Backing Up Database - PC Server

During an update process it is important to do a manual backup of the database. A script is in place to backup the database on a nightly basis, but an additional backup should be run prior to the update to ensure that all of the latest data has been captured. For more general information on backups, click here.

1. Open the C:\BoxOffice folder and locate the BackupTM.bat file.

   This is the standard location where backups are stored. However, depending on the organization and setup, it may be in an alternate location. If needed, use the operating system's Search function to find the BackupTM.bat file.

2. Double click on the BackupTM.bat file.

   A MS-DOS window will appear showing that the backup is running.

   

3. When the backup is complete, the window will close.

   To locate the backup, look in the C:\BoxOffice\Backups folder. The backup should be noted by having a file name that contains the date and time of the backup.

Updating the Database Backup Script

The following indicates how to install the backup script, or update an older version of the database backup script with a newer version and the key changes that need to be made.

The amount of time to implement the script is about 2 or 3 minutes using an editor and comparing lines in the old and new backup scripts.

OSX or Linux

Download the PHP script and edit it as follows

• Find the line that says

  date_default_timezone_set('MST');

  and change MST to AST, EST, CST, or PST as per the instructions in the script right above this line in the script. Note that if you are running OSX 10.4.11, you will have to put a '#' in front of the statement to comment it out because that version of PHP does not support this command.

• Change the line that has

  $backupDB = 'TheatreManagerDemo';

  so that the name of the database TheatreManagerDemo is replaced with your database name

• Depending on the version of postgres you are running (8.4, 9.0, or 9.1) you will have to change the x.x in the line

  $postgresBin = '/Library/PostgreSQL/x.x/bin/';

  to $postgresBin = '/Library/PostgreSQL/9.1/bin/';

• Compare the last two changes ($backupdb and $postgresBin) with your old script to make sure they are exactly the same
• (optional step): If you keep fewer backups that the standard 30, look at the line that has

  $KeepFilesFor = 30;

  and replace the 30 with the number of days you want to keep backup files for.

• (optional step): If you also FTP your database to an offsite location or another computer, find the line that has

  $ftpHost = '';

  and replace the $ftpHost, $ftpUser, $ftpPass, $ftpFolder, and $ftpDaysOldToPurge fields with the values from your old script

• Replace your old script with the new one. If you are setting up the script for the first time, please follow these steps for OSX which tell you where to put the script and how to schedule it to run daily.
• and run a test to make sure it creates a backup.

Windows

Download the BackupTM BAT and edit it as follows

• Change the line that has

  set DATABASE_NAME=TheatreManagerDemo

  so that the name of the database TheatreManagerDemo is replaced with your database name

• If you are still running version 8.4.x of postgres server, you will have to change part of the line

  set POSTGRESQL_PATH=C:\Program Files\PostgreSQL\9.1

  to

  set POSTGRESQL_PATH=C:\Program Files\PostgreSQL\8.4

  Note also, that if the database was placed on a D: or E: drive, you will have to change the drive prefix at the same time from C:

• If you are running on a 64 bit server, you will have to change the line

  set POSTGRESQL_PATH=C:\Program Files\PostgreSQL\9.1

  to reference 'Program Files (x86)'

  set POSTGRESQL_PATH=C:\Program Files (x86)\PostgreSQL\9.1

  Note also, that if the database was placed on a D: or E: drive, you will have to change the drive prefix at the same time from C: and if you are running 8.4

• Compare the last two changes (DATABASE_NAME and POSTGRESQL_PATH) with your old script to make sure they are exactly the same
• (optional step): If your backup folder is on a different drive that the C: drive, look for the line

  set BOXOFFICE_DIR=C:\BoxOffice

  and replace the C: the same drive letter as your old script

• (optional step): If you keep fewer backups that the standard 30, look at the line that has

  set KEEP_FILES_FOR=30

  and replace the 30 with the number of days you want to keep backup files for.

• (optional step): If you also FTP your database to an offsite location or another computer, find the line that has

  set FTPSERVER=

  and replace the FTPSERVER, FTPUserName, and FTPPassword fields with the values from your old script

• Replace your old script with the new one. If you are setting up the script for the first time, please follow these steps for Windows which tell you where to put the script and how to schedule it to run daily.
• and run a test to make sure it creates a backup.

Setting the Number of Days to Keep Daily Backups

By default, Theatre Manager daily backup files are typically saved for 30-60 days before they are deleted. You may wish to make this time shorter or longer and can do so in the backupTM file.

Setting the Number of Days to Keep Daily Backups

1. Locate the backupTm file.
   On a Mac, the file is typically stored in /Users/Shared/backupTM.php.
   On a PC, the file is typically stored in C:/BoxOffice/BackupTM.bat
2. Open the file with a text editing program like TextEdit or NotePad.
3. Find the line in the file "$KeepFilesFor".
4. Change the value to indicate how many days the backup should be saved.
   Example:"$KeepFilesFor = 15" will keep the files for 15 days. After a backup file is 15 days old, it will be deleted.
5. Save the changes made to the backupTM file.

Backups are running but Theatre Manager doesn't know it

If you get a notification upon signing into Theatre Manager that indicates backups have not run in "x" days, you should always investigate.

• Go to Setup > System Preferences > Other Tab and check the date of the last recorded backup.
• If it is a Windows database server, look in the Box Office\Backups folder for the date of the most recent backup file recorded there. On a Mac, this will be in Users\Shared\Backups.
• If backup were running at one time but the most recent date is not the night or evening before, then follow the steps outlined here.
• If the backups appear to have never ran as scheduled for a long time (or have never ran), then ensure that they have been set up properly for Macintosh OSX or Windows
• If the backups appear to have been set up on a Windows machine, but it is not running then it could be that
  • the password has changed for the user running the scheduled task
  • or the time format is being set incorrectly in the database. Refer to the instructions below

Windows Time Settings for Backups

• Check the date/time format in the name of the backups files. The backup script assumes the standard US-setting for date/time format, which will result in backups files named: "yourdatabasename_TM_yyddmm_hhmmss.backup". If your backups are being saved as "yourdatabasename_TM_yymmdd_hhmmss.backup" (of particular interest to Canadian clients), then edit this section: You'll need to "REM" out the second set, or lines 141 and 142 as follows:
• If the time format is not the issue, check line 162 as follows: If the line is set to say "tokens=3 delims" change the number to a 4. If the line is set to 4, change it to 3. Then run a manual backup per these instructions. After the backup runs, check the last backup time in System Preferences again to ensure it has recorded properly.

Backup size is different or not run

Sometimes when starting Theatre Manager, you can get a message that indicates the database size is different (smaller) than the previous backup or that the backup has not been run for a period of time. If you receive a message like this, there are some possible explanations.

Backups Not Run for x Days

Please try to run the backup script manually. If that runs (and backups were running previously) it probably means that somebody changed the password of the user id that runs the scheduled backups. Please refer how to set up the backups on a PC and set up the userid/password in the scheduled tasks. It rarely happens on OX servers, but you may need to set up the cron job again.

Backups Ran but are Smaller

Theatre Manager tracks the size of the current backup file and the prior backup file. It generally a safe assumption that data is always being added to the database. If that is true, then the size of the backup should increase each day. If Theatre Manager detects that the size of the backup shrank, it will warn you when you log in so that you can look to see if there are further problems.

Please look very carefully at the two numbers that Theatre Manager provides you and the percentage difference. If the difference in the numbers are small, it is probably not an issue. However, think of what might have happened in the prior day. Possible causes of a smaller database are:

• Somebody deleted a number of mail lists that are no longer required
• Some patrons have been merged
• A number of older 'anonymous' shopping carts have been purged
• a significant number of old credit card numbers were shredded

If you recall any data actively being deleted or merges, and the size difference is small, then do not worry.

However, please look at the actual database backup folder and see if there is a significant difference in the trend from prior to current backups. If you've lost a few bytes, don't worry. If you've lost several megabytes, then please try run a manual backup to see if the backup script cannot back up one file. If that occurs, please contact us immediately.

If Theatre Manager reports that both numbers for current and prior database sizes are ZERO, it means that the backup script was not updated as part of the version 8 to 9 upgrade process. Please refer to the following steps.

Backups have not run and the script won't run as a scheduled task

Occasionally, sites will get a Theatre Manager notification the backups have not run and when investigated, the scheduled task or Cronnix job are indeed set. When this happens, please take the following steps to edit the backup script.

• Make sure the steps to edit the backup script as described here have been taken.

  Pay particular attention to the folder names and location - someone may have moved the Box Office or Backups directories without updating the backup script to reflect the change.

• Ensure sure you are logged in as the local Administrator on the machine. Other users may have permissions set that are blocking the ability to run the script. Likewise, if you have set up the daily backup routine with Task Scheduler (Windows), make sure the job is set to run as Administrator and to "Run with highest privileges".

  

• Check the Administrator password on the machine has not been changed since the Scheduled Task was set. If this is the case, then you will need to update the password on the task.

If the backup script won't run manually per the instructions outlined here, then you need to follow the instructions for updating and editing your backup script here.

Backing up your Web Pages

The web pages for Theatre Manager are contained within the 'htdocs' folder of the Apache server. In order to back them up, you will need to know which machine is acting as the apache server.

Macintosh

Find a folder on your computer called /Library/Apache2/htdocs. Right click and 'Compress' the entire contents of the htdocs folder to create a gzip archive. it will probably end up being called 'archive.zip' and you may want to rename it to 'webPagesyymmdd.zip' where yymmdd is the current year/month/day optionally, simply copy the entire folder to another folder on your machine put a copy of the web pages on a second machine to ensure you have a backup of the web pages that are not on your machine

Windows

Double click on 'My Computer' (unless you renamed it) and look for a folder called 'Program Files'. In that folder is a directory called 'Apache Software Foundation'. Open that. There will be a folder called 2.2 (or your current apache version). Open that. In that directory, there is a folder called htdocs Zip up the entire htdocs folder and name the archive 'WebPagesyymmdd.zip' where yymmdd is the current year/month/day Copy the zipped archive to another machine for safe keeping

Making Changes to Your Web Pages

As of version 9.11, there is a folder called tmCustom inside the WebPagesEN folder (refer to V910 instructions if you have an older version of Theatre Manager).

Making changes to web pages now means

• You find the page you want to change within the htdocs/1/WebPagesEN folder
• COPY that page to the same folder location inside tmCustom so that only pages that are changed are inside tmCustom. We suspect you might have only a few changed pages

This means that any future web page changes are easily made by copying all new pages to replace the existing ones and the automatically comparing only those in tmCustom with those in the standard directories to see if you want to implement any new feature.

Reverting to standard pages becomes as simple as renaming the tmCustom folder to something else temporarily.

Some web page changes are noted as 'mandatory'; this often means there is a new function or new data field in the HTML forms the web listener requires. If that is the case, you must copy in your custom changes and replace with the new file.

 

If you skip a version, you may need to examine previous release notes to see if there are any changes noted in those release notes and also make them.

Version 8 History

Version 8 was released in Sept 2008 after being audited and certified the PABP 1.4 compliant by the PCI council.

Key features and improvements since version 7:

• performance improvements
• built in remote assistance
• drag and drop column ordering - and- automatic saving column positions, window positions
• courses, registration, and report cards
• gifting tickets
• foundations for unicode support which includes cross platform accents on data within the database
• multi language web interface capabilities
• Paymentech Orbital support to eliminate need for PC charge
• many more enhancements

Version 9.00

Upgrade Time

Version 9 is a major release for PCI PA/DSS 1.2 compliance and UTF8 converison. All components of Theatre Manager need to be updated to meet the new PCI requirements and we have tried to aggregate everything into one large upgrade step for the year to optimize work effort. If you would like to contract ArtsMan to do this for you, please read about the upgrade options.

Specifically you will need to:

• Upgrade Postgres to Version 9.0.4 as part of PCI compliance and for some security upgrades
• Convert your database from ASCII to UTF8 to handle characters with diacritical markings. For most, this might mean a better handling of French, Spanish, or German characters in the database. Version 9 will not see version 8 databases in the server until they are converted.
• Apache to version 2.2.15 to meet the latest PCI scans (especially applicable on OSX)
• Upgrade PCCharge from 5.7.1 (PABP 1.3 certified) to version 5.9.2 (PA DSS 1.2) as its PABP 1.3 certification expired for the older version. The alternative to upgrading PCCharge is to use Paymentech Orbital instead which can move storage of cards offsite to the processing company
• Upgrade Theatre Manager
• Implement the web page revisions required as part of the PCI 1.2 upgrade. There are MANDATORY web page changes.
• The backup script will need updated.

Upgrade Steps

Please refer to the 8.xx-9.00 upgrade steps and allow 4-6 hours for the upgrade from version 8 as all components have changed to latest versions for PCI compliance.

Key Changes in Version 9.00

The following changes have been made to Theatre Manager since version 8.24

Word Processor, Email and Eblasts

• A Major change has been made to the word processing/email blast mechanism. Theatre Manager now attempts to do WYSIWYG eblasts:
  • Previously, it was recommended that to send an HTML email, you edit the e-blast in an external tool and paste the raw HTML code into Theatre Manager. Now you can paste the pictures right into a form letter in Theatre Manager.
  • When you do the e-blast, Theatre Manager will FTP any pictures in the eblast up to your Theatre Manager Apache server.
  • TM will then replace all pictures in the eblast with links to your Apache web listener.
  • At any time, you can see the email that was sent to the patron in WYSIWIG format rather than as a web page.
  • During the upgrade, any pictures in an existing form letter will be extracted out and a link put in place. For those with a lot of pictures in emails, your database backups will get smaller, in some cases significantly.
• Documents now support drag from desktop and drop of pictures (as well as copy/paste of pictures) to help in the layout of emails and eblasts
• Email setup now supports MD5/CRAM authentication of user id's and passwords. ISP's and Exchange server are starting to require stronger authentication and security requirements.
• Email setup also supports SSL transport. Email providers like GMAIL require that feature and Theatre Manager now supports it.

Patron Sales Process

• We've added a new icon to the ticket list on the patron window that indicates if the ticket was contained in a shopping cart - meaning it was sold on the internet. The purpose of this is so that you can tell how that ticket was sold at a glance (box office, internet, subscription, or gifted ticket) and perhaps respond differently.
• Redemption of Passes has been enhanced for clarity and to prevent some issues. The changes only affect two types of passes which are 'free admission' and 'average $/admission' and include the following:
  • Each ticket to which a pass is applied is now tracked by Theatre Manager on the ticket record. We now track exactly which ticket was altered in price by a pass. This prevents two passes being applied to the same ticket in error.
  • Applying multiple different pass payments at time of payment will no longer show a ticket to which a pass payment has been applied. As an example, suppose that a subscriber buys two tickets and uses pass #1 for one ticket; that ticket will be marked as having had a pass applied. The application of a second pass # will no longer show the first ticket. This should reduce errors at the box office.
  • If you try to refund a pass payment (before deposit), Theatre Manager will tell you which tickets were affected by that pass so you can go and refund those two - meaning that you are advised if somebody got a discounted ticket based on one of those two pass types.
  • If a ticket is placed on account, you can now apply one of those types of passes retroactively to the order. TM knows which tickets were affected (or not affected) and will only offer those to be discounted.
• During the ticket booking process, if a user tries to sell a hold that they are not permitted to use, they will get a prompt asking for Permission. After permission is granted to that hold code, any other tickets with that hold code will also get booked. The user will have use of that hold code for the duration of that order.
• Fixed an issue where balance displayed on the title bar of the patron window for outlet versions included totals from other outlets.
• Corrected an issue where errors generated by using a plug in were not displayed to the user.
• Added checkbox to the payment window to select printing of a credit card receipt on a per order basis.
  • If the company default is to print credit card receipts, this checkbox will automatically highlight for the user as soon as there is a credit card payment taken. The user can selectively turn it off, if desired.
  • If the default in company preferences does not require receipts to be printed, clicking on this checkbox will print all credit card receipts in the order when the tickets are printed.

  • this checkbox must be set before the last payment is taken and the order window closed otherwise credit card receipts will not print.

Check for alternate credit card delimiters when using a french or international keyboard and swiping a credit card using a USB swipe. The swipes now operate independently of the US/international and French keyboard settings.

Web Sales

• Added additional checking to ensure that only merchant accounts with credit card payment methods available online will ever be selected on the start of the web listener. Previously, it was possible to have multiple merchant accounts and have all the cards available under the merchant account that was available only at the box office. This check alerts to that situation at start of the web listener, rather than discovering it at checkout.
• Introduced some changes to the 'print at home' process. If you change the web pages to match these new changes, TM will now only print the tickets that are for real events. Tickets for control houses can no longer be printed.
• Adding of patrons to the database from the web module was rewritten to allow each venue to specify which phone numbers, emails, web sites, fax, etc should appear on the web pages, along with the order that they should appear. If not specified, one of each will be provided.
• The event popup search list will now clear itself each time the cache is cleared or code tables are changed so that it is more reflective of events taken off sale - in real time.
• Fixed an issue where it was possible under certain circumstances for people with the same email address to get added to the database twice during web sales. It all depended on how edits were made to web pages in the 8.23 and 8.24 upgrades. We have made the web listener do further checks to prevent this
• Allow TMError.txt to be CR, CRLF or LF delimited - depending on platform of the apache server and user's editors preference for changing web pages.
• You can now move the picture of the event to the website at the click of a button where it will be saved as a jpeg and shown in the event description (after the web pages are updated)
• During the upgrade, Theatre Manager scans all existing patron passwords and resets any that have some special characters that could possibly affect PCI compliance on a web site. Examples are <>()& and some others. Those patrons with interesting special characters will have their password reset to a random 10 character password and will need to request their password. This is a side effect of PCI compliance requirements.
• The option of selecting HTML emails has been removed. At one time this was a preference required of the sender of emails. These days, the email clients decide if they wish to view HTML or not - because all emails actually send both HTML and non-HTML versions within the same email.

End of Day/Accounting

• Introduced the final set of changes to enable export of financial transactions to the BANNER system. This is custom-designed to fit a particular venue's needs, but we suspect that with minor changes, it may also be of use to others using BANNER.
• The merchant setup window now shows the credit cards in the code tables associated with that merchant. If you have multiple merchant accounts, you can now drag those payment methods from one merchant account to another. This will be helpful to easily set up the data if upgrading to PCCharge 5.9.2 or for those switching to Paymentech Orbital.
• The posting to G/L process now includes the option of shredding all credit cards if a venue implements Schedule "D" with retention of only current data. This is to reduce possible exposure for old credit cards numbers.
• Fixed a timing issue where the 'date last deposit' would not get set and TM would report, erroneously, that you have not done a deposit for a few days. This could occur if the deposit process too longer than normal because there were a lot of credit card and cash sales in one day -and- a web credit card sale came in after processing the credit card deposit but before finishing processing the cash/check deposit.
• Fixed a possible cause of an end of day imbalance if the user sold a gift certificate and decided to change the redeemable amount from the purchase amount. Despite being an infrequent occurrence, there is a new permission required for employees to be able to do this.

Employee Information

• As part of PCI DSS 1.2 compliance, Visa required that this upgrade change the settings for passwords so that they must meet Visa's minimum password restrictions. If you had not made that change in a prior version, you will have to log in the first time with your password typed in upper case.
• We have integrated Growl Notification into Theatre Manager so that meeting reminders, task alarms and some system notifications will show a passive window that appears for a few seconds and then fades away. This feature can be enabled and disabled on a per employee basis. Notifications will still appear in the notification window. The purpose of growl is to allow the notification window to get buried, ye the user will receive a small hint that there is something significant to deal with.
• All saved window preferences have been removed because they are incompatible with the new drag and drop of columns. Each user will need to reposition their columns using this new drag and drop feature.

Donations

There is a significant underlying change to donation management in this release. A new field has been implemented called 'Receipt Not Required' that is applicable to each donation. If it is set, no receipt can be printed

• Any donation receipt that was marked as 999999 or 9999999 will be set to the 'Receipt Not Required'. This was the old mechanism to track no receipt required to be printed. Those donation receipt numbers will be set to zero.
• This addresses an issue where the next donation receipt would get set to 10,000,000 if the user tried to batch print a donation and it was indicated that no receipt was required on the campaign. This can no longer happen
• Add an option to only print donation receipts if they are over a certain amount
• During donation entry, the receipt printing options will be verified against the donation campaign. You can only select receipt options that will work for that donation campaign and giving level.
• Any payment taken for the donation will automatically have the 'No Receipt Required' flag set for the receipts - if in fact, no receipt is required based on the campaign settings
• If you change the setup of a campaign from printing receipts to not print receipts or decide to add a minimum value before a receipt can be printed, Theatre Manager will ask you if you want to mark unprinted historical donation receipts as 'no receipt required'. If you do not do this, a donation receipt will still print. If you do reset them, the flag will be set for all receipts not yet printed for the campaign
• If you change a campaign on an actual donation that has existing unprinted receipts, and the new campaign means that receipts should not be printed, TM will ask you if you want to set them as 'no receipt required' similar to changing the entire campaign setup
• Donation Receipt printing will completely ignore any receipt marked as 'no receipt required'
• 'No receipt required' can be set on complete donation as the receipt option (even if one is normally printed), or can be set for a particular receipt if there are multiple receipts on a specific donation because there were multiple payments
• Allow multiple people to print donation receipts simultaneously

Paymentech/Orbital Changes

• Address a possible error condition that prevents authorization of credit cards where the content of any data field could contain < > or an &. Some patron names look like 'Doug & Laura' which was failing authentication and was being rejected by orbital.
• Only send User ID and Password if both are supplied in the merchant record. Paymentech supports two authentication methods: IP restricted, or User Name and password. If authorizations are restricted to an IP range, then user id is not required.
• Added a button to provide a direct link to the Orbital secure commerce page to make it easier to get end of day batch totals.

Facility Management

• There is a new notification scheme for outstanding messages, letters, emails and todo's. At the start of Theatre Manager, the task list for today will pop up. You can dismiss that dialog if you want, or actually merge and print a letter there.
• This dialog will pop up if there are new alarms. You can also obtain the list of today's action items from the 'Patron Sales' menu.
• There are settings in Theatre Manager so that you can have meeting notifications emailed to patrons, staff and vounteers. If a user adds the meeting to Outlook, iCal, or an RFC 5545 compliant calendar; an email will be sent back to Theatre Manager and the system will update the calendar/meetings in Theatre Manager with the status - even if it is from a patron with no access to TM. We think this can be used for a lot of things like Volunteer Management or Development meetings.
  

  If the end user's Outlook client is set to send emails as RTF or HTML (in some versions), the response sent back by Outlook is in a Winmail.dat file which we do not yet read. You will be able to still go in with your Outlook (or other) client and view the message by hand and update your Theatre Manager information.

• Email of volunteer schedules is now possible for those with the facility management module. After scheduling volunteer activities as in the past, you can now tell the facility management module to send calendar invitations to the volunteers. Volunteers can place those calendar items into their personal calendars and confirm their volunteer activity.
• There have been some changes to facilitate printing calendars and project calendars.
• Added feature to resend invitations if they are lost.
• Refinements to the processes for dragging information on calendars.
• Added some more meeting status codes for automatic emailing of calendaring information.
• During the addition of new performances, show any all-day tasks that occur in the venue on the final calendar. These will appear in red so that you may be informed of any conflicts that could occur in the venue.
• Speed improvements on redrawing calendars.
• You can now move the picture of the resource to the website at the click of a button where it will be saved as a jpeg. This is for future compatibility with facility interaction on the web.

