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  3. Knowledge Base
  4. Knowledge base
  5. Marketing
  6. Event Management
  7. The Event Management Portal
  8. Prerequisites for installation
  • Welcome to the Knowledge Base
  • Introduction
    • Using the Knowledge Base
    • Editions & Licensing
      • Renewing Licences
    • Workflow
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  • Getting Started
    • Supported browsers
    • Introduction
    • Desktop
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    • Records
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  • Activities
    • Introduction to Activities
    • Using Activities
      • Meetings
        • Integrating Workbooks and Google Calendar
          • Installing and Managing Workbooks and Google Calendar Integration
          • Synchronising your Google Calendar with Workbooks
      • Follow-on Activities
  • Cases
    • Introduction to Cases
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    • Case Portal
      • Installation
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          • Company Details
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        • Case Portal Additional Features
          • Setting up Public/Private Activity creation
          • Setup Registration Emails from a Person
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      • Using the Case Portal
        • Case Updates - Public & Private Activities
        • Inviting a Person to the Case Portal
  • Email
    • Introduction to Email
    • Working With Emails
    • Email Signatures
    • Sending Bulk Email
    • Common Email Errors
    • Email Integrations
    • Mailing Lists
  • Forecasts & Quotas
    • Introduction to Forecasts & Quotas
    • Sales Forecasts
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    • Sales Quotas
  • Importing Data
    • Introduction to Importing
    • Preparing your Import Data
      • Import Templates
      • Compulsory fields for Import
    • Workbooks Import Wizard
      • Uploading your data
      • Defining Field Mappings
      • Extending your Import to other Record types
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      • Running and Reviewing your Import
    • Managing your Imports
      • Undoing an Import
  • Leads
    • Introduction to Leads
    • Displaying & Adding Leads
    • Converting Leads
  • Marketing
    • Introduction to Marketing
    • Marketing Campaigns
      • Displaying & Adding Campaigns
      • Campaign Management
      • Campaign Membership
      • Tracking URLs on Campaigns
      • Integrating DotDigital and Workbooks
        • Configuring Workbooks and Dotmailer
      • Integrating MailChimp and Workbooks
        • Configuring Workbooks and MailChimp
    • Mailing Lists
      • Creating Mailing Lists
    • Products
      • Pricing Schemes
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    • Mailshots
      • Creating a Mailshot
    • Upload Library
      • Using the Upload Library
    • Templates
      • Creating Templates
      • Creating a Template to show multiple lines
      • Extra Template Placeholders
    • Using HubSpot with Workbooks
    • Event Management
      • Introduction to Event Management
      • Enabling the Event Management Module
      • Using Event Records
        • Event Records
        • Event Sessions
        • Event Speakers
        • Event Sponsors
        • Event Products
        • Event Tickets
        • Event Attendees
      • The Event Management Portal
        • Introduction to the Event Management Portal
        • Prerequisites for installation
        • Accessing the Plugin
        • Installing the Event Management Portal
        • Amending Event Portal Parameters
        • Adding Custom CSS to the Event Portal
      • On The Day Registration App
      • Setup On the Day Registration App
    • Compliance Records
      • Introduction to Compliance Records
      • Enabling Compliance Records
      • Creating Compliance Records
      • Using Compliance Records
    • Spotler Integration
      • What is Spotler?
      • Navigating your Spotler homepage
      • GatorMail
        • Introduction to GatorMail
        • Managing your GatorMail Account
          • Domain Setup
        • GatorMail Configuration
          • GatorMail Field Mappings
            • GatorMail Hard Bounces
          • Preference Centres & Landing Pages
            • Preference Centre Setup
        • Creating Emails in GatorMail
          • Imbedding Images and Videos
        • Sending Emails in GatorMail
          • Sending GatorMail Campaigns
            • Campaign Action Types
            • Ramp-up
            • Testing Campaigns and Emails
          • Using SendForensics
          • Understanding your Campaign results
        • Advanced Features
          • Gator Smart Forms
          • GatorMail - Dynamic Content
      • GatorLeads / Web Insights
        • Tracking Code
          • Restricting Page Tracking
        • Setting up the Plugin
        • Viewing Web Insights Data on your Form Layouts
        • Domain Names and Online Activities
        • Reporting incorrect Leads created through Web Insights
        • Reporting on Web Insights data
        • Using UTM Values
        • Why aren’t Online Activities being created in the database?
        • Why is GatorLeads recording online activities in a foreign language?
      • GatorSurvey
      • GatorWorkflow
        • Spotler Data Sync
        • Triggered Mailshots
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  • Opportunities
    • Introduction to Opportunities
    • Displaying & Adding Opportunities
    • Opportunity Line Items
    • Opportunity Relationships
  • Integrations
    • Mapping
      • Introduction to the Mapping Module
      • Using the Mapping Module
      • Using Mapping in Reports
        • Changing the size/colour of Map Pins
    • Electronic Signing Tools
      • Docusign Integration
        • DocuSign Functionality
          • Copy Document on Signature
          • Update Related Records
          • Sending Multiple Documents
