If your Organization or Business Unit hosts a lot of events you may want to use filters. This allows visitors to choose which events that are displayed in the Portal Event Calendar. You can set this up by using metadata.
Set up your metadata
Metadata is set up for each Organization or Business Unit (BU). If your Organization has multiple BUs and they all have Event Portal Websites, you must set up metadata for each BU. On the Organization or BU level, select the Organization tab on the left-hand side. To add or edit existing metadata, select the Metadata menu item.
Once added, the metadata fields will appear on the Event Detail screen for all events within that Organization or BU. The filter will be applied to the event when the field is filled out by an event admin.
Follow these steps to complete the setup:
- Select a field type
- Select a resource type
- Enter a label and key
- Check the “Use as a calendar filter”
- Manually select filter colour (optional)
- Add instructions (optional)
- Add options (only applicable for the “Select” field type)
- Set a default value (optional)
- Make the field required (optional)
Step 1: Select a field type
Begin by clicking the “Add metadata” button on the Metadata screen. In the modal that appears there are multiple fields, which will be described below. The first is “Field Type”. This determines what type of field that metadata will be.
There are three types of metadata field types that can be used as Event Calendar filters.
- Text: Appears as a text field, where the metadata value is entered by the event admin.
- Boolean: A true-or-false field, represented by a checkbox.
- Select: Appears as a drop-down menu, where the event admin selects one option.
The field type you choose depends on the filter you want to implement. Below are some examples of types of filters appropriate for each field type.
Use this field type if the entered value will be different for each event or is not determined far in advance.
As an example, let’s say my company runs a speaker series. During each event there is one featured speaker. On the Event Calendar I want the featured speaker’s name to be displayed. By using the “Text” field type on each Event Details screen the event admin will be prompted to enter the name of the featured speaker. Each entered name will appear as a filter option on the event calendar.
Examples of filters you may want to apply using the Text field type are:
- “Featured speakers”
- "Event topic"
This field type is great for yes-no questions.
As an example, some of the events in my organization are live-streamed. To indicate this as a filter option on the Event Calendar I would add a “Boolean” field type. This field appears to the event admin as a checkbox. So if the event in question is live-streamed the event admin would check the box and if it is not, leave the box unchecked.
Examples of filters you may want to apply using the Boolean field type are:
- “This event is live-streamed”
- “Lunch is provided”
- “Event is overnight”
Use this field type when you want to give event admins a set list of options they are able to choose from.
Tip: You are able to edit or add options at any time. Note that if an option is removed it will be removed from past, ongoing, and future events.
As an example, my organization hosts events in three different regions. By choosing the “Select” field type I am able to add those three regions as options. The field would appear to event admins as a drop-down list where they are able to select one option.
Examples of filters you may want to apply using the Select field type are:
- “Event Type”
- “Product of Interest”
Step 2: Select a resource type
The “Resource Type” drop-down menu determines where the metadata field is added. When adding Event Calendar filters you will always want to select “Event”.
Step 3: Enter a label and key
The text entered in the “Label” field is the user-facing filter name. For “Text” and “Select” field types the label text will appear above the filter options. For “Boolean” field types the label text appears as the filter option.
The text entered into the “Key” field is the code that the computer processes. We suggest you enter a string that is similar to the label you entered. It is recommended to use all lowercase.
Note: Only alphanumeric characters and the symbol “_” (underscore) are accepted in this field.
As an example:
- If the label is “Region” an appropriate key would be “region”
- If the label is “This event is live-streamed” an appropriate key would be “live_streamed”
- If the label is “Event Type” an appropriate key would be “event_type”
Step 4: Check the “Use as a calendar filter”
Ensure that the “Use as a calendar filter” checkbox is selected. If it is unchecked the metadata value will not appear as a filter in the Event Calendar.
Step 5: Manually select filter colour (optional)
For Boolean and Select field types you are able to choose the colour of the filter if you want. Leave this unchecked if you want the system to colour the metadata options for you using a colour palette generator. Please note that if left unchecked, the assigned colours are re-generated each time a metadata option is added or removed.
Step 6: Add instructions (optional)
Instructions added in this field are internal and will appear next to the metadata field on the Event Details page. Adding instructions for event admins can be useful in some cases. See below for an example of how instructions appear on the Event Details screen.
Step 7: Add options (only applicable for the “Select” field type)
If you are adding a “Select” field type you must add at least one option. Add a key associated to the option in the “New key” field - as described above, this is a code that the computer will process. Add as many options as needed.
For each key added a “Value” field will appear. It is similar to the “Label” field in that it is user-facing. In other words, the text entered here will be visible on your Event Calendar as a filter option.
In this example, I have added a “Select” field type that is labelled “Region”. We have events in three regions so I add the three following key-value pairs:
- I enter the key “emea”, click “Add”, and then type “Europe, the Middle East, and Africa” in the value field
- I enter the key “apac”, click “Add”, and then type “Asia-Pacific” in the value field
- I enter the key “americas”, click “Add”, and then type “North and South America” in the value field
Step 8: Set a default value (optional)
Adding a default value means that a particular value will automatically be entered on the Event Details screen when a new event is created. This is useful if the majority of your events has a particular value that is often or always entered/selected.
- For “Text” field types, you can enter any value
- For “Boolean” type fields, type “true” if your want the checkbox to be selected
- For “Select” field types, enter the key of the option you want to automatically be selected. Note that the entered value must be identical to the key of the option - so ensure that there is no additional spaces or differences in how the code is capitalized.
Step 9: Make the field required (optional)
Although added metadata filters will be available on every event, they are not necessarily applied to the event. If the event admin does not enter/select a value, the filter will not apply to that event. However, you are able to control whether a field must be filled out or not.
From the “Requirement” drop-down menu you are able to select whether the field will be:
- Optional: Event admins can enter/select a value for this field or leave it blank.
- Required: Event admins must enter/select a value for this field. Note that if the field is left blank the event cannot be published or republished.
- Forced: This means that this metadata value will be applied automatically to every event in the Organization or BU and it cannot be removed. To make a metadata field forced you must have added a default value.
Step 10: Save
Complete the creation of your metadata by clicking the “Save” button. Once you have done this the metadata filter will be applied to all existing events and to every event created from then onward.