• Create user groups

  The User groups are used to define which functions and fields are shown in the WebApp, which Data sheets are available and which Authorisations the individual users have.

  The WebApp Intranet V2 comes with two User groups: one for users with administrative rights, one for staff who use the WebApp operationally. More groups can be created. The "Users" group may be copied and changed to create additional groups. The "Administrators" group cannot be copied.

  1. "WebApp_Intranet_V2_Administrators": This user group is reserved for users with administrative rights and configurators who are authorised to make changes to the WebApp interface and the event templates independently. Only members of this group may change the settings for the "Users" group.
  2. "WebApp_Intranet_V2_User": This user group defines which functions and fields are available in the WebApp. The target group are staff who use the website for room and event bookings. This group can be copied as required and saved with changed settings under a new name. Both the view and the authorisations can thus be tailored to different departments.
     Example: Accounts and events are read-only for kitchen and housekeeping, read and create for reception
• Configure a standard view

  The standard view can be customised on two levels: the settings in the User group and individual configurations in the Web configuration.

  1. At the top of the input window of the User group "Intranet_V2_User", open the Intranet - Set up view tab. Use the added fields to determine which functions, fields and data sheets are shown in this view on the intranet. The selection shows all available fields.
  2. Menu: Each of the available menu items can be shown or hidden individually: ( Calendar, Rooms, Create account, Search account, Create event, Search event, Search item)
  3. Input fields, Search fields, Table columns: Individual fields of the various functions can be shown or hidden: Some search fields in the item search, numerous input fields when creating new accounts or events as well as columns in the output lists of account, event and item searches. Note: In the event template, go to Event > Added fields > Web Requests to enable room bookings also for the Intranet WebApp.
  4. Mandatory fields: Not all fields that are marked as mandatory under   Administration >  Event must be completed by the end customer. If no value is entered in the WebApp, default values are inserted as a replacement during import. To make new fields mandatory in the WebApp as well, contact your WebApp configurator.
  5. Default calendar view: Enter an Info Centre view for the calendar, which is based on an IC list. By default, the list is called "WebApp InfoCenter Intranet V2", but can also be re-named.
  6. Data sheets for the overview: To show data sheets in the area Overviews (below Calendar and Rooms), create  Text templates as type "Data sheet", Group/Type "Data sheet". On the  Added fields tab of the text template under Intranet - Set up view, activate Show in Intranet WebApp and specify which  User groups should be shown this data sheet.
  7. Templates: Select Templates for the Data sheets (for Events, Booked items, Accounts, Items and, if applicable, Appointments). If no template is available, the icon for opening more details will not appear in the WebApp.
     Also enter all possible Cancellation reasons .
• Define a user access

  User access refers to a Bp event sample user whose authorisations (via assigned User groups) are used for all associated WebApp accesses. The WebApp access itself does not have its own authorisations.
  Important: Only use the sample Bp event user for WebApp access and deactivate the login options for this user so that nobody can log in directly with this user.  

  1. Go to the   Administration tab and click on  Users >  User >   New.
  2. Enter a Login name.
     Example: Intranet for staff, intranet for account holders
  3. To prevent anyone from logging in directly with this user, generate a random  Password and "forget" this immediately.
  4. Enter the Name/First name of the user access. This name appears in the picklist when assigning access to a staff member or account holder.
     Example: V2 Housekeeping, V2 External
  5. Deactivate the access for  Full client and  Mobile client by left-clicking on the icons. Only the  Web client access must be active.
  6. Left-click to activate the Role  WebApp access.
     Important: WebApp access needs to be activated here for it to be included in the picklist when creating access for Accounts, Contact persons or Staff members
  7. Assign a User group, which serves to define the authorisations (read, write, print, create data, etc.).
• Create an access for a staff member

  The access consists of a login name, password and the selected access. Only one WebApp access can be created per  Staff member . WebApp accesses cannot be deleted, only deactivated. To subsequently extend the authorisations of an employee, change the rights of the "sample user" selected as Web App access .