          • People, Organisations & Cases with DocuSign
          • Invoice Payments with DocuSign
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        • Setting up the DocuSign Integration
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          • Production vs Sandbox
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          • Creating a Document with a Workbooks PDF
          • DocuSign Fields
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          • Form Layout Configuration
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          • Taking Payments
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          • Creating a Template for Organisations
          • Creating a Template for People
          • Unified PDF for Transaction Documents
        • DocuSign - Reporting
          • Multiple Send Report Grid
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          • Monitoring Integration Errors
      • Adobe Sign Integration
        • Introduction to Adobe Sign
        • Authentication with Adobe Sign
        • Installing the Integration
        • Integration Monitoring & Error Handling
        • Setup of Adobe Sign
        • Adobe Sign Fields & Form Layout Configuration
        • Optional Custom Fields for Adobe Sign
        • Adobe Sign Button Process
        • Using the Adobe Sign Integration
    • Creditsafe Integration
      • Installing the Creditsafe Plugin
      • Configuring Organisations to use the Creditsafe Integration
      • An example of how to use the Creditsafe Integration
    • Zapier
      • Introduction to Zapier
      • Available Triggers and Actions
      • Linking your Workbooks Account to Zapier
      • Setting up Zaps
        • Posted Invoices to Xero Invoices
        • Xero payments to Workbooks Tasks
        • New Case to Google Drive folder
        • New Case to Basecamp Project
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        • QuickBooks Online
          • Initial Setup
            • Authentication with QuickBooks Online
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          • POSTED Workbooks Invoice to QuickBooks Online
          • QuickBooks Online Payment to Workbooks Invoice & Task
          • QuickBooks Sales Tax Code Lookup
        • Survey Monkey responses to Tasks
      • Multistep Zaps
    • Email Integrations
      • Email Dropbox
        • Setting up your Dropbox
        • Using your Dropbox
      • Workbooks Exchange Server Sync
        • Supported email clients
        • Set Up
          • Setting up the WESS
          • Setting up the Outlook Add-In
          • Customising the WESS Add-In
          • How to change Authentication setup for WESS
            • O365 Exchange authentication Troubleshooting
        • What gets synchronised?
          • Synchronising with the WESS
          • Synchronising with the WESS Add-in
          • How to force a sync
          • Best practice
        • WESS Troubleshooting
      • Workbooks Outlook Connector
        • Introduction to the Outlook Connector
        • Before downloading the Outlook Connector
          • System Requirements
          • Enabling the Outlook Connector
        • Download/update the Outlook Connector
        • Installing the Outlook Connector
          • Uninstalling the Outlook Connector
        • Using the Outlook Connector
          • Configuring the Outlook Connector's Settings
          • Identifying Records in Workbooks created in Outlook
        • Outlook Connector Troubleshooting
    • Event & Webinar Integration Tools
      • GoToWebinar
        • Installation
          • GoToWebinar Fields & Processes
          • Setting up Process Buttons for GoToWebinar
        • Authentication
          • Multiple GoToWebinar Accounts
          • Removing GoToWebinar Accounts
        • Create/Update & Cancel Webinars from Events
        • Event Attendees as Webinar Registrants
        • Event Speakers as Webinar Panelists
        • Retrieve Webinar Data
      • ON24
        • Installation
          • ON24 Fields & Processes
          • Setting Up Process Buttons for ON24
        • Authentication with ON24
          • Removing ON24 Accounts
        • Create Webcasts from Events
        • Event Attendees as Webcast Registrants
        • Retrieve Webcast Data
          • Reporting: Survey Responses
          • Reporting: Poll Responses
        • Retrieve Survey Data
        • Engagement Hub Interactions
    • Microsoft Office
      • Azure Active Directory
      • Excel
      • Outlook
      • Power BI
      • SharePoint
        • Authentication
        • Installation
          • Custom Fields & Processes
          • SharePoint Integration Settings
        • Using the SharePoint Integration
      • Word
        • Introduction to the Word Add-in
        • Deploying the Word Add-in
        • Creating Word Add-in Templates
          • Example Word Add-in Templates
        • Using Word Add-in Templates
        • Word Add-in Tips and Tricks
    • Outreach
      • Installation
        • Outreach Fields & Processes
        • Create Outreach Custom Field Mappings
          • Configure Outreach Field Dynamic Picklist
        • Sync Outreach Mappings
      • Outreach Authentication
        • Remove Outreach Account
      • Sync People to Outreach Prospects
        • People Field Mappings
      • Sync Organisations to Outreach Accounts
        • Organisation Field Mappings
      • Sync Workbooks Opportunities to Outreach
        • Opportunity Field Mappings
      • Sync Tasks/Activities from Workbooks to Outreach
        • Follow-Up Activities created via Scheduled Process
      • Sync Outreach Sequences to Workbooks
      • Sync Outreach Sequence States to Workbooks
      • Sync Outreach Sequence Step Numbers to Workbooks
      • Sync Prospects/Accounts/Opportunities from Outreach to Workbooks
      • Sync Outreach Tasks/Calls/Meetings to Workbooks
    • Scribe/Workbooks Connector
      • Connection Setup
        • Microsoft SQL Server Connection Requirements
      • Connector Control Blocks
      • Worked Example - Create, Read, Update & Delete
