Corporate Time Calendar

CorporateTime is an enterprise-wide, group-scheduling software that is a client/server application. This powerful scheduling application is an integral part of your desktop because it provides the tools necessary to effectively and efficiently plan your time. You, as a user of CorporateTime, will be able to:

1. schedule individual and repeating agenda entries;
2. schedule group meetings and resources;
3. check for conflicts and conduct free-time searches;
4. view other users' agendas;
5. control access of your agenda vis-à-vis other users;
6. assign designates, resource designates, enter notes, track tasks,
7. and choose from a plethora of printing options.

How do I sign in?

1. Double-click on the CorporateTime icon--the Sign-In dialog box appears.
2. Type in your User Name.
3. Type in your Password.
4. Type in your Server Name. Click OK.

• The Server Name consists of the name of the server (e.g. quartz) followed by the name of the node you are listed in (e.g. 100). The server and node names must be divided by a comma and a single space. Therefore, it must be entered as quartz (comma) (space) 100
• The next time you Sign-In your User Name and Server Name will be automatically provided in the Sign-In dialog box. Also, the next time you Sign-In, your settings (i.e., day/week/month view) will be those from the previous time you used CorporateTime.
• If you do not know your User Name, click on the Search button to browse the database.

How do I quit the program?

1. Choose the <File> menu.
2. Choose the <Exit>.

• CorporateTime is a client/server application that operates in real-time. Therefore, your agenda is updated automatically and you do not have to save your work--this is done automatically.

How do I change the View (day/week/month) in my agenda?

1. Choose one of these three buttons on the toolbar to view your agenda in the Day View, Week View, Month View, respectively.

TIPS

• In the day view, you can resize the agenda time intervals by clicking on the Decrease or Increase Time Interval Icon.
• In the day and week view, you can resize the rows to change the number of hours displayed by clicking on the Decrease or Increase Row Size Icons.
• In the week and month view, double-click on the gray bar at the top of a particular day and your agenda will display the day view of that day.
• If you are in the week view and you click on the Today button, it will bring your agenda to the current week. In the month view, clicking the Today button will bring your agenda to the current month.
• In the month view, a downward-pointing hand will indicate that a particular day contains more information than you can see.

Agenda View
Day View	Back one week	Back one day	Pop-up calendar	Forward one day	Forward one week
Week View	Back one month	Back one week	Pop-up calendar	Forward one week	Forward one month
Month View	Back six months	Back one month	Pop-up calendar	Forward one month	Forward six months

How do I change the Date in my agenda?
Navigating using the Calendar Icon 

• Clicking on the Today button will always take you back to the current date. If you are in a week or month view, the Today button will bring you to the current week or month view.
• Always select the day button last in order to finalize a request when moving your agenda view to another month or year.
• The current day is appears in yellow and the weekends are in red; week days appear in black.

Searching the database for people, resources, or groups:

1. Click on the <Directory> menu and choose <Search Directory...>. A 'Directory search' dialog box will appear.
2. Choose the 'People', 'Resources', or 'Group' tab--depending upon your search.
3. Fill-in one or more parameters (e.g. surname, resource name, etc.) and click on the 'Search' button. Or, leave the parameter boxes blank and click on the 'Search' button in the middle of the dialog box to do a general search.
4. Click on the person, resource, or group name to highlight it. This will make available the 'Information' and 'Print' button at the bottom of the dialog box. (Information reveals additional information about the person or resource. The print option will print out the entire list.)

• Any time you click on the Search feature icon, a 'Directory search' dialog box will appear.

How do I create a basic entry?

Creating a basic entry (just blocking off your time)

1. In the day view of your agenda, click within a desired time frame.
2. Type the title of your entry, e.g., 'review literature'.
3. and press Enter.

• The duration of entries created by this method depends upon the time interval set by the user. For example, if your intervals are set at 15 minutes and you create an entry using the 'type and enter method', than the entry will be set for a duration of 15 minutes.
• Once an agenda entry has been created, it can be rescheduled by clicking once inside the entry; placing the mouse pointer on the boarder of the entry (the blue part); dragging the entry to the desired time frame; and dropping it.
• To delete an agenda entry, click within the boarder to highlight it then press CTRL + DEL.

Accessing the general tab by creating a new agenda entry:

1. Click on the 'New Entry' icon on the toolbar or double-click on a time block in the agenda page. This action will reveal the 'New agenda entry' dialog box.
2. Fill in the areas defined by each subsection: Title, Location, Importance level, Access level, Date, Start time, Duration, and End time.
3. If you want to add people to the entry click on the 'People/Resources' tab. If the entry needs no other details to be entred, click on the 'Create' button.

1. Double-click on any agenda entry. This action will reveal a 'View Entry' dialog box (if the entry was created by someone else) or 'Edit Entry' dialog box (if the entry was created by yourself). The first tab will always be the 'General' tab.
2. Edit the appropriate fields: Title, Location, Importance level, Access level, Date, Start time, Duration, and End time. Click OK.