  1. Go to the   Shifts and Staff tab to search for and open the   Staff member you want.
  2. Click on  Create WebApp access on the right-hand side of the window. An input dialogue opens in which the name of the staff member is already preset.
  3. Enter a Login name. The staff member logs into the WebApp with this name.
     The login name must not only be unique among the WebApp Accesses, but must also not have been used as a user login name before.
     Alternatively, the associated email address can also be used when logging in to the WebApp, provided it can be clearly assigned to a WebApp access.
  4. Either enter a Password or tick the option Use Bp event password.
  5. Select one of the available User accesses. The picklist is not expandable.
     Example: V2 Housekeeping
  6.  Save your input.
• Create an access for an external account (customer or partner)

  The access consists of a login name, password and the selected access. WebApp access can be assigned either for an  Account or only for a  Contact person. Only one WebApp access can be created per person. WebApp accesses cannot be deleted, only deactivated. To subsequently extend the authorisations, change the rights of the "sample user" selected as Web App access .

  1. Go to the   Home tab to search for and open the Account you want.
  2. Click on  Create WebApp access on the right-hand side of the window. An input dialogue opens in which the name of the account is already preset.
  3. Enter a Login name. The authorised person logs into the WebApp with this name.
     The login name must not only be unique among the WebApp Accesses, but must also not have been used as a user login name before.
     Alternatively, the associated email address can also be used when logging in to the WebApp, provided it can be clearly assigned to a WebApp access.
  4. Either enter a Password or tick the option Use Bp event password.
  5. Select one of the available User accesses. The picklist is not expandable.
     Example: V2 External
  6. To create WebApp access for just one Contact person, click on  Contact person. The function  Create WebApp access can be found below the delivery address.
  7.  Save your input.
• Set up record-specific directories for user groups

  Set up record-specific directories with subfolders for use in the Intranet WebApp on the   Events table (Using record-specific directories). Authorised users can use this directory to view and/or upload files for individual events. Authorisation to use directories is granted per  user group .

  1. Go to the   Configurations tab and create record-specific directories with or without subfolders under  Added fields >  Events (Use record-specific directories).
     Important: The directories must always have at least two levels, the levels are separated by "/" (slash). Write each subfolder in a new line. 
     Example:
     "Intranet/AV"
     "Intranet/Housekeeping"
     The "Intranet/AV" directory contains the instructions for the sound technicians and stage builders, while the cleaning schedules can be found in "Intranet/Housekeeping".
  2. Set up subfolders to better restrict access. The names can be chosen individually.
     Example:
     "Intranet/AV/Sound Engineering" 
     "Intranet/AV/Stage technology/SM1" 
     "Intranet/AV/Stage technology/SM2" 
     "Intranet/AV/Facility Mgt"
     "Intranet/Suppliers/Drinks Inc."
     Department or staff-specific data sheets are stored in the individual subfolders.
  3. If you want to grant not only read but also write access, set up separate subfolders for this purpose:
     Example: "Intranet/AV/Stage technology/SM1" and "Intranet/AV/Stage technology/SM1/New folder" 
     Employee 1 may read/download files in the first folder, but only upload documents to the "New folder" itself. (Assignment folders in the user group settings).
  4. Each user group of the Intranet WebApp can only access one directory with read authorisation and one directory with write authorisation.
• Assign record-specific directories to the user groups

   Assign the previously created folders and subfolders to the user groups that are to have access to the event record directories. Each user group can have access to exactly one folder with read authorisation and one folder with write authorisation.
  Important: The names of the directories must always begin with a "/" and must correspond to the folder names created under   Configurations >   Added fields >  Events.