Miscellaneous Changes

• Added Cut/Copy/Paste to the pictures fields in Theatre Manager. You can now copy the picture to the clipboard from the database. You can also get a picture from another document and paste into Theatre Manager in addition to dragging from the desktop and dropping onto the picture fields. We have found some sites using Citrix or Terminal Services that do not allow access to the local desktop, so this works around that. Pasting an image will let you navigate folders to find an image.
• All reference to merging emails from the report window have been removed. Since version 8, it always occurred though the form letter merge. This just removes the hint to go there.
• Fixed Tent Report for attendee's of Dinner theatre that print 'Tents' for each table's attendee.
• Fixed issue of dragging Volunteer information onto the play window to assign a volunteer to a performance
• Added a new option to printing of invoices to subtotal by event and/or performance rather than just be event in earlier versions
• Improved the performance of some attendance and sales reports by optimizing the SQL.
• Fixed the tool tip on the button used to write off the unused portion of a pass to un-earned revenue. Also forced an update of the list window on the patron screen that was used to open the pass when writing it off.
• Add an option for gift certificates so it is now possible to sell a gift certificate with a different redeemable value.
• The Sales Promotion setup window now has a tab that lists the performance that the promotion was used in and a tab that shows all transactions that used the sales promotion.
• Added audit transactions to log the last status of the database backup on a once a day basis for the first person who logs in
• Track the size of the last backup file and compare to the prior one. If the size of the backups start to decrease, the user will receive a warning to do something such as verify if the backup really ran
• The field PAY_CARD_EXPIRY can no longer be added to a ticket face due to the FACTA law
• The option of selecting HTML emails has been removed from the patron entry windows. It is no longer required because all emails send both HTML and plain text mime types so that the actual choice of viewing HTML emails lies with the email client, not the sender.
• Fixed an issue duplicating a gift certificate where the redeemable amount would get set to zero accidentally causing an EOD imbalance - bug introduced in version 8.25.00

Things a venue will need to do

• Read all prior release notes back to the version you upgraded from and follow any instructions for each version under the subject 'Things a venue may need to do'.
• Upgrade Postgres to version 8.4.4
• Obtain the latest version of the backupTM script and revise it using the instructions so that last backup date can be tracked and written back to the database.
• Inform employees that they need to:
  • reposition the columns in lists by dragging the column header
  • Right click on a column header in a list to add/remove visible columns
  • hold down the caps key to type their password if you did not have PCI passwords settings turned on in earlier versions
• Go to company preferences and set up the:
  • meeting management email SMTP and POP server addresses - if you have facility management. This is used to send and receive all emails for scheduled meetings. We recommend a special email address such as scheduling @ yourvenue.org that is intended specifically for meeting tracking purposes.
  • FTP settings under the "Apache" tab and enter the information required to FTP the images to the Apache server. This may also mean that you have to set up FTP access to your Apache user using Filezilla on the PC and File Sharing on the Mac. Instructions for doing so may be found by clicking here.
• When printing invoices, you may need to reset to default and/or pick your ticket summary preferences again due to the new options for summarizing tickets
• review all ticket faces to ensure that PAY_CARD_EXPIRY has been removed successfully and test print your credit card receipts
• Compare the new standard web pages and make the required changes as per below in the htdocs folder.

Changes to Web Pages

• Make a copy of the htdocs folder and make all changes in the copy of the folder before installing version 9.00
• Once they are done, install version 9.00 and then replace the old htdocs folder with the htdocs folder containing the changes.
• Please download the web page updates and compare the web pages in the htdocs folder with with the template files in this mini archive. If you have not made any changes that were required from prior versions, you may need to get the full set of standard web pages and compare them.
• Please refer to Recommended Apache config changes for PCI to see if any of the patches apply to your venue.

On PC Apache servers, please find all files called '.ds_store' and delete those for PCI compliance.

Files in the main htdocs directory
TMsysNoListeners.html	this is a new file. It is activated if there are no listeners for any outlet active and/or if the user attempts to get a listing of the /TheatreManager directory. use it to redirect the user to the correct outlet.
Files in the each outlet directory (1)
TMsysBusyListeners.html	compare old page to new
TMsysErrorListeners.html	compare old page to new
TMsysNoListeners.html	compare old page to new - this is similar to but not the same page as in the main htdocs directory. It indicates that a specific outlet has no listeners running.
eblastimages	this is a new directory that will contain all jpegs used for eblasts and for pictures used in the 'event' marketing tab. Please make sure that the FTP user in 'Company Preferences' has full read/write access to this folder, and all other users have read access
Files in the main WebPagesEN directory
TMpatronUpdate.html	compare old page to new. Changes are to better handle multiple patrons in the household.
TMpatronNew.html	compare old page to new. Changes are to better handle patrons trying to add themselves twice.
TMpatronNewEmail.html	minor changes to add company name to the email
TMpatronUpdateEmail.html	minor changes to add company name to the email
TMCheckoutConfirmation.html	Remove the credit card expiry date from the confirmation per FACTA. Also provide capability ot printing receipt, printing ticket bar codes in controlled manner.
TMCheckoutInvoiceEmail.html	Remove the credit card expiry date from the email per FACTA
tmTemplates
rowPatronEmail.html	compare old page to new, specifically remove HTML email preferences CCL_PREFER_HTML
rowPatronEmailLimitedProfile.html	compare old page to new, specifically remove HTML email preferences as above
rowCheckoutDonation.html	removed the bar code column. This was done for esthetics, performance improvements and to direct the user to askingfor a specially formatted bar code page that contains only ticket information. This and similar changes are optional, but recommended
rowCheckoutFestival.html	removed the bar code column
rowCheckoutMailFee.html	removed the bar code column
rowCheckoutOrderFee.html	removed the bar code column
rowCheckoutPass.html	removed the bar code column
rowCheckoutReserve.html	removed the bar code column
rowCheckoutSub.html	removed the bar code column
rowCheckoutSubNewGroup.html	removed the bar code column
rowCheckoutCoupon.html	removed the bar code column
rowCheckoutCourse.html	removed the bar code column
rowCheckoutOrderCouponFee.html	removed the bar code column
rowFutureTicketHeader.html	revised to to remove an extraneous </script> tag
rowPatronAddress.html	markers to identify mandatory fields
constantPATRONCONTACTEXISTING.txt	new file
constantPATRONCONTACTNEW.txt	new file
setPROMOTIONSUB_LIST.html	used to present alternate options for price/promotion/price code for subscriptions. Example. Regular tickets might show price, subscripitons mught just show promotions as in 'Subscription'
setPROMOTIONSUB_LISTempty.html	used to present alternate option for 'no subscripitons available' if Theatre Manager cannot find a price.
tmFooter.html	New file containing google analytics code and addition of possible footer for each web page (see version 9.01)
tmCampaign
tmCampaign1.html	compare old page to new, minor changes
tmCampaign2.html	compare old page to new, minor changes
tmCampaignDefault.html	compare old page to new, minor changes
tmEvent
tmEventDefault.html	revistions to show an picture placed into the 'events' window on the marketing tab. This allows you to put pictures into the default 'about this event' page within Theater Manager and not touch the web pages.
tmEvent1.html	same as above
tmMaps
TMSubscriptionMapDefaultf.html	compare old page to new, minor changes.

Version 9.01

Upgrade Time

The upgrade time from version 9.00 should be relatively short.

There are NO mandatory web page changes that must be done when upgrading. One of the changes we made was to easily enable google analytics to be deployed in web pages footers. You may wish to review page changes for that purpose during the version 8 to 9 upgrade.

This is a WALKAROUND install that contains CRITICAL fixes for web security that should be installed immediately.

Key Changes in Version 9.01.04

The key enhancements in this version are the introduction of:

• A key fix to the web listener that deals with one possible security issue that should be dealt with as soon as possible.
• an easy way to include google analytics code in your web pages and e-blasts.
• the Hot Seat Analyzer that lets you find which seats are worth more to you and adjust prices accordingly
• Most of the rest of the changes are minor bug fixes and enhancements since 9.00 was introduced

The following changes have been made to Theatre Manager since version 9.00

Web Pages and Eblasts

• A small but significant enhancement was made to Theatre Manager to allow you to paste your own custom google analytics code into a field on the Company Preferences screen. The purpose of google analytics is to allow you to track (free of charge) where customers come from and which pages they are using. If you have a google analytics account, then:
  • Change the web pages to add the custom footer we created (as per the bottom of this web page) so you can easily implement and/or change the use of google analytics in the web pages.
  • and add a new custom field to the bottom of each e-blast that will add the google analytics code to an eblast for tracking purposes. This field is found under 'current addresses' called 'Google Analytics'
• Fixed an issue where a new patron adding themselves online would get a random password assigned to them - and then they would have to ask for their password before logging in a second time. This was introduced in version 8.25 and is now corrected.
• Fixed a rare issue on OSX getting the local IP address of the machine if there were multiple NIC's and/or virtual machines that gave out IP's.
• In venues with multiple languages, you can now set the default language explicitly in company preferences. For existing venues, it will select the first language in the list, typically EN (English).
• Implemented an easy add of a patron to a mail list from an eblast by creating an encrypted token that lasts for a very limited time. When added to the link, it will automatically sign in the patron.

Patron Sales Processes

• Enhanced the USB credit card swiping process to handle french and some international keyboards. The information from the USB swipe was being interpreted by other keyboard layouts and the delimiters provided by the USB swipe appeared different. TM now adapts to the different delimiters so that users can change their keyboards and not affect the swipes.
• Added a permission when selling gift certificates. Normally the redeemable amount should be the same as the purchase amount, although you can sell a certificate that allows some 'free' bonus money on the certificate over and above the purchase price. This new permission will alert managers if somebody tries to change the redeemable amount from the purchase amount
• Fixed a performance issue when printing one or two tickets from a house account that had a lot of tickets. Previously, TM was taking some time to merge the printed date back into a long list of tickets. This has now been dramatically improved.
• Search by the name/company field no longer puts the search in uppercase. It leaves it in Caps case as it used to in version 8
• Fixed an issue that prevented selling held seats on the theatre map where a user did not have permission to sell the hold, yet had just been given that permission. This now works correctly. Previously, if a user tried to sell tickets that were on hold, but they did not have permission to that hold code, Theatre Manager would ask for a manager over-ride. When given those tickets were sold as expected. If the user tried to sell more seats with those same holds, TM would ignore any attempts to sell subsequent holds of that type until the order was closed..
• Deleting one of the patrons in a multi-patron household, or the last patron in a household will now delete immediately even if there is credit card or mail list information for the patron. This should make it easier to delete patrons with minimal data - yet if they have orders or payments, etc, the patron still cannot be deleted due to audit reasons

End of Day Processing

• Fixed an issue that would cause EOD out of Balance if the user duplicated a gift certificate. When ever the redeemable amount was set different than the purchase amount, the end of day would be out by the difference. This is now fixed.
• Changed how the next till balance and deposit numbers are retrieved from the database to eliminate the possibility of two people having the same till balance number

Facility Management

• Some minor tweaks to the interface to reduce the number of notifications while working on a calendar

Miscellaneous Changes

• There is a new tool called the Hot Seat Analyzer that helps you find out which seats are used the most in a give venue, or have provided the most revenue for a selected set of performances.
• Fixed an issue where customizing the field names did not always result in them getting updated throughout Theatre Manager until an update occurred
• Fix a couple of dynamic reports where the columns were not being set correctly - this corrects a bug introduced in version 9 because of the column dragging feature
• Fixed column sorting when the list contained hidden fields that could never be displayed.
• Fixed issue where TM could crash if there was no help available for a message notification entry in the list of 'today' tasks popped up by the facility management module reminder mechanism
• Fixed a display issue when the duplicate prices function was used on the event window - the prices were duplicated from another event, but the screen did not redraw, leaving the user to think that the copy did not occur - when in fact it had.
• Revised the 'Ping Computer' window to show the local IP address correctly under some circumstances
• The description of the customizable second 2 field in the marketing windows has been updated so that it is easier to find the name of the field when creating criteria in a report or in a mail list. it now reflects the name you give the field rather than a generic field name
• Fixed issue where exporting of data from any list for from the reports export feature was broken when column dragging and dropping was introduced. Export now works
• Fixed a cosmetic issue so that the word processor tools window will now go away when doing an eblast merge instead of floating on top. Cancelling the merge will re-open the tools window.

Things a venue may need to do

• Read all prior release notes back to the version you upgraded from and follow any instructions for each version under the subject 'Things a venue may need to do'
• Compare the new standard web pages and add the google analytics 'footer' to each web page as per the standard web pages. Do not make it to all pages, just the ones in the standard web pages.

Changes to Web Pages

Please download the web page updates and compare the web pages - but only if you want to implement google analytics page tracking. If this is the case, about 80% of the pages will need changing as below.

• Look for the lines at the bottom of the appropriate web pages that look like

  </BODY>
  </HTML>
  

• insert a line right above them so that the end of the web pages look like

  <!--#include virtual="TMtemplates/tmFooter.html" -->
  </BODY>
  </HTML>
  

There is a new page in TMtemplates called 'tmFooter.html' that you will need to put in place.

Version 9.02

Upgrade Time

The upgrade time from version 9.0x should be relatively short.

There are one mandatory web page change that should be done during the upgrade process to support our testing of a forthcoming iPhone app under development. Other changes are optional.

This is a WALKAROUND install.

Key Changes in Version 9.02.00

The key enhancements in this version are the introduction of:

• We are working on an iPhone app to allow people to find venues near them. When released, the details will be provided at that time. However, there is a web page change that is required to customers at version 9 (see bottom) that wil lbe required to show events at venues using Theatre Manager
• Most of the rest of the changes are minor bug fixes and enhancements since 9.00 was introduced

The following changes have been made to Theatre Manager since version 9.01

Ticket Sales

• Fixed an issue where courses sold online and assigned to an alternate member of the household did not create the 'gifted ticket' properly. This meant that the attendee of the course might not have been assigned properly. This has been fixed and and any assigned incorrectly should be corrected on update.
• Ticket printing now converts some accented UTF8 characters to the ascii equivalent when printing tickets. For example, an accented 'e' or umlauted 'o' will be translated to 'e' or 'o' immediately prior to printing tickets an no longer show up as '?' on the ticket.
• Revise message that user sees when they are not able to do 'delete' of credit card information. It now specifically tells them to get a supervisor to permit this action and that it should not normally be done (i.e. use a full void instead)

Mail Lists

• Added a feature to allow adding people to a mail list based on the person who bought the ticket -or- the person that the ticket was gifted to. This allows you to build a mail list of people to receive the tickets (or attend a class) and do an eblast to them. By combining two lists of those who bought and those receiving gifted tickets, you can notify anybody related to ticket purchases.

Facility Management

• Various minor changes to calendars and dragging patrons to assign them to a task
• Growl Notifications should now fire for all items that are newly added to notifications
• Added notifications for unsent task invitations
• Revised the interface to the notification window to be simpler. It now focuses on accept or discard the task notification. A user can double click on a line to open the task and perform all functions generally available to modify the task
• Added customizable field to allow user to rename the word 'Resource' in facility management and update various parts of Theatre Manager where the word is used.
• Ensure calendar attachments are sent to volunteers in a specific situation where some of the calendar items were past due. If that was the case, none would be sent. This is fixed.
• The start day of the week on the calendar is now being set properly if it is different on each filter
• Correct an issue where duplicating a project did not properly update the hierarchy of the categories in the project
• Fixed acceptance status when adding yourself to a task - it now assumes you are fully accepted and confirmed on a meeting

Web Sales

• The behaviour of entering a pre-sales access code on the web site has changed. The first time a user enters one, they will be taken to the event list window and it will show only the events that were added because of the presales access code to let the user find the event quickly. For any search after that, the user will see normal events intermixed with presales access events. This feature might be enhanced later to more clearly delineate the two types of events.
• Minor fix to flags showing pre-access codes and coupons. If a Pre-access codes is activated, the ticket search window now shows the entry field. If a coupon code is now activated, then the entry field will show on the shopping cart window
• Random generated passwords for email addresses entered at the box office can no longer have blanks in them. This prevents confusion for users where the password contained a blank at the end when mailed to the patron.

Word Processing

• Fixed an issue introduced in version 9.01 that made it difficult to edit an existing document. Theatre Manager was forcing the tools palette window to the top making it very difficult to change the actual document.
• Fixed an issue in documents with row fields in them that were created since the introduction of version 9. Any document with a row field created after version 9 will need to have the row field re-created for it to actually work. Any document created in version 8.24 or earlier will work correctly without changes.

Miscellaneous

• Database Names can now have blanks in them
• Fix problem with user/over-ride where closing the over-ride window allowed access instead of denying it for mandatory entry of CVV2 number.
• Prevent entry of numbers greater than 12 digits for the donation giving level. This was causing an SQL error

Things a venue may need to do

• Read all prior release notes back to the version you upgraded from and follow any instructions for each version under the subject 'Things a venue may need to do'
• Compare the new standard web pages for the web pages listed below and make appropriate changes.

Changes to Web Pages

Please download the web page updates and compare the web pages.

Files in the main htdocs directory
TMSysNoListeners.html	Compare and make changes
Files in the each outlet directory (1)
TMCart.html	revisions for coupon and where to send the user if a coupon is entered.
TMcheckoutCardError.html	compare to original
TMcheckoutConfirmation.html	compare to original
TMCoupon.html	compare to original as it has revisions to redirect user based on kind of coupon entered.
Files in the main templates directory
RowTicketEventExport.html	mandatory revisions to support forthcoming iPhone applicaiton.

Version 9.04

Upgrade Time

The upgrade time from version 9.0x should be relatively short.

This is a WALKAROUND install if upgrading from version 9.00 and 9.01. It will self deploy if upgrading from version 9.02.

Key Changes in Version 9.04.14

There is on new feature that has been added to allow you to plot your patrons on a map using google. Only about 100 distinct points are supported by google's static map function but it lets you see where distributions of people lie. The picture at the tight is from patrons on Poplar street in Memphis. The data was geo-encoded using google's geo-encoding api.

This data can be accessed from the patron list or a patron mail list using the context menus.

Almost everything else in this version is primarily a minor usability enhancement release and a collection of minor bug fixes. It is recommended for all venues using version 9. The following changes have been made to Theatre Manager since version 9.02

There are no mandatory web page changes or additional tasks that a venue need do after installation that are specific to this version. There were some minor wording changes in some web pages that do not need to be made if you are satisfied with your current pages. Please read prior release notes if upgrading from earlier versions to see if there are tasks for earlier versions.

Ticket Selling and Associated Processes

• The best seat algorithm has been substantially improved for searching for seats when the '#' is used in the best area (This mainly affects dinner theatre venues with 2 and 4 tops). It also does a preemptive check to make sure that any seat that might be offered is not in an expired shopping cart that has not yet been cleaned up.
• Printing tickets now does a better job of catching some diacritical characters in the data to be printed on a ticket face and change them to non-accented characters - so at least the text will print.
• Fixed condition checking for the response from the 'manager over ride' window for some functions. It now properly catches people closing the window and interprets the response as a 'deny' instead of 'accept'
• Quarterly Post Dated Payments are now 3 months apart instead of 4 months
• the full credit card information is no longer shown on the 'auto-renewal' tab of season subscriptions for any user. it will only show the masked card number. This avoids needing to generate audit transactions for this situation.
• Fixed an issue with Orbital that prevented authorizations of names or addresses were longer than 30 characters.
• Events marked inactive no longer can be sold at the box office or the internet. Previously Theatre Manager only checked the on-sale flags. it now checks the active flag as well.
• Added a feature when changing merchant accounts. If you move a credit card payment type from being associated with one merchant to another, any unprocessed post dated payments are now moved along to the new processor. This saves deleting and re-entering post dated payments. For venues that added a new merchant record recently and who have this issue, you can move the payment from the new merchant account, back to the old, then back to the new merchant account to pick up the post dated payments and get them under the correct merchant. Then they will work without deleting them
• Enhancement when decoding swiped credit cards to work with swipes that send a start string of 5B instead of the normal %B
• Revised using gift certificates after the order is complete so that the process is able to be used from the ticket tab and the order tab under various scenarios. Previously, it would only work from the order tab using the 'payment' button
• Fixed an issue where coupon codes could not be accepted at the Box Office in all cases
• Fixed a plugin issue in certain cases

Patron Management

• Added a Passport number to the patron record for those venues that do touring and need that information.
• Fix a bug where opening the 'other patron' in a relationship record would open the second patron window in a funny display state. It now opens the other patron properly.
• There is a new feature/option to allow sending addresses to Google to have them provide latitude/longitude information for an address (this is set in system preferences). Previously this came from the built in city lookup table. The added benefit for US customers of using google is that it may provide more accurate date right to the house level. If Google does not provide a suitable lat/long, then the city lookup table is used as a secondary option automatically
• Tm now tracks how addresses were geo-encoded. You can select a number of addresses from the patron list or within a mail list and ask Google to geo-encode them more accurately. Data already encoded by Google will not be re-encoded. Note: google only allows approximately 2500 encodings per day per URL for non-commercial purposes.
• You can select a number of addresses on the mail list and/or patron list and encode them.

Donations

• Added a tab to the donation detail to allow associating tasks and meetings with a donation
• The donation list in the patron window now includes an icon that shows if a donation still has post dated payments that have not yet been processed.
• Prevent entering large numbers into the donation giving level ranges. The limit is 12 digit donation levels.
• Quarterly pledge reminders are now 3 months apart instead of 4 months
• Default the fiscal and program year on soft credits and matching gifts to be the same as the original gift when entering it for the first time.
• Fixed the 'donors behind in their pledge payments' report as well as a stored procedure that tracks the data to print on the report

Mail Lists

• Added an option to select all members of a household to add to the mail list if at least one member of the household was found using the criteria. You can now add a) only the patron found, b) the primary household member or c) all members of the household
• Mail lists now allow you to select between who buys the tickets or who the tickets were gifted to when determining who to add to the mail list for tickets
• Fixed saving of criteria and restoring saved criteria in reports and mail lists

Web Sales

• Fixed the probable cause of some holds being left in a shopping cart when the patron checked out - and the tickets not being sold but left in an interminable 'i' status. It occurred when two people were looking at the same seats and any one of the patrons were browsing anonymously. It could also lead to cart checkout problems on systems under load.
• Fixed an issue where searching for best seats on the web could leave an inordinate number of 'temporary' locks on seats so that they could not be purchased by somebody in the box office. A web listener always had access to any seats that they temporarily held and released
• Fixed a condition where specifying an alternate port for web listeners did not work properly.
• No longer allow random generated passwords for patron web access to have a spaces in them. This affected the ability to copy/paste passwords from 'forgot my password' emails into the web sales component if the last character in the password was a space
• The icon used to access server stats on the web listener window has been changed to be the apache logo
• Remote assistance has been added as a button to the web sales window in case people need it. It was disabled and not-available on the main toolbar
• Use of secure FTP now really means FTP with TLS. The next version of TM will support FTP with SSL and FTP with startTLS
• Fixed an issue with dollar value gift certificates sold on line where the purchase amount was not being set right if it was a variable price gift certificate
• Fixed an issue where logging in with an email typed in upper case was not properly converting it to lower case before checking if the user was in the database
• Fixed an issue when searching for best seats in a section and the section was full which could cause the listener to loop looking for more seats and appear hung
• Fixed an issue where it was possible for people not to find their email if they typed it in a different case than when they originally entered it.
• Changed the encoding of all html web pages to be UTF8 so that any accented characters in the database would be rendered properly on the web pages and the full web page will be returned.

