset to search for changes to a specific event (searching up to a 30-day time span).
In this article you will learn how to:
- Create an All Event History preset
- Use the preset to run a history report
- Use the preset to search for the history of a specific event
- Use the preset to create an alert
Creating an All Event History Preset
1. Hover over Reports and click on History.
2. Click the blue Manage link to open your history preset manager.
3. Click Add Preset in the upper right corner of the pop up.
4. Name your preset.
5. Click on the plus by Events to expand the menu and choose Events added, Events deleted, and Events changed. Under Events changed, leave Any change selected. Click Save.
6. You have created a history preset which will search for any event added or deleted, and for all event changes which we log (see list above). Click Close.
Running a History Report
To search for all event history:
1. Go to History > Reports.
2. Choose All Event History from the Preset drop down.
3. Choose your date range. You may search the last 7 days, last 30 days, or choose Specific Date Range to be able to select a specific date range using the date picker (you are limited to a 31-day span in each search). Once you have chosen your date range, click Search.
4. All of the additions, deletions, and changes within your time frame will be listed. Please note that your search may return more than one page of results. You may also export your search results to Excel by clicking the Excel icon.
Searching for the History of a Specific Event
If you would like to see the history of a specific event, you are able to filter your All Event History preset by the event name:
1. Hover over Reports and click on History.
2. Choose All Event History from the Preset drop down.
3. Enter the event name - you may search for the complete name or just key words. Please note that you cannot filter your preset by the event ID number.
4. Choose your date range. You may search the last 7 days, last 30 days, or choose Specific Date Range to be able to select a specific date range using the date picker (you are limited to a 31-day span in each search). Once you have chosen your date range, click Search.
5. All of the changes to your event will be listed.
Creating an Alert
If you would like to receive an email alert when any event is added, deleted, or changed, you can use the All Event History preset.
1. Hover over your name in the upper right corner of your account and click My Settings.
2. On the left side of your browser window, click Alert Options, then click Create.
3. Name your alert, and then choose the All Event History preset from the drop down menu.
4. Choose the email address where you would like to receive the alert. You are able to add additional email addresses to your account (for instance, a distribution list such as "sales@yourvenue.com") in your User Profile.
5. Choose how often you would like to receive the alert: Immediately (usually within 20 minutes of the event being deleted) or a digest email at a specified time. Because this preset is so broad, we recommend you choose Specified time. Under Specified time, click Click to edit.
6. Enter the time when you would like your email alert to be dispatched.
7. In the Repeats drop down, choose how often you would like to receive your alert. We recommend Daily or Weekly.
8. If you selected Daily, you may choose to receive the email every day, every two days, or every three days (etc). If you prefer Weekly, you may choose which day of the week you will receive your alert. Once you have completed your selection, click OK.
9. Review your alert to make sure your information is as you wish and click Save.
10. Your alert is created. Please note that you are able to edit your alerts, if you wish to adjust the frequency of your emails.
