About CorporateTime



CorporateTime v5.1

Quick Tour

Jean-Marc Robillard

“Train The Trainer”

CorporateTime Client

Copyright 2000 Steltor. All rights reserved.

Table Of Contents

About CorporateTime Page 3

Glossary & Icon Guide Page 3-15

Getting Started Page 16

Signing In Page 16

Start Using CorporateTime Page 16-18

Customize Agenda View, Colors and Other Preferences Page 18-19

Rights & Security Page 19

Access Rights Page 19

Viewing Page 19-20

Viewing Tasks Page 20

Scheduling Page 20

Designate Page 21

Acting As A Designate (Agenda/Tasks) Page 22

Acting As A Designate (Resource) Page 23

Events & Tasks Page 24

Schedule A Meeting Page 24-25

Options Page 25

Repeating Page 25

Details Page 25

Linked Page 25

Reminder Page 25-26

Open A Group Agenda Page 26

Day Events Page 26

Daily Notes Page 26

Tasks Page 26

Holidays Page 27

Modify/Delete Events/Entries Page 28

Searching For Entries Page 28

Replying To Invitations Page 29

In-Tray Page 29

Agenda Page 29

Creating Groups Page 29-30

Printing Page 30

Printing Agenda Page 30-31

Printing In-Tray, Task List, or Selected Entries Page 31

Time Zone Page 31

Changing Your Time Zone Page 31-32

Address Books Page 32

Create An Address Book Page 32

Publish An Address Book Page 32

Open An Address Book Page 32

Delete An Address Book Page 33

Useful Links/Resources Page 33

CorporateTime Training Exercises Page 34-43

About CorporateTime

CorporateTime is the real time calendaring software for scheduling people and resources. It is designed to look familiar to anyone who has used a paper planner. Networked users can use a native client (Windows, Mac, Motif), Web client or CorporateTime Outlook Connector to manage their calendars. Users of CorporateTime can:

• Schedule individual and repeating Agenda entries

• Accept, decline or ask for rescheduling of Entries

• Schedule Group Meetings and Resources

• Check for conflicts and conduct free time searches

• View other users’ Agendas

• Control access to your Agenda

• Assign Designates to work in your Agenda

• Enter Notes and track Tasks

• Choose from multiple printing options

• Change Time Zones

• Create Address Book

Glossary & Icon Guide

Access Rights: The ability to see (but not necessarily modify) your Agenda. Users can grant access rights to others, allowing them to see entries in your Agenda based on who they are and how they are labeled.

Access Level: Controls who can access information about your Entry or Task. There are four different levels: Normal, Confidential, Personal and Public.

Address Book: Keeps track of all your business, personal, and professional contacts. Create as many Address Books as you need.

Address Book Entry: An Address Book Entry is the listing you have for a business, personal or professional contact.

Agenda: The Agenda is a scheduling calendar, which you use to enter Entries (Meetings, Day Events, Daily Notes and Tasks).

Attachment: Attach a file to a Meeting or Task using the details tab of the New, Edit Meeting or Task dialog boxes.

Attendance Status: The status of a Meeting indicates how you have or have not responded to it. Meetings color-coded by status appear as follows:

• Accepted Entry-Green

• Unknown Status-Yellow

• Refused Entry-Red

• Accepted Tentative Entry-Dark Green

• Unknown Status (Tentative Entry)-Dark Yellow

• Refused Tentative Entry-Dark Red

Attendee: A User or Resource invited to an Entry.

Daily Note: A Daily Note is a memo a user can enter into his/her Agenda. It has a date but no start or end time. Daily Notes can be up to 64 characters long and are displayed in the Notes View of the user’s Agenda Daily and weekly pages, as well as in the Month view.

Day Event: A Day Event is an Entry that runs an entire day but does not block out time in the user’s Agenda. Day Events are displayed Notes View of the user’s Agenda Daily and weekly pages, as well as in the Month view.

Designate: A Designate is a user who has rights to modify another user’s Entries in that user’s name. Designates can perform operations according to the Access Rights the other user has granted them.

Designate Rights: The powers you give to another user to let them work as a Designate in your Agenda.

Entry: An Entry is anything that appears in the In-Tray or your Agenda pages (Meetings, Tasks, Daily Notes, Holidays and day Events).

Groups: Groups are collections of users and/or resources that users can create to accelerate certain functions in CorporateTime. They are useful when you want to quickly invite multiple users and/or resources to an Entry.

Group Type: There are four types of Groups:

• Public-available for use to everyone on the system. However, only the group’s owner can modify them.

• Private-available only for use by their creators.

• Administrative-available for use by everyone on the system. However, the system administrator can only modify them.

• Members Only-available for use by members of the group only.

Holidays: Can only be entered by authorized users.

