About the Calendar

The Calendar feature allows permitted users to schedule and post issue-related, informational, and Out of Office events on a shared Calendar within your site’s interface.

Issue-related events are displayed on both the Calendar and issue record. These items generally include an assigned user or Group, as well as Email Notifications and a Reminder to the assignee. Informational items (e.g. staff meetings, planned outages, company holidays, audits, etc.) are displayed only on the Calendar and generally do not include an assignee, Notifications, or Reminder.

Out of Office events (e.g. vacations, off-site appointments, etc.) are displayed on the Calendar and all Assigned To, Next Action, and Task Assigned To popup lists from an issue record. All of a user’s Pre-Defined Assignments (e.g. through any Auto Assignments, Quick Picks, Recurring Issues, or Escalation Rules) and/or Email Notifications can also be automatically re-routed to a different user or Group during an Out of Office event.

Only users with Calendar permissions can see the Calendar menu. Only users with Can view issues submitted by other users can see events added by other users or assigned to other users. Only users with Can Assign Issues can view and manage Out of Office events. Internal Only membership filters based on user Organization and/or Department also apply.


 

Filtering Events

It is possible to filter calendar events. 

Steps:

  1. Choose Calendar from the Home menu.
  2. Selecting from one of the following radio buttons:
  • Assigned To User
  • Created by User
  • Project (if Projects are enabled
  • Organization
  • No Filter

  1. Enter a value in the adjacent field (if applicable).
  2. Click Apply Filter.

 

Activating the Calendar

Only users with Sys Admin permissions can activate the Calendar within your system.

  1. Go to Administration > System > System Settings > Features.
  2. Select Activate Calendar/Scheduling in the Calendar section.
  3. Click Update.

The confirmation message will display and the Calendar menu option will appear within the Home menu when the update is complete.


 

Managing Calendar Events

Adding Calendar Events

  1. Go to Home > Calendar > Add.

OR

  1. Go to Home > Calendar > Views and click on the date of the new event.

OR

  1. From the View Issue screen, click Add Calendar Event in the Issue Detail sub-menu options.
  2. Enter the details of the event (e.g. Title, Description, etc.)
  3. Click Save.

Event Notifications and Reminders are sent only to an event’s Assigned To. If an event is modified, Update Notifications are sent to the current and previous Assigned To as appropriate.

A confirmation message will appear when this process is complete.


Editing Calendar Events

  1. From the View Event screen, click Edit in the Calendar sub-menu options.
  2. Make your changes.
  3. Click Update.

A confirmation message will appear when this process is complete.


Deleting Calendar Events

  1. From the View Event screen, click Delete in the Calendar sub-menu options.
  2. Click OK when prompted to confirm.

A confirmation message will appear when this process is complete.


 

Managing Out of Office Events

Adding Out of Office Events

Only users with Calendar AND Sys Admin, Can access and maintain Administration functions OR Can Assign issues permissions can view, add, edit, or delete Out of Office Events.

  1. Go to Home > Calendar > Out of Office.
  2. Select the user that will be unavailable (off-site, on vacation, etc.)

Only users with Can be assigned issues can have designated Out of Office Events.                                                                                           

  1. Define through which dates and times this user will be unavailable.
  2. (Optional) Select the user or group that is to be re-assigned all issues or Next Actions which are auto-assigned to this user through any Auto Assignments, Quick Picks, Recurring Issues, or Escalation Rules during that time period.
  3. (Optional) Select the user or group that is to be sent this user’s Email Notifications during that time period.
  4. Enter Calendar Text to display for this new Out of Office Event.
  5. Enter a Description.
  6. Click Save.

A confirmation message will appear when this process is complete.


Editing Out of Office Events

  1. From the View Event screen, click Edit in the Calendar sub-menu options.
  2. Make your changes.
  3. Click Update.

A confirmation message will appear when this process is complete.


Deleting Out of Office Events
  1. From the View Event screen, click Delete in the Calendar sub-menu options.
  2. Click OK when prompted to confirm.

A confirmation message will appear when this process is complete.