Overview

PATH: Events > Events Dashboard > Select an Event > Actions > Duplicate Event

• The Duplicate Event action makes it easy to duplicate complex (or simple) events, which is especially valuable when the existing event stored a significant amount of data or has undergone many edits.

• For example, Commencement or an annual conference can be copied to the following year rather than built from scratch, saving the time and effort invested in the creation of a new event.

• This feature is governed by multiple RBAC permissions, summarized below.

What this Feature Does

• Duplicating an Event copies essentially all data included in the event into a new copy of that event record.

• Event Name, Title, number of meetings, and the location/time/resources associated with each meeting are copied to the new event. Essentially, anything that can be copied with the new event will be.

• The fields that will be changed are: Meeting IDs, Event ID, Meeting Dates, Author, Created at (time), and Status (if the user is duplicating a cancelled event, that status will be replaced with Pending or Confirmed. More info on that later.). 

  • The Event will receive a new ID and each meeting will receive a new ID. 

  • Meetings will be moved to new dates (unless the user is duplicating the event for the same day).

  • The author of the duplicate event is the user who took the duplication action, not the author of the original event.

  • The “created at” time for the new event is the time at which the duplication action was completed.

  • A cancelled event that is duplicated as a request gets a status of Pending, while a cancelled event that is duplicated as a new event gets a status of Confirmed.

How to Duplicate an Event

1. Navigate to Event Scheduling > Events > (Select Event).

   1. Alt: Open an event record from anywhere.

2. Click “Duplicate Event” (located in the Actions toolbox on the right side of the screen).

3. In the “Duplicate Event” modal’s “What action would you like to take” dropdown, select if you would like to:

1. “Create New Event Request” – i.e. Send the duplicated event through a workflow for approval and edits OR

2.  “Create New Approved Event” – i.e. Create the new confirmed event without triggering a request that will go through a workflow.

Best practice is to create a new request to ensure that all the correct approvals have been provided, but each use case is different. Many admin users may prefer to create the event and edit it as an already approved event.

4. Also in the “Duplicate Event” modal, set the new start date for the event.

   1. Once the new start date is selected, all meetings will be moved in a way that pegs them to the new start date.

   2. For example:

      1. Let’s take an event that begins on January 1. This event has one meeting on January 1, two on January 2, and three on January 3.

      2. The user duplicates this event and selects a new start date of October 10.

      3. Meetings that occurred one day after the start date of the original meeting occur one day after the new start date in the duplicated meeting.

      4. Meetings that occurred two days after the start date of the original meeting occur two days after the new start date in the duplicated meeting.

      5. In this example, the one meeting on January 1 is duplicated for October 10. This meeting keeps its start and end time, but is moved to this new date.

      6. The two meetings on January 2 are duplicated for October 11. These meetings keep their start and end times, but are moved to this new date.

      7. The three meetings on January 3 are duplicated from October 12. These meetings keep their start and end times, but are moved to this new date.

5. Click “Next Step” to proceed to the “Event Validation” step. 

6. Review the validation result for the Event Validation step.

   1. Coursedog checks for conflicts (the same conflict check is performed here as when adding or requesting any new event).

7. If no conflicts are detected, the user can click "Duplicate Event”.

8. If conflicts are detected, the user may be able to duplicate the event or may be required to return to the previous step to select a new date (or choose not to duplicate the event). This depends on the user’s permissions. Continue reading below.

Related Permissions

Permissions Related to the Ability to Duplicate Events

Overview

• The following permission have an impact on a user’s ability to duplicate events: 

  • Duplicate Events

  • Request Events

  • Edit Events

  • Add Events

• The default for Coursedog and Super Admin roles is ALLOW for all the Duplicate Events permission, while the default for all other Roles (including custom roles) is DENY.

• Learn more about these and other Events permissions. 

How These Permissions Interact

The below table outlines how the aforementioned permissions impact a user’s ability to duplicate events, including which of the “Create New Event Request” and “Create New Approved Event” options they see in the “Duplicate Event” modal. 

Permissions Related to the “Event Validation” Step

Overview

• Permissions related to the “Event Validation” step include:

  • “Can Add Events With Conflicts”

  • “Can Submit Request With Conflicts”

• Learn more about these and other Events permissions. 

If a Conflict is Found

If a conflict is found, Coursedog provides options to the user based on Role-Based Access Control (RBAC). 

Additional Notes

• Events cannot be duplicated for past dates. 

• The new start date cannot be more than two years into the future.

• The default start date displayed for the user to edit will be one day after the start date of the existing event.

• If a Room or Resource no longer exists, it will be populated in the new request or event as “This Room/Resource no longer exists”.

• The Workflow that currently exists for the Event type will be used regardless of which workflow existed when the original event was approved.

• The Activity Log is not duplicated from the original event. The newly created event has its own activity log.

• If the Event Type Form has been edited and new fields exist, those new fields will appear blank in the new event/request. Even if those fields are required, the event/request can be created, but the user will be required to complete them if they attempt to edit and save the event or request in the future.

• If the Event Type Form has been edited and fields have been removed, they will not exist on the new event/request.