Facility Management

• Fixed a small bug where access to resources could have been disabled in the setup menu.
• Fixed a display issue where all day calendar items were not showing up in the calendar if the event overlapped onto the next day/week/month of the calendar
• Changed the icon for 'waiting for response' to a meeting invitation so that it is not as similar to the 'new response' icon
• There are new fewer un-neccessary growl messages when the notification window is updated
• The behaviour of the notifications window has been improved in a number of areas. Some labels have been given better descriptions, tasks for today no longer show alarms, and you can now add meetings you create yourself to your own iCal or outlook calendar by sending a meeting notification.
• Fix display of people working an entire event in the 'play/event' detail window
• Adjustments to display when looking at the volunteer planning calendar
• Changed the security setting in all locations that access task resources so that the security item is common
• Fix cosmetic display issue when adding multiple people to the same task to schedule a meeting. TM no longer shows all the participants on the patron window temporarily.
• Added a 'facility Management' tab to company preferences to consolidate any future preferences into one place. Some company preferences information was moved as a result
• Duplication of a project now gets the correct default play information
• Fixed an issue where duplicating a project did not update the hierarchy of categories in the project properly
• when duplicating a project, the order number is now cleared so that the duplicated project can be billed to another client
• Changing a task that forces a refresh of the calendar will no longer switch the calendar to the default view for the filter. It will now stay on the current view the user sets the calendar in.
• All calendars now update when a filter is edited
• Fixes to entering volunteer history date/time and duration when associating it with events and performances
• Fixed an issue when when multiple volunteer records were dropped onto a calendar, the calendar could display the same record multiple times until the screen was refreshed.
• When performance dates were changed, volunteer history records were not properly being updated based on the new date/times. Now fixed and date/times adjusted automatically.
• Fixed some issues where volunteer hours were not being calculated correctly

Theatre Maps

• Adding pictures to new venue maps have a restriction in size so that multi-megabyte images are not allowed to be stored - for performance reasons. The graphic maps are meant to be vector based (PICT or WMF) and small for performance, generally under 100K.
• Detect a condition where changing the logical seat numbers of seats in a map might cause the seat names for existing tickets to go out of sync. Any change to the logical seat order with in the 'seat name' tab will now update all existing tickets to ensure consistency.

Miscellaneous

• Fixed issue where mail list telemarketing report would not print
• Fixed issue where preferences and window positions would not save. This occurred when people logged in simultaneously to multiple machines
• Changed fonts used on the table tent report for dinner theatres when the report is printed on a PC. It should now paginate better
• Prevent using Postgres version 9 database server if bytea_encoding parameter is set to anything other than 'escape'. This is for compatibility with venues that may wish to install the recently released postgres 9.0.1 version of the server. Postgres 8.4.4 is still the minimum accepted version of the database server.
• remove the BOM marker at the beginning of the 'Seat Export' (theatre maps), the GL entry export and other export of lists.. This should allow other systems and programs (like Excel) that are not UTF8 compatible to still handle UTF8 exports without the BOM character at the beginning.
• Changed the location where Theatre Manager looks for the application preference file on windows 2000/XP from USERPROFILE to APPDATA. For almost every user, this will be transparent. If a venue has done linking of the APPDATA directory to a network folder, this version of Theatre Manager supports that feature
• Updated the version of TeamViewer Remote Access to be latest available
• Additional fields have been added to the data import process for the user to use

Things a venue may need to do

• Read all prior release notes back to the version you upgraded from and follow any instructions for each version under the subject 'Things a venue may need to do'. Please note that ALL the web pages changes in this version are minor grammatical changes or of minimal impact and do not need to be implemented unless you wish to make them.
• Compare the new standard web pages for the web pages listed below and make appropriate changes.

Changes to Web Pages

Please download the web page updates and compare the web pages.

Files in the each outlet directory (1)
TMcheckoutConfirmation.html	Cosmetic wording changes
TMmailListUnverifiedEmail.html	Cosmetic gramatical change to the text that says venue will not disclose any information. Changes were made in a couple of words to make the meaning clear.
TMpasswordChangedEmail.html	Cosmetic grammatical change, see above.
TMpasswordEmptyEmail.html	Cosmetic grammatical change, see above.
TMpasswordForgotEmail.html	Cosmetic grammatical change, see above.
TMpasswordResetEmail.html	Cosmetic grammatical change, see above.
TMpatronNewEmail.html	Cosmetic grammatical change, see above.
TMpatronUpdateEmail.html	Cosmetic grammatical change, see above.
Files in the main templates directory
rowFutureTicketPrintCourse.html	small code change to display bar code only if the setting for the event is to print tickets. If tickets are not to be printed for the event (and bar codes are allowed online), then no bar code will be printed for this ticket.
rowFutureTicketPrintFestival.html	same as above
rowFutureTicketPrintReserved.html	same as above
rowOldCartPrintCourse.html	same as above
rowOldCartPrintFestival.html	same as above
rowOldCartPrintReserve.html	same as above
rowOldCartPrintSub.html	same as above
tmnavButtons.html	changed the default coding to not show multi- language by default.

Version 9.05

Upgrade Time

The upgrade time from version 9.0x might be 15-40 minutes (only an estimate) for an average site, it could be longer if you have lots of historical data and transactions. This is a WALKAROUND install

Key Changes in Version 9.05

1. Theatre Manager is now officially PCI DSS 1.2 compliant. The final PCI 1.2 compliance requirements signed off by the PCI council. They required one small change to TM to change for credit card encryption from 3DES/1key to AES256 at the Council's request.
2. Facility Management has been enhanced to support printing estimates and final bills based on the resources and personnel involved in the projects. The interface has been cleaned up in response to user feedback.
3. A number of web enhancements have been added. Implementing one of them may require comparing the web pages and one will require editing.

Almost everything else in this version is primarily a minor usability enhancement release and a collection of minor bug fixes. It is recommended for all venues using version 9. The following changes have been made to Theatre Manager since version 9.04

Point Release Version History

Point releases are minor version fixes and small enhancements to any particular version.

• 9.05.06 - Dec 18, 2010
• 9.05.08 - Dec 24, 2010
• 9.05.09 - Jan 9, 2011
• 9.05.10 - Jan 22, 2011
• 9.05.11 - Jan 25, 2011
• 9.05.12 - Jan 26, 2011
• 9.05.14 - Feb 2, 2011
• 9.05.15 - Feb 7, 2011 (Walkaround Install)
• 9.05.17 - Feb 9, 2011
• 9.05.18 - Feb 26, 2011
• 9.05.19 - Mar 10, 2011 (Walkaround Install)

Facility Management

• Revised the look of the task window to make it easier to enter data into the window
• Implemented private calendar items. When set, only the owner and and 'delegates' to the owner can see the calendar item. All others see the time blocked out on the calendar with the word 'private' on it.
• Changed the flow of how the gantt chart is opened to be consisted with other windows. Now, opening the project list and editing a project takes you to the project header window. You must explicitly open the gantt charge from either the project list and/or detail window.
• Implemented a standard for calendar types so that when a user picks the calendar types, Theatre Manager will now know which fields that the venue desires to be mandatory. These calendar types are set up in code tables.
• Reworked all the calendar interface to make it more consistent and standardize positions, colours, etc
• Added resources. You can now assign resources to a task (eg projector, coffee, stage, etc) and bill for their usage. Cost and prices default from the resource setup - and can be changed for each project that you assign them to. Discounting of resources is also possible.
• Implemented the ability to create an 'estimate' invoice for a task. When its time to bill to a patron, you can now print the actual invoice with the resources and personnel used on the project
• Simplified the interface for creating calendar filters and make it more obvious what each option does
• Eliminated some crashes on the calendar after rewriting how the window displays itself
• Calendar Preferences on the upper right of the calendar window now allow you to set the number of hours to view on calendars. The default is 15 hours but it can be set to 24 hours for situations like move in scheduling and round the clock operations (9.05.08)
• Disable deleting of personnel financial transactions after they have been created under the condition of deleting the personnel from the task. Once billed, reversal transactions must be created so that the order remains in balance (9.05.08)
• Posting of resources and personnel to the GL has been temporarily disabled in version 9.05.08. It will return soon, subject to some more testing
• revise 'Accept meeting' message on task window and other messages that are displayed for clarity (9.05.08)
• Fix a possible crash if the user dragged an item on the gantt chart earlier than its predecessor. (9.05.15)
• Fix an SQL error obtaining the notifications if the language preference was set to something other than English. (9.05.15)

Events

• The process of editing class dates and venues was revised to be more standard with other parts of Theatre Manager and correct some visual display issues at the same time.
• Dramatically improved finding the people who attended an event in the attendance tab. This same performance improvement was added into a number of reports that also show event attendance.
• The first and last performance dates on the event list now update to show first and last course dates if the event is for a course (9.05.08)
• Some edits were added so that only reserved seating performances can be set as a control house event (9.05.08)
• Courses can no longer be set so that they can be sold at other outlets (9.05.08)

Donations

• Fixed an issue for calculating the number of pledge reminders remaining and moved it into the stored procedures for greater accuracy.
• Relaxed rules so that donations taken with ticket sale can also be marked as direct gift or hard pledge (9.05.10)

Volunteer/Personnel

• Fixed an issue to allow entry of date ranges when the volunteer history record is not connected to an event or performance (9.05.10)
• Corrected the subtotalling on the volunteer hour summary report to aggregate by patron (9.05.14)

Sales Process

• Fixed a rare issue where an attempt to authorize a card against orbital (that failed) -and then - the payment method was changed to cash or check would cause the payment that was entered to be 'invisible' to the till balance and also prevent it form being deleted prior to end of day.
• Prevent returning tickets to events that are archived
• Prevent ticket exchanges for events that are archived
• Fix an issue in outlet sales where the ticket was originally sold by another outlet and refunded by the original outlet. The G/L now reflects the finances of how the ticket was returned properly.
• Fixed an issue where merging a patron that has purchased and is attending a course into another patron would result in additional attendance record being created. This only could occur if merging the person with a course to another person, not vice versa (9.05.08)
• Address an issue where the CC server ID (TROUT ID) was getting cleared when it should not have been (9.05.10)
• Re-enable printing of invoice footer for all invoices. It was restricted to situations where there was only tickets in the order by mistake (9.05.12)

Web Sales

• You can now require patrons to click on a checkbox during check-out of their shopping cart where they explicitly acknowledge your terms an conditions of sale. This checkbox is set in the shopping cart detail window so that you know that the patron acknowledged the conditions (in case you turn the feature on/off/on/off for any reason).
• The Web Listener now tests for certain system power mode settings on OSX. it will not start unless Airport is disabled and power management prevents sleep of the system. We have found situation where, if not done, OSX would hibernate temporarily affecting web sales performance. Windows web listeners are not affected.
• Fixed an issue with the apache module where we discovered it would only support up to 15 listeners (all platforms). The OSX module been altered to support up to 100 listeners. The Windows and Linux modules currently remain at 15 listener maximum
• Allow StartTLS ftp connectivity to the FTP server for additional security when sending pictures from Theatre Manager to your internal FTP site - when these pictures are used for eblasts.
• Fixed a couple of issues for sending back unicode characters to web pages. Accented character were resulting in the length of the page being under-reported to the apache server
• Changed the meaning of the exporteventlist function when sent to the apache server. It is now reserved for artsman use only - for an exciting future product that will be available to all. Instead, created a function called exportevents that replaces the above. Anybody using it for a drupal extract will need to fix the web pages as per the instructions below and the external link is now similar to

  http://tickets.myserver.org/TheatreManager/1/exportevents

• Fixed an issue with selling $value gift certificates online
• Search for an patrons with email addresses, yet have blank passwords and provide them with a random initial password so they can log in.
• Added a feature to the shopping cart window where double clicking on a ticket in the cart will show all transactions for that ticket number. This can be used to show the original sale and any subsequent ownership changes to a reserved seat (9.05.08)
• The web listener should now reload code tables, sales promotions, events, etc immediately after a change (9.05.10) to be more responsive to user changes.
• Fixed a display issue on the web pages when printing ticket or future tickets on the web. TM will now read the performance notes along with other note/text fields from the performance, event, and theatre map records so that they contain information. If you do not use performance notes, you will not have encountered this issue. (9.05.11)
• Fix an issue where the email notification from a change of the patron account could show up as 'dear web listener' where the venue has notifications in place for web sales. (9.05.18)

Form Letters

• Added a list on the 'Form Letters->Tasks' menu to allow you to find out who received a letter or eblast and/or look at the current status of a series of letters.
• Fixed an issue that prevented calculated/custom fields from working. You can now combine other fields to create your own. You can also make 'conditional' paragraphs - for example print paragraph 'A' if donations are over $100 else print paragraph 'B'
• Fix an issue where users using internal IP addresses to send pictures to the FTP site would see that same internal address on the email being sent out. This is fixed so that you can still use internal IP to talk to the FTP site, but the email blast process will link pictures to the external ip address 'tickets. xxx .org'
• Fix a merge issue where donation pledge reminder fields were printing on one-at-a-time letters but not when batch merged (9.05.18).

Patrons

• Fixed a small problem in a stored procedure that caused and SQL error when checking if all mandatory name information was supplied. This would only occur if the setting for required data was changed from 'name and or company' or 'name' to any other setting. (9.05.12)
• Small enhancement to quick find process when searching by order. if that finds a patron, then the patron will be added to the recent patron list. (9.05.12)

Misc

• When changing databases, if the Postgres server has been Bonjour enabled, you can blank out the IP address under Mac OSX and Theatre Manager should be able to find the server automatically for you.
• Change bonjour lookup to return IP v4 addresses instead of IPv6 for easier understandability (9.05.08)
• Some initial work on multi language on menus and toolbars. The framework is in place and needs to be expanded.
• Some performance improvements in testing and activating buttons on long lists
• Changed the '?' help button on dialogs to be a lot more obvious. It now says 'Explain?' and should take you to a web page that is explicit to the actual message.
• Show the real name of the user that last edited the record instead of the user initials
• Fixed column export order in the export routines so that only visible fields get exported
• Implement a new feature in Postgres 9 that allows setting of the application name so that it is visible in PG Admin. This feature is used to show which employees are just using Theatre Manager, or which ones are in critical areas like 'Year End Rollover', 'End of Day', or 'Web Listener'. (9.05.08)
• Fixed issue with class attendance report so that it displays attendance properly for multi-page reports 9.05.08)
• Fix issue entering a sales promotion for a coupon. It was broken in 9.05.06 and is now fixed (9.05.08)
• Asking for the export file for exporting was broken in 9.05.06. It is now fixed (9.05.08)
• Exporting the file after selecting the location for it is actually now fixed (9.05.09)
• Entering a G/L line for a G/L entry was broken in 9.05.06 and is now fixed (9.05.09)
• Created a version of TM that will run on mac PPC/G5 on OSX (9.05.09)
• Save the current columns of a list each time the column is moved or resized (9.05.10)
• Changed context menu to address main toolbar preferences from any subwindow (9.05.10)
• Fix the transaction count comparison in the order-transaction comparison report (9.05.10)
• Address a situation where it was possible to add an email address to a patron that already was in the database and in use by another user (9.05.11)
• Fix a very likely cause of random crashing on both Mac and PC . The issue lies within the database connectivity dll's requiring a walk around install. (9.05.15)
• Address an edit number error when the user was changing the data on the company preferences while other users were actively printing tickets. (9.05.17)
• Fix a very likely cause of random crashing on both Mac and PC . The issue lies within the database connectivity dll's requiring a walk around install. (9.05.18)
• Fix a possible crash when opening some windows where the spell checker was active. (9.05.19)
• Fix an issue where a GL entry could not be unposted at some specific times in the fiscal year, depending on when the fiscal year end was and whether the venue was tracking fiscal year end at start of year or end of year. (9.05.19)

Things a venue may need to do

• Read all prior release notes back to the version you upgraded from and follow any instructions for each version under the subject 'Things a venue may need to do'. Please note that the web pages changes in this version are minor grammatical changes or of minimal impact and do not need to be implemented unless you wish to take advantage of the two new features described in the release notes (require reading terms and conditions - and a new future feature we know people will like, especially if implementing new ADA regulations).
• If you are using OSX for web listeners, then you will need to make sure that airport is powered down and other power saving features are turned off. The web listeners will no longer start if airport is on (PCI compliance and significant performance reasons.)
• There are two new PCI advisories that require a small change to the httpd.conf file and a restart of apache. If your scans are failing, please install them.
• We have made available apache 2.2.17 in our standard installers. The Apache OSX installer also contains module version 1.4.5 which increases the number of possible listeners from 15 to 100 (or you can download it separately if you are not upgrading Apache). The Windows Apache Installer is also upgraded but the module version remains at 1.2.9.
• Compare the standard web pages for the web pages changes listed below and make appropriate changes.
• If you are exporting the event list to drupal, make sure to change the web pages below and also change the function that gets the events to

  http://tickets.myserver.org/TheatreManager/1/exportevents

Changes to Web Pages

Please download the web page updates and compare the web pages.

Files in the each outlet directory (1)
TMcheckout.html	Added a new feature where you can require purchasers to confirm that they have read your terms and conditions before checking out
TMticketsExport.html	Changed to describe the meaning and use of the page- but probably no functional changes to the page
TMticketsExportCustom.html	New page to take the place of the TMticketsExport.html for those venues using an export to a drupal site. This page is accessed from your drupal site using http: // tickets . yourvenue . org/TheatreManager/1/exportevents
tmError.txt	new error message (10155) that contains text required for confirming terms and conditions.
Files in the main templates directory
rowTicketEventExport.html	This must be set to the standard contents of this page - in order to take advantage of an upcoming feature (not announced yet, but nearly finished development)
rowTicketEventExportCustom.html	New Page - starts with the same contents as rowTicketEventExport.html, however if you have used the event export to drupal site, then make this page have the contents of your current rowTicketEventExport.html
tmtermsandconditions.html	New Page - contains the terms and conditions of ticket sales (or web sales) on your venue if you wish patrons to confirm prior to the sale proceeding. You MUST edit this page to set up the base href for your venue.
Files in the tmScripts directory
pleaseWaitMessageFunction.html	added a function for popup window opening - which is currently only used for terms and condtions

Version 9.07

Version 9.07 is one of the twice annual major feature releases.

It contains some significant functional enhancements, performance enhancements, brand new features and a collection of bug fixes. It also contains some features that are pertinent to a pending iPhone/iPad application. We recommend that all venues using version 9 upgrade at their convenience.

Upgrade Time

The upgrade time from version 9.0x might be about an hour (estimate only) for an average site. It could be longer if you have lots of historical data and transactions. Upgrading this verison requires, at a minimum:

• Installing TM on each workstation. This is a WALKAROUND install
• Making the mandatory web pages changes (there are two of them)

All other feature changes, enhancements are optional and could be implemented at any future time.

Key Changes in Version 9.07

1. Database prep work in event window for a forthcoming (free) iPad/iPod/iPhone application that will assist your patrons find your venue (or other venues while traveling in another city) and buy tickets through your own Theatre Manager web portal. The application actually contacts your web site to retrieve data and sends them to your web site to buy tickets. The picture to the left is a sample from the iPhone showing what some events at a venue might look like.
2. Web performance enhancements as the entire shopping cart and fee code has been rewritten to use stored procedures wherever possible.
3. Added percentage of total cost fees for web sales. That means you can add a fee that increases in value with the total cost of certain aspects of the shopping cart.
4. Added the capability to export any list shown on screen directly to Excel 97-2004 or 2008 format. Most reports can also be directly exported to Excel and retain column formatting, alignment, subtotals and totals. In reports, headings appear only on the first line and page titles are removed, anticipating that venues want to manipulate the data from the reports.
5. Facility Management Performance Enhancements and features
6. Additional support to make it easier to implement some recent ADA changes, although it is still easy to do with prior versions of TM. New web pages will support these new fields
7. Added features to support Secondary Market Ticket Resellers

The following changes have been made to Theatre Manager since version 9.05

Point Release Version History

Point releases are minor version fixes and small enhancements to any particular version.

