Working with Community Calendars

This chapter gives you an overview of working with the Community Calendars feature and discusses:

• Creating community calendars

• Working with community calendars

• Creating a calendar event

• Publishing a Community Calendar pagelet

• Subscribing to calendar alerts

• Administering calendars

Understanding Community Calendars

Community calendars provide a way for groups to share, organize, and communicate about events that pertain to their organization or group. Calendar membership can be assigned for users or roles and have different privileges including the ability to view, create, and edit the events for a calendar. Users can view calendars online in pagelets or in the full-page view accessible from the pagelet or the menu navigation.

Community calendars can be accessed from portals, sites, and workspaces.

Understanding the My Events Pagelet

The My Events pagelet is a delivered homepage pagelet that shows all of the events a user has access to across portals, sites, and workspaces (if personalized to do so). Users can personalize the appearance of this pagelet to show a weekly or daily view and to select one or more calendars they want to retrieve events from and display in the pagelet.

My Events pagelet

Understanding the Community Calendar Pagelet

The custom pagelets that you publish from the Community Calendar component can be created to meet the needs of your project or department and can be published to sites and portals. Access to the calendar is based on calendar membership.

Community Calendar pagelets can be published from Pagelet Wizard using the Community Calendars data type, as well.

Example of a calendar created from Pagelet Wizard

Understanding Community Calendars in Workspaces

Community calendars appear as Upcoming Events in workspaces, if calendars have been enabled in step 4 of the Workspace Wizard or if they have been selected on the workspace Modules page. A consolidated list of all action items that are associated with the workspace appears in the pagelet. To view the full calendar, click the View All Events link and the system displays the workspace calendar. The workspace calendar is also available from the Calendar menu item.

Upcoming Events

Creating Community Calendars

This section discusses creating community calendars and how to:

• Use the Community Calendars page.

• Add a community calendar.

• Assign community calendar participants and privileges.

Pages Used to Create Community Calendars

Using the Community Calendars Page

Access the Community Calendars page.

Use the Community Calendars page to browse through the list of calendars in the current portal that you are a member of and have permission to view. If you have permission to create a calendar, the Add Calendar button appears on the page.

If you are the administrator of the calendar, the Properties link is available and you can edit the calendar properties and security. The Delete button is available only to the administrator, as well.

If you are an administrator for calendars that have been set to a status of Inactive, the system displays a lookup on the page that enables you to display either all active calendars or all inactive calendars that you are an administrator for.

Adding a Community Calendar

Access the Calendar Properties page.

Enter a name for the calendar in the Title field as well as descriptive information about the calendar.

Assigning Community Calendar Participants and Privileges

Access the Calendar Security page.

Use this page to define privilege sets for individuals or different groups of users. Members and privilege sets are assigned for each calendar. Privilege sets define security for accessing and viewing calendars, as well as for editing and deleting calendars and calendar events.

Working with Community Calendars

This section discusses working with community calendars and how to:

• Select calendar views.

• View an event.

• Search for an event.

Common Elements Used in This Section

Pages Used to Work with a Community Calendar

Selecting Calendar Views

This section discusses calendars and how to:

• Set regional settings for calendars

• View all events in the community calendar

• View your community calendars

• View the daily calendar

• View the weekly calendar

• View the monthly calendar

• View the yearly calendar

Setting Regional Settings for Calendars

Regional settings such as date and time formats for calendars are set using My Personalizations on the left navigation. Select to personalize your date, time, and number formats. Select settings for afternoon and morning designators (AM/PM or am/pm), date format (MMDDYY, DDMMYY, or YYMMDD), a local time zone, and so on.

See Enterprise PeopleTools 8.48 PeopleBook: Using PeopleSoft Applications, “Setting User Preferences”Defining Your User Personalizations

Viewing All Events in All Community Calendars

Access the Community Calendar page by clicking the Full Page View link in the My Events pagelet. This view shows all events from the calendars you are a member of from all portals, sites, and workspaces based on your personalization options for the pagelet.

Note. This view is only available from the My Events pagelet

When you click the Full Page View link from the My Events pagelet, the system displays the events from all of your available calendars combined into one calendar. The default view is the monthly view for all calendars. To view the events of a single calendar, select a calendar name from the drop-down list box.

