Team Calendar Event Maintenance

Reference Contents > Team Calendar > Team Calendar Event Maintenance

Events are the core data component of the Team Calendar system. An event has a start and end date and time a title and details.

An event must be of a particular type. Such types are defined in the Team Calendar Type and Resource Maintenance window which is accessible using the File — System Manager — Team Calendar menu sequence.

Also events are assigned to one or more resources. These are also defined in the Team Calendar Type and Resource Maintenance window which is accessible using the File — System Manager — Team Calendar menu sequence.

Events can straddle several days by having any later end date, but you can also setup multiple linked events. Firstly, linked events are discrete events and therefore can repeat on non-consecutive days. Secondly, when they are linked, changes made to them can, if so chosen, be applied to all future linked events. Thirdly, they are created all in one go. An example of a use of linked events would be a monthly management meeting taking place on the 2nd Tuesday of each month. You would create the event with the first meeting dates, the number would be 11 for a full year and the period would be “Every Same Day in Month”. If later you want to add a further resource to the meeting event, edit the event on the occasion you want the resource to start attending and when you save that change you will be asked “There are NN future linked events. Do you want to apply the change to these (Yes)? Or just to this single event (No)? Press Cancel to abandon the change.”. On this occasion you answer Yes.

A further feature of events is their ability to be linked to an address and contact for a marketing, customer or supplier record. This is done through a context menu on the Linked Address field. There is no structural value in this as far as the program is concerned but it can help to remind others of the location of the meeting and you can print letters, etc. from the event directly rather than having to go and find the master record first.

Finally, you can link external documents to the event after it has been created. You can do this when viewing or editing an event, or when an event is selected in the calendar using the ScratchPads — Open Link or Create Link menu functions. If it is a multi-linked event, you will be asked if you want the external document to be similarly linked to future linked events. For more information on external document linking see the Introduction to the Linked File System help.

Field	Description
Title	Team Calendar Events. Event title. {EVEFILE.EVETITL char 60}
Details	Team Calendar Events. Event details. {EVEFILE.EVEDETA char 100000000}
All day	Team Calendar Events. All day event flag. {EVEFILE.EVEALLD boolean} This is exploited by the calendar (oCal external V10.4 or greater) to display the event on a separate pane on Day, Week, Fortnight and DayPlan views of the calendar.
Start date and time	Team Calendar Events. Event start date and time. {EVEFILE.EVESTAR date datetime Idx}
button	Opens a small pop-up calendar (see below) to set the start date.
Start time slider	Use the slider to increase or decrease the time of day.
End date and time	Team Calendar Events. Event end date and time. {EVEFILE.EVEEND date datetime Idx}
button	Opens a small pop-up calendar (see below) to set the end date.
End time slider	Use the slider to increase or decrease the time of day.
Event type drop-list	Select a event type for this event.
Type charcteristics	An example of the icon and background and text colour.
Resources	Select one or more resources for this event. The second icon indicates your privileges level and for events already created further status icons are shown. When creating an event you can only select those resources that you have full permissions.
Resource charcateristics	An example of the icon and background and text colour of selected resources will be shown.

Further fields distributed onto two tab panes. See below for details.

Pup-Up Calendar for date selection

Button	Action
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
Save	Click to proceed to build the event calendar from your selection.
External File Linking	With a suitable record selected, click to view any linked external file(s). Hold the shift key down and click to create a new file link for the record.

The window has 2 tab panes.

Linking and Status 
History 

Linking and Status

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History

A list of history of this event.

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Compiled in Program Version 5.10. Help data last modified 4 Jun 2012 04:47:00.00. Class wTeamCalEvent last modified 23 Sep 2017 10:51:12.

Reference Contents > Team Calendar > Team Calendar Event Maintenance

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Team Calendar Event Selection

Reference Contents > Team Calendar > Team Calendar Event Selection

This window opens when you click on the Event Selection button below Groups Showing list in the Team Calendar window.

