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How to Create a Resource from a Resource Template

  • Updated

Creating a Resource from a Resource Template

Bringing a Resource Into a Project

To create a resource from a resource template, navigate to Resources and Forms and click "Create Resource."

  • Select From a Template. 
  • Select the Template you wish to bring into the project. 

When you are finished click "Submit."

 

The Resource Template is brought into the project with the Form configuration that was saved at the Org level. You will need to complete your Portal Assignments for the form as the resource assignments apply to the project. 

You also retain the ability to edit the Form, and add any additional Resource Questions, Requestable Items, and Forms to the resource that are applicable to your project.

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Assigning the Resource Forms to Advance Types & Portals

To assign a form to requesters:

  1. Navigate to Portal Assignments and select an Advance Type.
  2. Configure:
    • Show in Portal –Toggled yes, this will show the resource form to ALL advances in the portal. Alternately, no will not show the resource for to all portals in the advance type. You will be able to make exceptions by portal in the Portal Specific Settings. 
    • Request Deadline – Restricts requests after the deadline.
    • Instructions – Add advance-type-specific instructions.
    • Alternate Approvers –Set an approver who is able to approve for this form across all portals in the advance type.

For portal-specific settings, click "Add Portal." Select the portal and choose whether to show in the portal or not. Once the portal has been added you are able to select the portal and add a Request Deadline and Alternate Approver specific to that portal for this resource form. 

Find information on AMP Roles and Permissions HERE

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Add Additional Requestable Items

You are able to add additional Requestable Items to the resource. These items will be shared within the resource and can be included in request forms.

To add items:

  1. Navigate to Requestable Items and click "Create Item."
  2. Complete the following fields:
    • Name – The item name as it will appear to requesters (e.g.Radio, Hand mic, Extra Batter).
    • Category – Groups similar items together (e.g., Radios, Chargers).
    • Description – Additional details for requesters.
    • Available Quantity – Used to help with inventory. Limits how many items can be requested. Once the limit is reached, no further requests will be allowed. You can leave this blank
    • Is Active – Determines if the item is available to requesters.

Once complete, click "Submit."

PLEASE NOTE: To add these items to a resource form follow step 4 below. 

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 Add Additional Resource Questions

Resource questions allow you to collect specific information from requesters.

To add additional questions:

  1. Navigate to Resource Questions and click "Add Question."
  2. Complete the following fields:
    • Question Type – Select the input method.
    • Internal Label – Used to track the question across multiple forms. For example, you may set First Name as the internal label, but display it differently (e.g., Pickup First Name on one form and First Name on another).

Once complete, click "Submit."

PLEASE NOTE: To add these questions to a resource form follow step 4 below. 

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Adding Additional Forms to the Resource

Step 1: Add an Additional Form to the Resource

To add additional forms to the resource navigate to Resource->Forms and click "Add Form."

Complete the following Fields

  • Name-The name of the Form
  • Request Type- The request method the form will use. More information on request methods can be found below. 

Understanding Resource Request Methods

Form Only

Used when collecting information from requesters without offering items. The form will contain questions, but no selectable items.

Individual Single

Allows requesters to request only one item type per request but in multiple quantities. For example, they can request two radios but not two radios and two batteries in the same request. You can also set limits on the number of the item that can be requested. 

Individual Package

Allows requesters to request multiple item types within the same request. You can set limits for each item type. For example, a requester can request two radios, two batteries, and two hand mics, or limits can be adjusted to allow only one of each item.

Personnel Manager

This is a ticketing request method. It is used to group personnel into credential packages. This method enables the requester to create a personnel list and group individuals into credential packages. Once submitted for approval, the approver can assign the appropriate credential to the package. This method is commonly used for Artist Credentials.

Group

Used to allot a set number of items to a portal. This method can be configured as:

  • True Allotment – The resource approver submits a request on behalf of the portal, setting a fixed number of items that can later be claimed.
  • Requester Submission – The requester submits a request, which the approver reviews. Once approved, the requester can claim the items.

Claiming items/credentials can be done inside the portal or via a public link. For example, an artist advance may receive a set number of comp passes, requiring only guest names for claim. Similarly, a vendor may be allotted radios and batteries, which they then claim.

This method functions like Artist Guest Lists and Credential Banks from our previous advancing system but has been expanded in AMP to include assets.

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Step 2: Configure the Individual Resource Form

To configure forms:

  1. Navigate to Forms.
  2. Select the first form and click "Configuration."

Complete the Following Fields:

  • Form Name – The name displayed on the resource side (e.g.,Radios-Bulk)
  • Portal Label – How the form appears to requesters (e.g.,Radios ).
  • Type-The form request method chosen when creating the form, 
  • Allow Requests – Controls whether requesters can submit requests.
  • Request Deadline – Prevents requests after the deadline.
  • Request Form Order – Choose whether items or questions appear first.
  • Require Portal Approval – If Yes, the portal approver must approve before the resource approver.
  • Is Portal Restricted – Restricts certain requesters from viewing the form If yes, portal requesters will need to be set as "unrestricted" in order to view the form and make requests.
  • Instructions – Add resource form specific instructions.
  • Access –Add any users who need access to this specific form. If no users are added on the form settings the form will use the access and approvers set at the resource level.

Once complete, click "Submit."

Step 3: Add Form Questions & Items

To add form questions:

  1. Navigate to Form Questions and click "Add Question."
  2. Select "Use Existing" to add questions from the resource level or "Create New" to add new questions.

To add existing questions to the form:

  1. Select "Use Existing"
  2. Input-Select which input type from the Resource Questions you would like to add to the form.
  3. Question Prompt- The text displayed to the requester on the form.
  4. Helper Text- Additional guidance text to help the requester understand what is being asked.
  5. Is Response Required-If toggled yes, the question must be answered before submission.
  6. Per Item-If toggled yes, the requester must answer this question for each individual item they request. 

When you are finished click "Submit."

To add Items to the form:

  1. Navigate to items and click "Add item."
  2. Select "Use Existing" to add items from the resource level or "Create New" to add new items.

To add existing items to the form:

  1. Select "Use Existing"
  2. Form Items- Select the items you wish to add to this request form. 

When you are finished click "Submit."

 

To set Individual Request Limits, select the item, open the Edit Item screen, and adjust the limit. (Setting 0 allows requesters to enter up to 1000 items.)

Step 4: Assign the Resource to Advance Types & Portals

To assign a form to requesters:

  1. Navigate to Portal Assignments and select an Advance Type.
  2. Configure:
    • Show in Portal –Toggled yes, this will show the resource form to ALL advances in the portal. Alternately, no will not show the resource for to all portals in the advance type. You will be able to make exceptions by portal in the Portal Specific Settings. 
    • Request Deadline – Restricts requests after the deadline.
    • Instructions – Add advance-type-specific instructions.
    • Alternate Approvers –Set an approver who is able to approve for this form across all portals in the advance type.

For portal-specific settings, click "Add Portal." Select the portal and choose whether to show in the portal or not. Once the portal has been added you are able to select the portal and add a Request Deadline and Alternate Approver specific to that portal for this resource form. 

 

Find information on AMP Roles and Permissions HERE

Viewing Resource Requests

To view All Resource Requests:

To view All requests for the resource navigate to the resource and click "Requests." You have the option of viewing the Individual items on requests, or if applicable to the request method the Packages.

To view information on an requested item or package click on the item to open the request details and history. From this screen you are also able to Approve or Deny a request, as well as roll a previously approved request back to draft. 

 

To View Form Specific Resource Requests:

To view requests for a specific form you can filter this request list by form, or navigate to the desired form from the Forms tab. Once inside the form you will see the form's Request tab. Here you can view the Individual Items from the forms requests, or the Packages from the forms requests.

To view information on an requested item or package click on the item to open the request details and history. From this screen you are also able to Approve or Deny a request, as well as roll a previously approved request back to draft. 

 

Need Help?

If you're experiencing technical issues, email amp@c3presents.com with a summary of your issue.

 

 

 

 

 

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