How do I invite others to a meeting?

Scheduling a group meeting:

1. Double-click in the agenda portion of the agenda or click on the New Entry button (this will bring up the General Tab of the dialog box)
2. Set the details of the meeting; title, location, importance level, access level, date, start time, end time, and duration.
3. Click on the People/Resources Tab in the dialog box
4. In the Add Box, type in the individual's name and click the green checkmark or press Enter.
5. Add as many people as necessary to the entry.

• If you are not sure of someone's name, use the Search feature to obtain a listing of everyone entered into the database.
• You can save time by entering the initials of the person you want to add-you do not have to type the entire name. For example, if you want to add 'Mary Doette' then type 'm d' and it will be automatically listed.
• You can get a quick listing of resouces or groups by typing r: or g: in the add box, respectively.

How do I create a repeating meeting?

Scheduling a repeating meeting

1. Click on the Repeating Tab in the New Agenda Entry dialog box.
2. Click on the down arrow in the Specify Repetition area and choose your desired frequency.
3. To the left of the repetition, you can fill in a different numerical repetition.
4. In the Start and End dates, fill in the desired duration of the repeating meetings.
5. Decide whether or not you want to display Conflicts.
6. Decide whether or not you want to include Saturdays, Sundays, or Holidays in your repetition.
7. Click on List Dates to get a listing of all the dates that fall within the parameters you listed above.
8. Choose any Additional Dates that do not fall within the repetition and click on the green checkmark
9. Delete any unwanted dates by selecting them and then clicking on the Delete button. Click OK

Adding comments or extra notes about the meeting

1. Click the Details tab
2. Type information in the Description area; or use CUT, COPY, and PASTE feature from another application
3. Click OK

• A pencil icon will appear on the entry in the agenda when details are present.

How do I create an attachment in my entry?

Creating an attachment

1. In the Details tab of the New Agenda Entry or Edit Entry click on the Attach button within the Attachments section
2. A dialog box called 'Get Attachment' will pop-up, locate the file you want to attach to the agenda entry
3. Click on OK

• When an attachment is created, the file name and associated application icon will appear in the right side of the Attachments section.
• A paper clip will appear on the entry in the agenda when an attachment has been created.

Setting up a Popup Window (a reminder in the form of a window that pops up on your screen that will alert you of an upcoming meeting)

1. Click on the Reminders tab
2. Choose the Set Reminder option and select Popup window
3. In the SET area, specify the time duration to be used by clicking the down arrow (hours, days, weeks)
4. Set the number of hours, days, or weeks by clicking in the box and typing the desired number

• As long as CorporateTime is minimized, the Popup Window will pop-up while using other programs.
• Popup Windows can be snoozed like an alarm clock after they go off.

1. Click on the Reminders tab
2. Choose the Set Reminder option and select Upcoming Display by clicking on the down arrow where Popup Window is displayed and selecting it
3. In the SET area, specify the time duration to be used by clicking the down arrow (days, weeks, months, years)
4. Set the number of days, weeks, etc., by clicking in the box and typing the desired number

• The Upcoming Display reminder will show in the notes section a day or more before the meeting and will use a hand and clock icon to indicate that it represents something that is upcoming.
• If a reminder is set for an agenda entry, then a bell icon will appear on the entry in the agenda when a reminder is set.
• All reminders are individually set by each user. When one sets a reminder for an agenda entry then that reminder will apply only to that user--not to others who may be included in the meeting.

How do I open my In-Tray?

1. Click on the In-Tray icon on the toolbar, or click on the <File> menu and select <Open In-Tray>, or press CTRL + I.

How do I open the In-Tray folders?

1. Click once on a folder (New entries, Entries you've accepted, Entries you've sent out, and Entries you've refused) to expand and display the contents.

How do I view the distribution list and responses of attendees?

1. Click once on an event icon (event icons are found in the In-Tray folders). This action will reveal a list of all the users and resources invited to that event. Also, their responses will be indicated by the response icons.

How do I reply in the In-Tray?

Replying in the In-Tray using Drag and Drop method (click on the In-Tray icon to access it and open all 4 folders).

1. Select an agenda entry by clicking on it with the left mouse button--and HOLD
2. Drag the entry to the folder that corresponds to your response
3. Drop the entry by releasing the mouse button

• Agenda entries can be moved from one folder to another using the Drag and Drop method without restriction. In other words, you can always change your mind and drag an entry back to where it came from or you can drag it to another place.

Editing from the In-Tray

1. Only entries that you have created are modifiable by you
2. Identify the agenda entry to be edited in the ENTRIES YOU'VE SENT OUT folder
3. Double-click on the title of the entry and an Edit Entry dialog box will appear
4. To edit an entry go to How do I edit an entry?

