Views: 5435 (Data available since 06.02.2017)
Last Modified: 08.08.2014
The tab Calendar represents the user’s personal organizer. The calendar has the following functional areas.
|1 - the user’s calendars;|
|2 - the favorite calendars;|
|3 - provides MS Outlook synchronization features;|
|4 - the calendar management and event controls;|
|5 - the main calendar grid.|
Creating A Calendar
To create a new calendar, click Add Calendar:
In the calendar creation form, enter the calendar name and description. Select the calendar color; in fact, this is a background color which will be used in the calendars list:
Select the desired public mode:
- Private Calendar - specifies that this calendar’s events are visible to the owner only;
- Show availability - more verbose mode; other users will see the owner’s availability (Occupied, Undecided, Free, Away);
- Show availability and title - same as the previous mode but also shows the event title;
- Show all information - specifies to show any data available in the calendar.
The option Add all invitations from other users to this calendar, if checked, marks this calendar as the collector of all the invitation events. No other calendars will contain the invitations.
To enable MS Outlook connectivity, check the option Enable calendar export.
To show this calendar in the favorite calendars list (see the picture below), check the option Add to Favorites.
In the Favorites list, the link Configure opens the calendar selection dialog box:
A user is free to add the other users’ calendars to his or her Favorites. To do so, find a user by typing their name in the field Find User and clicking Add. Once a user has been found, select the required calendars:
To remove the calendars, click Delete.
The events (meetings, seminars etc.) in the calendars can take one or more days. The two methods to add an event are available.
- In the calendar grid, select the required day of the oncoming event and click it. The new event dialog box will appear:
- Enter the event name and description; select the appropriate calendar for the new event. If the event will span multiple days, click More… to switch to extended mode (see Method 2).
- Click Add.
- Click the button on the top left of the calendar grid to invoke the extended event form:
- Set the start date of the event. The end date is optional. If required, set the start and/or end times by clicking
Enter the event name; select the appropriate calendar for the new event. Optionally, select one of the previously created event locations (usually a meeting room).
- Provide the event description. The homonymic tab has the visual editor with rich format capabilities:
- To invite persons to the event, click the tab Guests. Start typing the initial letters of the name of a person you want to add, select the name in the suggestion list and click Add:
Alternatively, you can add participants using the Company Structure:
Once you click Save, the system starts sending the invitation e-mails to the persons you have added to the event. To provide your own invitation message text, click Add invitation text. Note that the system sends the invitations whenever you change and save the invitation text.
The e-mail messages include links for the recipients to accept or decline the invitation. After the user has made a decision, the guest list will show the status:
- - the user accepts the invitation;
- - the user declines the invitation;
- - the user is still deciding.
Click to delete a single user from the guest list, or click Remove All to wipe the list out completely.
Note: deleting the event creator will also delete all the guests.
- The tab More contains additional event controls:
- Recurring Event group: these controls can be used to specify the reiteration strategy of the event;
- Reminder group: if the checkbox is marked, the system will remind of the event in the specified amount of time;
- Special Notes group: the first selector sets the event importance (used as a hint for the participants). The last option (Private Event) makes the event visible to the event owner only (i.e. the one who created the event). No guests are allowed to private events.
- Click Save.
Managing The Events
The event management controls become available when you hover the mouse pointer over the event you want to change:
- - opens the event view form;
- - opens the event for editing, the event edit form being the same as the one you have used to create the event;
- - deletes the event.
The event view form also has controls to edit or delete the event.
The Event Scheduler
The event scheduler provides functions to devise and control collective events that involve multiple participants.
You can open the scheduler:
- by clicking the button on the calendar page of an employee, company or other organizational unit;
- when creating a new event by clicking the link Event Scheduler on the tab Guests of the event creation form.
The creating of a new collective event requires that you specify:
- The event Start and End date and time.
- The event duration. The button / locks or unlocks the duration controls. If the duration is locked, the value is inferred from the start and end times.
- The event location.
- The event participants (guests).
To add a person to the event, start typing the person’s name in the Add Guest field and then select the required user from the suggestion list and click Add. Alternatively, you can use the link From Company Structure which is useful if you need to add multiple guests at once. To remove a guest from the event, hover the mouse pointer over the guest name and click . The link Clear removes all the event guests.
The Scale selector exists to change the time frame of the event grid. Lesser scale shows a more detailed picture of the employees’ activity.
Periods of time when an event guest is away or busy are marked yellow. Furthermore, if the event time interval intersects with at least one of the guests being away or busy, the whole event time is shown in red:
The event scheduler provides convenient user interface to visually change the event time. Lock the event duration and use the mouse to drag the event to a vacant position in time. If the event time is good, it becomes green:
Exporting The Calendars
The intranet portal calendars can be exported to MS Oulook by using one of the two available methods.
Direct MS Oulook Export
This export method allows for duplex synchronization of the portal and MS Outlook calendars.
Open a calendar page, select Connect To Outlook in the action menu and start synchronization:
Pay no attention to MS Outlook message boxes: most of them are just notifications; confirm the operations whenever your confirmation is required. For example, if you encounter a "Connect this SharePoint calendar to outlook?" message - click Yes without hesitation. The two-way MS Outlook integration fully conforms to Microsoft specifications and standards which guarantees an absolutely smooth operation.
If you want to control the process in detail, you can click Advanced... to provide a description to your calendar:
Now look at the result. Your Outlook has a new calendar showing all your events! What could be more convenient than viewing the company's events in Outlook after a long leave. Keep up with your company, connect and synchronize calendars, and be in the thick of things!
Now connect all the required portal calendars in the same way. Show them in a single grid and voila - now your calendar looks just like the portal calendar!
Whenever you add a new event to the MS Outlook calendar, the former will be mirrored in the portal calendar. For example:
- select the event date in the calendar grid;
- double-click it to open a create new event window;
- fill in the Topic, Start, End and Description fields;
- click Save And Close.
Now see the new event being added to the MS Outlook calendar.
You don't need to bother about synchronizing your MS Outlook calendars with the portal calendars. This task is performed automatically along with the Outlook e-mail check. The bottom right corner of the Outlook window will show the synchronization progress.
The following picture shows the same event in the portal calendar:
You can edit and delete events in the MS Outlook and portal calendars in the same way. Any changes made on one side will be reflected on the other side.
To edit or manage events, you can use MS Outlook or the portal calendar.
To edit an event in MS Outlook, double-click the required event. Modify the event as desired and click Save.
To delete an event in MS Outlook, select it and click Delete in the action menu.
Once the event is changed or deleted, it will be silently synchronized meaning the event will be updated or deleted in MS Outlook as well as on the portal.
To turn off calendar synchronization (between Bitrix24 and Outlook), the connection needs to be turned off in Outlook. Open the Calendar section of Outlook, right-click the name of the calendar and choose Delete from the drop-down options:
After confirming deletion, synchronization will be turned off.
Exporting To iCal
If the calendar parameters are set to enable calendar export, the item Export (iCal) will be available in the calendar action menu:
Additional option exists in the Favorite Calendars group: you can export all the favorite calendars by clicking below the calendar list.
To export a calendar:
- Select the menu item Export (iCal) in the calendar action menu or .
- Copy the link to the Windows Clipboard:
- Run MS Outlook and select Tools> Account Settings.
- In the settings dialog, select the tab Internet Calendars and click New....
- Paste the calendar link you have just copied:
- Click Add to open the Subscription Options dialog. Enter the calendar Folder Name and Description.
- Save changes. The calendar is now connected to MS Outlook.