  1. Go to the   Administration tab and click on   Users >  User group to open the user group in question. Enlarge the upper area "Intranet - Set up view" by dragging the splitter to the lower area (Authorisations).
  2. Go to Show directories for events and and tick the box:
     1. for Calendar to be able to open directories by left-clicking on events in the calendar
     2. for  Rooms to be able to open directories by left-clicking on events in the room reservations
     3. for New event to offer the upload of files after the creation of a new event (the event request MUST be sent before files can be saved).
     4. for Allow messages to enable the sending of a message directly from the context of the event directory.
  3. Enter the name of the folder/subfolders to which all users in the group should have read access (read and download) in the Default folder in record-specific directories with read authorisation field. All folders categorised below the specified level appear in the WebApp itself.
     Example: The record-specific directories "Intranet/AV/sound engineering" , "Intranet/AV/Stage technology/SM1" , "Intranet/AV/Stage technology/SM2" , "Intranet/AV/Facilities Mgt" were created in the Added fields for the Events table.
     The users of a group who have read access to the folder "/Intranet/AV/Stage technology" can see the subfolders "SM1" and "SM2".
     The users of a group who have read access to the "/Intranet/AV" folder see the "Stage technology" folder with the sub folders "SM1" and "SM2", as well as the "Sound technology" and "Facility Mgt" folders.
  4. Enter the name of the folder/subfolders in which the users should have authorisation to upload, rename and delete files in the field Default folder in record-specific directories with write authorisation. These authorisations also apply to files that other users have stored in this directory.
     Important: The path specified here must have at least two levels, otherwise no context menu for adding files will appear.
     Example: The record-specific directories "Intranet/AV/Stage technology/SM1" and "Intranet/AV/Stage technology/SM1/New folder" were created in the Added fields for the Events table.
     Users in a group who have write access to the folder "/Intranet/AV/Stage technology/SM1" will only see the "New folder" subfolder.
     The users of a group who have write access to the folder "/Intranet/AV/Stage technology" can see the subfolder "SM1" and the associated subfolder "New folder" as well as the subfolder "SM2".
      Save and close your entry.
• Configure different views

  After logging in to the WebApp, all users automatically see the view that is defined for their user group. If needed, a different view can be assigned to individual users.

  1. Go to the Administration tab and select  Users > Users > Intranet > Different settings.
  2. Select a different Group view . When the user logs in with their login name, they will see the individually assigned view.
• Set up customised web configurations

  In addition to the standard fields, further fields can be added to the database under Setup > Web > Web configurations . These fields must be added to the WebApp configuration on the one hand and to the Export and/or import lists on the other.

  1. Open the configuration on the  Configurations tab by clicking  Web > Web configurations .
  2. Important: Open the main configuration (with .js extension), not a configuration with the extension _Exit.
     Example: WebApp_Intranet_V2_Event_New.js
  3. Go to Configuration > Form and the Container you need, then click on the  Subfolder "(Component)".
     Example:  EV_New: (Accordion) > :locale:Request:Event (Box) > Key data: (Box) > (Component)
  4. In the main window, in the Web Client Configuration field, click on the expand triangle next to Web Configuration > Open Component Configuration. In the Intranet Web App, all file names of configurations with an exit property end with ‘_Exit’.
     1. Add a new Field to the Form.
     2. In the Value via data access field, select a field from the drop-down list and set the Visible field to "true".
     3. Enter the field Label for the WebApp, the Data type and Length p.ex. of the string.
     4. To make the field mandatory, enter the value specified under Documentation in the field Mandatory field  (only for fields from the  Administration >  Event > Mandatory fields). To make fields from other tables mandatory, please contact your WebApp experts.
        Example: for the field occassion group: @admVAAnlassgruppePflichLaden
     5. Save the component configuration first, then save the configuration again. The new configuration is automatically exported and the field is available in the WebApp after restarting the browser.
  5. Customise the import and export lists to enable data exchange between the full client and the WebApp. The export lists are used to transfer data from the full client to the WebApp (p.ex. presets), while the import lists are used to transfer the data entered in the WebApp to the full client.
     1. Go to the Configurations tab and select Lists/Reports to open the import or export list.
        Example: WebApp_Intranet_V2_Import_03_Event
     2. Double-click on the bottom line of the list to open the linked exit list.
     3. Insert a new formula or a field value and enter "@NameTest1" in the Relative XML path column as value via data access.
     4. Save the list.

   

• Open an event template

  Open a new or existing Event template. Both company-specific templates and multiple templates for one company can be created. If the template is only available online, set the template status to Not active. (Creating an event template)

  As long as only one event template is available for web bookings, clicking on  New event immediately opens the input window for the event in the WebApp. If several templates are available, the selection opens first.

  Important: The creation of multiple event templates has been available since Bp Event version 12.1j22. Administrative settings are required to enable this feature for earlier installations; please contact your account manager.