Importance Level: There are five levels of importance color coded as follows:

• Highest Importance-Red

• High Importance-Pink

• Normal Importance-Turquoise

• Low Importance-Blue

• Lowest Importance-Green

In-Tray: The In-Tray contains the Entries received from other users and Entries you have sent to other users. Multiple folders allow users to reply to new Entries and manage existing ones quickly and efficiently.

Meeting: Meetings are Entries with a specific start and end times that are scheduled in time slots in the user’s Agenda. Users can invite other users and resources to Meetings, set Reminders for them and make them recur on a regular basis.

Node: A Node is a database on a server. There can be one or more nodes on a server and can be identified either by a number or a name.

Off-Line: Not connected to the server. Users can now only access Agendas downloaded to the local database.

On-Line: Connected to a Node on a server.

Ownership: The person or resource in whose Agenda the Entry was created owns a Meeting and is color-coded as follows:

• Owned Entry-Blue

• Invited Entry-Pink

• Owned Tentative Entry-Dark Blue

• Invited Tentative Entry-Dark Pink

Priority: Allows a user to set a level of importance for a Task. Tasks can be assigned a numeric or alphabetic value and sorted by this field.

Refresh: Refreshing updates the display (Agenda/In-Tray) to include any new Entries that have been created since the last refresh. Displays are refreshed every 15 minutes (configurable from Agenda Preferences choose Notification tab) and can be done manually by selecting View menu choose Refresh All.

Reminder: A pop-up window or upcoming reminder note to remind a user about an upcoming Entry.

Repeating Event: A Meeting, Daily Note or Day Event, which occurs more than once.

Remote User: A user who’s Agenda is on a different Node or server. Their names appear with an (R). They can be invited to Entries the same way as a local user but can’t act as a Designate.

Resource: A Resource is an object, such as a conference room or overhead projector that has its own Agenda.

Scheduling Rights: Grants another user the ability to invite you to Events. Users set Scheduling Rights on the Scheduling tab of the Access Rights dialog box.

Status Bar: The Status Bar can be displayed at the bottom of CorporateTime windows. To display or hide the Status Bar, select View menu choose Status Bar.

Task: A Task is a specific project that needs to be completed. You can enter a Task directly into your Agenda or linked to a Meeting. Is can have a start /due date, a start/due time, as well as a Priority and Access Level.

Time Slot: Time Slots are the individual rectangular blocks of time represented on your Daily and Weekly Agendas. The height and time length of time slots can be adjusted using commands from the view menu.

Toolbar: The toolbar provides quick mouse access to many of your Agenda’s functions. To display or hide the Toolbar, select View menu choose Toolbar.

Viewing Rights: Rights users can assign to view Entries and Tasks in their Agenda.

Web Access: Web Access allows users to view information that their system administrator wants them to see in their web browser. The default path is the CS&T product information page.

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Getting Started

Signing In

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Once you have been notified that your account has been set up, you can sign in by either choosing CorporateTime from the Start menu in Windows or by double clicking the CorporateTime icon on your desktop. From the drop down menu you can choose the server you are connecting to, type in your User Name (or search for it using the magnifying glass), type in your Password and then click Sign-in.

After the initial sign in users should change their CorporateTime password using the following steps:

• Options menu choose Change Password

• Type original password in “Old Password” field

• Type new password in “New Password” field

• Confirm the new password by typing it again

• If you have worked Off-Line it will ask if you want to synchronize your passwords for you Off-Line Agenda

• Click OK and exit CorporateTime by choosing EXIT on Windows

• Sign again to test new password

TIP! Always exit out of CorporateTime by choosing EXIT from the File menu instead of just closing out each window. This will ensure that all changes that you have made will be saved.

Start Using CorporateTime

Once you have signed into CorporateTime, two windows will open. The first that a user will see is the In-Tray, which lists invitations to Events that you have received or sent. If you minimize this window, or choose an Entry from your In-Tray, you will set focus to the Agenda window, which is underneath. To disable your In-Tray on startup choose Options menu then In-Tray. Click the On Startup tab and choose the appropriate option.

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The upper pane contains your Agenda, the right pane contains your Tasks and the bottom pane contains your Daily Notes and Day Events.

TIP! Keep your In-Tray open (minimized) while you are using CorporateTime to be notified when new invitations arrive. You will be notified by a red exclamation point next to an In-Tray icon in the Status Bar of your Agenda window.

Customize Agenda View, Colors and Other Preferences

If your Agenda window is not in focus, open it now.

View By Day Week or Month: According to which of these views you are in you can either scroll ahead/back a day, week, month, or six months using both the single/double forward/backward arrows.

Time/Day Labels: The daily and weekly views display the times down the left side and to the right a grid with spaces for Agenda entries.

