Handling events

Basic principles

Before you can optimise your routes, you will need to manage and localise the events that exist already in the agendas of your resources requiring geoscheduling, so they can be taken into account along with the visits that will be suggested by the optimisation engine. This step must be performed before geoscheduing is applied.  

In this step, you will:

  • list and filter events that exist already in the agenda, by event type, by resource, by status and by date.  
  • qualify the events in the agenda by defining their type: appointment or unavailability 
  • define the status of existing events as this will have an impact on how they are treated at the time of the optimisation: planned, confirmed, realized
  • modify, duplicate or delete one or several events 
  • finally enter the address and geocode existing events that have not already been localised.  

These actions can be defined:

  • on one event in particular 
  • on a selection or on all events  

Utilisation

Events tab

The Events tab handles and geocodes events. Refer to the relevant help item Geocode events.

List and filter events

To list and filter existing events in the agenda, the Search section at the top of the window allows you to:

  1. filter or not on Event type (all, appointments or unavailabilities)  
  2. to filter or not events assigned to a resource Event owner: enter the name of a resource, and the semi-automated text entry suggests the names of resources containing the character string entered
  3. to define a delimiting Start and End date: filtering on past dates is possible   

Once the filtering criteria have been defined, the Search button displays the list of events and suggests several other actions.   

Qualify events

To qualify one or several events, you will need to:

  1. select the event or events using the check-boxes on the left-hand side of the list
  2. click on Modify and Next to access the editing window for all their shared characteristics.
  3. Modify the Event type field.

It will be possible to choose from 4 event types:

  • Appointment : an appointment is associated to an account or to a lead
  • Important appointment: an important appointment is associated to an account or to a lead. This event type is used when activating the option "Ignore last visit date and frequency" in the definition of the optimization perimeter. This means that the date of the last visit will not be updated.
  • Journey: a journey qualifies a time window that is specific to the route time.
  • Unavailability: an unavailability defines a time window that is not available and not associated to an account or to a lead. This may be for a meeting to be held internally, holiday, or for some other reason  

Define or modify the status of events  

To define or modify the status of one or several events, you will need to:

  1. select the event or events using the check-boxes to the left of the list
  2. to modify the status of several events without having to open the modification window, select the elements in the list and then use the drop-down list called Status.

It is then possible to choose from 4 status types:

  • Planned: a planned event is taken into account by the optimisation engine but its displacement in time is authorised  
  • Confirmed: an event that is confirmed is taken into account by the optimisation engine, but its displacement in time is forbidden. This status is used for appointments or unavailabilities that have already been recorded with other resources, and that cannot be displaced in time by the optimisation engine 
  • Realized: a realized event (which therefore has a place) is taken into account by Opti-Time for Salesforce for the calculation of the next visit date, in the case of recurring cases (recurrent visits on accounts, associated to a frequency...).
  • Cancelled: an event must be cancelled manually. The date of the last visit is not updated on cancellation of an event. Cancelled events present in the calendar/agenda are ignored during future optimizations. The engine will suggest other timeslots for these cancelled events.
  1. You can also click on the Modify button following a selection of events to access the editing window for all their shared characteristics.

Add a series of events

To add a series of events:

  1. select the action Add
  2. under Objects, name the event, and then define the event type, the date, and the start and end times, the users affected - either via a list or user by user - as well as the address if this event corresponds to a meeting, for example.
  3. click on Apply to create the event

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Modify, duplicate or delete one or several events

To modify, duplicate or delete one or several events, you will need to:

  1. select the event or events using the check-boxes to the left of the list
  2. edit the characteristics of an event, click on the Modify link in the list: to Delete it, click on the Delete link in the list
  3. duplicate one or several events, click on the Duplicate button above the list and then select the start date for the duplication (on one or several days, depending on the events chosen).
  4. modify or delete several events, click on the Modify button above the list to access the editing window; to delete them, click on the Delete button above the list.  

The editing window for the events displays and enables you to:

  1. edit all the characteristics of this event (if it is the only one) or edit characteristics shared by several events:

The fields for events are as follows:

  • Event owner
  • Object
  • Start and Completed date/time  
  • Earliest start hour and Latest end hour
  • Event type
  • Status
  • Earliest and latest date 
  1. to enter the address and geocode the event or events. Refer to the help item Geocode events.

Finally, the Save or Cancel button closes the editing window of the event or events that have been modified and returns to the list of filtered events.  


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