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Searching with the Resource Calendar

You use the Resource Calendar to search for a particular resource and determine how much of the resource (that is, how many individual items) is needed for a specific day or month in a specific year. For example, how many slices of key lime pie are needed in November, 2017? You can use the results of the search to assist you in managing the counts of the resources that your organization must ensure are available for scheduled events. When you carry out a search in the Resource Calendar, you can carry out a basic search or an advanced search. A basic search is based on the basic information that you specify for a resource item when you first create it, such as its category and status. An advanced search is a field level search that is carried out the booking level, the booking detail level, the booking detail item level, the reservation level, the service order level, or any combination of these. For example, in an advanced search, you can specify criteria as granular the date that the service order reminder was added. You can open a resource item that has been returned in the search results in the Navigator, and edit the item if needed.

To search in the Resource Calendar

1. On the EMS menu bar, click Reservations > Reservations > Resource Calendar. The first time that the Resource Calendar opens, the Filter tab is set by default to a Basic search; otherwise, the Filter tab is set to the search type (Basic or Advanced) that you last carried out.

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2. Click the Basic/Advanced toggle to select the type of search that is to be carried out, and then continue to one of the following:

“Basic search in the Resource Calendar.”

Advanced search in the Resource Calendar”.

Basic search in the Resource Calendar

1. Leave the Month and Year set to the default values (current month and year), or optionally, enter different values as needed.

2. Enter the search criteria.

Field

Description

Include Cancelled

By default, search results are not set to show resource items for canceled reservations. Select this option to search for resource items in canceled reservations as well.

Category

Select a specific category (booking detail).

Resource

Available only if you select a category that is a resource or service order. Select a specific resource item.

Status

The default value is set to (all). You can leave this value as is, or you can select a specific booking status.

3. Optionally, click Options and edit the default values for one or more additional search options—Date/Time Filter, Number of Records to Return, Specific Room Filters, and Change Calendar Day Count Color.

4. Click Get Data or Refresh. The search results are displayed on the Results tab in a calendar view. The total number of resources in all bookings that meet the search criteria is indicated on the dates on which the events occur. The current day’s date is outlined in black. 

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By default, the number of resources is indicated in red unless you selected a different color for the Change Calendar Day Count Color. Any color that you pick here is carried over to the same option for the Calendar.

  

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5. Optionally, do one or more of the following:

• Click on a date in the upper pane of the Results tab to view a list of bookings for the date in the lower pane of the tab.

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• The lower pane on the Results tab is an EMS Browser window. See An EMS Browser Windowfor all the features that are available for this pane.

• Double-click an event entry on the Results tab to open the event in the Navigator.

• Click Print to print the search results.

• Click Export to export the search results to a Microsoft Excel spreadsheet.

• Click Filter to return to the Filter tab, make any necessary changes to the search criteria, and then repeat the search.

• Click Refresh to requery the database based on the current search criteria.

6. Click Close. Any changes that you made to the search results columns (position and width) remain in effect for any other searches that you carry out. If you want to reset the columns to their default values, see Resetting Column Settings”.

Advanced search in the Resource Calendar

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1. Optionally, do one or both of the following:

• The default values for the month and year are the current month and year. You can enter different values as needed.

• Click Options and edit the default values for one or more additional search options—Date/Time Filter, Number of Records to Return, Specific Room Filters, and Change Calendar Day Count Color.

2. For each field level option by which to carry out the search:

• Select the field level option, and then click the Move button (>).

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To filter the list of available fields, in the Field Search field, enter a search string. Your search is limited to the exact order of the characters in the string, but the search string is not case-sensitive and it can appear anywhere in the search results. For example, a search string of add returns Added by, Date Added, and Group Address Line 1. The list of fields that meet your search criteria is dynamically updated as you enter your search criteria.

• When prompted, enter a value or define the limits for the option, and then click OK.

The option is moved to the Filter Summary list.

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If you have specific fields and/or values by which you always want to carry out a search, then you can set up these fields to be your Favorite fields. See To set up favorite fields for a Resource Calendar search.

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To view a selected field option in its entirety in the Filter Summary list, rest the mouse pointer on the entry. A tooltip showing the complete field option information opens.

Viewing a selected field option in the Filter Summary list

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3. Click Get Data or Refresh. The search results are displayed on the Results tab in a calendar view. The total number of resources in all bookings that meet the search criteria is indicated on the dates on which the events occur. The current day’s date is outlined in black.

emsum_Search_small_reminder.png

By default, the number of resources is indicated in red unless you selected a different color for the Change Calendar Day Count Color.

 

emsum_Search_image023.png

4. Optionally, do one or more of the following:

• Click on a date in the upper pane of the Results tab to view a list of bookings for the date in the lower pane of the tab.

emsum_Search_image020.png

• The lower pane on the Results tab is an EMS Browser window. See An EMS Browser Windowfor all the features that are available for this pane.

• Double-click an event entry on the Results tab to open the event in the Navigator.

• Click Print to print the search results.

• Click Export to export the search results to a Microsoft Excel spreadsheet.

• Click Filter to return to the Filter tab, make any necessary changes to the search criteria, and then repeat the search.

• Click Refresh to requery the database based on the current search criteria.

5. Click Close. Any changes that you made to the search results columns (position and width) remain in effect for any other searches that you carry out. If you want to reset the columns to their default values, see Resetting Column Settings”.

To set up favorite fields for a Resource Calendar search

If you have specific fields and/or values by which you always want to carry out a Resource Calendar search, you do not have to filter the list of fields on the All Fields tab for every search. Instead, you can set up each of these fields to be a favorite field with a specific value or limit if needed.

1. Open the Resource Calendar, and make sure that the Advanced search features are displayed.

2. For each field that you are setting up as favorite field, select the field on the All Fields tab, and then click Add to Favorites. The field is added to the Favorite Fields tab.

3. Optionally, after you define a value or define the limits for a field, click Save Value on the Filter dialog box. The next time that you carry out a search, you can simply open the Favorite Fields tab or the Saved Values tab to carry out a search based on your customized list of search fields.