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Creating an Event

Key dates for a contract are created as events in the Contract Profile. Similarly, key dates for a company are captured as events in the Company Profile.

In creating an event, Novatus stores the date and a description of the event, the people who need to be notified (via email) and the lead time for notification (i.e., number of days prior to the event that users are notified), the frequency of the event, and any follow-up reminders about the event date. Email notifications sent for events are known as event alerts in Novatus.

     A special type of event is created for a contract's original expiration date by clicking on the image1182.png icon in the Term and Renewal section of a Contract Profile for a root contract or incorporated contract.

An event is created from the Events browse screen in a Contract Profile or Company Profile.

  Although the Contract Profile is used in the example below, the same steps also apply to creating an event in a Company Profile.

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A

Events link

Click to display the Events browse screen.

B

New Event button

Click to display a screen that allows you to create an event.

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C

Event Name field

Provide a concise name for the event.

D

Event Templates list

Review the available templates in the list, and if a template name matches the purpose of your event alert, click on it to select it.

Note: Based on the template selected, the Event Description, Warn Days, and Notification Message fields may auto-populate. However, you can still edit the information in these fields.

E

Event Description field

If you did not select a template in Step D, or if the field is blank, enter a description of the event. This description appears in the body of the email message that is sent to all recipients, notifying them of the upcoming event.

Note: If the text you enter exceeds the viewing area of the field, click the Expand link to display a window that will allow you to view the text in its entirety.

F

Event Owner list

Select another user if you want to assign someone else to be responsible for the event. By default, you are the event owner.

G

Event Date field

Enter the date for the event using the MM/DD/YYYY format. You can also click on the icon to use the pop-up calendar to select the date.

H

Warn Days field

If you did not select a template in Step D, or if the field is blank, enter the number of days prior to the event date that you want Novatus to send an email message to recipients, notifying them of the event. The Notification Date field is automatically populated based on the number of days entered in this field.

Important: The minimum number of warn days is "1," since email messages for events are sent from Novatus daily, and not immediately.

I

Event Frequency list

Select Single, Monthly, or Yearly to identify how often this event occurs.

Important: You can create shorter frequency intervals (e.g., daily, weekly, and quarterly) by selecting Monthly or Yearly and then entering the appropriate value in the Frequency field.

J

Frequency field

If you selected Monthly or Yearly in the Frequency list, enter a value in this field to identify how many times during the month or year that you want Novatus to send out an email message for this event. The Event Repeat field is auto-populated.

Note: If you select Monthly or Yearly and then enter a value in the Frequency field, you are creating an event series, which is an event that is repeated on a regular basis (e.g., weekly, monthly, or yearly) and generates email alerts and reminders

Example: If you want an email message for the event to be sent twice a year, select Monthly in the Event Frequency list, and enter 6 in the Frequency field. The Event Repeat field will display the text: Event will repeat every 6 months.

K

End Date field

If you want to stop the email messages for the event at some point, enter this future date using the MM/DD/YYYY format.  You do not have to enter an end date for the event.

L

To field

Click on the list arrow to display the Address Book. Select the people you want to receive the email message, informing them of the event, or select an entire email distribution list.

Note: To quickly add an email address (or distribution list), type the first few letters of the email address (or distribution list name) into the field and Novatus will display a list of possible matches. Click on the correct match to add it to the field.

M

Notification Message field

If you did not select a template in Step D, or if the field is blank, enter the text you want displayed in the body of the email message that is sent to all recipients, notifying them of the upcoming event.

N

Set Reminder check box

Select if you want to send out an additional email message to remind recipients about the event. Four "Reminder" fields display.

Note: If you do not want to send a reminder email message for the event, proceed to Step R.

O

Reminder Days field

If you did not select a template in Step D, or if the field is blank, enter the number of days prior to the event date that you want Novatus to send a reminder email message to recipients. The Reminder Date field is automatically populated based on the number of days entered in this field.

P

Reminder list

Click on the list arrow image895.png to display the Address Book. Select the people you want to receive the reminder email message, or select an entire email distribution list.

Note: To quickly add an email address (or distribution list), type the first few letters of the email address (or distribution list name) into the field and Novatus will display a list of possible matches. Click on the correct match to add it to the list.

Q

Reminder Message field

If you did not select a template in Step D, or if the field is blank, enter the text you want displayed in the body of the email message that is sent to all recipients, reminding them of the upcoming event.

R

Documents section

In the Available Documents section, use the scroll bar to view the entire list of available documents, and click on a document's icon to add it as an attachment to the email messages sent for the event. The selected document moves to the Attached Documents section. To remove a document from the Attached Documents section, simply click on its Icon Delete icon.

Note: The default display in the Available Documents section is Contract Documents. To quickly locate a document, click on a column heading to sort the list in alphabetical order. You may have to use the scroll bar to scroll through the list of available documents.

S

Company Documents and Global Documents tabs

If the document you need is not listed in the default view, click on the Company Documents or Global Documents tab to display a list of the company or global documents available.

T

Save button

Click to save your information and create the event. An Event Profile is generated.

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