Displaying A Full Work Day: To make an entire 8 or 9 hour work day visible in your display you need to:

• Increase/Decrease Row Height in the View menu

• Increase/Decrease Row Time in the View menu

• Increase/Decrease the size of the Agenda window

Selecting A Color Scheme:

• View menu select Meeting Colors

• In the Color Meetings By drop down list select Attendance Status for the default (Green for accepted Meetings, yellow for undecided and red for refused)

• Importance levels (Red for highest, green for lowest)

• Entry Ownership (Meetings you create will now appear in a blue background and Meetings that others have invited you to appear in a pink background)

Tip! CorporateTime only allows the user to choose one of the noted colors; it does not allow the user to customize them.

Hours Scheduled Versus Hours Displayed: This section allows the user to decide when they are willing to have meetings scheduled. This interacts with the feature of Suggesting A Date/Time option when the user tries to Schedule a Meeting.

• Options menu choose Scheduling

• Click the tab for the day you wish to change

• Adjust the start and end times under both “Normal Hours” and “Extended Hours”

• If applying the same start and end times to all days click “Apply To All” button

Tip! On days that you may not work (Saturday/Sunday) enter an end time one minute after the start time for both “Normal” and “Extended” hours. This will keep these days from being listed when you click “Suggest A Date/Time” while trying to create a meeting.

Hours Displayed On An Agenda: This section has no affect when someone tries to schedule a meeting with you. It will only affect what you see in your Agenda window.

• Options menu choose Agenda. An “Agenda Preferences” dialog box will open

• Click the Display tab

• Enter the appropriate time intervals for displaying your Agenda in the “Display Hours” section

• Choose which day you would like displayed as the first day of the week (usually Monday) and whether or not you prefer to have Saturday and Sunday displayed

• Click OK

Change Other Agenda Preferences:

• Options menu choose Agenda

• “Agenda Preferences” dialog box will open, click Display, look in Meeting Display and uncheck Refused Meetings. Under “Color Meetings By:” Attendance Status is the recommended choice

• Click the Notification tab or icon. Make your selections to indicate preferences for sending and receiving e-mail and pop-up notifications

• Click OK

Rights & Security

Access Rights: CorporateTime gives you complete control over what individuals can “view” when they open your Agenda. They can either see a blank calendar, a list of busy times with no details, or all the details that you would see when you view your Agenda. To change viewing rights others have to your Agenda:

• Options menu choose Access Rights

• In the “Access Rights Dialog” window choose Viewing

• “Default: Any Unlisted Person” should be selected. This refers to any person who has a CorporateTime account and is not listed individually in the same box.

The top half of the window shows the checkboxes that are selected to show you how much information can be seen by others:

• View Entries allow users to view all the details of a meeting (where, when, who, etc.)

• View Times Only allow users to see only the times when you are busy (when trying to view with this option, you will receive a message on the bottom status bar stating that “You are not authorized to view this Entry” with a padlock showing on the actual meeting

• Neither option selected prevents a person from seeing anything on your calendar

For each event that a user creates, an “Access Level” of Normal, Confidential, Personal or Public can be selected. The user controls the viewing rights for the first three, but Public events, by definition are visible to anyone.

Tip! People who can invite you to meetings should have at least “View Times Only” or they will not be able to conveniently pick times for meetings with you.

To grant rights to any other person besides “Default: any unlisted person”:

• Select a person or group from the searchable list

• Ensure the correct name or group is selected in the bottom pane of the Access Rights window

• Uncheck the “Same as default” to make the checkboxes selectable

• Adjust the rights as you see fit

• Click OK

To change Viewing Tasks rights others have to your Agenda:

• Options menu choose Access Rights

• In the “Access Rights Dialog” window choose Viewing Tasks

• “Default: Any Unlisted Person” should be selected. This refers to any person who has a CorporateTime account and is not listed individually in the same box.

• “No viewing rights” should be selected by default

• Uncheck this box and make modifications to the appropriate users or groups as described in the previous section

• Click OK

Scheduling Rights gives the user the ability to control who can invite them to Meetings.

To change Scheduling Rights to your Agenda:

• Options menu choose Access Rights

• In the “Access Rights” dialog choose Scheduling

• “Default: Any Unlisted Person” should be selected. This refers to any person who has a CorporateTime account and is not listed individually in the same box.

• “Can invite you to Entries” should be selected by default

• You can add users or groups to the list as described earlier and grant them Scheduling Rights accordingly

• Click OK

Designate Rights allows a user to assign another user the authority to modify your calendar. This is a useful tool if you have an assistant(s) that schedule meetings for you. This will allow the Designate to send out or accept/decline Meeting proposals for you.

To assign a Designate or Designates:

• Options menu choose Access Rights

• “Default: Any Unlisted Person” should be selected. This refers to any person who has a CorporateTime account and is not listed individually in the same box.