It is used to set the search criteria for events that will show on the calendar. It also has a special Set Default feature that allows you to set up a selection set that will be used when populating the calendar with events when opened in the first place (see the Set Default button below).

Select Team Calendar Events

Within this group you can set the rules to be followed when selecting calendar events to list.

Options For Display

Within this group you can control the criteria for grouping events. Events grouped have the same colours and are listed in the Groups Showing list and therefore can be switch on and off using the checkboxes. You can also control the icons that show on an event in the calendar.

Button	Action
Set Default	Click to set the current search criteria and options as your default. They will be saved in your user settings. Whenever you open the Team Calendar it will be automatically populated with events found using the default search criteria.
Cancel	Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.
Build Event Calendar	Click to proceed to build the event calendar from your selection.

See also: –

Team Calendar

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Team Calendar Notifications

Reference Contents > Team Calendar > Team Calendar Notifications

The Notification users and groups or resources (see also Team Calendar Type and Resource Maintenance.) will be sent notices of event changes.

Every time the Team Calendar is opened, a check is made on whether there are any unacknowledged notifications for the user. If there are this window will open and list all existing notifications for the user.

Within the list of notifications you can select notifications and use the toolbar tools to accept or decline any event resource invitations. More normally though, you can acknowledge the notifications. This is a speedy way to dispose of the notifications and automatically accept any unaccepted and not declined invitations. The acceptance of invitations only takes place if you have at least status permissions for the associated resource.

Selecting a notification in the list will select the event in the calendar, if the event is shown in the calendar.

Toolbar

See also: –

Team Calendar

Compiled in Program Version 5.10. Help data last modified 17 May 2012 10:56:00.00. Class wTeamCalNotify last modified 23 Sep 2017 10:51:12.

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Team Calendar Settings

Reference Contents > Team Calendar > Team Calendar Settings

This window opens when you click on the Settings button below and to the left of the main calender in the Team Calendar window.

There are numerous settings that can be adjusted to reflect the way a user wants to view and work with the Team Calendar. These are stored along with other user settings in the datafile. When a user opens the Team Calendar the stored settings are re-applied along with default event search parameters, default event parameters and the view mode that the user last operated the Team Calendar with.

These settings are automatically saved when the user closes the Team Calendar window and therefore there is no need for a Save or Ok button on this window. Any change to a setting you make will immediately be reflected in the Team Calendar window.

Field	Description
Show Today Bold	Check to show today’s date in bold font.
Show Icons	To control whether icons are shown on event boxes.
Show Times	To control whether the start time is shown on event boxes.
Show Rounded Boxes	To control whether event boxes are shown as rounded box style.
No Background	When not rounded boxes, this controls whether there is any background colour.
Am/Pm string	Enter a am/pm set of characters which controls how the time is displayed for morning and afternoon, separated by a / character. Leave blank for a 24hr clock representation.
Snap events at (minutes)	During drag-and-drop, this controls the units or minutes the event will snap to.
Minimum event width (%)	When events overlap, this controls how small concurrent events are shown before up-down arrows are used. This applies to day views.
Title font size	Use the slider to set the size of the title font.
Heading font size	Use the slider to set the size of the heading font.
Day/event font size	Use the slider to set the size of the main calendar and events font.
Day starts at	For day views, this controls the start of the indicated working day.
Day ends at	For day views, this controls the end of the indicated working day.
Show hours at a time	This controls the vertical scale of the day views in hours before scrolling is needed.
Show days in Day Plan	This controls the number of days shown in the Day Plan view.
Start week on	This controls the start day of the week for some views.
Days shown in week view	This controls the number of days shown starting on the start day when in week view.
Auto-Complete Past Events	To control whether on opening the calendar any past events will be automatically marked completed when you have a minimum of status privileges for the resource.
Auto-Delete Events older than:	To control whether on opening the calendar past events older than the following number of days will be automatically deleted when you have full privileges for an associated resource.
Days	The number of days old an event has to be before auto-deletion is effective.
Item of colour list	Click to select a colour to change. Use the toolbar to change background and text colour.
Sample colours	An example of the background and/or text colour of the selected item of colour. Use the toolbar to change background and text colour depending on your list selection.