    • RingCentral
      • Installation
        • RingCentral Integration Fields and Processes
      • RingCentral Authentication
        • Remove RingCentral Account
      • Creating Phone Call Activities
      • Click to Dial
  • People & Organisations
    • Introduction to People & Organisations
    • Organisations
      • Displaying & Adding Organisations
      • Customers & Suppliers
    • People
      • Displaying & Adding People
      • Adding People to Outlook
    • Relationships
      • Change Employer Wizard
      • Direct Relationships
      • Third Party Relationships
    • De-duplication and Merge
      • Workbooks Merging
      • Workbooks DQ
      • Data Quality
    • Using Postcode Lookup
    • Data Enrichment
      • Introduction to Data Enrichment
      • Setting up Data Enrichment
  • Snippets
  • Reporting
    • Introduction to Reporting
      • Creating Reports
        • Standard Workbooks Reports
        • Creating a Pre-populated Report
        • Creating a Report from a Template
          • Report Templates
        • Creating a Blank Report
        • Auto-refreshing Report Views
      • Sharing Reports
    • Using Reports
      • Reporting Explained
        • Adding Targets, Conditional Formatting and CSS Styling
          • Calculated Targets
          • Target Sets
            • Creating a Target set for Closed Cases per Customer Support Agent
            • Creating a Target set for Closed Sales amount per Sales Person by quarter
        • Reporting with multiple currencies
        • Drilling into Summary Views
        • Improving Report Performance & Run Time
      • Displaying reports within Record Views
      • Displaying Reports
        • Reporting Views (Reports on Landing Pages)
      • Adding a Report view to a Dashboard
    • Charts
      • Creating & Using Charts
        • Bar Charts
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    • Advanced Reporting
      • Types of Split Columns
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        • Introduction to the IF Statement
        • Introduction to the CASE Statement
        • Applying Search filters in Calculated Columns
        • Comments in Calculated Columns
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        • Introduction to Date Functions in Reports
        • Using Calculated Criteria
        • Reporting on empty fields
      • Audit Reporting
  • Dashboards
    • Adding Elements to Dashboards
      • Configuring Dashboard Elements
    • Dashboard Views
    • Dashboard Fields
    • Creating a Sales Dashboard
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    • Adding a Dashboard as a Record Tab
  • Okta Authentication
  • Transaction Documents
    • Introduction to Transaction Documents
      • Displaying & Adding Transaction Documents
      • Copying Transaction Documents
      • Transaction Documents Fields Help
      • Transaction Documents Line Items Help
      • Printing & Sending Transaction Documents
      • Managing Transaction Document Currencies
      • Managing Transaction Document Statuses
      • Setting a Blank Default Currency on Transaction Documents
    • Credit Notes
    • Customer Orders
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      • Displaying & Adding Contracts
      • Using Contracts with Cases
    • Sagelink
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    • Auditing
  • Configuration
    • Introduction to System Administration
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        • Setting up your Users
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        • Profile Pictures
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        • Capabilities
        • Creating & Modifying User Groups
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        • Sharing Policies & Mandatory Permissions
          • Configuring the Advanced Security Module
            • Configuring the Advanced Security Module: Segmenting Users by function
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      • Account Settings
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        • Multi Language
    • Database
      • Databases
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        • Setting Exchange Rates
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        • Setting Tax Rates
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          • Using Sales Tax Rulesets
      • Own Organisations
        • Setting up your Own Organisation
    • Email & Integration
      • Email Settings
        • Setting up your Email Server
        • Using Workbooks Server to send Emails
      • API Keys
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        • Setting up a Web2Case Form
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          • Using Cognism Enrich
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    • PDF Configuration
      • Modifying Document Templates
        • Adding Terms & Conditions to your Documents
        • Multi-line Value Tags
      • Modifying Default Colours & Images
      • Creating Custom Document Templates
  • Contact Support
    • Contacting Workbooks Support
    • Workbooks CRM Advisory Packs
    • Introduction to the Administrator Service
  • Releases & Roadmap
    • Roadmap
    • September 2022 Release
    • June 2022 Release
    • March 2022 Release
    • October 2021 Release
    • June 2021 Release
    • March 2021 Release
    • 2020 Releases
      • December 2020 Release
      • September 2020 Release
      • April 2020 Release
      • January 2020 Release
    • 2019 Releases
      • September 2019 Release
      • February 2019 - Event Management Release
      • January 2019 Release
    • 2018 Releases
      • October 2018 Release
      • May 2018 Release
      • February 2018 Release
      • January 2018 Release
    • 2017 Releases
      • November 2017 Release
      • September 2017 Release
      • June 2017 Release
      • March 2017 Release
    • 2016 Releases
      • December 2016 Release
      • August 2016 Release
      • January 2016 Release
  • Workbooks Glossary