• “No Designate Rights” should be selected by default

• You can add users or groups to the list as described earlier and grant them Designate Rights accordingly (default is “No Designate Rights”)

• To enable all the grayed-out check boxes, click and unclick the “Full Designate Rights” checkbox

• Rights include Modify, View/Reply, View Times Only or None

• Designates can also be given the right to Modify Normal, Confidential, Personal or Public Tasks from this window as well

• Click OK

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Acting As A Designate (Agenda/Tasks)

After being granted Designate Rights (see above) a user has the right to work in the Agenda or Tasks of either another user or a Resource. To work as a Designate a user will have to:

• Sign-in to CorporateTime as yourself

• For Agendas-File menu choose Agenda then Open As Designate. A list of users/resources will appear that you have been assigned Designate Rights for their Agendas

• For Tasks-File menu choose Tasks then Open As Designate. A list of users/resources will appear that you have been assigned Designate Rights for their Tasks

• Highlight the user/resource that you want to act as a Designate then click OK

• That user or Resource’s Agenda/Tasks will open up on your screen and you will then be ready to begin making changes as necessary

• The In-Tray will show your own Entries followed by the person you are acting as a Designate for as shown below:

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• The Agenda will show the user’s Agenda with a title bar showing Robillard, Jean-Marc (Designate). Any Entries that you make or modify will show, for example as Christopher LeDrew for Jean-

Marc Robillard

Acting As A Designate (Resource)

All resources are defined as a “first come first served basis” which means the first user to invite a Resource to a Meeting holds that block of time. If another user tries to invite the Resource for the same time, they will receive the message “A conflict exists for one or more Resources. Please check conflicts”. The second user trying to invite the Resource will not be allowed to create a Meeting that includes this resource for the block of time needed.

Setting Access Rights For A Resource Account

The Resource owner needs to log on as the Resource initially to change the password and setup the Access Rights for the resource. From the Options menu choose Access Rights where you will see four possible rights:

• Designate

• Viewing

• Tasks

• Scheduling

(Note: When you add a user to the list for any one of these categories, it is automatically added to all four rights and it is set to “Same As Default” for each category)

Designate tab: At least one person needs to be given Full Designate Rights to be responsible for managing the Resource’s Agenda. Ensure that “Default: Any unlisted person” is set to No Designate Rights.

Viewing tab: Use this to indicate who may view the Resource’s Agenda and whether or not the viewer may see details, just busy times or leave both boxes unchecked for the equivalent of no viewing rights (Resource’s Agenda will appear blank).

• “Default: Any unlisted person” can be set to No Viewing Rights

• List the users that you want to be able to see the Agenda- either details or busy times

• Ensure to set up Designate(s) so that they have full viewing rights

Task tab: Use this to indicate who may view the Resource’s Tasks. Unless you are associating Tasks with a Resource, you can set “Default: Any unlisted person” to no viewing rights. Set Designates as desired.

Scheduling tab: Use this to indicate who may invite the Resource to a meeting

• To keep all users from Scheduling the Resource, clear the checkbox for “Can invite me to Events” for “Default: Any unlisted person”

• List users that can Schedule this Resource and check “Can invite me to Events” for each of them

• Ensure Designates listed have the box checked so that they may invite a Resource to a meeting they Schedule as themselves.

Events & Tasks

Entries are the basic building blocks of your Agenda. Entries can be rescheduled, duplicated, printed and deleted. The user in whose name an Entry is created is considered to be the owner of that Entry. Entries include:

• Meetings

• Daily Notes

• Day Events

• Tasks

• Holidays

Schedule A Meeting

To create a new Meeting:

• Edit menu choose New Meeting or double click a time slot in your Agenda. A New Meeting dialog will appear

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• Proposed by specifies the Entry creator

• Title is the area to describe the Title of the Meeting

• Location field is where the user will type in the Location of the Meeting

• Users can either set the Date by typing in the date, using the up/down arrows or choosing a date from the Date Selector icon

• Users can set the Start/End times by typing in the time, using the up/down arrows or choosing a time from the Time Selector icon. Setting the Start/End times will automatically adjust the Duration field. Any adjustments to the Duration will be reflected in the End time

• Users can invite other users, groups or resources to the meeting

• Once all attendees have been selected the user can click “Check Conflicts”. This will check all attendees Agendas and verify if a conflict exists or not. It will be displayed in another window.

