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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.
Contracts
and Itineraries
Agents / Artists
How to Assign Agents to Artists
Example of Assigning an Agent to an Artist
Contracts
How to Create Contracts
How to Auto-Generate many contracts at once
How to View and Print Contracts
How to Create and Assign regularly-repeating Contract Clauses or Terms
Itineraries
How to create Itineraries from Templates
How to Create Hotel Room Lists
Artists
/ Musicians / Address Book
Address Book Basics
How to Create a Soloist
How to view and print an Artist Performance History
How to send a 'bulk' email to a group of musicians (data function & how-to guide)
How to merge or join two entries in the Address Book (data function & how-to guide)
Drag-andDrop Address Book entries between Outlook and OPAS / En español
How to de-activate Address Book entries (so historical people and venues no longer appear when booking current / future seasons)
How to order venues in the Dates area (make venues appear in the order you want)
Finance
Configuration
How to Configure Expense Types in OPAS
How to manage Foreign Currencies in OPAS
General Operation
How to Enter Expenses in OPAS
How to use Expense Templates
How to bulk-assign Expenses from the Dates area (the data function referenced in the instructions can be found here)
How to enter Instrument Rentals
How to Export OPAS financial data to Excel
How to Change the Project assigned to an Expense item
Personnel
Personnel Basics
How to Create Orchestra Musicians
How to Create Orchestra Substitute / Extra Musicians
How to set up Attendance/Absence Types
How to assign Advanced and Long-Term Absences (Sabbaticals, Leave of Absence, Parental Leave, etc.)
How to set Service Limits for musicians
How to record String Complements or String Counts for concerts
Attendance / Seating
How to assign Musicians to a Service
How to assign Musicians to Many Services at One Time (assign your orchestra members to all services in a season, for example)
How to bulk-assign musicians from the Dates area of OPAS (a different 'bulk assign' method than the one above). If you need the data function itself, click here.
How to copy musician service assignments from one activity to another. If you need the data function itself, click here.
How to assign and remove musicians from specific works on services (and assign rotations, etc)
How to send your Season Schedule to Musicians in vCal (Palm Pilot) format
How to see all Musicians assigned to a service
How to use the drag-and-drop seating utiltiy
How to change a group of seating assignments once they've been made
How to record Attendance for a service or a week of services
How to print a Weekly Attendance sheet
How to Print Mailing Labels for musicians assigned to services
How to Send an Email to All Musicians assigned to a service (the link will take you to the data function and how-to guide)
How to view and track Attendance staitstics. The Excel document referenced in this guide is available through OPAS Tech Support
Payroll
How to Configure Payroll Account Categories and Default Pay Rates
How to Assign Salary figures to Core or Staff Musicians
How to Copy Salary figures to the OPAS Expenses area
How to Assign Pay Adjustments to individual musicians or groups of musicians
How to Assign Pay Adjustments for all activities in a Week
How to run a Substitute Pay Analysis worksheet in Excel (contact OPAS tech support for the Excel document)
Tours
General Operation
How to create a Tour
How to assign personnel to a Tour
How to assign instruments & transport caes to a Tour
How to set up travel / lodging activities in a Tour
Technical / Administration
OPAS User Accounts
How to create a new User Account by copying an existing one
How to copy User Preferences such as colors, fonts and screen settings
How to print a summary of User Accounts / Rights
General Overview of the OPAS User Rights Management System
How to permanently delete reports from your OPAS installation
How to Activate and Deactivate database records - Projects, Compositions and Address Book entries can all be deactivated so they do not appear when booking current / future activities