• 9.07.00 - April 4, 2011
• 9.07.06 - April 21, 2011
• 9.07.08 - April 30, 2011
• 9.07.09 - May 2, 2011 (election day)
• 9.07.10 - May 4, 2011
• 9.07.11 - May 6, 2011
• 9.07.12 - May 9, 2011

Facility Management

• Performance enhancements to retrieving of the data to display on the calendar
• Rewrote the user notification window to be faster getting and displaying data.
• Moved some key startup messages into this notification process so that users are notified by growl of more messages in a passive way.
• Venue, resource, and employee can now display a multi day format. Previously they were all single day only. You can now display up to 14 days to compare what it happening in your facility. This can be set as a default from a filter, or changed in the navigation window at the bottom of the calendar any time you want.
• Implemented a way of 'detaching' a calendar from one calendar to render it in its own window. For example, if you are looking at a calendar with 3 venues in it, you can detach one of the venues into its own window using a context menu. This is like the feature in safari or firefox to take a tab off the browser and put in its own window.
• Fixed a bug in the gantt chart if you drag a task too far to the left of the task that precedes it.
• More features have been added to the inventory and resource tracking part of facility management.
• Fixed a problem with setting acceptance status of a meeting
• Opening a task detail window now verifies if the task is private and openable by yourself or a delegate. Previously, TM was not always allowing you to edit your own private tasks.
• Optimized reading of calendar data so that it is only done once on startup
• Fix an issue where projects were not displaying in the right colour on calendars
• Remove what appears to be duplicate calendar tasks appropriately when switching calendar views
• The alarm settings are now far more consistent for notifications.
• When saving a task participant, it was using the default value from the list instead of from the task if the record had not previously been saved
• Tasks in a project cannot be ToDo's. They must be items that can be scheduled and have start/end times associated with them
• Fixed an issue where dragging items on a gantt chart might not maintain the order of the items in the gantt chart
• The date navigation at the bottom of a calendar now changes depending on the number of days you are displaying on the resource or venue calendars (see earlier change)
• Making a project inactive also changes all the sub tasks as well to make them inactive.
• Tabs on the project detail and other windows now display a 'bullet' if there is data under the tab, much like the patron window. This is for ease of use.
• You can now drag calendar items onto the project task list tab to associate the task to a project. This is in addition to the capability of dragging it onto the gantt chart
• You can now re-sort projects and individual branches by starting date/time in the Gantt chart
• More drag-and-drop options between lists and calendars have been added
• Other people can be assigned (under Employee Preferences) to have permission to edit tasks you own. You can drop individuals or whole mailing lists into this list
• If you change the billing rate for personnel activities, a list of all personnel with that ability will be displayed where you can change the rates for everyone at once, or just particular personnel going forward
• If a task has personnel associated with it and you change the starting/ending dates/times, a window displays allowing you to change the personnel records that this may affect. (When things are moved in bulk, such as changing a task in Gantt that has dependencies on other tasks where their dates/times are also adjusted, you may get a list of personnel to check individually)
• When initially creating an estimate, you can now enter a single figure for the estimate for the project, or provide manual estimates on individual tasks and use these for printing the estimate. This can be done even without assigning personnel and/or resources to the task
• Calendars now show both starting and ending dates in the event box
• Windows with multiple calendar columns now properly distribute the calendar across the window when resizing
• The way calendar items are displayed is now more consistent across the various kinds calendars
• Some ToDo's that were marked as "Show on calendar" were not showing
• Some calendar items did not display the proper overlap
• Project colors were not being set properly if Gray was selected
• Corrected an issue with determining conflicts with tasks and performances in a venue
• Corrected an issue with deleting tasks in a project tree
• An error was corrected when creating a Gantt group on an empty Gantt chart
• Fixed issue with relations and suspension if task duration < 1 day
• New defaults for entering duration with just a number. If no units are given, numbers less than 15 are considered to be hours and numbers 15 and higher are minutes
• Changes in project window didn't always update open calendars and task detail windows
• Fixed issue with dragging some types of values to volunteer schedule calendar
• Resolved issues that could lead to crashes in the calendar after continued usage
• Implemented Go To dates in calendar context menu
• You can now set the number of hours to see in a day view calendar
• Project tasks could display multiple times on a calendar in some circumstances
• Show/Hide times is now implemented in group calendars
• If first filter in list was not month view, it displayed on month view anyway
• With some kinds of volunteer records, they could not be deleted in the program
• Duplicating a project now also duplicates volunteers and resources and the wizard allows you to reassign them
• If a task attached to a project is not allowed to be edited from the task detail window, it now tells you why and where you can edit it from
• Project task dates can now be edited in task detail window if there are no dependencies, such as relations or suspensions
• Some corrections to warnings about venue overbooking
• Personnel and Resources tabs added to task detail window
• Volunteers can be dropped onto either the task participant or volunteer window and are appropriately attached wherever necessary
• Can now track number of expected and number of actual attendees for meetings
• Tasks now have a private flag. Only the task owner and any task participants can see the description of the task. On a calendar it shows only "Private" and the time slot
• Some rearrangement of fields in task detail window to provide more clarity or better workflow. If a project is a task, can now click a button on tab to open that project in Gantt view
• Corrected an issue with task partcipants being attached to the wrong play or performance
• Windows to attach resources to tasks have been significantly changed
• Some alarm types were not clearing data from other fields, resulting in alarms sometimes coming up with a sound when they shouldn't have
• Was not properly saving the number of minutes before a task started when an alarm should go off
• Project duplication wizard now allows replacing volunteers with different volunteers, ensuring that only volunteers with the appropriate abilities (or the placeholder volunteer) can be used
• Changed name of "Delete" button to "Delete Project"
• Deletion confirmation message was sometimes reporting the wrong number of attached records
• Order number on resources and personnel was sometimes not being set properly when changing an invoice from estimate to order
• Invoice printing with options as to the level of detail was added
• Fixed several visual display issues in calendars
• In some cases, tasks with relations and suspensions were being allowed to be edited outside of the project window
• The detail portion of the project window will now retain its size between sessions after it has been set once
• Suspensions for tasks less than one day caused problems
• Double-clicking on a project in the list previously opened as a Gantt chart. It now opens the detail window for the project. You can still get to the Gantt chart from the button on the toolbar
• Gantt chart printing has been implemented
• Adding volunteers to a play in the list could allow duplicates
• Each employee can set up a "placeholder" volunteer. This is a generic volunteer that you can use for scheduling volunteers. Multiple placeholders can be assigned. Once you determine which volunteer you want to use, you can drop them on the placeholder to replace the assignment
• Attached files for tasks were sometimes not enabling the appropriate buttons

Patron

• Displaying of the letters on a patron account has been optimized for performance. We've seen speed performance gains in excess of 40 times faster for this. Example: loading 60 records into this window might have taken 4 seconds on a reference machine. It now takes under .1 second (basically its almost instantaneous for some data sets). It will get faster for larger sets of data. This same performance improvement also applies for printing batch letters.
• Added a daily function to verify primary addresses, emails and phone numbers on all patron records once a day
• Added a feature to mail lists called 'VIP Mail List'. If a patron is on one or more VIP mail lists, then a growl message will appear indicating this and a dialog will also appear. In the long run, the dialog feature might be disabled if growl becomes sufficient. You can use this to indicate things like 'This patron is a 5 year subscriber' or 'These people are to be treated with care as a large Donor' if you've built mail list for those.
• On the quick find patron window, enable use of up/down arrows to change the field you are searching for a patron by
• Fixed a bug that allowed a user to update an email address to be a duplicate of another patrons email address
• Add a feature to set the number of work hours to display on a calendar. The default is 15 hours but this can be changed to 24 if you want to see the entire day on a calendar without scrolling
• Searching for a patron by 'order' on the quick find window now adds the patron to the recent patron list if you open the patron.
• Changed the address and city search to be 'like' searches instead of begins with. This is more natural especially if you want to find patrons who live on a certain street.
• Improved the performance finding patrons by combined name on large databases by as much as twice.
• Added display of task type to the list window on the patron screen. (9.07.11)

Form Letters

• Finding form letters to batch merge or mail is now much faster. (see patron section for a description).
• Fixed an issue batch merging donation pledge reminders so that this information appears on the letter properly. (this was back ported to version 9.05.18)
• Transferring an order to another patron will now transfer the letters associated with the order
• Add more tool tips to the word processing formatting windows for clarity of what they do

Web Sales

• Performance enhancements
  • Changed the housekeeping routines in the web listener to reduce the amount of time spent checking for abandoned shopping carts. It used to check after every request from any patron. Now it checks for abandoned carts once every 5 minutes (based on a setting that can be changed in company preferences). On very active web sites with multiple listeners, this will provide a more responsive web site without any real impact on seat availability.
  • Implemented a feature to defer creating transaction records after the user checks out. Instead, the transactions will be created if you run a sales summary report, view the transaction monitor, or run the end of day - in short when they are needed for data purposes. This will improve the performance of the actual checkout function by deferring some database i/o till later without affecting data integrity in any way.
  • Completely re-wrote the shopping cart interface on web sales to use stored procedures within the database for managing the interaction between the carts detail, header, coupons and other records. This should provide an improvement in performance for the web cart process, as well as centralizing the code so that it is always consistent.
• Along with rewriting the shopping cart, the order fee processes were overhauled and extended. You can now:
  • Have fees that are based on the total value of certain items in the shopping cart (new feature). For example, you can make a fee that is 10% of certain types of events.
  • Adding a zero value mailing fee is now possible. This means you can set up the 'mail me my tickets' button to clearly set the checkbox on the 'mail me my tickets', even if you don't charge a fee for that option.
  • Fees now work on combinations of items.
  • Coupon fees can now alter the ticket prices and offer a one time discount at the same time
  • Coupon discount fees have been enhanced so that they will only discount the price of a cart to zero, even if the one time discount for the tickets is larger than the value of the tickets
• Shopping cart items are now identified with an item type that makes it easier for the program to track state of certain items. This has been used to clearly identify tickets in a partial sold state and further ensure overall cart consistency when checking out
• Order fees and coupons changes are immediately felt on the web and not longer require a small period of inactivity to refresh the web cache
• Fixed a small issue in the notification sent back to a patron after they updated their online account
• Added a startup growl message to let users know if there are any outstanding emails that need to be sent by the web listener. This will let you know if you should check your SMTP settings within Theatre Manager. It only appears at normal workstations, not on the actual web listeners themselves.
• Added a growl message to inform the user if any shopping carts were cleaned up on startup of Theatre Manager and seats were released (normal workstations only)
• Added a feature on startup to lets people know if any carts did not close properly in the past xx hours (meaning problem carts). 96 was chosen as it means 4 days and covers a long weekend away from the office. You can adjust this notification to be longer or short in employee preferences. The purpose is to let you catch a cart in a transition from being checked out to fully checked out -- but it never made it there and there might be some tickets in an intermediate stage that requires customer service (normal workstations only).
• Added the 'HTTP_USER_AGENT' field to both carts and web logs. This allows you to see what kind of machine, operating system, browser and versions of each that your patrons are using to access your web sales site. For example, we think you'll see more people coming to your site through mobile devices and so you'll know how much and how often. You can see this on the shopping cart detail window or in web logs. You can also search by this field on lists and reports.
• Correct the value of the 'savings' field for tickets sold online so that it reports accurately in all cases. This is useful only if you display that field on your shopping carts.
• added default web pages for describing passes/gift certificates, fees and campaigns so that there is always a page available for the web listener to use if you don't provide a specific page.
• Update how the web pages display the donation recognition name in a cart after converting from anonymous patron and checking out so that it looks nice in the cart - for clarity.
• Fixed alignment of coupons on printing historical carts.
• Changed the order that items are displayed in the shopping art to be donations, passes, tickets, subscriptions, fees and then coupons.
• Fix a minor issue where there was a delay in the web listener noticing changes to the code tables -- and was not re-reading them relatively soon after a table change had been made. This should require far fewer 'clear web cache' on a web listener.
• Allow mailing fees for free tickets.
• Added distinct message if the user is trying to checkout with only a coupon in the cart and nothing else.
• Detect a condition where the user uses the back button and tries to check out with a cart that is no longer open (ie: they are using their page cache) and give a different error message. This was being done before - this fix catches a rare condition and lets the user know with a specific message.
• Fix a condition where the patron is checking out with a cart that has no cost - the confirmation email now prints with a name and address on the confirmation rather than leaving it blank.
• Coupons can now be used to discount some or all subscription tickets in a cart if desired.
• Added a feature to the export of events to a drupal (or other) site that will allow those that are not yet on sale to be exported.
• Added a feature to the Patron Sales->Web Sales menu that allows you to watch ticket holds in progress and look at which seats are currently in held status. You can then go to the shopping cart from that held ticket.
• Web Listener now calculates fees on the payment record in the same way as the box office.
• Patrons can now log in to the web site using either an email address or by typing their patron number in place of the email address. The password they use must match the password on the primary email for the patron. The patron can also ask for the password of their primary email address using their patron number. Note: if the patron does not have a primary email address, the cannot use any of these features. Also, at no time can somebody type a patron umber and find out the email address associated with it - the web listener will just say that it cannot log the person in - in order to maintain privacy of the patrons.
• Fixed an bug introduced in 9.07 where general admission tickets that a patron added to their shopping cart were not released if the customer abandoned their cart. (9.07.12)

Theatre Maps

• Exporting of seats for the Theatre Map can now be done directly to Excel
• Importing of seats for the Theatre Map can now be done directly from Excel - even if there are formulas in a cell. Theatre Manager will read the values from the cell instead of the formula and use that to populate seat information
• Added two new fields to better support ADA requirements (a seat note flag and an indicator if the flag should appear on the web to notify people of the purpose of the seat being purchased). Previously these might have been implemented in the 'Section' field and with some additional web site coding

Credit Cards

• Track the URL that a patron submits a web payment from along with the payment and send that to the merchant provider (if they support it). This is an additional feature for Fraud Prevention.
• Add the capability to 'blacklist' certain credit cards. If a card is blacklisted, the card will always receive a decline and a call the box office. This can be used for web sales and/or box office sales where if a patron does too many chargebacks, the card itself can be cut off so that they have to sign at the box office.
• Black Listing a specific card does it for all patrons who have used that card. It can then be enabled on a per patron basis.
• The list of credit cards on the patron window (and other places with credit card info) now displays the status of 'shredded', 'Blacklisted' and/or 'Expired' for at-a-glance viewing
• if the merchant processor is changed for a credit card payment method (on the merchant setup or codetable payment window), then all post dated payments for that payment method are automatically moved to the new merchant account so that they can be processed under the new merchant account in the future.
• Added the alternate credit card processor 'Authorize.net'. This merchant processor can connect to a few different backend merchant processors. The authorization, settlement and slightly unique end of day process allow a benefit of matching of payments on the server and in Theatre Manager prior to settlement.

Ticket Fees

• The rules engine for ticket fees has been changed and the window has been updated to reflect more clearly what is possible and what is not.
• A key new feature has been added to allow percentage of total fees to be used.

Ticket Sales

• Fix an issue with best seat searching if there are no events put into a subscription package.
• Fix an issue where the card seq # was not being cleared correctly if a card was declined by orbital
• Fix an issue with post dated payments not being able to authorize properly with orbital.
• Fixes for HST calculation when redeeming a pass for a subscription to calculate it properly.
• Gifted tickets now print with the person's name on the ticket that the ticket was gifted to, regardless if it is printed form the original patron window, the gifted ticket patron or the batch print process. It will also print a separate address header for the person that the ticket is gifted to and email them a notification - if so desired.
• Fix a small issue with the ticket printing counter. It should now be possible to print a ticket while editing the default data record
• Fix an issue where returning a ticket and turning it into a gift certificate was not setting the redeemable amount properly
• Add 'release internet holds' for subscription seats on the subscription window so it is more obvious how to reclaim them.
• Fix a condition where redeeming pass type '4' (change to promotion and price code) works.
• Fix a condition that prevented usage of some coupons when the remaining admission amount was specified by the user and was different than the number of tickets selected to redeem the pass with
• Add the pass detail that was used to discount a ticket to the ticket detail window so that one can see more clearly how the pass got to be discounted
• Increased the tax rate precision on the tax setup records to 3 decimal places to handle 3 digit taxes (eg Missouri - food tax) and show the tax rate on the event pricing window. Taxes, however, are still stored as 2 digits.
• Added a default sales promotion to a patron. This can be used for resellers where there may be certain prices/tiers that they have access to
• Added a new default payment method called 'Promissory Note/Voucher'. It has no value. However, the purpose is to allow the box office to take this as a payment method (along with the voucher number) so that it appears in the till balance and end of day processes. This will also appear on invoices to customers. The primary intent of this feature is so that in the secondary ticket selling market process, the secondary ticket resellers can provide you with their voucher number, give it to the ticket buyer and you can record that the voucher was received by the ticket buyer. This will allow you to bill the secondary ticket outlet at a later time.
• Improved the performance of the ticket posting/transaction creation process at the end of a ticket sale.
• Season auto-renewal can now be used for brand new subscriptions that are in the 'New-Seats Assigned' status. it means you can set up the subscription and mass book them in the same year as they are first setup. Previously, you would need to let the subscription roll over and could only auto-renew in the second and subsequent years
• The ticket comment on the order window is now available in the lists from a number of places to facilitate Secondary Market sales and identifications of who tickets are sold to
• Fixed an issue printing the credit card receipts. They would not print unless the address ticket was also selected.
• Fixed a small bug with general admission ticket exchanges introduced in 9.07.00 where some transactions were delayed till end of day. (9.07.08)
• Fixed a small bug with order fees for automatically added subscriptions and box office sales introduced in 9.07. (9.07.11)

Donations

• Revised the look of the donation setup window to make it far clearer that a donation is using a restricted account. Now, rather than depend on the user knowing the bank account for the standard operating account, you must check that a campaign is restricted. Only in that case must you enter a different bank account.
• Allow use of donation (gift) and Donation (pledge) when doing a donation with a ticket sale -- in addition to the selection of donation with ticket sale.
• Addition of pledge reminders has some additional edit checks. You can no longer delete a pledge reminder letter and then add a new one to replace it if there is more paid on the donation than is available for a new pledge reminder letter. In other words, you cannot send a pledge reminder letter for a negative amount any more.
• Improve field setting when changing from a campaign that has benefits to another campaign that may or may not have benefits. This ensures that the benefit field is properly cleared if the campaign does not have benefits and if it is a fixed level for the new campaign, it is reset as well.
• Fixed an SQL error in the letter tab where the letter was connected to donation receipts. (9.07.07)
• Fix a boundary condition for donations with post dated payments that are set up to 'print when fully paid'. Since in this case, there is no balance on the donation (which we were checking ... because the payments were post dated), we have added a check to prevent inclusion of any donation on a receipt if the reason for it being fully paid is because of some future post dated payment.

  Also, the future post dated payment has to be deposited before the receipt will print (this has always been the case). So, if you have a number of a future payments and are electing to do 'when fully paid', then the last/final payment must flow through the end of day prior to the receipt being able to print. p> It also means if payments flow across a year boundary, then you will need to use a different option for that receipt - you will need to just use 'annual' receipt and print it at the end of the year (eg early january) for the prior year. (9.07.09)

• Fixed an issue with the 3 per page donation receipts to properly print the gift in kind appraiser address per Revenue Canada guidelines (9.07.09)
• Enhanced the 4 per page per page donation receipts to print the gift in kind appraiser information Revenue Canada guidelines (9.07.09)
• Fixed an issue with 3 and 4 per page donation receipts to print the 'donation print date' on the receipt if different than the donation date, but only for Canadian tax receipts as per the Revenue Canada guidelines. (9.07.09)

End of day

• Improvements to the performance of creating sales and deposit entries, especially if there are are lot/variety of transactions for one day.
• Improvements to the performance of posting GL entries
• In till balance process, allow authorization of multiple cards at one time which were not authorized at time of sale (eg they could have been deferred until the till balance due to a network outage) and improve messages when cards still cannot be authorized because card type disabled in code tables.
• Notify users if attempting to authorize a credit card that has been black listed in till balance and/or end of day. Require operator override if the user is not permitted to authorize a black listed card and/or record an audit transaction that the blacklisted card was approved.
• Till balance now suggests that cards be authorized that was deferred to the end of the day.

Event (Play) Window

• The event window now supports TWO additional icons on the marketing tab. These are 48x48 pixel resolution and 96x96 pixel resolution for a forthcoming iPhone/iPod/iPad universal application that will be free to your patrons (and you too). These two icons allow you to create a mnemonic/pictogram for each of your shows so that when your patrons are looking for your events, these icons will show on the iPhone/iPad application (see sample picture at tope of screen). We strongly recommend that venues add these icons to the event window AND filling out the external sales notes to assist your customers buying tickets. The picture at the side shows an example of how venues are highlighted in a list and geographically on the iPad.
• The granularity of 'print at home' tickets can now be set at the performance level. Originally, 'print at home' meant all tickets on the web. Now, if this feature is enabled, it means that you can set it for all tickets. However, you can now turn it on or off at:
  • the event level -or-
  • at the performance level
  It means you can disable print at home for a school matinee or a course and enable it for a normal performance. Ultimately, Ticket printing must be enabled for a performance in order for print at home to be enabled for that ticket (this is the default until you turn it off).
• Fix a problem with Cut/Copy/Paste of images on the marketing tab so that the context menu knows which picture you mean, rather than assuming only one
• Add some code to prevent setting of some auction, touring or commission fields for a performance if they were inappropriate under the circumstances. This just makes it clear for the user what can or cannot be done.
• First and last performance dates are now appropriately set for classes and courses
• Add support for uploading all event images for one or more performances at a time from the event list window. This saves having to go into all the events and do it one at a time
• Add a number of ticket sales functions to the Attendance window to support ticket printing, adding tickets to the order, exchanges, price changes, applying payments and refunds. This will assist confirming tickets purchased through the Secondary Ticket Reseller marketplace and capture voucher payments from the eventual ticket buyer as they arrive to get their tickets to the show.
• Added the feature to more tabs in the event window where you can select a number of lines and obtain subtotals for the selected lines - displayed at the bottom of the window in the message area. Eg, you can now select some GL entries and see the total of the debits and credits, or the sales on a few dates and see the totals of the selected lines.
• Allow changing the number of registrations that are allowed for a course after it has been set up. (9.07.09)

Reports

• Reports and lists now support export of data in 4 separate formats. You can export the data in tab (.txt), comma (.csv), Excel 97-2004 (.xls) and Excel 2008 (.xlsx) formats. Clicking on the export button on any list or report will pop up these 4 formats and allow you to choose which you want.
  • Lists will show the visible columns and highlighted rows.
  • Most reports will export the data, subtotal headings and subtotals to excel so that the report looks very similar to what is on the screen. Some reports are harder to export and the capability will be added later.
  • For reports that can export to excel, you can also export to tab or comma delimited. In these to formats, only raw data is exported and totals are not. This allows for a different kind of analysis as these formats can also be imported to excel.
• Fix a calculation error in the order/transaction balance report when it was being used in an outlet situation and tickets were being sold by another outlet.
• Fix an issue where the transaction count on the order/transaction balance report was off by a factor of 2. This caused TM to suggest looking at more orders than you needed to.
• Fix an issue with order transfer transactions so that they show the original date of the transfer properly
• Fixed an issue with the volunteer hour statistics report so that it shows totals properly when run for multiple volunteers
• Fix an issue with the web cart/order transaction balance check report and add more conditions to check such as reporting 'i' holds.
• Added context help on report window. You can now right click on a category or a report and link directly to theatremanagerhelp.com. Once the final report has printed, the help icon on that window shows help about the specific report.
• There is a new feature on the report window to allow you to email reports to an employee in the database. After the report is printed, you can 'email' to a patron or employee with the report as a PDF attachment. You will need to provide the email address of the person.
• Invoices can be emailed as PDF attachments. Invoices will pick up the name of the patron that the invoice is for automatically. Note that only a few reports will be able to be emailed to patrons
• Fixed the totals in the tearoff section of an invoice if it went more than one page. Also enhanced multi-page invoices. (9.07.11)
• Fixed an issue with the mail list contact report introduced in 9.07 with the excel export feature. (9.07.09)
• Fixed an issue with the daily sales summary reports so that they now initialize properly under some circumstances and print (9.07.09)
• Fixed an issue with the mail list telemarketing report that could cause TM to crash in some circumstances, dependant on the data being displayed on the report (9.07.12)

Miscellaneous

• Theatre Manager can now check on startup to see if there is a new version of the application. If so, it puts a message into the startup notification window alerting you to a new version and a link to the release notes. No download occurs due to this process and an master user is still the only person able to download an update. It is meant to address some concerns voiced that people do not want to get the RSS feed - and yet they still want to know about updates to keep current. This is even more important for PCI compliance.
• Added a new option in setup-users and Access for an employe permission transaction log. You now have a more convenient mechanism of seeing when employees logged in/out, gave permission to others to perform certain tasks or took some action that may require auditing.
• Disable the feature to show active employees until a venue is using postgresql database version 9.0. This feature uses a specific capability only in version 9 of the database engine.
• Address a possible cause of application crashes due to the way communication happened to the Postgres database in obscure cases. An error was found when writing null characters to the database that would randomly write a null to memory.
• Added more icons to more menus and standardized a lot of context menus for many lists throughout Theatre Manager
• Alter how timers fire in various parts of Theatre Manager to better control when they run (and address a possible cause of random crashes
• added a feature (only available if you are using postgres version 9 or later) to indicate what part of the application a user is working with. This can be seen in PgAdmin or in the setup->user and access->user list feature. It normally indicates that a user is simply in theatre manager. However, if somebody is doing web sales, or end of day, or in an order, it will indicate these special places in case you want to shut down the system or perform other maintenance.
• Fixed an issue where internal fields were being shown on the field selection options for a list. These should never have been shown.
• Addressed a problem on saving window preferences where repeatedly opening a tab within a window would result in one field disappearing from the right each time until no fields were left to show. This may also address people who have indicated that list preferences are not saving correctly.
• Reset toolbars to standard settings not works from any list within a window
• Add country to the google map function so it doesn't think that 'Victoria BC' is in Texas each time
• Fix a potential multi-language issue with SQL dates when doing notifications. Notifications had an issue using 'February' dates Or any date where the 3 letter short form was different in english vs the language chosen by the user) when the language setting was set to French
• Fix a rare issue in the database connection mechanism that might leave and invalid reference in memory that could not longer be used. This now cleans up memory usage properly if a database disconnect occurs.
• Changed the default export directory to the user's desktop on OSX and windows 2000/XP rather than the home directory. This seemed more natural.
• Fixed an issue where it was not possible to unpost a GL entry depending on when it occurred in the fiscal year
• Add a GL entry button to the transaction detail window to show the GL that the transaction belonged to and all other transaction in the posting. IT allows diving one level deeper into the GL posting process if required and is provided for convenience
• Added some more explanatory messages on year end rollover to help somebody find postings that have not been rolled over from a prior year
• Add a confirmation message to the year end rollover to make it clearer what will happen if they click the 'and roll over all performances' checkbox
• Linked the '?' many more windows directly to the context help appropriate to that window
• Added a menu item under 'Setup->Batch Functions' to unprint a batch of passes/gift certificates
• Plugin's now have the capability of being applied at the household level
• Corrected a memory leak when opening windows that may alleviate reports of crashes when opening some windows
• Change a database stored procedure used to create descriptions for letters in a patron record to avoid SQL errors in limited circumstances. (9.07.10)
• Fixed a bug in adding the volunteer position to the history record that has existed for a while. The data will be corrected in version 9.08 - the window has been changed in this version so that going forward, data will be correct. (9.07.11)

Things a venue may need to do

• Read all prior release notes back to the version you upgraded from and follow any instructions for each version under the subject 'Things a venue may need to do'. Please note that the web pages changes in this version are minor grammatical changes or of minimal impact and do not need to be implemented unless you wish to take advantage of any new features in the release notes.
• You MUST make sure that the web pages 'TMTicketsExport.html' and 'rowTicketEventExport.html' are the standard pages so that the iPhone app retrieves your information properly
• Edit any of the venue maps that you currently use and enhance them to help meet any of the new ADA requirements. (hint: you'll find it easier to use the new export seats to XLS format and reimport them).
• Edit ALL your future events that are for sale online and give them a 48x48 and 96x96 icon for the iPhone/iPad app. Its possible that these will also be used on sample web pages for the sales process in the future.
• Compare the standard web pages for the web pages changes listed below and make appropriate changes.
• The transaction monitor now activates once every two minutes to redraw itself rather than every 30 seconds. It was getting slow aggregating transactions if there were a large amount of sales in one day.