• If a conflict exists the user can schedule the meeting or choose to reschedule with the help of “Suggest date/time”. CorporateTime will scan all Agendas of invitees and if an appropriate date and time is found that matches your criteria it will be displayed

Options tab allows the user to set the following criteria in their Meeting:

• Importance Level

• Access level

• Tentative Meeting

Repeating tab allows the user to schedule the meeting for multiple dates in the future. Adjust the desired settings and click the “List Dates” button. CorporateTime will list the dates (Note: The amount of days available will vary according whether or not you have Saturday, Sunday and Holidays included. Dates available range from 55-84 according to what is selected). Repeating meetings causing conflicts will give you three choices:

• Ignore

• Display

• Suggest date/time

Details tab allows the user to enter comments or a better description of the Meeting. Users can attach a file to the meeting that will be available to all invitees. (Note: Only one attachment per Meeting is allowed). To open an attachment, double click the icon. To remove the attachment, click the “Remove” button.

Linked Tasks tab allows the users to create a Task on the fly, which will be linked to the Meeting. Any Tasks that are created in this area appear in the normal task view in CorporateTime. To delete a Task, click the “Delete” button. To keep a task but unlink it to the Meeting, click “Unlink”.

Reminder tab allows the user to select on-screen reminders for their Agenda events. Check the radio button and choose your desired settings. (Note: This reminder will only appear for the user that created the Meeting and they must have CorporateTime open to view the reminder).

Finalize the meeting by clicking the “Create” button after all appropriate settings have been selected. If others are invited to the event, a dialog box will appear asking if you want to e-mail the participants. This is a useful feature if an event participant does not use CorporateTime often.

Opening A Group Agenda

Opening a Group Agenda is another way to find a time when all the people you wish to a Meeting are free. To open a Group Agenda:

• File menu choose Open Group View or choose Group Icon on the toolbar. A Selection For Group Agenda dialog opens

• Select the total users or groups that you wish to see. Maximum of 20 (configurable on server) or you will receive the error:

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• Click OK and a Group Agenda window opens showing a single day with each column showing an invitee and their schedule. The date can be moved ahead or back using the arrow icons

• To the left is a column titled “Combined”. This column is blank when all the people and resources you have listed are free and is red when at least one is busy. Users can quickly scan this column to see when there is a free time and double click in a white space (free time) to create a Meeting

• Uncheck the check box next to the name so that user will not be included when creating the meeting

Day Events

Day Events are scheduled events that occupy the entire day or a large portion of the day. This type of Event will not block time slots in the Agenda, but will appear in the notes section of the day view and week view. Day Events are denoted with a blue flag icon. A user can create a Day Event from Edit menu choosing New Day Event or clicking on the Day Event icon. Day Events can include other users, resources and multiple days.

Daily Notes

Daily Notes operate similar to Day Events. There is virtually no difference between the two, except that a Daily Note should refer to an Event that must be accomplished sometime during the day. Daily Notes are denoted with a red pushpin. A user can create a Daily Note from Edit menu choosing New Daily Note or clicking on the Daily Notes icon. Daily Notes can include other users, resources and multiple days.

Tasks

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Tasks allow users to keep track of their projects that they must complete. A Task contains a due date, due time, start date and start time (Note: These are optional but we recommend that at least one date be specified). Users can set the options accordingly to their task. The reminders tab allow users to set a Reminder for this Task and the Details tab allow users to fill in more details about the Task.

Holidays

Holidays can be created by users if the system administrator has given them permission to do so. Users with permission can access Holidays from Directory menu choosing Manage Holidays. Holidays are displayed in the Notes View of your Daily and weekly Agenda pages and appear next to the date on Monthly Agenda pages. (Note: Holidays cannot be edited. They must be deleted and recreated). Any unauthorized user will receive the following error:

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Modify Events/Entries

CorporateTime allow users to modify any Entries that they create.

• To move an Entry to a different time click the Entry and drag it to the new time

• To change the duration use the mouse pointer to drag the time up or down

• Double click the Entry to bring up the “Edit Entry” dialog and make the necessary changes, then click OK

Whenever a change is made, a dialog will tell you “The attendees’ Agendas have been updated. Do you also wish to send them an e-mail?” If you wish to do so click YES, otherwise click NO. You can edit the content of the standard email being sent as well.

Tip! If you wish to disable this feature select the Options menu, choose Agenda then Notification tab. Under the section Entries you send – Ask to send e-mail to attendees, unselect all the checkboxes. You will no longer be prompted to send an e-mail when you Create, Edit or Delete Entries.

Delete Events/Entries

CorporateTime allow users to delete any Entries that they create.

• Select the Entry, right click and choose “Delete” or from the Edit menu choose “Delete”

• If an Entry is one of a series, a “Delete Recurrences” window will appear where you can delete a single or all occurrences of an Entry

• Once you confirm the deletion, it will be permanently removed from your Agenda and the Agendas of any invitees

(Note: Entries that someone else invited you to can only be removed from your Agenda. You cannot cancel the Meeting if you do not own it).

TIP! If you try to delete a Meeting and it does not disappear from your Agenda change your settings by selecting Options menu, choose Agenda, under the Display tab uncheck “Refused Meetings” in the “To be displayed section”.