Prerequisites for installation

Before beginning the installation, you will need to complete all of following below; while not all of these are required to install the Plugin, completing them in advance will allow for a much easier install.

Primary Contacts Report

This is required by the Plugin in order to complete the first step of the installation. The Event Management Portal requires a Report called “DLI - Primary Contacts”. This must be exact or the Plugin will be unable to find the Report. 
To create this Report you will need to go to Start > New > Report > Create a report from a template Report, then find the Template - Primary Contacts report. You will not need to amend the Report set the name to “DLI - Primary Contacts” and save the Report. This will then be used by a DLI Field on Order Records for purchased tickets to your Events.

DLI Field on Orders

This is required by the Plugin in order to complete the fourth step of the installation. The Plugin is looking for a Dynamic Linked Item Field called cf_customer_order_primary_contact, if a Field already exists with this name you will need to remove this Field and replace it with the DLI in order to progress the install. 

To create this Field you will need to go to Start > Configuration > Customisation > Record Types > Customer Orders, once there select the Field Tab and add a new Dynamic Linked Item Field.

You will need to name this Field “Primary Contact” and the Field name should appear as “cf_customer_order_primary_contact”.

Note: if a field is created which has a name similar to cf_customer_order_primary_contact_1234 this means that there is already a Primary Contact field that already exists within Customer Orders. If this Field is not a DLI you will need to delete the original Primary Contact Field and recreate it as a DLI.

eventprereq1.png

Once the Primary Contact DLI has been created you will need to set the Report to be the DLI - Primary Contacts and the Display Column to be the Person Name.

eventprereq2.png

The DLI does not require any Constraints or Field Mappings in order for the Plugin to install, these can be set at a later date if required.

Queues

The Event Portal can create new People, Organisation, Order and Invoice Records,  during the installation of the Plugin you are able to specify which Queue newly created Records are assigned to. If you have new Queues that you would like to create, you  should set up the new Queues in advance. This will allow you to distribute the Orders/Invoices to other teams if needed. You can of course continue to use existing Queues if they have already been set up. Further information on creating and managing Queues can be found on our Knowledge Base.

Custom CSS 

This is not required in order to use the Event Portal. Custom CSS allows you to change the colour scheme of the Event Portal to match the rest of your website. If you would like to use Custom CSS, then having this available before you start the Plugin installation will save you time when setting up the Event Portal. This will be a URL that your Web Team should be able to provide you with, if you do not have any CSS already configured more information can be found here.

Default Background, Logo & Person placeholder Images

These images are not required by the Plugin for the installation, however we would recommend having these images available before you start the installation in order to save time at a later date. We recommend that these default images are all stored within your Upload Library. 

Steps to adding images to your Upload Library can be found on our Knowledge Base.

Google Map API Key 

This is not required for you to complete the installation of the plugin. This only needs to be completed if you want to provide a map showing your Event’s location. You will need a Google Map API Key to do this and details on how to get the API Key can be found in Google's Developer Guide.

Stripe Payment Keys

This only needs to be completed if you are going to be charging for Tickets at your Event. If you do not have an account with Stripe you will need to set up a new account once you this has been setup you will be provided with a Public and Private Key and you will need these available during the installation to set up your payment gateway.

Email Accounts

The Portal sends forgotten password and registration emails to attendees, you will need to decide which email account will be sending these Emails. If this account does not already exist within Workbooks it will need to be set up, more information on this can be found on our Knowledge Base.

Email Templates

If you want to set up your own custom email templates for Registration and Forgotten Password Emails that will be sent from the Portal, you should set these up beforehand and then access them during the installation of the plugin. We have created examples that can be used within the Template Library that are accessible for all users. More information on setting up Templates can be found on the Knowledge Base.

Note: If you do not set Templates on the Portal before attendees start registering then they will receive blank Emails from you and need to request that these are resent to them.



 

  • Introduction to the Event Management Portal
  • Accessing the Plugin

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