TIP: The font size controls are a slight exception to other settings in that they control Environment Style properties. Environment Style Properties are stored in the copy of Caliach Vision (Vision.lbs) that you running with. Therefore in the case of font sizes, if you log in under your user ID on another copy of the programme, different font sizes may apply. This is because it is platform-dependant (different on Windows, Linux and Macintosh).

There are in fact 6 Environment Scheme Elements for the Team Calendar, Title, Heading and Main for both the small and large calendars. In each of these six you can control the Font and Size and for the title and heading also the font style (bold, etc.). The main part of the calendars do not have control of font style otherwise the today-bold would not be possible. Note that if you play with these with the Environment Designer, changes only take effect when when the calendars are redrawn by you activating the calendar window.

See also: –

Team Calendar

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Team Calendar Topic Contents

Reference Contents

Most topics are related directly to functional windows, menus or toolbars. Click on the topic to view details.

• Team Calendar
• Team Calendar Event Maintenance
• Team Calendar Event Selection
• Team Calendar Notifications
• Team Calendar Settings
• Team Calendar Type and Resource Maintenance

Reference Contents

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Team Calendar Type and Resource Maintenance

Reference Contents > Team Calendar > Team Calendar Type and Resource Maintenance

This window enables a system manager setup event types and resources for the Team Calendar feature. Generally only a system manager would have access to this as it enables control of resource permissions.

For full help on the Team Calendar feature go to the Team Calendar window help.

The following buttons and toolbar tools apply to both tab panes of this window.

Toolbar Tools

The window has 3 tab panes.

Event Types 
Event Resources 
Holiday Dates 

Event Types

To define team calendar event types. Each event is designated with a type, defined here.

The list on the left is of all event types. Each team calendar event is designated with an event type. Click to select, view and change. Use the delete key to delete and unwanted type.

Button	Action
New Type	Click to add a new event type to the system.

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Event Resources

Team Calendar event resources define what or who is involved in a calendar event. Your resources are defined here.

List of all event resources. Each team calendar event is linked to one or more resources. Click on a resource line to view and edit the details. To delete a resource, select it in the list and use the delete key.

Button	Action
New Resource	Click to add a new event resource to the system.

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Holiday Dates

Particular dates which show on the calendar with different colours and descriptions. Typically holidays. This feature only can be used if you are using oCal V10.4.2 or later calendar external.

List of all special dates that show on the calendar as holidays. Click on a date line to view and edit the details. To delete a date, select it in the list and use the delete key.

Button	Action
New Date	Click to add a new holiday date to the system.

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Reference Contents > Team Calendar > Team Calendar Type and Resource Maintenance

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Team Calendar

Reference Contents > Team Calendar > Team Calendar

Introduction to the Team Calendar

The Team Calendar feature of Caliach Vision provides for the multi-user management of planned events. It can be used to schedule meetings and commitments and avoid conflicts in the use of resources, both human and abstract.

The system stores data in the form of a table of events. Each event is of a particular type and any number of resources can be assigned to it. Both types and resources first need to be defined in the Team Calendar Type and Resource Maintenance window which is accessible using the File — System Manager — Team Calendar menu sequence.

Because users are assigned permissions at various levels to resources, each user of the Team Calendar feature can effectively view a personal calendar of events, only relevant to him or her self. There is further refinement with default selection and settings for users so they can tailor the presentation of their calendar of events.

The main Team Calendar window has a myriad of features to make maintenance of events simple and speedy. Extensive use is made of drag and drop and context menus.

There is also a system of event grouping so that you can see switch on and off groups of events in the calendar display in an instant.

