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How-To Guides
Note: Keep in mind that some of these documents include technical instructions - these should not be carried out except as directed by your IT department. Feel free to contact OPAS technical support if you have any questions.
If you would like a "How-To" guide for a topic not covered here, please contact Fine Arts Software .
Each document is in Adobe Acrobat (PDF) format and opens in a new window (). If you need the (free) Acrobat viewer or "reader", it can be found at the Adobe web site. PDFs can be printed or saved using the icons on the PDF toolbar.
New = this feature or concept is new in OPAS version 8.21
Getting
to Know OPAS
Work Space and Screen Settings
Screen Layout in OPAS - an overview of anatomy of OPAS screens
Customizing OPAS settings:
--- Rows and Columns
--- Fonts, Colors and setting the opening screen
--- The OPAS Toolbar
What to do if a grid does not show an Instrument name or other information
Basic Program Operation - techniques used in all OPAS areas
Using Drop-Down Fields:
-- Part One: basic functionality and use
-- Part Two: drop-down fields and linked data
-- Part Three: drop-down fields and the basic search ("Green Screen" search)
Using Grids:
-- Part One: basic grid functionality; adding items to a grid
-- Part Two : adding items to a grid when the item you want isn't among the available choices
--
Part Three - : adding items to a grid by creating the item rather than selecting it
List Screen Filters - overview, icons and keyboard shortcuts for filters and sorts used on all OPAS List screens
Cut/Copy/Paste information
Data Relationships - how OPAS links data
Basic Program Operation - Searches
"Green Screen" or "Basic Search" --
Part One: an overview of the main OPAS search function / for OPAS version 9
Part Two: using wildcards in the Basic Search / for OPAS version 9
Part Three: drop-down fields in the Basic Search
Part Four: linking fields in the Basic Search
Icons and Keyboard shortcuts used in the most common OPAS search functionality
How to save and instantly recall Searches.
How to search for Empty Data or the Absence of Data
Using 'OR' in Advanced Searches
Basic Program Operation - Reports
Activating Reports - What to do if a report is 'grayed out' in your menu
Program Operations - Adding / Editing Data
How to Delete multiple items on the List screen, or in a grid, at once
Program Operations - Linking Documents
Basics of Linking Documents to records in OPAS
New Document Linking options including drag-and-drop emails, documents and Web addresses
Program Operations - Reminders
The OPAS Internal Reminders system / En español
Scheduling
and Activities
Creating / Changing activities & building schedules
Updates to the Calendar area (version 8.21) / En español
Create a new Season
An Overview of Projects and Activities - how they are used and how best to configure them
How to create a new Project
How to de-activate Projects and Activities (so historical Projects no longer appear when booking current / future seasons) / En español
How to enter Holidays and Contractual Days Off
Using the Artistic Planning module
Artistic Planning Overview
Artistic Planning Operation
Artistic Planning Reports and links to other program areas
Creating Project Templates
How to quickly Create a Season or filling out a schedule by adding rehearsals (summary of the above guides)
Working with individual activities
Indicate Pre- and Post-Concert Activities
Entering Concert Production information
Change the Project for a set of activities
Link or Assign Corporate or Foundation Sponsors to concerts
Suggestions for entering Recitals and other non-orchestral concerts in OPAS
Indicate a Canceled Concert
Delete an activity when the activity is linked to a contract or service records
Select a Week in OPAS to print weekly schedules
Find all Subscription Concerts in a season
Creating / Changing concert programs
Change a Work on a concert or rehearsal
Copy a program from one activity to another (for example, copying a program from the concert to rehearsals).
Show a Work on a Program is "TBD"
Reorder Works on a program
Record Performance Timings
Record String Complements / En español
Change the Instrumentation (or other attributes) of a composition after it has been assigned to a concert
Concert personnel
How to Change a Soloist on a concert or rehearsal
How to Indicate a Canceled Soloist
How to indicate a Soloist debut performance
How to indicate there are Two Conductors on a concert
Composers
and Works
General Operations
How to Find and Print a list of works.
How to print a Work Performance History
How to Create a New Composition in the OPAS Database
How to import a composition from David Daniels' "Orchestral Music - Fourth Edition"
How to Add Arrangers, Orchestrators, Lyricists or other composers to a Work
How to Change the Composer assigned to a Work
How to Delete a Work - when OPAS tells you it can't because the "Record is used in another program area of OPAS"
How to Merge or Join two compositions in the database (data function & how-to guide)
How to De-Active Works so they remain in the database but cannot be programmed
Performances of Compositions
How to Change the Instrumentation (or other attributes) of a composition after it has been assigned to a concert
How to show only certain movements of a work will be performed
How to Reorder Works on a program
How to record Performance Timings
Library Management / Rental Scores
"Publication" vs. "Publisher" in the Library
How to create or Enter a Library Record (scores/ parts you own)
How to view your Library Holdings (scores/parts you own)
How to print your Library catalog
How to link Library Parts and Scores or to a performance
How to add Scores to a Library Record
How to create Score Types
How to create a Rental Contract
How to enter and track Library budgets and expenses