Changes to Web Pages

Please download the latest web page updates and compare the web pages to your existing pages.

In the 3rd Column are 3 flags.

• R=Required Page Change - must be made (there are 2 new pages)
• M=Mandatory. Only make the page changes if you want one of the new features. The key ones in this version are ADA (or seat notes) and print at home at the performance level.
• O=Optional. Mainly cosmetic or only make the change if it is needed because you want to implement the feature that the description column speaks about. Existing web pages should still work with this version of Theatre Manager - so this change can be deferred to later.

Error handling pages in each outlet directory (1)
TMSysBusyListeners.html	Changed the behaviour of the 'waiting room' page to return to the patrons shopping cart. This condition is caused when there is an abnormally high load on the system and taking patrons to the shopping cart will affirm that any part tickets are still present in the cart.	O
Files in the each outlet directory (1/WebPagesXX)
TMcart.html	Adjusted the column width to show the lines in the cart more clearly if the ADA field is implemented in the other web pages.	O
TMcheckout.html	Added a pick statement to show the current mailing status for the order if the user has added a mail fee (in place of the add mail fee button). Note this also applied if the 'add mail fee' adds a zero cost fee to indicate that the order is to be mailed.	O
TMcheckoutNoPayment.html	Added a pick statement to show the current mailing status for the order if the user has added a mail fee - but yet there is no payment required because of a coupon discount or mailing is free. Note this also applied if the 'add mail fee' adds a zero cost fee to indicate that the order is to be mailed.	O
TMoldCartDetailsPrint.html	Adjusted the table width to be 700 pixels so that the user cannot make it wider and then print at the wider setting. This should help force bar codes to print on a page. Only change if you print at home and are finding a lot of people where the bar codes are not easily readable. ALso add the bar code column heading if printing at home so that columns on a printed cart line up and adjusted the colspan on the footer from 3 to 4. Only required if doing print at home.	O
TMfutureTicketsPrint.html	Adjusted the table width to be 700 pixels so that the user cannot make it wider and then print at the wider setting. This should help force bar codes to print on a page. Only change if you print at home and are finding a lot of people where the bar codes are not easily readable.	O
tmError.txt	3 new error messages (10156,10157, 10158) to handle a couple of new conditions that the web listener verifies in shopping carts. If you do not add them, TM will use the built-in message text which is the same as the mesages.	O
Files in the tmMaps directory
TMsubscriptionPriceMapDefault.html	Changed colspan of a table header and footer from 4 to 5. Only needs to be changed if you wish to implement the seat description feature for ADA	O
TMsubscriptionsPriceMapDefault.html	Changed colspan of a table header and footer from 4 to 5. Only needs to be changed if you wish to implement the seat description feature for ADA	O
TMticketsPrice_MapDefault.html	Changed colspan of a table header and footer from 4 to 5. Only needs to be changed if you wish to implement the seat description feature for ADA	O
Files in the main templates directory
rowCartCoupon.html	Adjusted text of the savings to also include the link to describe the order fee used to reduce the reduce the price of the order when the coupon was applied. eg, 'Free Mailing' could now include a link to what that means	O
rowCartDonation.html	Compare - Minor Change	O
rowCartCourseNewGroup.html	Bolded the date of performance on the display for clarity	O
rowCartFestivalNewGroup.html	Bolded the date of performance on the display for clarity	O
rowCartMailFee.html	Added feature to display the current mailnig status once a mail fee is added such as 'print at home' , 'to be mailed' , 'pick up at wilcall'	O
rowCartReserve.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation	M
rowCartReserveNewGroup.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Also bolded the date of performance on the display for clarity.	M
rowCartSub.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Also bolded the date of performance on the display for clarity.	M
rowCartSubNewGroup.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Also bolded the date of performance on the display for clarity.	M
rowCheckoutCoupon.html	Adjusted text of the savings to also include the link to describe the order fee used to reduce the reduce the price of the order when the coupon was applied. eg, 'Free Mailing' could now include a link to what that means	O
rowCheckoutCourse.html	Bolded the date of performance on the display for clarity	O
rowCheckoutFestival.html	Bolded the date of performance on the display for clarity	O
rowCheckoutReserve.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Also bolded the date of performance on the display for clarity.	M
rowCheckoutSub.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Also bolded the date of performance on the display for clarity.	M
rowCheckoutSubNewGroup.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Also bolded the date of performance on the display for clarity.	M
rowFutureTicketHeader.html	Changed the colspan in the table heading for a slightly better display of the future tickets purchased. It may help if the 'row' lines for future tickets appear squished.	O
rowFutureTicketPrintCourse.html	Updated to use the 'print at home flag' for at a performance level rather than the global 'print at home' flag. Implementing this allows the per performance enable/disable of bar code feature to be used.	O
rowFutureTicketPrintFestival.html	Updated to use the 'print at home flag' for at a performance level rather than the global 'print at home' flag. Implementing this allows the per performance enable/disable of bar code feature to be used.	O
rowFutureTicketPrintHeader.html	Adjusted the table width to be 700 pixels so that the user cannot make it wider and then print at the wider setting. This should help force bar codes to print on a page. Only change if you print at home and are finding a lot of people where the bar codes are not easily readable.	O
rowFutureTicketPrintReserved.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Updated to use the 'print at home flag' for at a performance level rather than the global 'print at home' flag. Implementing this allows the per performance enable/disable of bar code feature to be used.	M
rowFutureTicketReserved.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation.	M
rowOldCartCourse.html	Bolded the date of performance on the display for clarity	O
rowOldCartFestival.html	Bolded the date of performance on the display for clarity	O
rowOldCartCoupon.html	New Page - must be put in place	R
rowOldCartPrintCoupon.html	New Page - must be put in place	R
rowOldCartPrintCourse.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Updated to use the 'print at home flag' for at a performance level rather than the global 'print at home' flag. Implementing this allows the per performance enable/disable of bar code feature to be used.	M
rowOldCartPrintDonation.html
rowOldCartPrintFestival.html	Updated to use the 'print at home flag' for at a performance level rather than the global 'print at home' flag. Implementing this allows the per performance enable/disable of bar code feature to be used. Changed alignment of the row to be 'align=top' so that bar codes and text align better	O
rowOldCartPrintOrderCouponFee.html	compare - minor change	O
rowOldCartPrintOrderFee.html	compare - minor change	O
rowOldCartPrintPass.html	compare - minor change	O
rowOldCartPrintReserve.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Updated to use the 'print at home flag' for at a performance level rather than the global 'print at home' flag. Implementing this allows the per performance enable/disable of bar code feature to be used. Changed alignment of the row to be 'align=top' so that bar codes and text align better	M
rowOldCartPrintSub.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Updated to use the 'print at home flag' for at a performance level rather than the global 'print at home' flag. Implementing this allows the per performance enable/disable of bar code feature to be used. Changed alignment of the row to be 'align=top' so that bar codes and text align better	M
rowOldCartReserve.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Also bolded the date of performance on the display for clarity.	M
rowOldCartSub.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. Also bolded the date of performance on the display for clarity.	M
rowSubReserve.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation.	M
rowTicketCourse.html	Chanced the columnspan setting from 3 to 4. Only change if you implement the ADA column in tmTicketPrice_MapDefault.html	O
rowTicketFestival.html	Chanced the columnspan setting from 3 to 4. Only change if you implement the ADA column in tmTicketPrice_MapDefault.html	O
rowTicketReserve.html	Added new MS_NOTE_USE_FLAG and MS_SEAT_NOTE to simplify ADA implementation. If you add this, you must also change tmTicketPrice_MapDefault.html and the order rowticketxxxxxx.hrml	M
TMoldCartDetailsPrint.html	Adjusted the table width to be 700 pixels so that the user cannot make it wider and then print at the wider setting. This should help force bar codes to print on a page. Only change if you print at home and are finding a lot of people where the bar codes are not easily readable.	O
tmtermsandconditions.html	revised http to https. Added better template text to handle possible ADA term	M

Version 9.08

Version 9.08 is a minor feature release

Upgrade Time

The upgrade time from version 9.07 is a few minutes. Upgrading this version requires, at a minimum:

• Installing TM on each workstation. This is a WALKAROUND install

Key Changes in Version 9.08

The following changes have been made to Theatre Manager since version 9.07

1. Added feature to command-click on a sold seat on maps to see other tickets in the same order.
2. Added more visual feedback for column sort order in lists.
3. Added support for direct credit card authorization via Moneris in Canada for 'card not present' (USA is possible if sufficient demand). This capability works similarly to Paymentech Orbital and Authorize.net by eliminating PC Charge.
4. Added some more data changes for the forthcoming iPad/iPhone app.

Point Release Version History

Point releases are minor version fixes and small enhancements to any particular version.

• 9.08.03 - May 26, 2011
• 9.08.04 - May 27, 2011
• 9.08.05 - May 30, 2011 (Walk Around)
• 9.08.06 - June 1, 2011
• 9.08.07 - June 2, 2011
• 9.08.08 - June 22, 2011

Ticket Sales

• Added a neat new feature to maps where if you shift-command-click on a sold seat, Theatre Manager will highlight all the other tickets on the map that are for the same order (or orders if you command click on a range of seats that are sold). The seats will flash to show you where they are. We think this will be useful for group sales or for positioning subscribers. This same feature was added to the event (map) and manage subscription seats windows.

  As of 9.08.05, you can also access this feature by selecting a seat and then right-clicking on it to access the context menu per the example. (9.08.05)

• Changed the feedback when 'On Account' is selected as a payment method. The 'Accept Payment' button gets changed to 'On Account' and the screen payment area changes to explain what on account means.
• Prevent accepting a payment on the resource detail window if you are editing a resource in an order. The payment cannot be applied at that time - it must be applied to the order on the 'Payments' tab. This is similar to how donations and passes/gift certificate window behave.
• Ongoing performance improvements in showing data in lists on the screen.
• Ticket refunds have a slightly new behaviour with this version. If you refund a ticket, Theatre Manager places you on the 'review' screen to confirm the refund as before. However, you must now click the confirm button or clear the refund in order to continue. You can no longer close the window to complete the refund. This new behaviour is designed to prevent accidental refunds.
• Ticket exchanges also have a slightly new behaviour with this version. If you exchange tickets, but do not buy any new ones as part of the exchange, Theatre Manager now requires you to confirm the exchange (or clear the exchange status) similar to refunds. This new behaviour is designed to prevent accidental exchanges.
• Fixed an issue for those venues that use custom order plugins and coupon codes that are targeted at the same tickets and same promotion/price code combinations - where the plugin was coded to revert all tickets under certain conditions. Theatre Manager will now apply the order plug in first, then apply the coupon. This will allow a venue to have cumulative discounts if desired.
• 

  A new feature has been added under the 'patron sales' menu to allow you you find orders directly. You could use this to see what orders were added on a specific day, created by a specific employee, changed on a date, order notes contain information, etc. (9.08.05)

• The algorithm to calculate box office order fees has been restored to a per ticket basis (9.06 and earlier) so that tax calculations work better (9.08.06)
• Booking a subscription will not add patrons to any default mail lists associated with each of the events in the subscription package (9.08.08)
• Fix an issue when redeeming a 'free pass' for tickets with an actual value and taxes were being charged. This prevents taxes being charged on a zero value ticket. (9.08.08)

Season Subscriptions

• Fixed SQL error in season rollover process (9.08.08)

Event

• Added a new 'Genre' setting for events that is common across all Theatre Manager customers. Currently, there are about 30 classifications which will be used in the iPhone/iPad app to help customers find entertainment to their liking. Eg customers can look for drama, hockey games, musicals, symphonies, ballet, etc.

  Specifying a genre for an event is required. We also suggest entering the external sales notes so that a description of your event appears in the iPhone app.

• Added search by promotion name in the attendance window so that you can find out all the 'comp' or 'dinner' or 'subscriber' or 'media' attendee's on any one evening easier than running a report.
• Altered slightly how sales promotions are enabled and disabled to improve the interface. The list no longer refreshes after enabling or disabling some - so you can see the results without having to find the selected lines again.
• Also for sales promotions, if you make one inactive, is also disables it in the event window automatically at the same time. If you make the sales promotion active again, it will no longer reactivate it on the event window. You can re-activate it en masse using the 'activate' feature on the sales promotion window. This subtle change was done because we are seeing databases with larger numbers of sales promotions than in the past. We did not want some promotions to get activated by chance and lead to unwanted/unintended discounting on the part of the venue.
• Added context menus to allow enable and disable of sales promotions.
• On the map tab, added a feature to allow command-click on a sold seat to see all the other seats in the order.
• The meaning of the 'max tickets per performance' has been enhanced to reflect its original intention. If a value is set for maximum tickets at the performance level, the web listener will not allow any one patron to buy more than that specific quantity of tickets, regardless of the number of shopping carts that the patron opens. (9.08.06)

Company Preferences

• Added Icon to represent the organization for iPhone/iPad App. This will allow generic logo representation of the organization as well as at the venue and event level. If you supply your company logo in this field, then it will be used if not icons are supplied for the venue or for the events. It allows setting of one logo with the option to over-ride on an event level. We recommend that all venues add an icon for their venues asap
• There is a new field in company preferences where you can put up to 4096 characters to describe the purpose, mission or philosophy of your organization. This field will be exported to the iPhone/iPad application to describe your venue or you can use it on your web pages. You can use some imbedded HTML is you wish.
• Added a Unites States Postal Service (USPS) mailer id field. A font will also be installed as part of the release. This is in anticipation of implementing the new USPS barcode format in the near future. We are currently working on the bar code generation rules for a point release.

Venue

• Added Icon to represent the venues for iPhone/iPad App. This will allow generic logo representation at the venue level as well as icons for the event.
• Added a feature to promote all icons to the eblastimage folder from the list window, or one at a time from each venue.

Credit Cards

• Added an interface to Moneris (Canada) for credit card authorization.

Donations

• You can no longer print donation receipts for those donations that should not have receipts 'until fully paid'. This means that if there is a current or future post dated credit card authorization still to process, you cannot get a receipt for that donation because there is a future payment -- even though the balance is zero.
• Fixed donation appraiser address on the tax receipt

Facility

• If an order has been created for a project, clicking the order button now displays the order associated with that project.
• To-Do type tasks no need a participant to show on the calendar - otherwise a warning is generated.
• Status icons added to duplicate project window.
• Default project owner when duplicating a project is now the original project owner, not the person duplicating the project.
• When duplicating a project, only volunteers who can perform the given activity will show in the list to select from.
• Adding a new activity in volunteer scheduling was not creating a new column in some cases until the window was refreshed.
• Context menus were added to the Manage Volunteers window to allow sending invites and changing acceptance status.
• If Growl is enabled, it no longer reports on notifications you have previously been alerted to.
• Some simplification of Notifications and some corrections to the text when certain kinds of notifications are displayed.
• When duplicating a project, it now resets the billing status to Estimate instead of keeping the status of the original.
• Added a legend to the project list.
• Tasks that are part of another project cannot be added to a different project.
• Some changes were made to how invoices can be attached as a PDF to an Email.
• Added the venue to the calendar description and tooltip for tasks (when appropriate) and made tooltips and descriptions more consistent between different kinds of calendars.
• Fixed an issue in seeing the correct day's information for employee schedules in group calendars.
• Added Resources and Personnel list to project phase detail window.
• Standardized how ICS files are created for sending and processing when they are returned.
• On single day calculations, in some situations tasks from the next day could also show.
• Dragging tasks on the Gantt chart now works in 15 minute increments instead of the time scale that the user is viewing the Gantt chart in. This allows finer movement of the task visually.
• Fixed a crash if a user set the view for the gantt chart in month scale (9.08.05)
• Added an option to the printing of the gantt chart to select and print only specific groups of tasks within the gantt chart (9.08.06)

Web Sales

• Added a feature to allow administrators to force shopping carts closed that are in the process of being checked out (yet never complete). This should happen very rarely, yet it allows any tickets that are held to be recovered by the user so that they can be placed back on sale
• The shopping cart inactivity timeout must now be at least 3 minutes (most venues have it between 10 and 15 minutes).
• The web listeners will now attempt to resend an email multiple times in case there are issues with the SMTP server. Emails that fail once will be queued at the end of an eblast and tried again (and again) up to the number of times set in company preferences. It is recommend that the retry value not exceed 2 times, with just a single attempt being the default. more retries may require more listeners.
• The meaning of the 'max tickets per performance' has been enhanced to reflect its original intention. If a value is set for maximum tickets at the performance level, the web listener will not allow any one patron to buy more than that specific quantity of tickets, regardless of the number of shopping carts that the patron opens. (9.08.06)
• The algorithm to calculate internet order fees has been restored to a per ticket basis (9.06 and earlier) so that tax calculations work better (9.08.06)
• Fix issue where order fees were not automatically added to passes purchased online -- if the pass was a fixed price that the user could not change. Eg, gift certificate order fees worked fine because the user entered the value of a gift certificate. A 5 play pass might not if the user is not allowed to enter the price. (9.08.08)

Reports

• Improved the date/time lookup for fields that use date and time to make the interface a little clearer by using an old style leaf-clock. You can click on the leaves to alter the time or right click on any part to pick time more directly.
• Added order ticket comment to promissory note payment listing on the invoice to help identify the customer in the Secondary Reseller Marketplace
• Fixed an issue with the totals on the invoice in the tear off section
• Corrected an issue with the invoice comments not appearing on the invoice that was introduced in version 9.07
• Fix an issue where some PDF's were not being created for reports.
• Added the 'source' column to the membership list report so that it will print.
• Address an issue on the Daily Sales YTD report where it might not print, depending on if the sort levels included the ticket type flag
• Enhanced the email a PDF (eg email an invoice) feature so that you can add patrons through drag and drop.
• Added an option to the printing of the gantt chart to select and print only specific groups of tasks within the gantt chart (9.08.06)
• A bug in Membership Remaining reports that preventing it from printing has been corrected. (9.08.06)

Miscellaneous

• Updated the column sorting header display to reflect the current sort order. Any column that is italicized is part of the sort for the list. In addition, there is a superscript to show the sort order from field 1 to 9. To add a new column to the sort order, hold the shift key and click on the column header. To change the sort order completely, just click on the column header as normal. The above behaviours are unchanged from earlier versions of TM - the difference is the additional user feedback on the sort order.
• Split the startup message that checks for outstanding emails that the web listener processes into two separate messages. One message will detail the number of 'eblasts' still to process. The second, separate notification will detail the number that are in error state. Those in error state will need fixed. Those still to process by web listeners are not errors per se, unless the number does not diminish as expected.
• Hide the toolbar area on PC's in the report parameter window. There were no tools available, so the grey toolbar area was just taking up unwanted space.
• There may be some some minor incremental performance improvements when updating data in the database due to improvements in the database connectivity routines
• Improved the geo coding of addresses by including country in the verification process.
• If a database connection drops and the client must be reconnected, the 'program name' as shown in pgAdmin now includes the word 'reconnected'. This allows a visual way for System Administrators to use the pgAdmin 'Server' window to view reconnections. Reconnects are also tracked in the error logs in the user preference directory.
• There are some overall stability improvements.
• Add date pickers to all date fields that are used for search purposes on list windows.
• Increase the number of events that can be tracked in the patron 'bought for plays' marketing field from 780 (approx) to 4500 (approx) distinct events for one patron.
• Increase the number of mail lists that can be tracked in the patron 'belongs to mail list' marketing field from 780 (approx) to 4500 (approx) distinct mail lists for one patron.
• Fixed a deferred revenue posting error introduced in 9.08.00 (9.08.04)
• Revised database startup check to allow using any value for the 'bytea_encoding' if Theatre Manager can find the right libpq file. If the default 'hex' encoding for postgres is used, there should be some minor performance efficiencies for letters and maps as approximately 25% less binary data is transmitted. (9.08.05)
• Enable setting of language in employee preferences for all platforms except PowerPC Mac. On windows and intel Macs, you can now set the language and some menus and icons will change text. Over time, additional parts of the interface may see language enhancements (9.08.08)
• Summary totals now appear in the transaction monitor as soon as it is opened (9.08.08)

Mail Lists

• Fixed an issue to ensure patrons can only be on a mail list once. You may want to rebuild mail lists that were altered since installing 9.08. (bug introduced in 9.08.02 and fixed in9.08.08)

Form Letters

• Added merge fields for form letters for some code table lookup values. If you already have these fields on a form letter, you will need to remove the field and re-add it back to take advantage of the change and have it print the full description. Specifically the following new fields were added:
  • Donation Popup 1
  • Donation Popup 2
  • Donation Popup 3
  • Marketing popup 6
  • Marketing popup 7
  • Marketing popup 8
  • Marketing/Volunteer Age Code
  • Volunteer Popup 1
  • Volunteer Popup 2
  • Volunteer Popup 3
  • Volunteer Popup 4
  • Volunteer Status
  • Donor Moves Status
  • Donor Giving Capacity
  • Order Reason Why Buy
  • Payment Method
  • Volunteer Position/Activity
  • Volunteer Recognition Award
  • Membership Card Status

Things a venue may need to do

• Read all prior release notes back to the version you upgraded from and follow any instructions for each version under the subject 'Things a venue may need to do'. If you are upgrading from an earlier version, you may have to do some of the 'Things a venue may need to do' for those earlier versions.
• There are a few updates to data that should be done in advance of the forthcoming iPhone/iPad app. These will help better represent your venue and events to many patrons
  • You should create and populate images for the event, venue and company preferences for items you wish to be in the iPhone/iPad app.
  • You should update the field in company preferences (Reports/Misc tab) and describe the purpose, mission or philosophy of your organization. You can use some imbedded HTML is you wish.
  • Please update the genre setting for each future event on the 'Marketing' tab to help users search for specific types of events in their interest area.
• You may want to enter your USPS mailer id in default data for future reference.
• There are no web page changes in this version.