Searching For Entries

CorporateTime allow users to search their entire Agenda for Entries they are trying to find.

Select Edit menu then choose Search Agenda

• Enter in your appropriate search criteria from the Search Criteria, Search Options and Search Data Source tabs

• Click Search and view your results

Replying To Invitations

When a user receives a Meeting request it will be displayed in the In-Tray and Agenda. A response can be sent from either window.

In-Tray

The new message will appear under the folder marked “New Entries”. From this folder you can either double click the item to bring up the View Entry window that contains the General, Details, Linked Task, Reminder and Reply tabs. These tabs show all relevant information relating to the Meeting. From the Reply tab the user can select whether they will or will not attend, if they wish to confirm later, prefer a different time or send an email to the sender/attendees with your response.

TIP! The In-Tray also has the unique feature of allowing users to drag and drop the Meeting to the Entries You’ve Accepted folder or Entries You’ve Refused folder and the ability to right click on the Meeting to choose a response as well.

Agenda

Users can also respond to New Entries from their Agenda window. Just double click the New Entry and the View Entry dialog appears as described above. Respond appropriately and click OK. Users can also right click the Entry and choose a response.

Creating Groups

Groups are good to use when you have Events with recurring groups of individuals. A Group can consist of any combination of people, resources and other groups. There are four types of Groups:

• Public [PUB] Groups can be used for scheduling Entries by any user on the system

• Private [PRI] Groups can be used by the user who created the Group

• Members Only [MEM] Groups can be used by Members of that specific Group

• Administrative [ADM] Groups can be used by people who have administrative rights to the system

(Note: Groups created with users/resources from different Nodes can only be seen by the appropriate users on the Node that the group was created on).

To create a Group in CorporateTime:

• Directory menu choose Manage Groups. A “Manage Groups” dialog box appears

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From this dialog a user can create, edit and delete groups and their associated users/resources

Printing

CorporateTime is quite flexible in allowing users to print their Agendas, In-Tray, Task List, or Selected Entries using multiple formats.

Printing Agendas

If you have more than one Agenda open at a time, the one that is active when you choose to Print will be the one that is printed. To print an Agenda:

• File menu choose Print and the “Print” dialog box opens

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• Users can click the Setup icon to change their printer setup

• Under the drop down menu for layout the user can use the default of portrait or choose one of multiple pre-existing paper calendar formats that they can print out and attach to their paper calendar

• Users can select which type of Agenda pages they would like to printed (daily, weekly, etc.) along with the date range

• Click the Preview icon to preview your print out then click Close

• Click OK to print the Agenda

Printing In-Tray, Task List, Or Selected Entries

Printing these items is quite similar to printing Agendas:

• File menu choose Print and the “Print” dialog box opens

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• Users can click the Setup icon to change their printer setup

• Under the drop down menu for layout the user can use the default of portrait or choose one of multiple pre-existing paper calendar formats that they can print out and attach to their paper calendar

• Click the Preview icon to preview your print out then click Close

• Click OK to print the item

Time Zone

CorporateTime allow users to change your Agenda time zones. This feature is useful for users who travel with CorporateTime.

Changing Your Time Zone

• Options menu choose General then Time Zones tab

• Click Load Regions which will load all the time zones in the system

• Select the time zone that you want to change and click OK

• After you have created your meeting in the appropriate time zone you can reopen the time zone dialog and click revert to host’s time zone

When you change the default time zone on your system all entries will change to the time zone that you have selected. When you revert back to the default they will change back. For example, if you were traveling to Hong Kong for a meeting at 10 am local time, you would change your time zone to Hong Kong time, schedule the meeting and then revert back to the host time zone. You would then see the meeting placed on your Agenda with the time converted to your local time zone. When you travel to Hong Kong you will change your default to Hong Kong time zone and your meeting will appear as scheduled for 10 am.

Address Books

CorporateTime allow users to create one or more Address Books to keep track of their business, personal and professional contacts. There are three kinds of Address Books:

• Personal Address Books are only for a user’s personal use

• Published Address Books can be shared with selected users on your server. Only the publisher of the Address Book can modify or delete the published version

• Backed-up Address Books are stored on the server for you to restore as needed

Create An Address Book

To create an address book:

• File menu choose Address Book then New

• Give the Address Book an appropriate name then click OK

• Edit menu choose New Address Book Entry or choose the icon on the toolbar

• Fill in the appropriate fields and click OK

• Close the Address Book dialog

Publish An Address Book

To publish an Address Book:

• File menu choose Address Book then Publish

• From the Publish Address Book Dialog choose the address book you wish to publish and assign users and groups you wish to have access to the Address Book and click OK

• Users granted access will now be able to retrieve the Address Book from File menu choose Address Book then select Retrieve Published

Open An Address Book

To open an Address Book:

• File menu choose Address Book then Open

• Select the appropriate Address Book to open

Delete An Address Book

To delete an address book:

• File menu choose Address book then Delete or Delete Published

• Select the appropriate Address Book you wish to delete and confirm the deletion

(Note: If a user who has access to a Published Address Book retrieves it before you delete the Published Address Book, the user will still have access to the Address Book on their local system. The user can also modify the Address Book that they have retrieved.)

