112 Covington Square Dr. FINE ARTS Cary, NC 27513 Software 919.380.0172 www.fineartssoftware.com Creating contract itineraries from templates This overview describes how to set up itinerary template(s) and use them to auto-populate the itinerary of a contract. This function is used when soloist or conductor contracts have similar or repeating data and saves the time/effort of manually typing in those itinerary items. Step One – Create the Itinerary Template(s) All itineraries must be attached to contracts and so to create an itinerary template you must first create a contract. For the purposes of itineraries, the contract itself can and should be as generic as possible, containing only a Project (typically ‘Administration’ or something equally general), a Season (so that the copy function uses only templates from the appropriate season), and an Artist (for example, your own orchestra). It’s also a good idea to include a Title just to keep these ‘Itinerary Template’ contracts separate from other contracts. All other fields on the Main screen can be left blank. On the Itinerary screen for this contract, enter each of the items that comprise a typical artist itinerary. You can include as many or as few items as you wish. Each collection of items will likely include air travel, ground transportation, hotel information, conductor meetings, etc. – all those items or happenings that tend to repeat for each itinerary you create. For each item or activity within the itinerary: a. Leave the Date blank; you’ll fill that in when you copy the template into a ‘real’ contract b. Fill in the Time(s) only when they are consistent among all the itineraries you create. Otherwise, these too can be left blank c. Text, Address and Notes can all be filled in or left blank as required by the specific item in question When finished, you’ll have a set of repeating itinerary items assigned to this otherwise blank contract Step Two – Assign the items from the template itinerary to a ‘real’ contract In the Contracts area of OPAS, when you create a contract for any Project: Simply click the Function icon at the top left of the OPAS screen. Select ‘Copy Itinerary from..’ and click the Start Function button (top right of that window). OPAS will display a list of all your contracts within that current season. Among those contracts will be your Itinerary Template(s): Select the appropriate Itinerary Template and click the green OK button at the bottom of the “Select Contract” window. OPAS will copy the itinerary items from your template to the current soloist or conductor contract. On the Itinerary screen, you then simply need to enter the proper Dates and Times for the activities. Notes • Important!! – Note that the ‘Copy Itinerary From…’ function replaces any itinerary items that may already be attached to the contract in question. So be sure to run this function first, before you add any other items to the itinerary! • Remember that you can have as many different itinerary templates as you like (one for soloists, one for conductors, one for contracts that include run-outs, etc). • Remember that the template is linked to a Season, so to make it available ‘next season’ simply change that field on the Main screen and save.
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