The Events Calendar in e-manage 7 is a place to set appointments (or look at and change appointments from your Microsoft Outlook Calendar). Events (that were created in e-manage or Outlook appointments edited in e-manage) become history against the records that they were created for or ultimately associated with.
If you want to integrate with Microsoft Outlook, you will need to define your computer as the machine you want to sync appointments with (this will avoid getting other people's events when logging in on another computer that has outlook on it). To do this, click on the "Tools" menu at the top of the e-manage main window and choose "Configure User Settings". In the User Settings window check the "Integrate Personal Calendar" checkbox and then the "Get This Machine Name" button in the text box in the Outlook Settings Group Box. You must set the Machine Name in order for your appointments to import from outlook when you open the calendar. If you do not set the machine name, the appointments you make in e-manage will still go to outlook, but you will not see any appointments created in Outlook.
You can also set the Events Calendar to open automatically every time you open e-manage. To do this, click on the Options menu at the top of the e-manage main window and then on "Open Launcher Window".
Check the Events Calendar checkbox in the resulting window.
The priority cell of each row allows you to specify the order in which the windows are open. If you set the calendar to the highest number, it will be the last window opened and therefore the active window after all other startup windows have been opened.
To open the Events Calendar, click on the "Main Tool Menu" in the e-manage main window and click on Event Calendar.
The Events Calendar tabbed window will open.
In this window you can choose how you want to view your appointments. The choices are:
Day View (has time slots)
Work Week View (has time slots)
Week View (does not have time slots)
Month View (does not have time slots)
You choose your view with the buttons on the upper right of the Events Calendar Toolbar.
You will see your existing appointments inside of the calendar and they can be moved using the drag and drop method.
You can select multiple appointments and drag and drop them at the same time by holding the control key to select multiples, then letting go of the control key and clicking and dragging the selected appointments to another date / time.
You can create appointments with or without people, projects and companies.
To schedule an appointment with no attendees, project or company, simply highlight one or more time slots (when using day or work week view) or a day (when using week or month view), then click the "New Appointment" button in the toolbar above the calendar (you can also right click and choose "New Appointment"). For existing events, you can simply double click on the event to open and edit the item.
The New / Edit Event window will pop-up.
Choose an event type from the drop down list box (your administrator controls the event types in this drop down list box, we do not).
Type in a Subject in the Subject Text Box.
Market Type is not required, but you can choose one if applicable
Description is not required, but if you want to describe the event in greater detail, add it to the Description Text Box (this can be useful especially when you are inviting other users to attend the event so they have more information)
You can change the start, end or the user to assign the event to and choose the alarm time (by default the alarm is not set, but by choosing an alarm time, the Set Alarm checkbox will check automatically). Choose a color if you would like to categorize by color on the calendar (you can also set the colors by Event Type in the Configure User Settings window and it will automatically change the color when you set the Event Type drop down list box). You can set "Out of the Office" status, "Do Not Disturb" Status, "Confirmed" Status by checking the corresponding boxes.
Because e-manage is a shared calendar (you can view other users events side by side), you can choose to Invite or Schedule other e-manage users. Highlight the user(s) you want to invite or schedule and click the appropriate Invite or Schedule button. When you invite another user to an event, they will receive a pop-up invitation with all of the details of the event and can choose to accept your invitation or decline. If they decline your invitation, they must supply a reason why. If they accept or decline the invitation, you will receive an alert back that they accepted or declined your invitation. If they accept, it will automatically be added to their calendar as an appointment.
To view another user's calendar to check for availability or just to see where they are, click the Users pop-out panel in the toolbar just above the calendar and check off any users that you want to view in the calendar. They will appear side by side with headers for each and their appointments in the columns.
When you have e-manage set to synchronize your calendar, the Sync w/ outlook checkbox will be checked automatically and the appointment will show up in Outlook immediately upon creation.
If you want to add Attendees (attendees are contacts from your database that are not e-manage users), you can click on the attendees tab on the bottom of the New / Edit e-manage Event window. Make sure that if you are adding attendees, that you decide whether to send the event via Outlook by checking or unchecking the "Send Meeting via Outlook" checkbox. Once on the Attendees Tab, you will see an empty grid. You can drag and drop any contact from your database by using Search e-manage, Recent Records, Favorites or any other grid that contains contacts in the listing including the Project Contacts grid. You can mark one attendee as the primary attendee by checking the Primary Attendee checkbox next to their name in the grid.
When you save and close the appointment, and you have Outlook Integration turned on, you can flip to outlook and see the appointment is already there.
When you double click on the appointment in outlook, you will see the attendees (if you sent them the meeting via outlook).
You can also create new appointments by dragging and dropping records onto the calendar into a day or a slot. You can drag a company, contact or project from Search e-manage, Recent Records, Favorites or any grids where these types of records are listed.
When you drag a record onto the calendar on a day or into a slot, the New / Edit Event Item window will pop-up automatically and be associated with the record you dropped onto the calendar.
The Option pop-out panel (next to the users pop-out panel just above the calendar) lets you choose how the calendar looks and feels. Here you can choose whether or not you want to show weekend days in the calendar (work week and day view), choose the first day of week (Sunday or Monday), First Week of Year, and Allow All day Events. The recurring events is not functional at this time. If you want to create recurring events, you will need to create them in Outlook and make sure your Outlook Integration is turned on and the machine name is set so e-manage can import your recurring events from Outlook.
The Filters pop-out panel lets you filter the calendar to only certain types of events or that certain other criteria apply, such as Do Not Disturb and Out of the Office. Unchecking all types of appointments will show all appointments. The "Only Show Me Appointments Made On My Behalf" checkbox will show only those appointments that were made by other users, but assigned to you.
Use the month view calendars on the right side of the Events Calendar window to navigate to different dates. If you go backward in time, you may need to click the reload calendar button with the following icon to load historical data depending on how far back you are looking.
