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Examples

You want to create dataviews, but you don’t know where to start? Don’t worry, you will find some examples below. Head over to the online learning session about Dataviews Examples if you want to see the examples in action.

Tip

You can turn the filter conditions below into parameters, making it easier for other users to filter the data.

For every dataview example, you can find:

  • what it can be used for
  • detailed information:

    • its scope
    • its columns (representing fields)
    • its filter.

Attention

Some dataviews use custom data fields and are based on specific workflows. Please contact your Customer Success Manager if you need help understanding and implementing workflows.

Events§

List of Events Only§

This dataview is a list of all events in certain locations, during the chosen period, and of certain profiles and statuses.

  • Scope: Events
  • Columns:

    • Date
    • Location
    • Name
    • Topmost Event Group
    • Displayed Start Time
    • Displayed End Time
    • Profile
    • Status
    • Labels
  • Filter:

    • “Date” on or later than …
    • AND “Date” on or earlier than …
    • AND
      • “Location” is “Theatre”
      • OR “Location” is “Blackbox”
    • AND
      • “Status” is “Confirmed”
      • OR “Status” is “To Be Invoiced”
    • AND
      • “Profile” is “Performance”
      • OR “Profile” is “Commercial Hire”

Tip

The filter contains several conditions for location, status and profile. For these columns, you can:

  • refine the filter by adding an “OR” condition at the correct level
  • simplify the filter by removing an “OR” condition.

Cancelled Events§

Which events have been cancelled and why? Use this dataview to check this for a certain period.

  • Scope: Events
  • Columns:

    • Name
    • Date
    • Displayed Start Time
    • Location
    • Prices > Planned Net Total Price
    • Reason Cancellation: custom data field (“Input field”)
    • Status
    • Profile
  • Filter:

    • Parameter: “Date” on or later than …
    • Parameter: AND “Date” on or earlier than …
    • AND “Status” is “Cancelled”

Attention

For this dataview to work, you need:

  • an event status “Cancelled”
  • a custom data field for the reason of the cancellation.

Events Without Technical Rider§

The Technical Director and Production Manager have to make sure that every confirmed performance has a technical rider. This dataview lists all events in a certain period that lack the rider. It also lists the Production Manager responsible for the event and the contact details of the external person who can deliver the rider.

Tip

The way this dataview is set up, you can open the event inspector from the dataview, add the missing rider, and the event in question will disappear from the dataview when you close the inspector. In other words: the dataview is in fact a to-do list.

  • Scope: Events
  • Columns:

    • Name
    • Topmost Event Group
    • Date
    • Location
    • Technical Rider: custom data field (“Attachment field”)
    • Production Manager: custom data field (“Contact field”)
    • Technical Contact: custom data field (“Contact field”)
    • Technical Contact > Contact > Telephone Numbers
    • Technical Contact > Contact > E-mail Addresses
    • Status
    • Profile
  • Filter:

    • Parameter: “Date” on or later than …
    • Parameter: AND “Date” on or earlier than …
    • AND “Status” is “Confirmed”
    • AND “Profile” is “Performance”
    • AND “Technical Rider” is empty

Attention

For this dataview to work, you have to:

  • upload technical riders to Yesplan as custom data
  • book the internal Production Manager as custom data
  • book the external Technical Contact as custom data.

Commercial Hire: Quotes and Financial Estimates§

The Sales team may need an overview of all the events in a period that involve commercial hire. This dataview lists these events, together with signed quotes, deposits and planned prices.

  • Scope: Events
  • Columns:

    • Name
    • Date
    • Signed Quote: custom data field (“Attachment field”)
    • Deposit: custom data field (“Attachment field”)
    • Prices > Planned Cost
    • Prices > Planned Gross Total Price
    • Prices > Planned Margin
    • Status
    • Profile
  • Filter:

    • Parameter: “Date” on or later than …
    • Parameter: AND “Date” on or earlier than …
    • AND “Status” is “Confirmed”
    • AND “Profile” is “Commercial hire”

Attention

For this dataview to work, you have to:

  • upload signed quotes to Yesplan as custom data
  • upload a signed deposit form to Yesplan as custom data.