  1. Enter the Name of the new template.
  2. Select the template Type "Web Booking".
  3. Select a  Sample event with the settings you need.
  4. Copy event data: Decide whether to copy Times, Rooms and Schedule of the sample event.
  5. Copy segment data: If "Only of type "Order"" is selected, Order segments are used as the basis of export and import lists, otherwise Quotes.
  6. Specify if Items should be copied and updated to reflect current Prices.
  7. Load an  Image for the template either  From hard drive or  From clipboard and assign a Type (iocn or photo). That type influences the size of the image.
  8. Assign the  Companies for which the template should be available in the toolbar.
  9. If the template is only available online, set the status to   Not active.
  10.  Save your input.
• Restrict the booking times for the template

  As of Bp Event version 121T09, the times, days of the week and dates on which events can be booked can be defined for each template. This ensures that no events can be requested at weekends or during company holidays, for example. The bookable times can also be limited to the operating hours. Availability is defined on the basis of   Time slots and  Series .
  Important: Once a time slot has been specified for one of the available templates, the date must be entered in the WebApp before the templates can be displayed. Templates that cannot be booked for the requested date or time are greyed out.

  1. Go to the   Administration tab and create the necessary   Time slots   (Creating time slots).
     Example: Time slot "Evening event 2025 weekdays" is bookable from jan 1, 2025 to Dec 31, 2025 every weekday from 6pm to 11:30pmexcepting Feb 1-15, 2025 (annual closing)
     Important: When assigning the time slot, the user frequentlx only sees the code for that slot. Chose a unique and easily understandable designation.
  2. Go to the input field Bookable time slots (code) (Verfügbare Zeitbereiche (Kürzel)) in the   Event template.
  3. Click on  Suggested values to see a list of all available time slots. Multiple selection is possible.
     Important: Make absolutely sure that no contradictory information on availability is given for several selected time slots!
     Example: According to time slot/series "AV25WT" a template is bookable on 18/04/25, according to time slot "AV25FEI" it is not.
  4. The time slot codes can also be entered manually.
  5. To change the availability of a template at short notice, open the stored  Time slot and the linked  Series. Remove the in question date from the series.
     Example: A template can usually be booked every day, but no additional bookings can be accepted this week due to a high sickness rate.
  6.  Save your input.
• Set up a sample event

  Search and edit the Sample event.

  1. Enter the following key data:
     1. Number of guests: empty
     2. Date: Any time in the future
     3. Segment type matching the setting in the event template
  2. The following fields are copied if they have been entered:
     1. Cost centre of the event when importing to the invoice segment
     2. Event and Event group
     3. Responsible
     4. Status
• Set up added fields in the sample event
  1. Room bookings: Go to Event >  Added fields > Web Bookings to specify whether room bookings should be permitted:
     1. 1. Option 1:
           Room bookings are not permitted, but rooms are entered in the sample event
           -> the rooms are not shown but imported automatically
        2. Option 2:
           Room bookings are permitted and rooms are entered in the sample event
           -> rooms are offered for selection and the selected rooms are imported
        3. Option 3:
           Room bookings are not permitted and no rooms are entered in the sample event
           -> no rooms are booked
  2. Introductory texts
     Important: These fields are not shown by default, but can be unhidden and customised.
     Go to    Event >  Added fielda > Intranet to enter Introductory texts for the Enquiry or Scheule tabs of the event. The texts will appear in the WebApp when a new event is booked and can be formatted using HTML.
• Create segments and booked items

  Each Segment will appear as a separate tab under Item selection when a new Event is booked in the WebApp under. Please match the segment type you have selected in the template ( Quote or Order)!

  1. Enter item count : Different entries are offered in the drop-down menu in the WebApp Intranet depending on the template settings. Manual input of different values is still possible.
     If minimum or maximum order quantities are exceeded or not reached, this is automatically indicated. The maximum and minimum order quantities are queried from the item master data. A message is also shown if the number of guests is neede to calculate quantities.
     1. Option 1: Select Number of guests only
        Leave the values for Count 1 and Count 2 empty if the number of guests is to be used exclusively as a basis for calculation.
     2. Option 2: Choose between number of guests or any other number
        Enter Count 1 = 0 and Count 2 = empty to enable either free input in the WebApp or a calculation based on number of guests. Higher numbers can be entered manually.
     3. Option 3: Fixed preset number
        If the number of items is not editable but fixed, enter that number.
  2. Save the sample event and the event template including all customisations.
  3. To make the template available online, delete the cache if necessary and update the WebApp in the browser.