To display the daily view for the current date, select the date link next to the Today field. You can select a weekly view for a specific week by selecting the number in the left column of that week.

To see abbreviated event details including the title of the event, the location, and the date and time, hover your cursor over the event and the location will appear in the hover text pop-up text message.

To see the Event page and view all details for the event, click the title of the event in the calendar.

Viewing Your Community Calendars

The My Community Calendars page displays all calendars that you are a member of or have permissions to view. Using this page, you can view daily, weekly, monthly, and yearly views of each calendar.

See Using the Community Calendars Page.

Viewing the Monthly Calendar

Access the monthly view of the calendar.

Note. This view is available from My Community Calendars and only shows events from your calendars in the current portal.

Workspace events appear in the My Events pagelet, but not in the monthly view when accessed outside the workspace.

Use this view to see all dates for an entire month. To view a month other than the one you've selected, click the appropriate month in the left navigation.

The days in the selected month are highlighted with light blue background. The days of the month that occur before and after the selected month are highlighted in gray. The current date is highlighted with a darker blue color.

Event titles appear on the days that have an event scheduled. Click the title to view the details of the event.

To display the daily view for the current date, select the date link next to the Today field. You can select a weekly view for a specific week by selecting the number in the left column of that week.

To add an event to this calendar, you can either click the Add Event button or click the plus sign (+) on the specific date in the calendar. You must have contributor or administrator privileges to add an event to the calendar.

Viewing the Yearly Calendar

Access the yearly view of the calendar.

Use this view to see all dates for an entire calendar year. To view a year other than the one you've selected, click the appropriate year in the left navigation.

The current date is highlighted. Bold and underlined dates indicate that there is an event associated with that date. Click the date to display the daily view of the calendar.

Viewing the Weekly Calendar

Access the weekly calendar.

Use this view to see all events for the selected week. Only days with events scheduled appear in the page. To view a date that is not in the week that you've selected, click the date in the calendar in the left navigation.

Event titles appear on the days that have an event scheduled. Click the title to view the details of the event.

Viewing the Daily Calendar

Access the daily calendar.

Use this view to see all events for the selected date. Select the title of the event or the name of the contact to view more details. To view a date other than the one that you've selected, click the date in the calendar in the left navigation.

Viewing an Event

Access the Event page.

Export	Enables you to add the event to your personal, default calendar application.
Alerts	Enables you to subscribe to email alerts for the event. See Subscribing to Calendar Alerts.
Edit Event	Click this link to display the Event Details page where you can change or update the event information. The link is visible only if you are a contributor to the calendar and you have created this event, or if you are an administrator of the calendar.

Searching for an Event

Access the Search Events page.

The Search Events page returns items that you have access to.

Exporting an Event to a Personal Calendar

Depending on the options defined in the Installation Options page, the system can either create a calendar event that you can save to your personal default calendar application or it can send you an email with an attachment that enables you to add the event to your calendar. The remarks appear in the body of the calendar event and the title field is the subject of the calendar event.

Creating a Calendar Event

This section discusses creating a calendar event and how to:

• Define a calendar event.

• Define recurring events.

• Create an event notification.

Note. Users who need to create calendar events need to have security access to run Process Scheduler notifications.

Defining a Calendar Event

Access the Event Details page.

Title	Enter the title for the event. This text appears on the calendar to identify the event. This field appears as the title link in the calendar view.
Date	Enter the date of the event.
All Day Event	Select this check box to create an event that will be identified as lasting all day. In the calendar an icon appears with the title of the event identifying the meeting as lasting all day.
Define Recurrence	Select this link to access the Define Recurrences page that enables you to create repeating events.
Start Time	Shows the current time as a default start time for the meeting and can be changed. This time is based on your regional settings. This field appears in the hover text in the calendar view.
End Time	Shows an hour later than the current time as a default end time for the meeting and can be changed. This time is based on your regional settings. This field appears in the hover text in the calendar view.
Location	Enter information about where the event will take place. This information will appear in the weekly and daily views of the calendar and appears as hover text in the calendar view.
Type	Enter free-form text describing what type of event you are creating.
Contact	Select a user name for the contact person. After you select the contact name, their profile name appears next to the fields. You can click the profile name to view the profile page and start a messaging session or send an email, if those options are enabled. If Resource Finder is enabled, the system displays the Resource Finder profile.
Summary	Enter a summary of the event.
Content Type	You can add attachments or additional information to the event using the following options: File Attachment enables you to use the File Upload page to attach a file to the event. Managed Content enables you to import a piece of managed content from any portal providing it has been approved for publishing and its parent folder allows for publishing. Note. Attaching a piece of content to an event is considered to be a form of publishing the content. Text or HTML enables you to use the text editor to enter plain text or HTML that appears on the Event Details page. Web Site URL enables you to add a URL that appears on the Event Details page. This additional content is accessible from the Event page.
Notify	Click to send a notification.
Preview	Click to display a preview of the event before it is published to the calendar.