Useful Links & Resources

(Steltor official web site)

(Note: The following links are not official CS&T links, but can be useful in exploring the many features of CorporateTime)

(Cornell University)

(Berkeley University)

Appendix A

CorporateTime Training Exercises

Training Exercises (To be followed with Instructor)

This document contains several exercises to give new users hands on training with the CorporateTime software. It is designed to step the user through many of the possible scenarios that they may encounter while using the calendaring product.

Exercise # 1 - Changing Your CorporateTime Password

• Select Options then choose Change Password from the menu bar

• Enter your old password, new password then confirm your new password

Exercise # 2 - Set Your Agenda and Scheduling Preferences

Agenda

• Select Options then choose Agenda from the menu bar

[pic]

• Select the hours you want your Agenda window to display by default (user will also have to modify CorporateTime view)

• Select the time Interval you want for your Agenda (usually 30 min)

• Select the day you require as the Start of the week (usually Monday) and if you want to include Saturday and Sunday

• Select Color Meetings by “Attendance Status”

• Uncheck “Refused Meetings” so refused meetings will no longer appear on your Agenda in red

• Under Notification tab, set options accordingly to your preference for scheduling

• Select Options then choose Scheduling from the menu bar

[pic]

• Set the applicable hours that you want users to see you are available to be scheduled for each day, both Normal and Extended hours

• If times for all days are the same users can click the “Apply to all” button that will apply the hours selected to all days of the week

Exercise # 3 - Color Meetings By

• Select View then choose Meeting Colors from the menu bar

• Select whether you want to have your Meetings colored by either Attendance Status (preferred), Ownership or Importance

• This can also be achieved in Exercise # 1

Exercise # 4 - Change Your Corporate Time Views

• Select View from the menu bar

[pic]

• Use Increase/Decrease Time Slot to adjust the Interval time

• Use Increase/Decrease Row Height to adjust the number of hours displayed

• Changes that are made in either the Daily or Weekly View will be carried over to each other. No changes are allowed in the Monthly view

Exercise # 5 - Creating A Designate

• Select Options then choose Access Rights from the menu bar

• Ensure the Designate tab is selected and search for the user sitting across from you using either the free search and clicking the Checkbox or using the magnifying glass to search all users

• Ensure the user name is highlighted and give them Rights as shown below

[pic]

Exercise # 6 - Viewing, Viewing Tasks and Scheduling

Viewing

• Ensure that “Default: Any unlisted person” has viewing rights of View Normal Entries, View Times for Confidential Entries and View Times for Personal Entries

• Set any other rights to other users you may wish to add accordingly

Viewing Tasks

• Ensure No Viewing Rights is set for “Default: Any unlisted person” and any other person who may be listed as Tasks are usually “Private”

Scheduling

• Ensure that anyone who you want to be able to invite you to Meetings has “Can invite you to Entries” selected

Exercise # 7 - Create A Group

• Select Directory then choose Manage Groups from the menu bar

• From the Manage Groups window click New and create a new Group with all members from the room

• Make the Group Type Members Only

• If you wish you can Delete the Group you created from this window as well (save this Group for later use)

Exercise # 8 - Create A Basic Meeting With A Reminder

• Select Edit then choose New Meeting from the menu bar or double click on a free time area in your Agenda

• Give the Meeting a Title and Location

• Edit the Start and End Times

• Select the Reminders tab and turn on reminders with a 15 Min Pop Up Window

• Click OK then click Create

• A Meeting will now appear on your Agenda and a Reminder will appear 15 minutes before it is about to start

Exercise # 9 - Create A Meeting For Yourself And Make It Confidential

• Select Edit then choose New Meeting from the menu bar or double click on a free time area in your Agenda

• Give the Meeting a Title and Location

• Edit the Start and End Times

• Select the Options tab and make the Access Level Confidential

• Click OK then click Create

• Any user without rights to see Confidential Entries will only see the time of the Meeting and a padlock when they view your Agenda

Exercise # 10 - Create A Repeating Meeting

• Select Edit then choose New Meeting from the menu bar or double click on a free time area in your Agenda

• Give the Meeting a Title and Location

• Edit the Start and End Times

• Add an Invitee by selecting a user who is sitting across from you

• Make the meeting Repeating by clicking on the Repeating Tab, change the Frequency to Daily for One Week