Event Logs§

This dataviews gives an overview of all events and their logs. Some venues ask their staff to enter incidents in a log during events to keep a record of any issues for technical staff, the bar, the ticket office and so on.

  • Scope: Events
  • Columns:

    • Name
    • Date
    • Displayed Start Time
    • Location
    • Technical Log: custom data field (“Text Field”)
    • Ticket Office Log: custom data field (“Text Field”)
    • Catering Log: custom data field (“Text Field”)
  • Filter:

    • Parameter: “Date” on or later than …
    • Parameter: AND “Date” on or earlier than …
    • AND
      • “Technical Log” has a value
      • OR “Ticket Office Log” has a value
      • OR “Catering Log” has a value

Attention

For this dataview to work, you need custom data fields for the different logs. You may also want to filter on a specific status that only shows events that are finished.

Ticket Publication§

In some countries (e.g. the Netherlands), tickets for the next season are often made public on a certain date. This is a huge amount of work and this dataview tries to make the task somewhat easier. It lists all confirmed events that are ready to be sent to the ticketing integration, but haven’t been sent yet. You can then open the event, send it to the integration, and the event will disappear from the dataview once you close the inspector.

Tip

The workflow becomes even easier if you make the event inspector open on the correct tab (e.g. “Ticketing”). This can be achieved using the setting in “User Settings” > “User Preferences” > “Always open event inspector on tab”.

  • Scope: Events
  • Columns:

    • Name
    • Date
    • Displayed Start Time
    • Location
    • Published: this custom data field (“Publication trigger”) can often be found in:

      • Integrations > Ticketing > Publish
      • Integrations > Publish > Publish
      • Integrations > Send to ticket sales > Publish
    • Ready for publication: custom data field (“Yes/No field”)

    • Status
  • Filter:

    • Parameter: “Date” on or later than …
    • Parameter: AND “Date” on or earlier than …
    • AND “Ready for publication” is “Yes”
    • AND “Publish” contains “OFF”
    • AND “Status” is “Confirmed”

Tip

If you want to seen an overview of all events that have been sent to the ticketing integration, you can set the value for the “Published” filter to “ACTIVE”.

Events and Groups§

List of Event Groups§

This dataview is a list of all events in certain locations, during the chosen period, and of certain profiles and statuses. This variant shows all top groups and ungrouped events.

  • Scope: Events and Event Groups
  • Columns:

    • Type
    • Date
    • Locations
    • Name
    • Displayed Start Time
    • Displayed End Time
    • Profile
    • Status
    • Labels
    • Topmost Event Group
  • Filter:

    • “Date” on or later than …
    • AND “Date” on or earlier than …
    • AND “Topmost Event Group” is empty
    • AND
      • “Location” is “Theatre”
      • OR “Location” is “Blackbox”
    • AND
      • “Status” is “Confirmed”
      • OR “Status” is “To Be Invoiced”
    • AND
      • “Profile” is “Performance”
      • OR “Profile” is “Commercial Hire”

Tip

The filter contains several conditions for location, status and performance. For these columns, you can:

  • refine the filter by adding an “OR” condition at the correct level
  • simplify the filter by removing an “OR” condition.

Summer Season Financial Results§

The Sales team and the Accountant may need an overview of the financial results for a certain period (a quarter, the summer season etc.). This dataview lists all the events, with their planned/real cost, planned/real net total and planned/real margin.

  • Scope: Events and Groups
  • Columns:

    • Type
    • Name
    • Date
    • Prices > Planned Cost
    • Prices > Cost
    • Prices > Planned Net Total Price
    • Prices > Net Total Price
    • Prices > Planned Margin
    • Prices > Margin
    • Prices per Resource Group > Locations
    • Prices per Resource Group > Catering
    • Topmost Event Group
  • Filter:

    • Parameter: “Date” on or later than …
    • Parameter: AND “Date” on or earlier than …
    • AND “Topmost Event Group” is empty

Attention

On some Yesplan installations, events are different performances of the same play, e.g. ten performances of “King Lear”. These events are organized in a single event group. The dataview only shows the total financial results for the topmost event group (so for all ten performances), and for any events that are not part of a group.

