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Associating Actions/Action Lists with Events

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

Events Management can leverage J1 Desktop Communications Management actions/action lists features to create, monitor, and automate many event planning tasks.

How Does it Work?

Integration between J1 Web and J1 Desktop lets actions be tied to invitees/participants. As an event is set up, the event coordinator can see and assign the J1 Desktop actions/action lists they have access to in J1 Web. After those are associated with the event, invitee statuses will be updated as the daily procedure kicks off each step in the process.

Notice

You want to send a thank you letter to participants who attended your event.  Set up an action in J1 Desktop Actions to send the thank you letter and associate that action to participants with the ‘Attended’ status in J1 Web.  When a ‘Scheduled for’ date is set for the action associated with the ‘Attended’ status, the action is added to Notepad for participants who attended the event.  After the J1 Desktop daily procedure runs and the action is completed, participants that attended the event will receive a thank you letter.

J1 Desktop Setup

  • Actions and action lists must be defined in J1 Desktop Communication Management (Notepad) before they can be applied in J1 Web Events Management. They may already be created for your school, or you may need to set up new actions/action lists. See the J1 Desktop online help for details about setting up actions and action lists.

    Note

    Actions can be set up to send automatic emails to event invitees or participants when they are in a certain status in J1 Web.  Only those invitees and participants that have an email address available in J1 Desktop can receive automated emails from J1 Desktop Communication Management.

  • You must have or assign the appropriate J1 Desktop Notepad permissions to the actions and action lists you want to be available to J1 Web Events Management users. For more information, see the J1 Desktop Notepad online help.

J1 Web Setup

  • You or the appropriate Events Management users must be in a J1 Web Events Management role with permission to apply event action items to events (Edit Role and Manage System Users pages).

  • Actions/actions lists must be associated with the event from the Manage Event Action Items page.

  • The Schedule for option must be selected for actions/action lists associated with an event.  This specifies when the actions/action lists are added to invitee and/or participant Notepads in J1 Desktop.

  • To automate the process of adding the action/action list to the invitee/participants' Notepad, the Automatic checkbox must be selected. If not selected, the action/action list must be added to the Notepad manually from J1 Desktop for the invitees/participants in a particular status.