Operation of the Team Calendar

The Team Calendar is a single window accessible using the File — Team Calendar menu sequence.

As the window opens a number of relevant activities automatically happen:

1. The settings from your previous Team Calendar session are applied to the window.
2. Any unwanted historic events are automatically deleted from the database, if the appropriate setting has been activated.
3. The current default search is used to collect the events from the database.
4. Any events listed before today that have not been marked as completed are so marked, if the appropriate setting has been activated.
5. If there are any notifications on file for the user the notification window is opened and the notifications are displayed.

The window is made up of four quadrant areas. Upper left are a series of small month calendars which can be used to select the main calendar period, the lower left is a list of event groups and the Event Selection button, the lower right shows details of the currently selected event and the upper right is the main calendar view.

The main calendar has alternative views of day, week, fortnight (2 weeks), day plan, month and event list controlled using the buttons at the bottom.

Other than the event list, all views have the same functionality which includes:

1. Click to select a date and/or event.
2. Double-click to view, edit or add an event.
3. Drag-and-drop to move an event.
4. Drag-start and drag-end to re-time an event (not month view).
5. Drag-then-control to copy an event.
6. Right-click on events for a context menu of functions.

Besides using the left-side small calendars for period selection you can use the following keyboard keys once you have positioned the focus on the calendar (clicked in it):

1. Up, Down, Left and Right arrow keys will step through the events.
2. Page Up and Page Down will move the period range showing back and forward respectively.
3. With an event selected the Delete key can be used to delete the event.

The Day view is the most convenient for tweaking start and finish times by drag-and-drop of the upper or lower event borders and by dragging the event to change both times together.

There is a setting that determines the start and end times of the working day and how many hours the calendar scales before scrolling is called for. These apply to all views other than month and list.

The Week view has a setting that determines the start day of the week and how many days are shown.

The Fortnight (2 week) view always shows the full two weeks.

The Day Plan view has a setting that determines how many days are shown.

Finally, there is the List view which is not a calendar but a simple listing of the event/resource sets shown in the calendar. This has none of the drag-and-drop functions but it does have the right-click-context menu. Double-clicking on a listed event will open the Team Calendar Event Maintenance window.

NOTE: It is important to understand here that an event shown on the calendar and in the list is actually an event-resource combination. This is because you can select events for a number of resources and some of these events may have several resource allocations more than one of which may be included in your resource selection. For example, say you had a personal resource of yourself and a resource for a conference room. An event was created for a meeting which included both your personal resource and the conference room resource. If you were to include the conference room resource in your Event Selection for the calendar, that meeting event would show twice, once for you and once for the conference room.

Event Context Menu

Small Month Calendars

Groups Showing

Button	Action
Event Selection	Click to select a new range of events. This will open the Team Calendar Event Selection window in which you can control the range of events shown in your calendar and how they are organised.

Calendar Area

Button	Action
Settings	Click to open the settings control window. Settings such as colours and numerous visual controls are saved in your user settings and when the Team Calendar is next opened by you, these settings will be applied. This button opens the Team Calendar Settings window.
Day	Click to switch the calendar to a single day view for the currently selected day.
Week	Click to switch the calendar to a week view for the for the week containing the currently selected day.
F’night	Click to switch the calendar to a fortnight (2-week) view starting with the week containing the currently selected day.
Day Plan	Click to switch the calendar to a day planner view centred on the currently selected day.
Month	Click to switch the calendar to a month matrix view for the month containing the currently selected day.
List	Click to switch to the list view of events.
Notifications	Click to list any notifications you may have. This opens the Team Calendar Notifications window. When the Team Calendar is opened, this function automatically operates if there are any pending Notifications for you.
Print	Click to print the displayed calendar or event listing. When showing the list view, holding the Shift key will cause history to be included.

See also: –

Team Calendar Event Selection Team Calendar Event Maintenance Team Calendar Settings Team Calendar Notifications

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Reference Contents > Team Calendar > Team Calendar

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