For that reason, the filter states that only topmost event groups should be shown: those groups and events that don’t have any group above them.

Resources§

Resources in a Resource Group§

This dataview is a list of prices and discounts for all resources in a chosen resource group.

  • Scope: Resources
  • Columns:

    • Type
    • Resource Group > Name
    • Name
    • Description
    • Number of Resources
    • Default Price Definition > Selling Price > Base Price
    • Default Price Definition > Cost > Base Price
    • Default Price Definition > Purchase Price
    • Default Price Definition > Duration Discount
    • Default Price Definition > Quantity Discount
    • Rented
    • Default Price Definition > To Be Billed?
  • Filter:

    • “Resource Group > Name” is exactly …

Attention

You can turn the “Resource Group > Name” condition into a parameter, but bear in mind that the value must be filled out and can’t be selected from a dropdown.

Resource Bookings§

Overview of Booked Resources§

This dataview is an overview of all resources that are booked during a certain period, with their times.

  • Scope: Resource Bookings
  • Columns:

    • Planned Start
    • Planned End
    • Event
    • Number
    • Resource
    • Role
    • Resource Group > Name
    • Resource > Is a Placeholder?
    • Resource > External
    • Resource > Type
  • Filter:

    • “Planned Start” on or later than …
    • AND “Planned End” on or earlier than …
    • AND “Role” is …
    • AND “Resource Group > Name” contains …
    • AND “Resource > Type” is …
    • AND “Resource > Is a Placeholder?” is …

Tip

Bear in mind that the value for “Resource Group > Name” must be filled out and can’t be selected from a dropdown.

Overview of Booked Resources with Event§

This dataview is an overview of the resource bookings in a certain role or group, for a chosen period. This information is expanded with basic information from the event for which they are booked.

  • Scope: Resource Bookings
  • Columns:

    • Planned Start
    • Planned End
    • Event
    • Event > Location
    • Event > Status
    • Event > Profile
    • Event > Labels
    • Number
    • Resource Group > Name
    • Role
    • Resource
    • Resource > Is a Placeholder?
    • Resource > External
    • Resource > Type
  • Filter:

    • “Planned Start” on or later than …
    • AND “Planned End” on or earlier than …
    • AND “Role” is …
    • AND “Resource Group > Name” contains …
    • AND “Resource > Type” is …
    • AND “Resource > Is a Placeholder?” is …

Tip

Bear in mind that the value for “Resource Group > Name” must be filled out and can’t be selected from a dropdown.

Resource Booking by Group§

It may be helpful to have a list of all booked resources in a certain period. And it may be even more interesting to filter them and only see the resources in a specific resource group.

  • Scope: Resource Bookings
  • Columns:

    • Resource
    • Resource Group > Name
    • Event
    • Planned Start
    • Planned End
  • Filter:

    • Parameter: “Planned Start” on or later than …
    • Parameter: AND “Planned End” on or earlier than …
    • Parameter: AND “Resource Group” contains …

Attention

For the parameter “Resource Group”, you must fill out the name of the resource group as a string.

Violet’s Riders§

Violet Trudeau is a technician. This dataview lists all the events she is booked for in a certain period with her role (e.g. Sound Engineer or Light Engineer). For each event, the dataview also shows the lighting plan and the technical rider. That way, Violet has a neat overview of her events in a certain period, combined with the technical specifications.

  • Scope: Resource Bookings
  • Columns:

    • Resource
    • Event
    • Event > Date
    • Role
    • Technical Rider: custom data field (“Attachment field”)
    • Lighting Plan: custom data field (“Attachment field”)
  • Filter:

    • “Resource” is “Violet Trudeau”
    • Parameter: AND “Event > Date” on or later than …
    • Parameter: AND “Event” > Date” on or earlier than …

Attention

For this dataview to work, you have to upload lighting plans and technical riders to Yesplan as custom data.

