Add and view venues

 

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.

Venues are the locations where you hold your events. Each venue typically includes one or more individual facilities (such as meeting rooms) where sessions are held.

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

To work with venues, go to Marketing Execution > Event Management > Venues. This brings you to the Venues 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 venue, the settings in the following table are provided.

Setting

Description

Active

Select this check box to activate the current record; clear it to deactivate the record. Active records are always shown on the list page and are also available for use in other parts of Dynamics Marketing. Inactive records are usually hidden in the list view and aren’t available elsewhere. When you delete a record on the list page, it’s not actually deleted, just set to inactive. On the list page, you can toggle to show or hide inactive records in the list.

Venue

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.

Type

Choose the type of venue 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 venue at one time.

Division

If relevant, enter a division of your selected company to associate with the current record (you must select a Company first). 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. See also: Set up divisions and departments to reflect your organization.

Department

If relevant, enter a department of your selected company to associate with the current record. You must select a Company first. 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). See also: 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

Address, City, State/Province, Zip/Postal Code, and Country/Region

Use these fields to specify the physical location of the venue.

Description

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

URL

Enter a web address that's associated with the venue (such as their home page).

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

Contacts

Use this tab to list contacts that are associated with the venue and their roles. You can see phone numbers, send email, and link to the each contact record from here.

Events

Lists events that use this venue and lets you edit the list. The controls here are the same as those in the Events list view (More information: View events).

Facilities

Lists facilities that are available at the venue and lets you edit the list. The controls here are the same as those in the Facilities list view (More information: Add and view facilities).

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.

Functions

Use this tab to set up tables and make reservations for them.

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