Setting up the Intranet WebApp

• Import the standard scenarios
  1. In the full client, go to the Administration and select Settings > Licences > Standard scenarios. Check if the WebApp Standard Intranet V2 is already available. If not, update your Bp Event Server.
  2. Tick WebApp Standard Intranet V2 and Save .
  3. Go to  Licences > Actions and select the option Load Bp scenarios now > Load without forcing.
  4. Wait until a dialogue window opens to confirm the complete import of the "WebAppStandardIntranetV2" scenarios. This may take a few minutes.
     The "WebApp_Standard_AdressCtrl" scenario is supplied together with the Intranet WebApp.
  5. After importing the sceneries, close the window  General settings once and open it again.
  6. The folder structures under "..Bp Event > Server > Data > Web Folder" are automatically supplemented by the folders "WebApp_Intranet_V2", "WebApp_Standard_AdressCtrl" and "WebApp_V2".
  7. If the scenario is not imported correctly, restart the Bp Event Server and the Service Client. If the import does not take place automatically, the scenario must be imported manually. Create an error message and contact the WebApp team for advice.
• Enter the company code

  A company code is necessary even without the Multi-Comapnies module, because the Intranet WebApp needs it for its URL. Check whether a company code has been entered and add it if necessary.

  1. Go to the   Administration Tab and select   Settings > Company or  Administration >   Company settings >  Company and make sure that company Codes have been entered.
  2. Use the code later in the URL for the WebApp, even for companies without multi-companies.
     Example: http://{Servername}/WebApp_Intranet_V2/client.html?company=GG
• Create user groups

  The User groups are used to define which functions and fields are shown in the WebApp, which Data sheets are available and which Authorisations the individual users have.

  The WebApp Intranet V2 comes with two User groups: one for users with administrative rights, one for staff who use the WebApp operationally. More groups can be created. The "Users" group may be copied and changed to create additional groups. The "Administrators" group cannot be copied.

  1. "WebApp_Intranet_V2_Administrators": This user group is reserved for users with administrative rights and configurators who are authorised to make changes to the WebApp interface and the event templates independently. Only members of this group may change the settings for the "Users" group.
  2. "WebApp_Intranet_V2_User": This user group defines which functions and fields are available in the WebApp. The target group are staff who use the website for room and event bookings. This group can be copied as required and saved with changed settings under a new name. Both the view and the authorisations can thus be tailored to different departments.
     Example: Accounts and events are read-only for kitchen and housekeeping, read and create for reception
• Select a standard user
  1. Go to the Administration tab and select Added fields > Intranet to select the  User group "WebApp_Intranet_V2_User". The standard view of the WebApp is defined based on this user group.
  2. In Multi-Companies mode, assign an distinct User group per Company.
• Assign individual authorisations
  1. Assign the Individual authorisation "WebApp_Intranet_V2_Administrators" to a User with administrative rights, who can change the administrative settings.

  2. Assign the Individual authorisation "WebApp_Intranet_V2_User" to the Users who can search for or create data in the WebApp. The users can be either real Staff or User groups .

     Save the settings and restart the full client.
• Set up the calendar view

  The Info Centre view is called "WebApp InfoCenter Intranet V2" by default, but can be renamed. If a different name is selected, enter the new name in the User group "WebApp_Intranet_V2_User".

  1. In the full client, define an Info Centre view:
     1. In the Info Centre , select your Data sources.
     2. Save under Views > Save > New > Group view
     3. Select the Group "WebApp_Intranet_V2_User" and click on  Apply.
     4. Enter "WebApp InfoCenter Intranet V2" as Name and confirm by clicking OK.
  2. Enter the name of the IC view in the User group "WebApp_Intranet_V2_Benutzer" > Presets.
  3. Delete the cache and refresh the web page to reopen the calendar view in the WebApp.