Event table layout

Melissa Graves:

Have any of you been able to take the seating assignments in the events module and create a report which is a visual representation of the table layout with the names of the folks on it. They do not necessarily need to be at each seat - a list inside of a round table visual would be enough. Is this best done using export and crystal? Word merge? I am just not sure how I could do this so that changes to table assignments in RE can in the quick running/refreshing of a report reflect the new table layout map.

Currently there is exporting and cutting and pasting going on which is never efficient. I expect there will need to be a new one for each event since table layouts are different at different events but that is at least only one time vs the number of times people re-create the layout and update RE as more people RSVP and needs change.

Thanks for any suggestions you can make.

Melissa

 I have been thinking about this as well.  I was going to play around with a Word merge and smart art to see it that would work.

Melissa Graves:

Have any of you been able to take the seating assignments in the events module and create a report which is a visual representation of the table layout with the names of the folks on it. They do not necessarily need to be at each seat - a list inside of a round table visual would be enough. Is this best done using export and crystal? Word merge? I am just not sure how I could do this so that changes to table assignments in RE can in the quick running/refreshing of a report reflect the new table layout map.

Currently there is exporting and cutting and pasting going on which is never efficient. I expect there will need to be a new one for each event since table layouts are different at different events but that is at least only one time vs the number of times people re-create the layout and update RE as more people RSVP and needs change.

Thanks for any suggestions you can make.

Melissa

Hi Melissa.  Our gala seating chart has been created in Excel for as long as I've been here and it's been something I've wanted to change.  I don't think we even use an export and cut & paste, I think the names are all entered manually, which obviously means we're entering the same info multiple times in multiple places.  [:'(]  Your question got me thinking about it again, so I finally started creating a Crystal Report for this. 

I'm using sub-reports for each table and changing the table number in the Select Expert for each table/sub-report. I saved the sub-report as a separate report, and just keep inserting that same report over and over.  I've only done five tables so far (out of 40, because I want to make sure the event manager will actually use the report before I spend time completing it), but it looks like it will meet our needs.  Our gala is the same set up every year, but if it changes it's just a matter of moving, adding and/or deleting the sub-reports to match the new layout.  The table numbers shouldn't change in RE, so I think we'll be good to go for future events.  We would just have to update the Query/Export criteria to pull the correct event record from RE. 

Your question was a couple weeks ago, have you tried creating anything since? 

Hope this helps.

Melissa Graves:
I am a Crystal Novice so I am still wrapping my head around the structure of putting a bunch of subreports in places where tables should be, blah blah blah. Imagining what the linked field would be is where I get lost.

 I'm not linking the subreports to the main report at all.  It's more like each subreport is a separate report (one report for each table) on its own and they just happen to all be on the same page.  They are all using the same data file though.

I'm placing the subreports in the Report Footer section. 

Melissa Graves:
That was what I wanted to try but I am having trouble imagining no link. Can subreports be created with no link to the main report?

 Yes, that's what I am doing, no link to main report.  Plus I don't have any fields on the main report to link to anyway.  I think as long as you use the Select Expert for each subreport to filter by event and table number it should be good.  I just built the report so I haven't tried it for a real event, but it seems to be working with the sample event and participants I created.