Defining Recurring Events

Access the Define Recurrences page.

Use the Define Recurrence page to define a series of repeating events over time.

Editing a Recurring Event

If you select to edit a recurring event, you will be prompted to select either just one occurrence of the recurring event or all events in the series. If you select to edit just one occurrence in the series, the changes you make will apply to this date only. You will be able to view the Define Recurrence page, but not make any changes to the recurrences. Information attached to the event from the Additional Event Information group box can only be edited when updating the entire series of recurring events since the item is shared across the series of events.

If you choose to edit all events in the series, then all information related to the event is available for editing. The changes you make will apply to the entire series of recurring events. To delete the recurring events, click Edit Recurrences and click Remove Recurrences on the Define Recurrences page.

Creating an Event Notification

Access the Event Notifications page.

Use the Event Notification page to send messages to users associated with the calendar or the event.

Include in 'To' List

Select the people you want to receive the notification. Selecting any of these options will populate the To field with the corresponding users from the calendar. If you select more than one option, the entries will not overwrite each other. Additionally, you can manually enter email addresses in the To: field.

Note. Addresses for the Cc: and Bcc: fields must be manually entered or copied and pasted from the To: field.

Email

Use this section of the page to enter additional address information as well as the text of the notification. The system displays the title of the event as the subject of the notification.

Viewing a Notification

Access the notification in your default email application.

The message text from the notification appears along with a URL to display the event.

Publishing a Community Calendar Pagelet

This section discusses:

• Publishing a calendar from the Community Calendars component.

• Publishing a calendar from Pagelet Wizard.

• Editing a published pagelet.

Pages Used to Publish a Community Calendar

Publishing a Community Calendar from the Calendar Component

Access the Publish Pagelet Wizard Definition page.

Pagelet

The pagelet title and description from the Calendar Properties page appear in the pagelet group box. You may edit these two fields, if necessary.

Homepage Tabs

Use this group box to define the homepage tab labels and behavior for the pagelet.

Subscribing to Calendar Alerts

This section discusses subscribing to calendar alerts.

Note. Calendar alerts must be set to Active on the Alerts Setup page.

See Also

Defining Alert Options By Feature

Pages Used to Subscribe to Calendar Alerts

Subscribing to a Calendar Alert

Access the Add Alert Subscription page from a calendar or from an event.

Calendar	When selected, you will receive an email update when the date, time, or location fields in any existing event in the calendar are modified or when an event is created or canceled.
Event	When selected, you will receive an email update when the specific event is modified or canceled. If the event is a recurring event, you can only subscribe to alerts for one date in the series using this page. To subscribe to more than one event in the series, you must open each event and subscribe to it individually.

Using a Calendar Alert

Access the calendar alert in your default email application.

Use the links for the calendar name and the event name to view the calendar and event views.

Preferences for alerts are set on the My Alerts page.

See Also

Setting Up Alerts

Administering Calendars

This section discusses how to administer community calendars.

Pages Used to Administer Community Calendars

Administering Community Calendars

Access the Administer Community Calendars page.

Use this page to perform high-level system administration of calendars. The portal administrator does not need to be a member of the calendar to perform administrative tasks, but can grant security access to the calendar using this component. This enables the administrator to manage and track all calendars in the system.

To grant administrative privileges, click the Privileges link to access the Calendar Security page.

To delete calendars, select the title of the calendar and click the Delete button.

Editing Security on Calendars

Access the Calendar Security page.

Use this page to assign privileges for different groups of users. Members and privilege sets are assigned at the calendar level. Privilege sets maintain security for accessing and managing calendars as well as viewing, editing, and deleting events.