Adding or Editing Events

This screen allows you to modify the values of a particular event. This screen can be divided into six logical grouping, each of which is described separately below.

Event Data

The fields in this grouping are the standard things one might find in any calendar application.

Subject: Enter the subject for this event. This field may not be empty.

Date/Time: Enter the date and time that the event begins.

Duration: Enter the duration of the event.

Note: You may wish to edit by specifying an end time and date instead of an event duration. See the Customize Event Database help page.

all day event: Check this box if the event lasts all day (for example an off-site meeting or a vacation day).

URL: Enter any valid URL in this field (including those starting with http:// or file://). The URL will show as a hyperlink wherever it is displayed, for example in the Event Review screen or the List Views.

Note: You may use this field as a regular text field for any purpose you like. See the Customize Event Database help page.

User Text 1: A user defined field to store any data you like.

Note: By default this item is hidden. You may turn this item on using the Customize Event Database screen.

Icon: Select a small graphical image to next to this event. The help icon next to the drop down control opens a help page containing a listing of all available icon.

Note: You may add icons to this folder (or remove them) by changing the list of files in the ./calweb/cw_icons on your server. Any image files found in this folder will be added to the dropdown list. See the readme.htm file in that folder for more information.

Drop Downs

You may choose from a set of preset selections from the five drop down fields or you may choose to add your own values to the drop down fields.

The Drop Down fields have an associated editor called the Drop Down Manager. You may also choose to specify the source of display data for events. For example, setting the display data source would allow you to specify that all events in New York are red and all events in San Francisco are blue.

Location: Select from one of the pre-defined values or add you own - the next time you edit an event your new value will appear in the dropdown box.

Priority: Select from one of the pre-defined values or add you own - the next time you edit an event your new value will appear in the dropdown box.

Category: Select from one of the pre-defined values or add you own - the next time you edit an event your new value will appear in the dropdown box.

Note: selecting Birthday or Anniversary will cause the event to be assigned All Day Event and Repeats annually automatically.

User Dropdowns 1, 2: These optional items may be used in exactly the same way as Location, Priority or Category.

Note: By default these two items are hidden. You may turn these items on using the Customize Event Database screen.

add a new value: If displayed the end user may enter new values that will be added to the associated drop down box. The next time someone edits an event the new item will appear in the drop down.

Note: You may hide these items in the Customize Event Database screen.

Collaboration Data

Collaboration data contains options related to sharing your events with other people on your network.

Notifications: If you enter a list of user ids, user groups or email addresses in this field each person in the list will be notified whenever this event changes.

Note: This item will only appear on this screen if the proper options are set in the Email Setting Page.

Access Level: You may specify that an event is either Public (the default), Public to group only, Private when merged or Private.

A public event may be seen by anyone with VIEW permission or higher.

A public to group only event may be seen only by users that have a user group in common with the user that created the event. Note: This value only appears in the dropdown if the currently logged in user belongs to one or more user groups.

A private when merged event is public on the current calendar but does not appear on any calendars that are merging the current calendar.

A private event will only be seen by the creator of the event.

Note: The above access restrictions does not apply to users that have a higher permission level than the user that created the event. Users with higher permissions have unlimited access to events of lower permission users. Also, these settings do not apply to Trusted Edit users who may access and edit any event.

Note Access: You may specify which visitors to the calendar may add notes to this particular event by modifying this value. All users with VIEW permission or higher may read notes. This control allows you to specify who may attach notes to an event. By default, only logged in users may attach notes.

Note: The above access restrictions do not apply to users that have a higher permission level than the user that created the event. Users with higher permissions have unlimited access to events of lower permission users. Also, these settings do not apply to Trusted Edit users who may access any event.

Contact Data

Contact data describes the name and contact information of the person who may be contacted for more information about this event - this value may or may not be the same as the submitter of the event.

You may wish to have contact information from the currently logged in user (i.e. the user who is creating the event) automatically inserted into these fields. This is easily done using replacement strings as described on the Customize Event Database screen.

Name: The name of the contact person.

Email: The email of the contact person. When the event is displayed this event will display as a mailto: link.

Phone: The phone of the contact person.

FAX: The FAX of the contact person.

User Text 2: A user defined field that may contain any information you please such as Contact nickname or Contact mailing address.

Note: By default this item is hidden. You may turn this item on using the Customize Event Database screen.

Repeat Data

Specifying repeat data allows you to indicate that an event repeats on a periodic basis.

Follow this procedure for specifying a repeating event:

First select one of the radio buttons: 'repeats every', or 'repeats on'.

Next specify the repeating attributes by selecting from the dropdown boxes on that row. There are over 150 different combinations of repeating events, so you should be able to find the proper repeat type with a little effort.

Finally, make sure to specify the date on which the repeating ends. By default this value is set to one week, month or year from the current date.

Display Data

Display Data controls the look of the event. You may select the font, size, border, and other display attributes for each event.

Specifying colors and font characteristics for every event can become tedious. You may instead wish to associate the display attributes with the event's category, location or priority. You may do this under the Drop Down Manager by using the source for display data drop down.

Font: Select from one of the pre-defined values.

Note: The calendar administer may add new values to this dropdown box via the calendar configuration file, however one must make sure that all client platforms that access these calendars have that font installed.

Size: Select the font size of the event.

Border: Select the size for the border of the event.

Align: Select the alignment of the event.

Bold: Check this box to display the event using a bold font.

Italic: Check this box to display the event using an italic font.

True Type: Check this box to display the event using a True Type font.

Text Color: Select the color of the text of the event.

Press the color icon to access the easy to use color selection popup.

Background Color: Select the color of the background of the event.

Press the color icon to access the easy to use color selection popup.