Add and view facilities

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

Facilities are individual resources (such as meeting rooms) that are available at a given venue. You might typically use facilities to host sessions for your events. Each facility record stores information, including the description, capacity, venue (location), related files, and a list of sessions to be held there.

To work with facilities, you must have Edit/View Events privileges. More information: Work with user accounts and staff contacts

To work with facilities, go to Marketing Execution > Event Management > Venue Facilities. This brings you to the Facilities list page, which provides many of the standard controls for searching, sorting, filtering, adding, removing, and viewing items in the list, plus other common features. For details about how to use these common controls, see Learn how to work and get around in Microsoft Dynamics Marketing.

  • To add a new record to the list, click New New button .

  • To edit a listed record, click its name in the list.

  • To delete one or more records, select the check box for each target record and click Delete Delete button .

Whenever you create or edit a facility, the settings listed in the following table are provided.

Setting

Description

Facility

Enter a short but descriptive name. This value will identify the current record in list views, type-ahead fields, drop-down lists, and other areas of Dynamics Marketing. Choose a value that you and all other users are likely to recognize in the future.

Venue

Select the venue where this facility is located. All facilities must belong to a venue, but not all venues have facilities (possibly because they have only one room or facility). More information: Add and view venues

Division

If relevant, enter a division of your site company to associate with the current record (all facility records belong to the site company). The division must already exist in the database; type-ahead assistance is provided (or enter “%%” as a wildcard to scroll through all divisions). In some (but not all) cases, the current record is only available for use with other relevant entities that are also associated with this same division. More information: Set up divisions and departments to reflect your organization

Department

If relevant, enter a department of your site company to associate with the current record (all facility records belong to the site company; if the department is part of a division, then you must also select that Division first). The department must already exist in the database; type-ahead assistance is provided (or enter “%%” as a wildcard to scroll through all departments). More information: Set up divisions and departments to reflect your organization.

Business Segments

Use this multi-select Type-ahead field to associate one or more business segments with the current approval. More information: Set up business segments to reflect your organization

Description

Enter a description that can help you and other users remember what this record is for and how it should be used.

Type

Choose the type of facility that this is. This value can be useful for sorting and filtering your records and for supporting internal processes or policies. Your admin can customize the values available here; see Create custom drop-down values and folders for details about how to customize drop-down values. (Category type = Venue Type.)

Capacity

Enter the maximum number of people that can be in the facility at one time.

After you have saved your record at least once, you’ll see related-information tabs below the dotted line. Use the drop-down list at the top of this area to change the tab. Each tab shows a specific type of information that’s related to your current record. Usually the tabs are views into other areas of the site (such as jobs, invoices, or leads) and work the same way here as they do on the main list and maintenance pages for the relevant features, except that here they are filtered to only show records that are related to the current record.

The available related-information tabs are summarized in the following table.

Tab

Description

Files

Use the Files tab to upload and view files associated with the current record. Each record that includes files on its Files tab creates its own folder (named for that record) within the digital-asset management system. While working on the maintenance page for a given record, you will only see the contents of that record's folder. When working in the file browser, you can find this same folder by browsing to Files/Microsoft Dynamics Marketing/<EntityType>/<RecordName> (though some types of entities have additional subfolders). The views, functions and controls provided by the Files tab are otherwise the same as those for the file browser. More information: Find, organize, and upload files in the file browser

Sessions

Use this tab to view, edit, or add sessions that will take place at the current facility. The tab only creates and shows sessions that are configured for the current facility and venue. Each session must also be associated with a specific event, and can be created either on the Facility maintenance page or on the Event maintenance page. (Sessions can also be associated directly with venues without specifying a facility.) More information: Sessions or event schedule, View events, Add and view venues

Show: