The tree view is a window that displays event structures in the form of a tree structure (like a family tree). The tree view is mainly used to group events and customize event structures in a clear and visual way.
An event group is made up of separate events. Several event groups can also be grouped into other event groups. You can turn event groups into extensive constructions: event structures. This is handy for structuring larger events.
Grouping events has several advantages:
- Event details can be entered on different levels; shared details on the event group level (e.g. the ‘Shakespeare Festival’) or production level (e.g. all performances in the ‘Hamlet Production’ series), specific details on the event level (e.g. that one ‘Hamlet’ performance).
- The structure can be used to award resources or schedules to all underlying events in one go (e.g. to all performances in the ‘Hamlet Production’ series).
- Summaries and reports can be made of the total event group (e.g. a report of all the ‘Shakespeare Festival’ schedules).
Getting Started with the Tree View
The tree view can be opened hovering over the event in the event calendar and then clicking on the tree icon. The tree view contains the entire event structure that this event belongs to.
To open multiple event structures, you select the different events in the calendar (see “Selecting events”) then you click on the tree icon.
You can also open the tree view via the navigation menu (“Events” > “Tree View”). The tree view opens with the trees of all the events that were selected in the calendar. If no events were selected in the calendar then you open the tree view with an empty canvas.
Once the tree view is opened you can create and compose new events and event groups. You can also add existing event structures to the canvas by searching for an event (or event group) in the search field at the bottom.
The search field searches for events and event groups of maximum one year old, counting from today or from the current working date if this is earlier.
The search field has a filter with the options ‘in my locations’ and ‘in all locations’. If the filter is set to ‘in all locations’, you will see all events and event groups. But if the filter is set to ‘in my locations’, you will only be shown the events and event groups that take place in the locations that are visible in your current event calendar view. All other events will not be displayed in the suggestion list of the search field.
When opening the tree view, the entire event structure is displayed with all events and event groups visible. However, this will quickly become a cluttered event structure with lots of events and it will not fit on the screen. Therefore, ‘large trees’ will automatically be summarized. For a series of events with the same name, only the first and last event will appear; in between you’ll see a button that mentions how many events are hidden. Hidden events will be displayed when you click on this button.
You can make a tree more compact via the action “Summarize” in the context menu (the menu that is opened by right-clicking). Please note that selected events will remain visible when summarizing. If you perform the action “Summarize” on the top event group, the tree will be as compact as possible.
Event groups can also be expanded or collapsed by clicking on the arrow to the left of the group name.
Every tree that is larger than the window can be scrolled vertically. When scrolling, events at the top and the bottom disappear from the screen. Event groups will remain visible at the top for as long as possible. They ‘stick’ to the top until no more events from their branch of the tree are visible. That way you continue to see the context of the visible events while scrolling. Please note that selected events also ‘stick’ to the top when scrolling (they don’t disappear from view).
Other Tree Views
A tree structure of the event groups is also displayed in other places, but in those views you can only set productions.
A tree structure is also displayed in the event popover. You open this popover by hovering over an event in the event calendar and then hovering over the magnifying glass icon that appears.
A tree structure is also displayed in the event inspector at the left. You open the event inspector by hovering over an event in the event calendar and then clicking on the magnifying glass icon that appears. You can also open this inspector by double-clicking in the empty space of the event cell in the event calendar.
Productions are indicated in tree structures and in the tree view with a blue production icon next to their name (a blue circle with the letter P).
Actions in the Tree View
You can manipulate event structures by dragging events or event groups, or by using the buttons at the bottom of the window, or by selecting actions from the context menu (the menu that is opened by right-clicking). You can select multiple events or event groups simultaneously in order to perform common actions.
Events can be locked. This is indicated with a lock. Event groups that contain one or more locked events are also protected with a lock. If you open the lock on the event group, all the locks on the underlying events are also unlocked.
Please note that the date, location and name of locked events cannot be edited and that these events cannot be deleted. Users who have been given permission to unlock events can edit the name, location or date of these events by opening the lock. These users can also delete events if they were given permission to do so.
The other actions are possible with locked events in the tree view.
Dragging Events and Event Groups
By dragging events and event groups you can move them to other event groups. This can be event groups that are part of their own tree or part of another tree. You can also make a new tree from an event or event group. You do this by dragging them to the window that appears on the right when you start dragging.
If you drag a production to a production event group, the production that you dragged will be lost. Only one event or event group can be a production within one branch of the tree; in such cases the top group wins.
Selecting Events and Event Groups
You select events or event groups by clicking on them. The selection is displayed in blue.
When you select an event group the underlying events and event groups light up too. These underlying elements are automatically part of the selected group and will also be manipulated when performing actions on the group. When you delete an event group, for example, all underlying events and event groups will also be deleted. When you drag an event group, all underlying events and event groups will also move with the group.
You add an item to the selection by clicking on it while holding down the
CTRL key (on Windows) or
CMD key (on macOS). You can remove an item from the selection in the same way, by clicking on the item while you hold down the
CTRL key (on Windows) or
CMD key (on macOS).
Warning: if you select multiple items (using the
CMD key) then the actions will be applied to all of the selected items.
- You have an event group on your canvas that contains three events
- Select the event group
- Add one of its events to the selection (using the
- Drag the selection to the window that appears on the right to make a new tree
As a result, you will apply ‘make a new tree’ to each of the selected items. You will end up with two new trees: one with the event group that contains two events, and one with the third event (without a group). Notice that while dragging, Yesplan indicates that you are dragging “2 items”.
Creating New Events
You create a new event via the “New Event…” action, via the context menu, or via the button in the lower-left corner of the tree view window. An input form appears; you are required to fill in every field. The event is created after clicking on “Add Event”.
The new event is added to the event group where the context menu is open. If you perform this action via the button in the lower-left corner, the event will be added to the selected event group. If nothing is selected, an isolated event will be created.
Creating New Event Groups
You create a new event group via the “New Group…” action, via the context menu, or via the button in the lower-left corner of the tree view window. A group is created immediately and you can alter the name immediately.
The new event group is added to the event group where the context menu is open. If you perform this action via the button in the lower-left corner, the event group will be added to the selected event group. If nothing is selected, an isolated event group will be created.
Editing an Event or Event Group
Via the context menu you can choose “Edit Event…” or “Edit Group…” (depending on whether you open the context menu on an event or an event group). This opens a popover in which you can edit the status, profile, location and name of an event or event group. For an event you can also edit the date.
You can rename events and event groups by double-clicking on the name.
Please note that locked events cannot be changed.
Deleting an Event or Event Group
You can choose “Delete” via the context menu. All selected events and event groups will be deleted definitively.
When you delete an event group, all underlying events and event groups will also be deleted.
Please note that locked events cannot be deleted.
Deleting Only the Event Group
You can choose “Delete Group Only” via the context menu. This will delete all selected groups without deleting the underlying events and event groups. These underlying elements are automatically placed in the overlying event group if one exists. If there is an overlying group then new trees are made from the remaining elements.
Setting a Production
You can choose “Set Production” via the context menu. When you do this, all selected events or event groups will be marked as production.
Only one event or event group can be a production in one branch of the tree; in such cases the top group will win.
You can choose “Group” via the context menu. All selected events will be grouped; they are united in a new event group. If all selected events are part of the same event group then this new group is created under the existing event group. If the selected events are part of different event groups then the new group is created in the top common event group.
You can choose “Summarize” via the context menu. This makes a tree more compact. Selected events, and the event where you perform the action, remain visible.
You can choose “Hide” via the context menu. When you do this, the tree of the selected events is no longer displayed in the tree view. If you want to see the tree again in the tree view, use the search field at the bottom of the window to search for the event (or event group) and add it to the canvas.
You can undo an action via the “Undo” action, via the context menu, or via the button in the lower-left corner of the tree view window.
You can no longer undo an action after closing the tree view.
Setting up an Event Structure
In this chapter we will set up an event structure in the tree view based on an example. The event group was given the name ‘Shakespeare Festival’ and it will look like this:
In the example, two ‘Hamlet’ performances are grouped in the ‘Hamlet Production’ group and two ‘Othello’ performances are in the ‘Othello Production’ group. The ‘Hamlet Production’ and ‘Othello Production’ groups are grouped in the ‘Shakespeare Festival’ group.
We open the tree view by clicking on “Tree View” in the navigation menu (found in the navigation menu item “Events”).
Since we did not select any events in the calendar, the tree view will be empty. We can choose to create the events first and then to group them. But if the desired structure is clear in advance, it is often handier to start with the groups and then to add the events. This works particularly well if it involves quite a lot of events.
Click on the “New Group” button in the lower-left corner of the tree view window. Change the name to “Shakespeare Festival” and press
ENTER. Make sure that the group is still selected (it will be blue) then click on the “New Group” button once again. The new group is added to “Shakespeare Festival” (the selected element). Give this group the correct name, “Hamlet Production”, and press
Now we are going to add the second group to the “Shakespeare Festival”. Make sure you select the correct element, the “Shakespeare Festival” group (by clicking on it), then click on the “New Group” button once again. A second group is added to “Shakespeare Festival”. Give it the correct name, “Othello Production”, and press
Our basic structure is ready so now we can add the events.
We start with the Hamlet performances. First you must select the correct element (where we want to add the events - the “Hamlet Production” group) by clicking on it. Now click on the “New Event…” button in the lower-left corner of the tree view window. In the popover that opens we enter the name (“Hamlet”) and choose the correct date, location, status and profile. When all the fields are completed correctly, we click on the “Add Event” button. The event is added to the “Hamlet Production” group. We repeat these steps for the second Hamlet performance.
Please note that if an event is selected (instead of an event group) when you click on the “New Event…” button, the new event will be added to the group that the selected event belongs to.
Then we add two “Othello” performances to the “Othello Production”. Select the correct element, the group “Othello Production” (by clicking on it), and proceed like for the “Hamlet” performances.
Now we can complete our tree by setting the productions. We want both the “Hamlet Production” and the “Othello Production” to become productions.
In Yesplan you can indicate which events belong to the same production. An event or event group can only belong to one production.
The level where the production is placed can be decisive for discounts. For example, if you only want to give a discount on a booked resource for Othello and not on the same booked resource for Hamlet, you set two productions - one for ‘Hamlet Production’ and one for ‘Othello Production’.
The production can also be decisive for the way that a report is presented. If you want to see the booked resources per production on the report, you set the productions on the correct spot in the tree - one for ‘Hamlet Production’ and one for ‘Othello Production’.
You can set productions in the event popover or in the event inspector (see Setting productions within an event group). You can also set productions in the tree view.
First select “Hamlet Production” by clicking on it then select “Othello Production” by clicking on it while you press the
CTRL key (on Windows) or
CMD key (on macOS). Now open the context menu by right-clicking above one of the selected elements (the “Hamlet Production” or the “Othello Production”) and choose the action “Set Production” from the menu.
Please note that when right-clicking you are also selecting. If you right-click on elements that are selected, the selection is retained. But if you right-click on elements that are not selected, when a selection was already made, the existing selection is undone in favour of the element you are right-clicking on.
Our tree is done!
Just to practice, we will create two extra ‘King Lear’ performances and add them to the ‘Shakespeare Festival’.
Go to the event calendar and create two performances with the name “King Lear” (e.g. on two consecutive days in the same location). Now we are going to group these events in the tree view and add them to the festival. Select the two new performances in the calendar (click on one “King Lear” and then on the other while pressing the
CTRL key (on Windows) or
CMD key (on macOS)) then click on the tree icon to open the tree view.
The tree view opens with the two performances. Please note that they are still selected; the selection from the calendar remains selected in the tree view. Now open the context menu by right-clicking on one of the selected “King Lear” events and choose the action “Group” from the menu.
Both performances are now in a new group. Rename the group to “King Lear Production” by double-clicking on the name and set the production via the context menu (as you did above).
Now we will add the “Shakespeare Festival” to the canvas of the tree view; you can place multiple event groups next to each other in the tree view. This makes it easy to quickly move events or groups between different trees. You add elements to the canvas via the search field in the lower-left corner of the tree view window. Type (part of) “shakespeare festival” in the search field and choose the correct festival from the list that appears.
The festival tree appears on the canvas. To add the “King Lear Production” to the “Shakespeare Festival” all we have to do is drag it there; click on “King Lear Production”, keep the button pressed down and drag the group to “Shakespeare Festival”. Let go when the festival lights up.
Our extra production was added to the festival.