Dataviews Part 2: Our secrets revealed

In Yesplan, dataviews allow you to create tables with data of events, resources, contacts and so on. But did you know that you can also use them as to-do lists? We’ve set out some examples of how you can use dataviews to manage your work tasks.

Ready to publish your tickets?

The new season is fully scheduled and you're ready to sell your tickets to the public. That means forwarding dozens or hundreds of events from Yesplan to your ticketing software for further processing. But which events exactly are you allowed to forward? And how can you do that in a limited number of clicks? With dataviews, you can easily create a list of all the events that you are allowed to forward!

  • Create a dataview showing events in the relevant time period.
  • Adjust the filter so that it only shows events that you are allowed to forward. Make sure you only see events for which the ticketing publication button displays the value "Off".
  • Open an event from within the dataview and forward it to your ticketing software.
  • Once forwarded, the event will automatically disappear from the dataview.

The events are all forwarded if the dataview no longer shows any for the selected period!


Do all your contacts include an email adress?

When organising your events, you often communicate with different people, both inside and outside your organisation. You can also book these people as contacts for an event. But how do you check, for example, whether all contacts actually include an email address? 

Thanks to the dataview you can make a list of all contacts without an email address, but you can also extend it to other contact data. 

  • Build a dataview showing contacts with columns containing contact information. 
  • Adjust the filters so that the dataview only shows contacts with a certain label for which the email address field is empty.  
  • Open a contact from within the dataview and add the email address. 
  • Once the email address is added, the contact is no longer shown in the dataview.

Has all the information been added to your event?

Many employees do their part when organising an event. The Technical Director, Production Manager, Programmer, Marketing Manager and Hires Manager all have to add information. How can you keep an overview and make a list of all the events for which you still have to add information? 

You can add custom data fields of the "Checkbox" type to events, for example "Tech has added info", "Production has added info" etc. With a dataview you can then create a list of all events where a checkbox is not checked.

  • Create a dataview showing events that includes the column for the checkbox (e.g., "Tech added info").
  • Adjust the filters so that the dataview only shows events where the checkbox is not ticked.
  • Open an event from within the dataview and add all the necessary information. If you then tick the checkbox, the event will automatically disappear from the dataview.

You can open this dataview regularly to check if you still need to add information to events!

Did you fix everything that went wrong during an event?

During an event, issues can occur, such as a malfunctioning microphone, a broken window, a blocked door... Many organisations record this type of feedback in Yesplan with a text field, so that the person in charge can resolve the issue the day after the event. But how do you know that something has been filled in a report field and that the report has been processed? 

Add custom data fields of the "Text Field" and "Checkbox" type to your events. The former is for the report, the latter to mark that the report has been read.

  • Create a dataview showing events with columns for the report and the checkbox.
  • Adjust the filters so that it only shows events for which the report field contains a value and the checkbox is not ticked.
  • Open an event from within the dataview and process the report. Once that is done, you can tick the checkbox.
  • If the checkbox is ticked, the event will automatically disappear from the dataview.

Is the dataview empty? Then you have processed all the events with a report and your work is done! 

Wondering about our software?

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