• Click List Dates to show the dates the Meeting will be Scheduled

• Click OK then click Create

• A Meeting will now appear on your Agenda and the Agenda of the Invitee every day for the next week

• It is the responsibility of the Invitee to decide whether or not to accept the Meeting

Exercise # 11 - Respond To A Meeting

• Find the Meeting that the person sitting across from you has sent either through the Agenda window or from your In-Tray under the New Entries folder

• From the Agenda window you can double click the meeting to decide how you are going to accept/decline the Meeting

• From In-Tray you can drag and drop the Meeting to the appropriate folder or double click it to decide how you are going to accept/decline the Meeting

Exercise # 12 - Create A Meeting With A Resource

• Select Edit then choose New Meeting from the menu bar or double click on a free time area in your Agenda

• Give the Meeting a Title and Location

• Edit the Start and End Times

• Add a Resource-choose the same Resource, date and time as the person next to you

• Click Create and observe if you or the other person receives a message

• Try to schedule the meeting again using the Check Conflicts and Suggest Date and Time buttons

Exercise # 13 - Create A Tentative Meeting With Comments & Attachment

• Create a basic document to attach to this Meeting on your PC

• Select Edit then choose New Meeting from the menu bar or double click on a free time area in your Agenda

• Give the Meeting a Title and Location

• Edit the Start and End Times

• Add an Invitee by selecting a user who is sitting next to you

• On the Options tab check Tentative

• Add Details from the Details tab and Attach the related document

• Click OK then click Create

• A Meeting will appear on your and the Invitee’s Agendas which you can open to view the Details and the Attachment

• It is the responsibility of the Invitee to decide whether or not to accept the Meeting

Exercise # 14 - Create A Meeting With All Users In This Room, Set An Importance Level And Add A Linked Task

• Select Edit then choose New Meeting from the menu bar or double click on a free time area in your Agenda

• Give the Meeting a Title and Location

• Edit the Start and End Times

• Add the users individually or use the Group you created from Exercise # 7

• Select the Options tab and give the meeting an Importance Level of Highest

• Select the Linked Tasks tab and create a Linked Task

• Click OK and then click Create

• It is the responsibility of the Invitee to decide whether or not to accept the Meeting

Exercise # 15 - Create A Meeting Opening The Agenda As A Group View

• Select File then choose Agenda Open As Group View

• Select the Group that you created and open up its Agenda

• You will see the Agendas of all users in the Group

• Under “Combined” select a free time for a Meeting and double click it to create a Meeting

• Create a basic Meeting

• It is the responsibility of the Invitees to decide whether or not to accept the Meeting

Exercise # 16 - Edit/Delete An Existing Meeting

• Select any meeting that you have created, either from the Agenda or from your In-Tray folder titled “Entries you’ve sent out”

• Double click or right click the Entry to edit or select the Meeting and choose Delete

• Make the necessary changes and click OK

• If you are using e-mail notification, you will be prompted with a message that “The attendees’ agendas have been updated. Do you also wish to send them an e-mail?” You can either select Yes or No to sent them an e-mail regarding the edit/deletion

Exercise # 17 - Create A Daily Note

• Select Edit then choose New Daily Note or right click in your Agenda

• Give the Daily Note a Title and Date

• Add a user by selecting the person in the list who is sitting next to you

• Set the Access Level, Repeating option and Reminder if necessary

• Click OK then click Create

• The Daily Note will now appear in the bottom pane of your Agenda as a red push pin

• It is the responsibility of the Invitees to decide whether or not to accept the Daily Note

Exercise # 18 - Create A Day Event

• Select Edit then choose New Day Event or right click in your Agenda

• Give the Day Event a Title and Date

• Do not add any other users to the Day Event

• Set the Access Level, Repeating option and Reminder if necessary

• Click OK then click Create

• The Day Event will now appear in the bottom pane of your Agenda as a blue flag

Exercise # 19 - Create A Task

• Select Edit then choose New Task or right click in your Agenda

• Give the Task a Description

• Give the Task a Due Date/Time and Start Date/Time accordingly

• Assign an Access Level

• Set Reminders and Details accordingly

• Click OK

• The Task will now appear in the right side pane of your Agenda window

Exercise # 20 - Create A Meeting As A Designate

• Select File then choose Agenda then Open As Designate

• Choose the user in the list that has given you Designate Rights

• Create a basic Meeting as outlined in Exercise # 8 (invite yourself and the user next to you)

• Exit out of the Designate Agenda

• Open your Agenda, view the meeting that you just invited yourself to and view the details

Exercise # 21 - Print An Agenda (Note: for this exercise you must have a printer installed)

• Select File then choose Print

• From the print dialog box users can select from different types of Layouts and multiple Agenda Pages that users can Print and save as a hard copy of their data

• Test changing the Layouts and Agenda Pages and use the Print Preview option to view your choices

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