Open Placeholders§

When organizing a performance, the Technical Director has to swap all placeholders for technical equipment with real resources. Events with open placeholders are indicated with an question mark in the calendar, but it’s easy to miss one.

This dataview lists all open placeholders for a certain period and the event they are booked on. It also includes the technical rider and lighting plan for quick reference. Once a placeholder has been swapped, it is removed from the dataview automatically.

Tip

The workflow becomes even easier if you make the event inspector open on the correct tab (e.g. “Resources”). This can be achieved using the setting in “User Settings” > “User Preferences” > “Always open event inspector on tab”.

  • Scope: Resource Bookings
  • Columns:

    • Resource
    • Event
    • Planned Start
    • Planned End
    • Resource > Is a Placeholder?
    • Technical Rider: custom data field (“Attachment field”)
    • Lighting Plan: custom data field (“Attachment field”)
    • Event > Profile
  • Filter:

    • Parameter: “Planned Start” on or later than …
    • Parameter: AND “Planned End” on or earlier than …
    • AND “Event > Profile” is “Performance”
    • AND “Resource > Is a Placeholder?” is “Yes”

Attention

For this dataview to work, you have to upload lighting plans and technical riders to Yesplan as custom data.

Contacts§

Contact per Label§

Every contact can have one or more labels in Yesplan.

  • Scope: Contacts
  • Columns:

    • Name
    • Street (Default Address)
    • Zip Code (Default Address)
    • City (Default Address)
    • Country (Default Address)
    • E-mail Addresses
    • Telephone Numbers
    • Mobile Numbers
    • Labels
    • Type
  • Filter

    • “Type” is …
    • AND
      • “Labels” contains exactly …
      • OR “Labels” contains exactly …

Tip

The filter contains several conditions for labels and you can:

  • refine the filter by adding an “OR” condition at the correct level
  • simplify the filter by removing an “OR” condition.

Contacts by Organization per Label§

In Yesplan you can award labels to organizations and to the contacts in an organization. With this dataview you collect all organizations with a certain label, together with their contacts with a certain label. They are displayed alongside each other in a table so that you quickly have a summary of all contacts in an organization.

  • Scope: Contacts
  • Columns:

    • Organization
    • Organization > E-mail Adresses
    • Organization > Telephone Numbers
    • Organization > Website Addresses
    • Organization > Zip Code (Default Address)
    • Organization > City (Default Address)
    • Organization > Country (Default Address)
    • Organization > Language Code
    • Organization > Labels
    • First Name
    • Last Name
    • Name
    • Language Code
    • E-mail Addresses
    • Telephone Numbers
    • Mobile Numbers
    • Labels
    • Type
  • Filter:

    • “Type” is “Link”
    • AND
      • “Organization > Labels” contains exactly …
      • OR “Organization > Labels” contains exactly …
    • AND
      • “Labels” contains exactly …
      • OR “Labels” contains exactly …

Tip

The filter contains several conditions for labels and you can:

  • refine the filter by adding an “OR” condition at the correct level
  • simplify the filter by removing an “OR” condition.

You want your contact details in good order. This simple dataview lists all links that don’t have an email address.

  • Scope: Contacts
  • Columns:

    • Type
    • Name
    • E-mail Adresses
  • Filter

    • “E-mail Addresses” is empty
    • AND “Type” is “Link”

Conflicts§

Future Conflicts§

We often advise our customers to avoid conflicts in Yesplan, since they may lead to double bookings, unavailable rooms etc. This dataview lists all future conflict with their type and description. You can click the events, resources and resource bookings in the dataview to open their inspector and solve the conflicts.

  • Scope: Conflicts in Future
  • Columns:

    • Date
    • Type
    • Is Muted?
    • Description
    • Event
    • Resource
    • Resource Booking