Version 9.09

Version 9.09 is a minor feature release.

Upgrade Time

The upgrade time from version 9.08 is short. Upgrading this version requires, at a minimum:

• Installing TM on a workstation and allowing it to self deploy if you are already at version 9.08 or later.

Key Changes in Version 9.09

The following changes have been made to Theatre Manager since version 9.08

1. Add support to display seat availability on the web at a per performance basis.
2. Re-enable notifications sent by TM for items sold on the web and the venue is deferring transaction creation until end of day (for performance improvements)
3. Improve the messages and sales flow when booking subscriptions if there are issues
4. Continued improvements to Facility Management

Point Release Version History

Point releases are minor version fixes and small enhancements to any particular version.

• 9.09.02 - July 4, 2011
• 9.09.04 - July 12, 2011

Web Sales

• Implement an option to show which seats are already sold (or held) on the graphic map when presenting the seat choices to the patron. This option can be enabled globally, per event or per performance. It means that for some performances, you can choose to let the patron know which seats are taken (sold or held) and in others, hide that information if desired.

  Note: at this time, the colours on the map are black and white. We will be introducing colouring options later this year.

• Print at home capabilities have been improved slightly. When a patron indicates print at home in their cart at checkout, the tickets are marked printed automatically for those performances where print at home is permitted. The user no longer need rely on the printing setting in the order.
• Make the 'mail to patron' option more explicit in default data. If mail to patron is enabled, a mail fee must also be supplied (even if the fee is zero). Both must be enabled for the 'Mail me my tickets' button to activate on the web. IT is not abundantly clear on web setup if mailing is an option that can be selected by the patron.

Tickets Sales

• Add a flag to the merchant account setup that allows CVV2/CID information to be optionally sent to the merchant provider. This makes CVV2/CID similar to address verification as being optional to send to the bank. It has come to our attention that Moneris charges an additional setup fee to allow sending CVV2/CID and returns a decline if you are not, regardless if the card is ok.

  While only really affecting Moneris authorization, this option CVV2/CID feature is now common to all merchant services.

• Fix issue that prevented ticket being released right after it was sold if the performance was set up to 'mark ticket printed'. (9.09.04)

Season Subscriptions

• Booking season subscriptions now adds patrons to any mail lists that are set up in the plays window.
• When booking subscriptions, if the expected number of tickets sold for the subscription does not match the actual count of tickets sold, the process has changed a bit. In addition to a dialog popping up warning of this condition, TM will either position the user ready to add single tickets or to clear out the entire sale and start over with different seats. If the correct number of tickets are booked, the user will be placed at the payment screen.
• Automatic order fees will now be added to the subscription for sales at the box office properly in all cases. There were some instances where it might have needed to be added manually if there were partial subscriptions booked.

Year End Rollover

• Clean up some transactions that were preventing rollover because they had not been posted. Some order transfer transactions had not been marked posted properly in earlier versions of Theatre Manager.

Posting

• Donations connected to an event are now posted to the G/L with that event tagged on the G/L. It means that the posting by event reports will show donation postings with the event associated with it, list like ticket sales. This simplifies sponsorship tracking for events.
• The donation daily audit report now prints the event currently associated with a donation on the report which is useful for sponsorship tracking.
• Improve the locking mechanisms on the posting process for all transaction types.
• Improve the delayed transaction posting process so that transactions created from web sales during end of day are marked with the web listeners 'Sales Source'. This also means that notifications will occur based on the appropriate sales source. If you have disabled deferred posting for web sales due to notifications not being sent, we recommend re-enabling it again to improve web performance.

Miscellaneous

• Disable the list that shows employee's accessing the system unless the version of postgres is 9.0 or later. This feature requires a new feature in postgres 9 to display all columns in the list.
• The patron relationship list in the patron window now displays values properly after a relationship has been added or changed. This was broken inadvertently in 9.08
• Address some instances of a master user (outlet version only) attempting to enter data into a sublist for a record belonging to another outlet - and make sure the outlet on the data is correct. It is the strong recommendation that a master user administration account generally never be used except for creating outlet administrators.
• Ensure record is automatically saved on the patron screen if some field is changed followed by editing the patron contact card.
• Modify eblast process to send right away if venue does not have web listeners (9.09.04)

Facility Management

• Implemented conflict checking for participants and volunteers for conflicting times; and tasks and performances for conflicting venues and times
• Fixed issue with detaching group calendars
• Added support for showing holidays and events in duplicate projects calendar
• Fixed a date search issue on single day calendars
• Date range now allowed for printing Gantt
• Relations in Gantt was only allowing deleting a single record at a time
• Gantt can now print to PDF
• When adding items to a group in Gantt, they were not always being inserted in the same place within the group
• Some editing of group information in Gantt has been disallowed
• You can now add extra columns, rearrange the order and remove columns (except Description column) in left side of Gantt. These changes and other settings are saved with the project and are restored the next time you open the project. They are also used as the defaults for printing and you can select which items to print/not print and the widths to use when printing Gantt.
• Task list in project detail now displays duration
• On opening Gantt, it is now more intelligent on determining where in the project you last left off
• You can now select which view of a calendar to see from the context menu
• In group calendars you can now go to any date from the context menu
• It was possible to edit some portions of a task even if you were not authorized
• It was possible to assign a resigned employee as a task owner
• Project tasks altered outside of Gantt now recalculate the starting/ending dates of the project properly
• When creating a new task in Gantt, the chart no longer shifts to the location of the newly created task, but stays where you left it
• The dates on Gantt now use the employee date defaults you selected in Preferences
• Volunteer activities now warn if you are trying to set periods longer than 6 months
• When adding a new task to a project with a starting date in the future, the task start date now defaults to the starting date of the project and not to today's date
• When harvesting Emails from the scheduling account, any Emails not having calendar attachments are deleted as spam. If anyone responds to an automatically created Email it now goes to the account the Email was sent from and not to the scheduling account
• Setting a task as inactive did not hide it on calendars
• Non-admins can now create background tasks if they have the right security level
• Implemented milestones in context menu of Gantt
• Right-clicking in the ToDo area of a calendar brings up only ToDo-type tasks in the task detail window
• Calendar task list searches now allow for both active and inactive tasks to be found
• Project list now displays projects in red/blue, depending on whether money is owed or owed to
• Projects can now be deleted if they have an order number, as long as there are no transactions or tickets associated with it
• Items in a Gantt chart now properly retain their ordering when moving them multiple times
• In many places, task types are now restricted to only the types that are appropriate for where you created the task from. This will eliminate errors on trying to save tasks with inappropriate types
• Tasks default to 1 hour if no specific length given
• In some cases the task type was not staying set
• Closing task window refreshes Notifications
• You are now warned if you try to create a ToDo that does not show on the calendar without any participants
• It was possible to attach personnel and resources to groups. They should only be attached to tasks
• Memory leaks were fixed
• Relations now strictly respect delay periods
• Notifications now show tasks you've created or are a part of, but also participants you've added, such as Emails to go to volunteers, so you don't see Emails set to go out that others have created. This also applies to those who you've designated as task editors
• End dates in ICS files were replicating the beginning date
• In some cases, changing the starting date/time in the Gantt detail window was not properly setting the ending date
• Project list was not displaying "In Progress" projects
• Some Edit/Delete functions were not available in the context menus on either side of Gantt
• It was possible to be unable to cancel data entry in project detail
• In some cases venue for a project was not set properly when selecting a performance
• Some speed enhancements
• In certain cases, activity type was not displaying on Volunteer history window
• It was possible to save a project without a name under some circumstances
• Filter tab text was not using the user-defined terms for these items
• Multiple lists on filter tabs now space out evenly when resizing the window
• Volunteer schedule was not allowing all-day items
• When new activities were added to group scheduling, new activities sometimes didn't show until the window was refreshed
• You could not change calendar view when duplicating projects
• Improve calculation of duration of task based on date range of task under some circumstances (9.09.04)
• Ensure notifications are sent to participants when tasks are deleted under certain circumstances (9.09.04)
• Prevent starts and end date of task being set to null if category had last item deleted (9.09.04)

Things a venue may need to do

• Read all prior release notes back to the version you upgraded from and follow any instructions for each version under the subject 'Things a venue may need to do'. If you are upgrading from an earlier version, you may have to do some of the 'Things a venue may need to do' for those earlier versions.
• Decide if you wish to show which seats are taken on the web interface and make the appropriate selection in Setup->Company Preferences->Web Options tab and over-ride in Setup->Events if the behaviour is to be different for specific events.
• Also on the 'Web Options' tab, review the ticket printing options and set a mailing fee and/or turn off mailing if desired.

Version 9.10

Version 9.10 is a minor feature release.

Upgrade Time

The upgrade time from version 9.08 or 9.09 is short. Upgrading this version requires, at a minimum:

• Installing TM on a workstation and allowing it to self deploy if you are already at version 9.08 or later. It will self deploy for OSX and FOr Windows Vista and later. Because this has a fix for some XP issues, you will need to manually install on all XP machines.

Key Changes in Version 9.10

The following changes have been made to Theatre Manager since version 9.09

1. Revert the installer for windows XP to a prior version to deal with random crashing issues.
2. Continued improvements to Facility Management

Point Release Version History

Point releases are minor version fixes and small enhancements to any particular version.

• 9.10.01 - July 17, 2011
• 9.10.02 - July 19, 2011
• 9.10.03 - July 22, 2011
• 9.10.04 - July 26, 2011
• 9.10.05 - July 27, 2011 (and Power PC version for OSX)

Web Sales

• There are no web page changes for this version. If you wish a link your web site to ticket trove, you can use the following:

  http://itunes.apple.com/us/app/ticket-trove/id417854093?mt=8&ign-mpt=uo%3D4

Facility Management

• Implement more convenient navigation capabilities from the various project management windows. You can now navigate from most facility management windows to
  • Gantt chart
  • Associated calendar window
  • Project detail window
• Implement a new feature in the calendar so that the project name and/or the groups in a gantt charge can be shown on a calendar. They will display at the top of the calendar in the multi-day area to show the projects that cover multi-days.
• Revised the Facility Management icon so that it cannot be confused with the gantt icon in some cases
• Added a 'type' to the Project detail window to allow classification of projects. These classifications are set up in codetables.
• Added the capability to search by the owner of a project to find all those for a particular employee
• Implemented a dual search capabiity on the project list. You could now search by project description and owner name, for example
• Address problem on calendar where tasks with volunteer/personnel history information were not always shown on the calendar
• Improved the printing interface if selecting nested groups of tasks to print on a report
• Add more support for conflict checking on resources and tasks
• Fix an issue where a document stored by one employee could not be extracted ad accessed by another person on another machine unless the disk was named the same.
• Add notice to used if they are trying to over commit resources in the future (for those inventory items managed by inventory)
• Changes to support backorder for rented resources in facility management
• Address an issue with the built in event filter that prevented some events showing while displaying the calendar in single day mode (9.10.02)
• Restore the open/closed state of groups when re-opening a project window (9.10.03)
• Change to a task via the calendar will not ask the user if the volunteer data associated with the record is to also be updated. (9.10.03)
• Notes on the calendar no longer add an extra carriage return. (9.10.03)
• Added a feature on the gantt chart to move the gantt charge timeline display to various dates. If you right click on the gantt chart, you can set the timeline on the chart to:
  • beginning of project
  • end of project
  • current date
  • start of selected task
  • Specific project markers that have been set up
• Enhance resource inventory management to work even if the inventory item being managed is not attached to an order (9.10.05)
• Fix an issue where duplicating a resource usage could cause inventory tracking issues (9.10.05)

Ticketing

• Fix a problem where tickets could not be refunded right after an employee just sold them (using refund all) if the tickets were set to 'mark as printed'.

Donation Setup

• Added a feature to the detail window on donation campaigns to show who has donated to that campaign in the past, as well as show the transactions related to the item. These are in two new tabs on the detail window (9.10.03)
• Added some reports to the 'print' contextual menu for the list of patrons who donatedmake it easier to get some nicer reports from the selected list of people. As with the all of Theatre Manager, reports printed from contextual menus on a list only show the data within the list to make 'instant reporting' easy. (9.10.03)
• Added reports to the contextual menus for GL entries and Transactions. (9.10.03)
• Moved all searching in the tabbed lists on the window to the lower area to be consistent with all of Theatre Manager. (9.10.03)
• Support editing and paying for existing donations from this list. (9.10.03)
• Added a report to the donation category that shows a past history of when patrons paid for their donations after the initial pledge. This 'Donation Cash Flow' report can analyze and past donations and will indicate the approximate date when cash was received. Use this to look at current donation receivables to calculate roughly when you might expect future donations to be received. (9.10.04)

Gift Certificates/Passes

• Added a feature to the detail window on gift certificates/passes to show who has purchased that particular pass in the past, as well as show the transactions related to the item. These are in two tabs on the detail window (9.10.03)
• Added some reports to the 'print' contextual menu for the list of patrons who bought pass to make it easier to get some nicer reports from the selected list of people. As with the all of Theatre Manager, reports printed from contextual menus on a list only show the data within the list to make 'instant reporting' easy. (9.10.03)
• Added reports to the contextual menus for GL entries and Transactions. (9.10.03)
• Moved all searching in the tabbed lists on the window to the lower area to be consistent with all of Theatre Manager. (9.10.03)
• Support editing and paying for existing passes from this list. (9.10.03)

Miscellaneous

• Address a possible SQL error if the same employee tries to log into Theatre Manager at the exact same time.
• Added shortcut key to get to the exporting data window (9.10.02)
• Enhance the login window 'email me my password' feature. If you have made 3 or more mistakes on the password, TM will require a password change on next login as an additional security precaution. (9.10.03)
• Additional edit checks have been added to CVV2/CID entered on the web so that it is mandatory if the venue requires it of the 'web listener' employee. (9.10.03)
• Fixed an edit check on the CVV2 length so that it allows numbers like 024. (9.10.04)
• Changed the login process to better handle situations where the user login password did not match their postgres password in the postgres database - TM now updates it. This should prevent issues where some users could not log in if they had been accessing a second training database and changed their password. (9.10.05)

Changes to Web Pages

There are no changes to web pages for this version If you wish the latest references pages, please download the web page updates and compare the web pages to your existing pages.

Version 9.11

Version 9.11 is a minor feature release. Please be aware that V9.11.08 needs specific minimum versions of postgres installed as outlined below (most venues should be at these minimum versions).

To determine what version of postgres you are on, examine the login window. The version of Theatre Manager is in the lower LEFT corner of the log in window, while the version of postgres is in the lower RIGHT corner of the window.

Upgrade Time

The upgrade time from version 9.08 or later is short. Upgrading this version requires, at a minimum:

• Installing TM on a workstation and allowing it to self deploy if you are already at version 9.08 or later.

Key Changes in Version 9.11

The following changes have been made to Theatre Manager since version 9.10

1. Important bug fix for web sales for reserved seating under high load conditions
2. Improvement in managing the web page update/replacement process
3. New features in duplicate patron search and automatic patron merge process
4. The minimum requirements for the version of the PostgreSQL database is now 8.4.7 or PostgreSQL 9.0.2 or later due to an issue with the vacuum process contributing to possible bad blocks in a database. Implementing a point release on the database server is quite simple and our team can assist. Please note, that depending on when you upgrade your version of PostgreSQL, you may be installing a more current version then the minimum requirement --> This is OK.

Point Release Version History

Point releases are minor version fixes and small enhancements to any particular version.

• 9.11.00 - Aug 9, 2011
• 9.11.01 - Aug 11, 2011
• 9.11.02 - Aug 12, 2011
• 9.11.03 - Aug 19, 2011
• 9.11.04 - Sep 5, 2011
• 9.11.05 - Sep 9, 2011
• 9.11.06 - Sep 11, 2011
• 9.11.07 - Sep 13, 2011
• 9.11.08 - Sep 16, 2011 - requires either postgres 8.4.7 or 9.0.2 or later. Please note, that depending on when you upgrade your version of PostgreSQL, you may be installing a more current version then the minimum requirement --> This is OK.
• 9.11.10 - Sep 26, 2011

Reports

• Fixed an issue where some fields overlap others on summarized reports
• Improve the Excel export for the generic export function (File->import/Export->Export (or same feature from reports) so that the data is exported by type. There was a small issue with numeric data being exported as character
• Fixed an error displaying times on the season renewal report
• Fixed an occasional issue displaying season renewal report from the season subscription entry window (9.11.02)
• Fix display of order fees on the season subscription report on the second and subsequent pages (9.11.02)
• Enhanced the security checking on the export process to ensure that employee has access to the data record being exported for calendar, projects, resources, patron notes and some other data (9.11.03)
• Change the selection of conditions for data fields to prevent using >= for some types of lookup fields and only use lookup selection instead. You were able to generate some invalid criteria for patron bought for plays (for example) (9.11.07)
• The Donor Program Insert reports has been enhanced to support aggregation of donations by household by selecting 'combine each donation into a single giving level based on household' in the Insert Summary options for this report. (9.11.08)
• Fix the final report total of the debits and credits on the GL Event Summary report - it was totalling on account, rather than GL subtotals (9.11.10)

Web Sales

• Implemented a new folder in the WebPagesEN folder called tmCustom. The folder structure in this folder mirrors the other folders in the 'WebPagesEN' folder. The purpose of this change is so that:
  • If a web developer wants to change one of the standard pages, they simply copy it into the same place in the tmCustom folder structure -- and change it there.
  • Theatre Manager will look for an changed page here first and if one is not available, it will use the standard page
  • In this way, the 'tmCustom' folder becomes a record of any page that is different than the standard page. The intent is it always be able to replace the standard pages and know which ones were changed - this in effect, documents the pages that are known to be different and should improve the upgrade process.
  • While you can still change the html pages in the main 'WebPagesEN' folder, this is no longer advised - it is suggested that only standard pages be placed into this folder
• Fix an issue in reserved seating to prevent the condition where a patron was:
  • offered some seats
  • then used find next best seats one or more times
  • followed by using the browser's back button to go to back to a page containing the seats they were previously offered -AND-
  • another person was looking for the same seats online at the same time, -THEN-
  • in some circumstances, the cart might think that another patron had the tickets. However:
    • Under no circumstances could both people have them, so only one could check out with the tickets and the other patron would get a message in their shopping cart that the tickets were not booked.
    • In all circumstances, the patron was told of that there are issues as the checked out.
    • In all circumstances, the box office and web logs tracked and noted the issue for reporting -- for review by box office.
• Remove a condition that could cause a SQL error on the web listeners (and hand the listener), if the listener tried to send an email and the message returned by the SMTP server was longer than 100 characters
• Track the IP address of the listener that last touched the shopping cart detail record
• Display web log dates and times in seconds
• Improve diagnostic messages on trying to send an email already in error status
• Fix online booking issue for reserved seats introduced in 9.11.00 where anonymous browser checks out, then adds more tickets to cart. They were getting caught by the edit checks to verify the seats. (9.11.01)
• Prevent events that are dated in the future but have been closed from appearing on the web by adding a check for the archived date. Similarly, prevent these events from appearing in ticket trove. (9.11.06)
• Implemented ticket scanning from the tmAttendance.html web page (9.11.07)
• Fix an issue preventing subscriptions from being renewed online - see subscriptions below (9.11.08)
• Passes on web sites with multiple languages now show up in any language that the user selected instead of only the primary language designated by the venue (9.11.08)
• Added an extra edit check to the web sales process to prevent using a default mailing fee if it is not enabled for the web (9.11.10)

Facility Management

• Revised the from to date/time on volunteer information to be date/time stamps and make them better able to related to the calendar
• Add project or calendar to list of possible windows to open at startup
• Show status of tasks in legends
• If two people are trying to edit the same filter, ignore the conflict
• Add description to a timeline marker to conveniently find them
• Fixed issue where non-owners of a task could delete other tasks under certain circumstances
• Slightly altered date and time entry for volunteer/personnel component to be a date/time field in all cases to make it more consistent with the facility management calendar needs. Volunteer/personnel activity times are entered as date and time as a unified field. if the volunteer activity is associated with:
  • neither event nor performance, then you must enter hours of work
  • only with event, then you must enter hours of work
  • with a performance, then Theatre Manager can calculate the hours of work automatically for you.
  • Projects can now be created by selecting a number of tasks on the task list or calendar and right-Click to create a project (9.11.02)
• Revise the interface to project markers to make it easier to manage them (9.11.02)
• Add a new feature on the gantt chart view to allow showing of the tasks by participant. Currently, you can only view the project in this gantt chart mode and not edit it (9.11.02)
• Spam in the scheduling account is now deleted. Spam is considered anything without an ICS attachment (9.11.02)
• Add new icons for project markers (9.11.03)
• Colour numbers are no longer shown in lists as they are internal values only (9.11.03)
• Added a calendar icon to the event list and event detail window so that you can quickly create a calendar using the performances, tasks, projects and volunteer information related to an event (or a number of events) (9.11.03)
• Some minor performance improvements when entering data on the task detail window (9.11.03)
• Add feature to print the 'participant' view of the gantt chart. This coincides with an earlier enhancement to change the gantt chart to/from view by task to view tasks by participant. (9.11.04)
• Fix issue in notification window where 'urgent' notifications (that were not read by the user) were being cleared the next time the notification timer ran 10 minutes later. (9.11.04)
• All Icons on the toolbar will now display the correct size if the user prefers to 'view small icons' on the gantt chart (9.11.04)
• Minor performance improvement formatting dates on calendars (9.11.04)
• Add feature to show birthdays and anniversaries on calendars shown from the mail list window (9.11.04)
• Fix issue where notification window would reappear under some circumstances after it had been dismissed and it should not have reappeared. (9.11.04)
• Printing a project invoice can now print the estimate amounts even if it was billed as well as estimate totals. (9.11.04)
• Group calendars (like tasks in a venue) now show the date range on the title if more than one day is showing on the calendar. (9.11.04)
• Facility totals on the task detail window now update correctly when personnel and resources are added. (9.11.04)
• Taxes now display on the task detail window relating to personnel and resources. (9.11.04)
• For two week view, the proper date in the calendar navigation at the bottom is now always the first date shown in the calendar column. (9.11.04)
• The size of the checkboxes in the calendar filters are now the same as all other checkboxes to improve readability. (9.11.04)
• Taxes are now calculated properly after discounts are applied to a resource on a task (9.11.05)
• Discounts are now included in the totals for the project to show the proper costing. (9.11.05)
• Fix a display issue on the gantt chart that occurred after changing its colour when the task contained a suspension. (9.11.05)
• Numerous minor display fixes, updates to tooltips for consistency. (9.11.05)
• Make a small adjustment to formatting of invoices when multiple projects are displayed on the same invoice. (9.11.06)
• Tasks are now created with the fiscal year of the project. (9.11.06)
• Quick add of a task will no longer add a task if it is the first one in the project as the quick add needs at least one other task in the project to act as a template (9.11.06)
• Added lookup of project on a task to make it easier to associate a task with a different project. (9.11.07)
• Adding a task to a project for the first time no longer replaces some data (like venue or performance) in the task with the project defaults. (9.11.07)
• Taxes from each of the tasks in a project are now displayed separately on the project window for easy reference. (9.11.07)
• Minor interface changes to various facility screens (9.11.08)
• The icon for the 'Notification' window has changed on the 'Patron Sales' menu and has a new shortcut (cmd-i). You can also open the Notifications window from the calendar now (9.11.10)
• You can drag an entire mail list (or more) onto the task participants to invite an entire mail list to a meeting. (9.11.10)
• Improve the performance saving and closing the task window (9.11.10)
• Changed the volunteer activity window to no longer accumulate volunteer hours for a person if they were a no-show for the activity (9.11.10)

Sales Process

• Fix an issue for passes/gift certificates where tax rate 2 was applied so it will now calculate the tax total on the order correctly. To be affected by this issue, you would have needed to be adding tax2 to passes and gift certificates and would have seen end of day imbalance issues that needed the order to be rebuilt to be correct the rare situation. (9.11.03)
• Add capability of order fees for donations, gift certificates, season renewal notices and season renewal bookings when taken at the box office. This feature was already available online and previously manual at the box office (9.11.03)
• Implemented a percentage fee based on the current item being added to the patrons order at the box office. e.g. you can now add a percentage fee when adding a donation or a gift certificate if desired. Previously, this was a manual effort at the box office and automatic for internet sales (9.11.03)
• Fix issue for venues using Moneris as a service provider that had the optional address verification service enabled which prevented any authorizations from occurring (9.11.04)
• Fix issue with Authorize.net to properly send CVV2 numbers that were 2 digits long. (9.11.04)
• Alter the patron rebuild process to ignore patrons where there is an order that are in process of being sold as totals might be in the middle of a transaction. (9.11.04)
• A payment of a voucher number where the value of the payment is zero will now turn off the 'reservation only' setting on an order as it is a first payment. (9.11.10)
• Implemented right-click, refund tickets from the patron ticket list window (9.11.10)

Event Setup

• Creating a new performance will now set the hold count fields in performance and event records if the user chooses to create the performance using the default holds. The hold counts on these records were informational fields only and verification of a performance always corrected these totals if they were wrong in the past. (9.11.04)
• Change the minimum security requirement for uploading an icon to the event web site from 'delete' to 'edit'. (9.11.04)
• The cash flow tab on the event window will display a message at the bottom if Theatre Manager determines that there are 'reservation only' sales for this event. The message indicates why the cash flow and G/L cannot match the revenue tab and by how much. Once all reservation only orders containing tickets for this event receive their first payment, this message will go away. (9.11.08)

Season Subscriptions

• Fix an issue preventing Season Subscriptions from being renewed online. This issue was introduced in version 9.11.00 when additional tests were put in place on tickets in shopping carts to prevent users from using the back button to access prior offered tickets (9.11.08)
• Subscriptions that are added to a cart and cancelled online now ensure that the control house tickets are always returned to hold instead of relying on the prior hold status. (9.11.08)
• Subscriptions that are set up by the box office and in the 'new-seats assigned' state but have not yet been booked can now be renewed by the patron online - requires a web page change below (9.11.08)
• The names of two subscription status have been revised to better reflect their meaning and one new one has been added to support a new feature (9.11.08)
  • 'New-Requires Seats' is now 'New-Needs seats or booked'. It always meant that the favourite seats needed to or had been assigned to the subscription and was awaiting the final booking phase.
  • 'New-Seats Assigned' is now 'New-Subscripition Completed'. This status could meant that a new subscription had finished the reservation process.
  • 'Cancelled-Internet (new)' is a new status that occurs when a patron decides that a 'New-Needs Seats or Booked' subscription should be cancelled online. The patron can re-instate the subscription if they wish. (9.11.08)
• The subscription renewal statistics report now counts any subscription that is cancelled by the user via the internet in the cancelled column. (9.11.08)
• Subscription packages shown online now only appear if the desired seat count and the number of favourite seats match. Previously, they appeared, but could not be booked and an error was shown to the user. This approach ensures that only properly set up subscriptions appear on line and that the user can check them out and pay. (9.11.08)
• Additional error checking if all seats in a package are in the past (9.11.08)
• Improved the best seat search function for situations where all seats have the same best seat number (9.11.10)

Miscellaneous

• Renamed the payment source and payment origin fields to better match the screen input fields and change entry of those fields from text to selection from list
• Renamed the payment source and payment origin fields to better match the screen input fields and change entry of those fields from text to selection from list
• Set some data fields in the calendar and address records in the database to be essential criteria so that they show up when building report criteria (instead of having to set to all criteria) (9.11.03)
• Fix the export and import of theatre maps to create a .tmm file (9.11.03)
• Reenable exporting of lookup fields in exports (9.11.04)
• Allow exporting of some additional fields from the address-link, merchant setup, patron mail list, season package, season subscription, mail list descriptions and transaction records. (9.11.04)
• Fix patron import process to support 'New' and 'Replace or New' options. (9.11.04)
• Letter merge now supports displaying the media data in the letter. (9.11.04)
• Addition of automatic duplicate patron merge process. (9.11.05)
• Add a feature to a number of list window to allow removing some lines that are visible in the list. You access it by selecting some data in a list and right-clicking to select 'remove from list' (9.11.05).

  Examples where this might be useful are:

  • There could be some data in a list and you want a report. The list report process shows all rows from the list. If you remove some unwanted rows, you have even more customizability of the contents of reports from lists.
  • You might have some patrons in a list that you want to remove before running the automated merge feature on the contents of the list.
• Add a trace log to show the SMTP conversation if there is an error when using the 'test email' functions. If an email sends successfully when the test button is pressed on company preferences or employee preferences, nothing shows. If it fails, the complete conversation with the SMTP server will be shown to help diagnostics. (9.11.05)
• Window Preferences now track the platform and window resolution. This means that a user who switches between OSX, XP and Windows 7 can have separate setups on the same resolution of monitor. Before this change, users who migrated from windows 7 to XP could see windows opening offscreen and not be able to fix it. Windows 7 uses more room for toolbars than any other platform. (9.11.05)
• Add support for importing patrons direct from Excel documents without requiring saving as text only. (9.11.06)
• Opening a window (from a list) for a record that was just inserted will bring the newly inserted record to the forefront if it is still open. (9.11.06)
• Implement mechanism to completely delete an outlet from a database under very controlled circumstances. (9.11.07)
• Changed login window to display the email that a forgotten password will be sent to in the tooltip, after selecting the employee from the list of users. (9.11.07)
• Year end rollover process now shows the date/time of the last backup and improves the existing display of the advice to users to make a safe copy of the year end backup for posterity. (9.11.07)
• Improve geo-encoding of addresses when using google maps and for ticket trove. (9.11.08)
• All list windows have a small enhancement where a 'between' search will automatically resize the two fields proportionately if the entire window is resized (9.11.08)
• Patron has volunteer activities search string is now maintained as a patron is permitted to do certain activities in the volunteer module. This enhances the report searching capabilities (9.11.10)
• Improved the performance of doing eblast and mail merge (9.11.10)
• Turn scaling and keep aspect ratio on for any picture in the patron record. That means you do not need to crop the picture before saving it. (9.11.10)

Changes to Web Pages

Please download the latest web page updates and compare the web pages to your existing pages. (If you have already implemented the 'tmCustom' folder, you can simply replace the pages below). The following itemizes the changes made to web pages:

In the 3rd Column are 3 flags.

• R=Required Page Change - must be made
• M=Mandatory. Only make the page changes if you want one of the new features.
• O=Optional. Mainly cosmetic or only make the change if it is needed because you want to implement the feature that the description column speaks about. Existing web pages should still work with this version of Theatre Manager - so this change can be deferred to later.

Files in the each outlet directory (1/WebPagesXX)
tmTickets.html	There is one change to tmTickets.html that adds the link to TicketTrove if you wish to make it available to your patrons. If you make the change, we also advise setting up information in Theatre Manager to highlight your venue or events in a way you'd prefer.	O
tmCustom	The other change you may wish to make for this set of web pages is to move only the pages you've customized to the separate folder tmCustom folder -- to make future changes much easier for you. Please refer to the standard web pages to get the directory structure of this new folder	O
TMattendance.html	This web page can be used to scan tickets with a tethered bar code reader via the web listeners. If you wish to use this feature, you must replace the existing file with this one.	O
TMsubscriptionsRenew.html	Correct a field on the web page to show the correct subscription series that the patron is renewing. Also, add support for renewing subscriptions in the state 'new-not yet booked' so that patrons can now checkout and pay for new subscriptions set up by the box office via the web listener.	O
Files in the main templates directory
rowSubRenewHeader.html	Added support to allowing patrons to renew a subscriptions online where it was set up in the box office as 'new-not yet booked' so that patrons can then check themselves out. The intent is to keep new subscription statistic tracking separate from renewing subscriptions (TM always did this) and allow this new subscription to be paid for online.	O

Version 9.12

Version 9.12 contains some significant functional enhancements, performance enhancements, brand new features, a collection of minor bug fixes and a fix to XP crashes. It is recommended that venues using 9 should upgrade as soon as practical.

Upgrade Time

The upgrade time from version 9.0x might be about an hour (estimate only) for an average site. It could be longer if you have lots of historical data and transactions. Upgrading this version requires, at a minimum:

• Installing TM on each workstation. This is a WALKAROUND install
• There are 5 web page changes - none of them mandatory unless you wish to implement genre search in your web site.

All feature changes, enhancements are optional and this version could be implemented at any future time.

Key Changes in Version 9.12.03

1. Implement direct tracking of the source of the web site shopping cart referral in Theatre Manager
2. Implement compression techniques for batch letters and correspondence history to significantly reduce the size of backups and allow selection of data retention policies for this record that contains a large volume of data. Note: depending on the number of email blasts and letter history, this may make the first create sales entries (in EOD) after upgrading take a long time to do the first compression.
3. Introduce the beginning of online volunteer/personnel signup and approval process for positions like ushers. We hope to enhance this area a fair bit as people use it and provide feedback.
4. Added a Promoter Revenue Audit Report that can be used to report pricing, sales and capacity to some promoters that may require the information on this report
5. Resolve an issue where windows XP could crash when reading numeric values from the database that are null. Venues with XP that are experiencing crashes are encouraged to upgrade right away.

The following changes have been made to Theatre Manager since version 9.11

Point Release Version History

Point releases are minor version fixes and small enhancements to any particular version.

• 9.12.03 - Nov 6th, 2011
• 9.12.05 - Nov 17th, 2011 (may require walk-around)
• 9.12.08 - Nov 23rd, 2011
• 9.12.11 - Jan 9th, 2012
• 9.12.12 - Jan 10th, 2012
• 9.12.16 - Jan 16th, 2012
• 9.12.17 - Feb 6th, 2012

Web Sales

We have put in place the mechanism to track the source/referrer of the shopping cart source from the conversation last week around the board room table. In this sample screen, we've shown 4 carts with 'first time buyer' and 'TimeUnion' as sources for two of the purchases.

Setting them up is easy. You can set up links using by either:

• setting up a special cookie called TMsource with any text value you want up to 100 characters. That way the source doesn't have to be visible on the command line -or-
• adding in parameter called &TMSource=TimesUnion from any url. For example:
  • from your main web site, you could use tickets.myvenue.org/TheatreManager/1/login&event=0&TMSource=MainPage
  • in an eblast sent from theatre manager specifically about 'Mama Mia', you could have tickets.myvenue.org/TheatreManager/1/login&event=xx&TMSource=MamaMiaBlast
  • from another referring web site tickets.myvenue.org/TheatreManager/95/login&event=0&TMSource=Another Site
• The TMsource parameter or cookie can be added to any request sent to Theatre Manager. Please note:
  • the source for the shopping cart is set from the FIRST non-blank item sent to the ticketing site from a person's IP address. This means if the source is set by the sender/referrer site on the URL, there is no problem clearly identifying the source of the cart.
  • If the source is not set and the person uses the back button to view a historical cart, it may use a prior value, which might set the cookie and suggest a possible erroneous source. Chances of that happening are small.
  • Any cookie created lasts until checkout. Meaning, that if a patron buys something with a referrer and checks out and subsequently comes back for a second purchase, the TMSource cookie has already been discarded and a second purchase will have no source at all... which is as it should be.

Finding seats that are not together

A new feature has been added for reserved seating web pages to allow a customer to find seats in a venue - but not necessarily have them be together. This can be useful for group sales or when a venue is selling out. It can also help users if the seat map is displaying the used seats (masked out) as per the picture. Implementing the feature means adding the web page changes indicated below. (9.12.08)

How does TM decide to find the seats if the user indicates that the seats do not necessarily need to be together?

• First, Theatre will always try to get all the seats together and only if that fails, will the algorithm to split seats occur.
• All attempts to find seats will occur in pairs so that patrons can sit with a friend
• If a pair cannot be found, then Theatre Manager looks for a single
• An exception to the above process is made if many seats have been booked and only three remain to be found. In that case, Theatre Manager will try to sit all there people together so that nobody is sitting alone.
• If the attempting to sit the final 3 together fails, then TM tries a single and a pair and if that fails it tries 3 singles.

The picture to the right shows the result of filling in seats when there are limited seats available or more are requested than can fit in a row.

Other Web Changes

• A field has been added to the cart to track the number of web page hits for any shopping cart. During the upgrade, this field will be set to the number of web listener log items available for the cart. This will greatly exaggerate the total hits, but gives a sample as to approximate page hits
• The donation campaign and pass/gc list are now sorted alphabetically by the external description rather than the internal description. This means that the patron will see them in alphabetical order properly.
• Implemented a change that allows allow-to-sell-internet and the onsale date to be independent of each other. Before, if the onsale date was set, it automatically turned on the able-to-sell and it could not be turned off. Now you can disable a performance quickly by turning off the able-to-sell flag and still retain the onsale date for informational purposes.
• Accessing a performance or event via TicketTrove or some other web page directly does some additional checks for the able-to-sell and the onsale date to make sure that the event can be accessed. The listener also checks to see if a pre-sale access code has been added to the cart that allows the performance to be purchased and, if so, ignores the the able-to-sell and onsale date completely.
• Add order total and order balance to the cart window. This can show if there is a difference in the cart from what was checked out, perhaps due to the box office changing the tickets in a cart after the fact without adjusting any payment owed.
• Add a feature to allow converting tickets held in a cart to be sold and added to an order if there were some unforeseen errors that occurred during checkout.
• Add some more condition checking on closed carts to be a bit more aggressive releasing held seats for closed carts.
• Fixed an issue where any Tax-on-Tax calculation was returning zero as the total and affecting the tax on a ticket or a fee.
• Altered the database stored procedures to eliminate a cause of deadlock under high activity sales on the web. In the process, make some improvements to the best seat selection algorithm.(9.12.05)
• Changed the ticket trove aggregator to 4 separate calls to the web listener to help deal with a timeout issue on venues with a large amount of icons and events for sale. (9.12.11)
• Slight improvement to the auto-selection of the listener port for cases where there are multiple web listeners on one machine. TM should find the next available port in a range within a few seconds and start automatically on that new port. (9.12.11)
• Add feature to release partially held seats which could be caused if the patron went to the check out page and got started on the checkout process - and then went to add more seats to the cart and then used the back button to get to the checkout page. This will prevent some rare 'i' hold cases. (9.12.12)

Company Prefs/Data Retention

A new tab has been added to the Company Preferences window to allow some data retention settings. The items on the:

• left side deal with how long the actual web listener logs are retained and were part of another tab and have been moved here.
• The items on the right are for retaining letters and correspondence history sent to patrons. It is now possible to purge data from that part of the database with the most text data and which takes the most space in backups. Letters can be purged 'en masse' as per the following guidelines:
  • Two exceptions to the mass purge are:
    (not displayed here) is each form letter has a new preference which indicates any history for it cannot be purged and must be kept forever . For example, school contracts, artist contracts, etc are the sort of things that should be kept. Eblast type letters are less important a few years afterwards should be allowed to be deleted from the correspondence history.
  • Any form letter that is attached to a record that is one of donation, donation receipt, volunteer position, volunteer history, or media can never be deleted, regardless if the letter is set to delete. These letters are typically small in number, yet important enough tax/personnel records that they remain forever.
• Keep Printed Letter History for xx days. The default is 0, which means keep anything printed forever. Set this to something like 1000 to keep any printed letter for 1000 days after it is printed.
• Keep eblast history for xxx days. The default is also 0, which means keep them forever. If you set this, then anything send form the batch email merge, or added to a patron individually by the employee to email later will be deleted.
• Keep web listener emails for xxx days. These refer to any email originated by the web listener in response to a customer request and include, for example, requests for passwords, confirmation emails, and notes regarding patron info changes. They are less useful after a while and the default setting is to get rid of them after 1000 days. Set it to 0 if you want to keep those forever.
• Clear Searchable Notes in letters. The default is turned on. Letters and eblasts which are sent to people have also contained a text only version (i.e. no html, images, or what have you). Since it means that there are essentially two copies of each letter kept for each communication with a patron and the field was not used for searching to our knowledge, this allows the field to be emptied (and save space) if you want. It is also possible to reconstitute this data if need be.
• Delete history for letters with no merge fields means that some letter merges and eblasts contain no merge fields. This would be true if the letter was a pure HTML eblast. By tracking that the history is the same as the original letter, then it becomes possible to always see the content, without needing to track the merged data. Any customized letter would, of course, not be the same as the original letter an not be compressed using this technique.

We tested settings of 1000 days for all purging and removing text searchable note data on some databases and say between 25% and 50% reduction in database backup size for venues very active in communicating with customers.

Company Prefs/Web Listener

A performance testing function was added to the 'Web Listener' tab called Check Ticket Sales Times. This can be used from multiple workstations to test how long it might take to sell out a performance while you are watching it by clicking on a sales map on another machine. It does not use the web listener - It simply uses the find best seats and book functions in TM against a dummy order to see how long before a venue is sold out. If you use multiple machines to test the same event, it may give an idea of how well your listener and web server are performing under load. If you make changes to the postgres server parameters or change the server, you may be able to judge the effects in a controlled test. (9.12.05)

Ticket Sales

• Update the best seat algorithm used at box office so that if the 'reserve' option is used, it will quickly hold the tickets and then book and prevent competition from the web on a heavy onsale day. (9.12.05)
• Disable best seat hold or reserve options if the user is not allowed to use hold codes because there are none permitted in their employee setup (9.12.05)
• Add a new feature on the graphic sales map to help highlight all seats that a specific patron purchased, regardless of which order they may be in. The process pops up a list so that you can select a person by name and see where they are sitting. In addition, dragging a patron from any list containing patron records will show where that patron is sitting. This feature augments tooltips showing patrons in a seat. (9.12.06)
• Add support for emailing an invoice from a venue that does not require authentication at their SMTP servers and have not put in a login id for the mail account (9.12.09)
• Addressed an issues with Vista (64 bit) and the sell ticket window resizing larger than it should. To make sure the sell window opens on screen (vista only - this window only), the saving of window position preferences for this window has been disabled until the problem with vista 64 bit can be fully resolved. ( 9.12.11)
• Fixed an issue looking up patrons with no primary address info and selecting them to transfer tickets to within the sell process. (9.12.11)
• Added an 'invoice' icon to the payment screen to allow printing invoices at time of payment (possibly after adjusting contractual notes for group sales) (9.12.12)
• Enabled emailing of invoice as a PDF from the invoice screen so that invoices or confirmations can be sent right at the end of the sale (9.12.12)
• If auto-send of PDF invoice is set up in the employee preferences, TM will now show the invoice screen automatically if the customer has an email address. (9.12.12)
• Emailing the invoice now supports a choice of sending from the 'personal' email (in employee preferences) or the 'corporate' email as set in company preferences (9.12.16)
• Duplicating an existing pass/gift certificate that allows taxes to be added will be created properly (9.12.16)
• Searching for PO Number is lists is now a like search so that it can search for PO#'s containing a value (9.12.16)
• Added print of theatre map for all seats in an order --from the order window. Also indicates how many seats are in the order on the printed map so that group sales know at a glance the total number of tickets. (9.12.16)
• A pass type that is used to 'change ticket to a specified promotion' will now do so under a new set of conditions (9.12.16):
  • If the event that the patron is purchasing is in the list of valid events for the pass type, then Theatre Manager will allow the use of the pass regardless if the promotion is enabled to not. This allows some promotions to be 'hidden' from the user and only become effective if the pass is used to check out. This condition is new for 9.12.16.
  • If the promotion that is tied to this type of pass is not enabled, then TM will prevent the use of the pass. This is the original business rule, prior to this version and is enforced if the previous rule cannot take precedence.
• Add a small prefix to the Moneris order identifier so that it identifies that the authorization came from TM. This supports large institutions that have many Moneris installations and one store id. (9.12.17)
• Add the USPS bar code to the PowerPC installer for OSX. (9.12.17)

Volunteer Management

• Implemented a new feature in Setup->System Tables called volunteer signup templates. This allows the volunteer manager to create a small survey for specific shows asking people to pick which shows or performances that they'd like to participate in. The notion is that the patron would access the ticketing web site, sign in and then indicate their preferences.
• The play window, volunteer tab on now shows which people have requested a position in a show and you can now indicate whom you wish to accept into the position. The default for online signup is to indicate that they are not yet approved for the position or shift. From the TM interface, the default is that anybody assigned to a position is automatically accepted - resulting in no change to current business practices. However, you can now switch people from 'accepted' to 'to be accepted'.
• Add volunteer/personnel position to the cast/crew list report that is designed to print without addresses
• Add date to the volunteer schedule report by performance report

Facility Management

• Some support for repeating meetings has been implemented.
• Improve performance of closing the task window and updating related calendar info in a few places.
• Added an accept/decline on the notifications window and on the task detail to make it easier to quickly accept a meeting you've been invited to.
• Fix an issue in an outlet version with some calendar items being shown in duplicate on the calendar in the facility view
• Fix and issue where tasks belonging to a project could not be moved on the calendar if 'show projects' on the filter was selected
• Startup notification now shows the number of outstanding or past due mass merge letters that need merged as a separate total, much like emails notifications do.
• Startup notification also displays the letters added by the employee once at startup and not every 10 minutes when the notification timer starts. This means a user will only be told once that letters are due -- until the next log in, or if they hit refresh
• Add support for font size on a calendar. The font size can now be set as a default size in a filter and subsequently changed when viewing the calendar
• Dragging the title of a facility based calendar will now detach it from the current calendar into its own window. This enhances the existing context menu approach

Miscellaneous

• A number of minimum screen sizes have been reduced through-out Theatre Manager in an effort to deal with the standard Windows 7 interface, tool bars, etc being larger and requiring more screen real estate than XP or OSX.
• There have been minor enhancements and fixes to word processing window.
• Allow export of latitude, longitude, geocode source and county (US addresses) from the database for export to a system like QGIS or Grass
• Added export of end of day GL entries to Accpac version 5.6 to list of directly supported formats
• Fix import issue where a space on the end of a field name would cause issues. Leading and trailing spaces on field column headings are now removed prior to the user matching the import fields.
• Standardize some buttons at the bottom of lists to have the same name in more places.
• Condense the text on a number of legends in list windows to show more list data and yet retain the same amount of assistance to the user
• Fix issue entering the target revenue for a show on the play window where it would double it after entry
• Fix an issue in end of day deposits for outlet versions where some payments could inadvertently be listed in the end of day from another outlet if the user doing the end of day was a master user (daily operating with those privileges is never advisable).
• Implement a number of under-the-hood settings for permissions to various windows on the outlet version of TM.
• Add a threshold to system preferences regarding the backup size warning. It is normally zero, and can be set as large as a 5% difference. We recommend a setting somewhere between 0.1% and 0.5% difference before a warning is sent to users.
• Improve performance of E-Blasts and print merge
• Encryption and decryption algorithms now support unicode characters.
• Added a few more genre's to the event window for ticket trove
• Resolve a long standing issue with letters added to a patron that sometimes display an editnum error after changing the document to be sent. This error occurred:
  • if the letter was added as an email to send to a patron -and-
  • you edited the letter to customize it -and-
  • the web listener was not that busy so it grabbed the letter and sent it right away -then-
  • you would see this issue
  • The resolution was to delay emailing a document for two hours.
• Added a code table so that report sales groups could be described instead of just being letter codes. The sales promotion edit window now lets you pick those as a lookup (the values are in the code table)
• Significantly improved performance of displaying transaction records on screen and in some transaction reports.
• Change the edit check on saving graphic maps to measure using 1K=1024bytes (instead of 1K=1000bytes) so that the picture side displayed to the user an the edit check size are based on the same metrics.
• The windows TM installer now puts Growl for windows 2.0.8.1 in place. You can update direct from the Growl for Windows web site, or re-install using the latest Theatre Manager installer (9.12.11)
• Add pass number and description to Till Balance and Deposit Detail reports (9.12.11)
• Add help comments regarding tax treatment of certain passes to the gift certificate setup window to clarify how to set prices for them. (9.12.11)
• Fix issue where county was not properly added to the patron address record. Running the verify record from the city lookup will correct any existing address records. (9.12.12)
• Fix the royalty report where the allocation reported very large numbers if the total balance on an order was non-zero -and- the order had order fees in it -and- there were two payments that offset each other exactly, which is a rare condition to have unpaid for tickets in such a state. (9.12.16)
• The external account number (in account setup) is now calculated to be the same as the newly create internal account number when an account number is duplicated. (9.12.16)

Things a venue may need to do

• Read all prior release notes back to the version you upgraded from and follow any instructions for each version under the subject 'Things a venue may need to do'. Please note that the web pages changes in this version are minor grammatical changes or of minimal impact and do not need to be implemented unless you wish to take advantage of any new features in the release notes.
• Read about the tmsource parameter in web links. If you want to track the referral source (i.e. to track how people came you your ticketing site), you may want to implement this as a parameter or a cookie.
• Force TM to use latest components put in place to address XP crash issues. If you installed 9.12.03 after Nov 10th, you will have these components. If not, this forces an install on a machine to make sure the correct components are in place to fix the problem. (9.12.05)
• Added additional edit checks for new discover card number ranges (9.12.05)
• You may wish to verify addresses from city lookup if you need to do any mail list building or searching by county in the USA (9.12.12)

Changes to Web Pages

Please download the latest web page updates and compare the web pages to your existing pages. (If you have already implemented the 'tmCustom' folder, you can simply replace the pages below). The following itemizes the changes made to web pages:

In the 3rd Column are 3 flags.

• R=Required Page Change - must be made
• M=Mandatory. Only make the page changes if you want one of the new features.
• O=Optional. Mainly cosmetic or only make the change if it is needed because you want to implement the feature that the description column speaks about. Existing web pages should still work with this version of Theatre Manager - so this change can be deferred to later.

Files in the each outlet directory (1/WebPagesXX)
TMtickets.html	Added capability for search by genre and an icon link for ticket trove. If implemented, the other 3 genre files become mandatory.	O
tmError.txt	3 new error messages to deal with searching by genre if no events are found when genre is specified as the only search parameter. searching for tickets in a reserved seating venue when they do not have to be all together	O
Files in tmMaps
TMticketsSection_MapDefault.html	Added an option for the patron so that they can specify if their seats need to be together or not (meaning pairs where possible). This uses the F_TOGETHER variable in the form.	M
Files in the main templates directory
constantALLGENRES.txt	New File - place in this directory. If genre search is implemented, you may want to change the word 'Genre' if it is not suitable for your web site.	O
setGENRE_LIST.html	New file - place in this directory	O
setGENRE_LISTempty.html	New file - place in this directory	O
Files in the tmGifs directory(1/WebPagesXX)
tickettrove.jpg	new file Copy the ticket trove icon to this directory	O

Version 9.14

note: approximate release date is Feb 6, 2012.

Version 9.14 contains more performance and functional enhancements, performance enhancements, brand new features, and some bug fixes.

Please note: Apple no longer supports PowerPC Macs in Lion (OSX 10.7) and planned features for Theatre Manager will eventually need to rely on this SDK (Software Development Kit). Support for PowerPC Macs may be limited to using 9.14.xx of Theatre Manager or earlier. With subsequent releases, we will advise if that release of Theatre Manager can be run on PowerPC Macs (which are typically 8 years old or so).

Upgrade Time

Version 9.12 has some significant features and preparing database for the new fields may take some time for an average site (depending on total ticket sales). Upgrading this version requires, at a minimum:

• Installing TM on each workstation. This is a WALKAROUND install
• There are 40 potential web page changes - 3 of which are required at this time. With the implementation of the concept of venue, we are replicating some data so that existing web pages should work without change.

All feature changes, enhancements are optional and this version could be implemented at any future time.

Key Changes in Version 9.14.00

The following changes have been made to Theatre Manager since version 9.12

1. Implement the notion of a Venue so that existing Theatre Maps that really are for similar venues can be merged into one Venue for Facility Management purposes. This will allow tracking things to 'venues' to be easier. The Theatre Maps become pricing structures within a venue and you can have as many pricing setups as you wish per venue.
2. Revise the order window to use icons (and words) to navigate to the various parts of the order window.
3. Implement threading when searching for lists of information to take advantage of multi-processor CPUs on workstations.
4. Addition of Asset Tracking for donors for major giving prospecting
5. Added support for publishing calendars to CalDav servers directly from Facility Management
6. Web listener monitor screen has been rewritten so that web logs can be viewed independent of running as a listener. This feature is part of the future direction to support listeners as services.

Point Release Version History

Point releases are minor version fixes and small enhancements to any particular version.

• 9.14.00 - Feb 6, 2012

Venues and Pricing Maps

The most significant change is the separation of theatre maps into 'Venues' and 'Pricing Maps'. Prior to version 9.14, a theatre map contained both the address data and a pricing map. It meant a new zone set up in a venue required a new theatre map which had some side effects on facility management.

Separating this information means that venues now reflect the true list of venues that are used -- and you can have as many pricing maps as you wish within the venue. Facility Management now shows tasks in the venue on the calendar (and not the pricing map) which is far more convenient.

The screen below shows what a venue now looks like. It has the name, address and icons for ticket trove (like before). The pricing maps at the right are new. You can edit them by double clicking (or create new ones)

The pricing map is shown below and contains the seat count, graphic map, seat names and best seat settings. The subtle difference is that a venue can contain multiple pricing maps which has some future potential:

• If the maps have the same number of seats (even if rearranged), the future intention is that you can swap one map for another on an event or a performance. This could support:
  • rezoning a venue after sales have occurred to support dynamic pricing through rezoning
  • different layouts of a venue (with same seats) for each show in a season package
  • different best seat searching on a performance basis if you want. Searching for seats on opening night could be different than saturday matinees
  • different seat names if the venue is rearranged for an event. Example Orch Left 101 could be re-labelled on-stage seat 18 if part of the front row is removed and the seats actually put onstage (something we've seen more than once).
• having different graphics for each layout and pricing zone
• consolidating maps from the past with different seating capacities and/or implementing seating in a venue that really is different. For example, arenas usually have hockey, basketball, and a number of concert and special event layouts. Note that pricing maps from previous versions appear as separate venues which can be merged. Once merged, they cannot be separated at this time.

Ticket Sales

The order window has been changed so that the words on the left side of the window which are used to navigate to various parts of an order (like tickets, fees, payments, etc), has been enhanced with icons. This change is based on observation and feedback to try to make it even easier to navigate the sales process.

Other changes are:

• Searching for a control number for a pass/gift certificate now uses a 'like' search so you can find passes easier.
• Searching for a PO number now uses a 'like' search so you can find by contents of the PO number. This is helpful for groups sales to find the name of the group or school within the PO number.

Multi-Threaded Searching and List Updates

This is a vey subtle change to the operation of Theatre Manager. Much of using TM consists of filling lists with information - such as searching for patrons or loading up the tickets in the ticket list on the patron detail. We've made this faster in the past by offloading some computation to the postgres server.

In version 9.14, we've taken this a step further. Many machines these days have two or more CPU's. The trend to multi core machines means that a computer is largely idle unless we take advantage of the other cores - which we did.

The effect, from a user perspective, is threefold and not immediately obvious:

• When starting a search, the search will actually occur on another thread (or CPU). It means you can still move the window or go to another screen while the search is happening. Example, if you search for all your patrons in a large database, you can go and look at a list of venues or sales promotions and the interface is not locked up.
• Cancelling a search is different. All you need do is type a new search word or two in the search area on a list and start a new search. The previous one is ignored (and will eventually cancel) and the new one takes precedence. For example, on the patron list, this means if you search for 'Smith' and there are a lot of them, you can type 'Jones' and begin that search before the 'Smith' search is finished - effectively cancelling the 'Smith' search.
• Tabs on any detail window (like the patron window) will start filling in the background or updating in the background. We will take this forward to continue to create a more responsive interface and take advantage of more modern machines.

Patron

A new feature was added to the patron window called Asset Tracking which allows employees with permission to see and/or edit a list of assets (and optionally, the value) for a patron for major gift prospecting. There are separate permissions for this feature and the window will not be shown if an employee does not have permission to see the data.

Other changes are:

• The HST number on the patron window is now character
• Fix tracking of county in the USA and repopulate addresses with correct county information. This allows search by county to function correctly.

Event/Play Setup

• You can now print maps from the attendance screen using a context menu
• The 'Season Control House' setting on creating performances now defaults to 'off' so that a user must specifically select the performance as control house. Since control house tickets can never be printed, leaving it on accidentally meant some tickets would not be printed online or via batch printing.
• Add warnings to the performance detail window when setting the 'Season Control House'. If the event that the performance is for is not specified as a current season control house or past season control house for any package, you will get a warning trying to turn the flag on. Conversely, if the user tries to turn off the flag and it is part of a season package control house, a warning will be issued indicating it shouldn't be turned off. The ramification of either choice is explained in the message.

Employee

• Added a new security data level for Donor called 'Manage donation assets'. This will allow the ability to set who can enter in donation asset information on the patron window's Stats tab.
• Added a new security function level for Venue called 'Merge two or more venue records into the same venue and delete the others'. This will allow the ability to set who can merge venue maps into a common venue location.
• Added a new security data level for reports called 'Create search criteria and ability to export generated report'. This will allow the ability to set who can enter in search criteria for reports and once the report has been generated, if they are allowed to export the data from that report.

End of Day

• The create sales entry window now shows the number of reservation only orders in the text on the screen to give an idea of how many exist
• Converting reservation only orders to actual orders will now get those orders that have no tickets and no facility 'estimate only' orders. Previously, it would not find orders that had no tickets at all and leave them forever in the reservation only state.

Web Sales

• The web listener window has been rewritten entirely and has some changes in operation.
  • Logs are now only written to the database (there is no longer an option to write to local disk).
  • The listener monitor window is now a separate function from running as an actual listener. This means Listeners can either function as before, or you can simply open the listener window which allows the monitor to 'watch' only itself or all listeners without actually processing web requests.
  • Existing listeners will auto-start in the same mode as before. The intent is to allow starting of listeners as services so that they can all be headless - and the monitor can run from any workstation to watch progress of all listeners.
  • Note that some of the functions and buttons on the web listeners have been changed or eliminated to support the separation of monitor and listener capabilities. Different features will be added in the future to watch performance - but one key metric of total time in each web request is now being tracked and can be viewed in the monitor list. You can see more detail by changing the reporting level of the monitor on the lower right side.
• Enhanced to use rowSubReserve.html (used to share rowTicketReserve.html) for season reservations ticket purchases. This .html page already exists in the tmTemplates folder.
• Enhanced to use rowSubNoSeat.html (used to share rowTicketNoSeat.html) for season reservations ticket purchases when an error occurs for the tickets selected to be given to the patron. This .html page already exists in the tmTemplates folder.
• Enhanced error checking if encountered non-priced events for season reservations ticket purchases
• Enhanced error checking if encountered non-priced events for single ticket purchases
• Enhanced to use rowCartOrderCouponFee.html (used to share rowCartCoupon.html) and rowCheckoutOrderCouponFee.html (used to share rowCheckoutCoupon.html) for coupons that are setup for a one time fixed amount discount for an order. These .html pages already exists in the tmTemplates folder.
• Changed handling of the condition where two separate patrons (in different households) somehow ended up with the same email address. Since this is not supposed to happen, but might occur in a data import situation, the web listeners now prevent the user from logging in and inform them to call the box office. The box office will need to merge the two records containing the same email before the patron can use it to buy online. Duplicate email addresses are never supposed to occur, so this is protective condition in case it does.

Facility Management

• The major change is to implement calendaring based on venues instead of pricing maps. It makes calendar management simpler for the end user.
• Improve handling of ICS files in general and make more robust.
• Implement publishing calendar information (as represented ins a filters) to:
  • Caldav servers directly
  • iCS files for importing to iCal, outlook or other calendars
  • FTP of calendar files to public servers for users to incorporate into a file
• Volunteer/personnel history data on a calendar can now be duplicated by option-dragging the selected tasks. It means you can duplicate some usher information into another date from the calendar, for example.
• The hot seat analyzer window has been revised to handle selection of venue, then pricing map within the venue before displaying results.
• A context menu has been added to any list of tasks to create a project from any list of tasks in any task window.
• You can now tabs between fields on the gantt chart display to edit the fields.
• You can now double click or context click on connections between tasks on a gantt chart to edit or remove the dependancies. You can also double click or context click on milestones to edit them.

Reports

• Printing of a theatre map with the sol seats now shows a total of the sold seats up near the logo on the report. If printing by order # or group name, this will help generate separate maps for each bus or tour group attending a performance rather than highlighting maps by hand.
• Fixed a minor zero-divide issue on the payment allocation report whee to resolve a boundary condition of tickets in the order and that had payments that offset each other and totalled zero. The report now reports zero instead of an arbitrarily large number.
• Added pass number and description to the till balance report to ease reconciliation.
• Added pass number and description to the deposit detail report.
• Fix the total field on house report by order to show total balance owing in each subtotal section.
• Fix display issue on a number of transaction reports.

Outlet Version

• Change the ticket-transaction verification report so that it ignores 'Z' transitions because those transactions track tickets that have been sold by another outlet. The report was counting the Z transactions from another venue so the report appeared out of balance when it was not.

Miscellaneous

• Windows machines with bonjour installed on them way be able to find database on OS-X servers using bonjour services. Bonjour is installed if a user installs any apple s/w on a XP and above such as iTunes.
• Fix issue when changing password during login - Theatre Manager no longer gives a message that the user could not be found - and continues to log in properly
• You are able to drag lists of donors (on campaign list), pass buyers (pass/g.c. window), ticket buyers (event window) and volunteers (event window) to the "who's in" tab on the mail list to add those patrons to the mail list.
• You can now print maps showing taken seats using a context menu on the 'plays' window 'attendance' tab.
• Resolve an issue on delete of an outlet if the common code tables were assigned to the master outlet and the master outlet was changed, then subsequently deleted.

Things a venue may need to do

• Read all prior release notes back to the version you upgraded from and follow any instructions for each version under the subject 'Things a venue may need to do'. Please note that the web pages changes in this version are minor grammatical changes or of minimal impact and do not need to be implemented unless you wish to take advantage of any new features in the release notes.
• Have a look at your list of venues and decide if some are in the same physical space and should be merged together using the venue merge feature. This will be important for those with the facility management module so that venues only appear once on a calendar, regardless of the number of pricing layouts that there are.
• In company preferences on the 'Appearance Tab', you may want to change the display name for 'Venue' to be 'Venue' instead of 'Theatre' or some other name. There is a new display name for 'Pricing Map' that defaults to 'Pricing Map' that you may also want to change the name of.
• Implement some more context sensitive help on message windows. If a message window has 'Explain' on it, clicking that should take the user to the appropriate help pertinent to that situation
• Many message windows now allow copy of the text of the message on the window so it can be pasted into an email (to support, for example)

Changes to Web Pages

Please download the latest web page updates and compare the web pages to your existing pages. (If you have already implemented the 'tmCustom' folder, you can simply replace the pages below).

The vast majority of the changes replace any pricing map field with its corresponding venue field. For example TM_ADDRESS1 should be replaced with VE_ADDRESS1 everywhere. However, to avoid the need to change pages immediately, we have replicated venue and pricing map address data within Theatre Manager so that the page changes can happen at a later date -- if desired. Meaning that existing web sites should work as long as the 3 'required' pages are implemented.

The following itemizes the changes made to web pages:

In the 3rd Column are 3 flags.

• R=Required Page Change - must be made
• M=Mandatory. Only make the page changes if you want one of the new features.
• O=Optional. Mainly cosmetic or only make the change if it is needed because you want to implement the feature that the description column speaks about. Existing web pages should still work with this version of Theatre Manager - so this change can be deferred to later.

Files in the each outlet directory (1/WebPagesXX)
TMpatronNew.html	Added a reference in the top toolbar containing "Login Information" to make a note that the asterisk refers to required fields on the page. Centered the entire table on the screen (it was left justified to the left of the screen).	O
TMpatronUpdate.html	Added a reference in the top toolbar containing "Login Information" to make a note that the asterisk refers to required fields on the page. Centered the entire table on the screen (it was left justified to the left of the screen).	O
TMsubscriptionRenew.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
Files in the WebPagesXX/TMtemplates directory
rowCartCoupon.html	Remove a comma from the link that was making incorrect URL's so that clicking on the URL would indicate that the link was broken. Fixing this means that patron browsing the web could now click the description of the discount fee created by using the coupon and see a description of what it means	R
rowCartOrderCouponFee.html	Added this file in the TM directory. It was not used prior to version 9.14 and is required to display coupon in the shopping cart correctly when there is a one time discount applied -- and allow the patron the ability to remove the coupon from the cart.	R
rowSubReserve.html	Added this file in the TM directory. It was not used prior to version 9.14 and is required to sell tickets for subscriptions -- and allow customization of the subscription ticket seat offering to be different than the normal reserved ticket display.	R
rowCheckoutOrderCouponFee.html	Replace this file in the TM directory. It has not been used prior to version 9.14 and has been updated to match the visual display in the checkout invoice as it is shown within the online shopping cart.	O
rowPatronAddress.html	Added "span class=message" to the Country popup field to have the required field asterisk appear in the colour red. Currently it was appearing in the colour black where as all other asterisks on the page were in the colour red.	O
rowPatronEmail.html	When adding a new online account, it will default to 'Email Address' but when editing the account it will display the kind of email address it is (home, work, other, etc.) rather then saying 'Email Address' for each Email address the patron has assigned to their account. Also updated it show an asterisk beside the Email and Password fields to make it part of the required fields when entering or editing the patron account.	O
rowCartCourseNewGroup.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowCartFestivalNewGroup.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowCartFestivalNewGroup.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowCheckoutCourse.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowCheckoutFestival.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowCheckoutReserve.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowFutureTicketHeader.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowFutureTIcketPrintHeader.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowOldCartCourse.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages. Replaced D_FESTIVAL_DESC with D_COURSE_DESC	O
rowOldCartFestival.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowOldCartPrintCourse.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages. Replace D_FESTICAL_DESC with D_COURSE_DESC	O
rowOldCartPrintFestival.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowOldCartPrintReserve.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowOldCartReserve.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowSubBookedHeader.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowSubNewDetail.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowSubRenewHeader.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowTicketEvent.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
setVenueList.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages.	O
rowTicketEventExport.html	Renamed a number of fields from TM_ to VE_ along with the XML. Replace this file in entirety. If you are using it to extract information from TM for another site, then you will need to adjust the code elsewhere to match the field names, or leave the XML tags the same.	M
rowTicketEventExportCustom.html	Renamed a number of fields from TM_ to VE_ along with the XML. Replace this file in entirety. If you are using it to extract information from TM for another site, then you will need to adjust the code elsewhere to match the field names, or leave the XML tags the same.	M
Files in the WebPagesXX/tmEvent directory
tmEventDefault.html	Renamed the following fields: TM_MAP_NAME to VE_NAME, TM_ADDRESS1 to VE_ADDRESS1, TM_ADDRESS2 to VE_ADDRESS2 Added VE_CITY, VE_PROVINCE, VE_POSTAL_CODE to the description of the location of the venue.	O
tmEvent*.html	if you have customized TMEventDefault.html to be specific to other events, you may wish to make the same name changes as above.	O
Files in the WebPagesXX/tmSubscription directory
tmSubscriptionDefault.html	Renamed the following fields: TM_MAP_NAME to VE_NAME, TM_ADDRESS1 to VE_ADDRESS1, TM_ADDRESS2 to VE_ADDRESS2, TM_VENUE_NOTES to VE_NOTES, TM_SEQ to VE_SEQ, TM_WORK_PHONE to VE_WORK_PHONE, TM_FAX_PHONE to VE_FAX_PHONE, and added hidden field for SG_SEQ Added VE_CITY, VE_PROVINCE, VE_POSTAL_CODE to the description of the location of the venue. Also moved the location of the <form> elements to make it clearer in the code. The effect of the change is so that the buy subscription now button will take the user right to the subscription selection window instead of going to the list of subscriptions - the context is more immediate and one less web click for the patron.	M
Files in the WebPagesXX/tmMaps directory
TMsubscriptionMapDefault.html	Cosmetic changes	O
TMsubscriptionPriceMapDefault.html	Cosmetic changes	O
TMticketsPrice_Map.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages. Also replace TM_ADDRESS1 with VE_ADDRESS1, TM_ADRESS2 with VE_ADDRESS2	O
TMticketsSection_MapDefault.html	Replace TM_MAP_NAME with VE_NAME if you want to use the overall venue name instead of the new pricing map name on web pages. Also replace TM_ADDRESS1 with VE_ADDRESS1, TM_ADRESS2 with VE_ADDRESS2	O
TMtickestsSection_MapDefaultc.html	Added VE_NAME, VE_ADDRESS1, VE_ADDRESS2 so that any course offering window is consistent with reserved and general admission and shows the address of the venue	M
TMticketsSection_MapDefaultf.html	Added VE_NAME, VE_ADDRESS1, VE_ADDRESS2 so that any course offering window is consistent with reserved and general admission and shows the address of the venue.	M
Files in the WebPagesXX/tmVenue directory
tmVenueDefault.html	Renamed the following fields: TM_MAP_NAME to VE_NAME, TM_ADDRESS1 to VE_ADDRESS1, TM_ADDRESS2 to VE_ADDRESS2, TM_VENUE_NOTES to VE_NOTES, TM_SEQ to VE_SEQ, TM_WORK_PHONE to VE_WORK_PHONE, TM_FAX_PHONE to VE_FAX_PHONE	O