• When in the In-Tray, a quick way to view all the attendees for a particular agenda entry is to single-click on the clock icon preceding the entry title. This action will reveal a list of all the people invited to the meeting and it will also indicate their responses. To hide the list, simply single-click once again on the clock icon.

How do I check for conflicts?

Checking for conflicts

1. In the General tab (after people/resources have been added to the People/Resources tab and a time and date have been set) click on the Check conflicts button. A green checkmark will appear in the area below the button and next to the title of the entry to be created if there are no conflicts. A red X will appear if a conflict exists.
2. Double-click on the title of the entry to reveal the details of the conflict.

• Revealing the Details of the Conflict will show who or what is in conflict and which agenda entry they are in conflict with.
• The Check for conflicts command can be used before or after an entry has been created. In other words, the Check conflicts button is available in both the New Agenda Entry and Edit Entry dialog boxes.

How do I search for free-time?

Setting up a group meeting where other users have a conflict:

1. In the 'General' tab click on the 'Suggest a date/time' button. A 'Suggest Time/Date' dialog box will appear. (This feature allows you to easily resolve scheduling conflicts by providing alternate date and time suggestions.)
2. Fill-in the suggestion parameters; between what dates and time; and the duration required.
3. Click on the 'List suggestions' button.
4. Select a meeting suggestion from the list provided. Click OK to return to the 'General' tab.
5. Click the 'Check conflicts' to verify that your new time slot has no conflicts. Click on 'Create'.

• Even though conflicts exist for potential agenda entries, they can still be created without suggesting another time and date (i.e., a slot with no conflicts). It is up to the people listed in the 'People/resources' tab to resolve any conflicts they may have and respond appropriately.
• The suggestions that are listed in the field at the bottom of the 'Suggest Time/Date' dialog box gives the total time available. The suggestions are not given in intervals corresponding to the duration, rather the duration is used as a minimum time frame.

How do I open my agenda?

1. Click on the Open Agenda icon, the Open an Agenda dialog box will appear.
2. Click on 'Modify your own agenda' option. Your name will appear at the base of the box, i.e., Final selection followed by your user name.
3. Click OK.

• Using the shortcut keys, press CTRL + A to open the 'Open an Agenda' dialog box.
• Only if you have been given designate rights by another user will a third option ('Modify, as designate, the agenda of') be available.

Opening another person's agenda

1. Click on the Open Agenda icon and the Open an Agenda dialog box will appear
2. Click on 'View the Agenda of' option
3. Type in the name of the user whose agenda you want to see
4. Click on the green checkmark or press Enter to verify the name you typed (if the name is not unique, you will see a list of names to choose from, click the correct name)
5. Click OK. The user's agenda will appear in a separate window and will be titled 'Opened for user name'

• When entering the name of a user whose agenda you want to see, you could type the person's initials instead. However, the initials must be separated by a SPACE only.

How do I open a group agenda?

Opening a group agenda

1. Click on the 'Open group agenda' icon on the toolbar
2. In the dialog box that appears, add the names of the people you wish to include in the group agenda by typing in their names or initials (add the names individually, i.e., after each name is entered press Enter or click on the green checkmark)
3. Once all the user's names whose agendas you want to view are listed below--Click OK

• If you do not know the name of the user that you want to add to the list, use the Search button to browse in the database for that user. Use the Group icon for a quick listing of your accessible groups so that the names of a particular group are added automatically.
• The group agenda will show all of the users' agendas side-by-side (day view) with the added Combined column. To add or remove someone from the group agenda after it has been made, click the add/remove icon.
• Resources can also be included in the Group agenda. In the add box simple type in r: to display a listing of the resources available to you. Select the appropriate resource and it will be added to the list and its agenda will also be displayed.

Creating a Group

1. Choose the Directory menu
2. Choose the Manage Groups command (the Group Management window appears)
3. Type in a name for the group
4. Choose the Group Type (see the box below in the TIPS section) by clicking on the down arrow next to Private
5. Click on the green checkmark button to accept the group name and the group type
6. Add the group members by clicking in the Add member box
7. Type the name of the person you want to include in the group and click the green checkmark
8. Add any other names that you want to include in the group
9. Click OK

• This table describes the group types. Note that only those with special rights are allowed to use the Public and Administrative categories.

Editing Entries

How do I delete an entry?

Delete an agenda entry

1. Click on the entry to select it
2. Press CTRL + DEL
3. A warning message will appear--Choose OK.

• A user can only delete entries that they have created. One cannot delete entries that they have been invited to. However, a user can choose not to display declined entries in their agenda. To do this, choose the <Options> menu and <Agenda>. At the bottom right of the dialog box deselect the command 'declined entries' to be displayed.

Editing an agenda entry

1. Double-click on the agenda entry you want to edit and the Edit entry dialog box appears
2. Select the appropriate tab (General, People/Resources, Details, Reminders), depending on the changes that you want to make
3. Make the necessary modifications
4. Click OK

• A user can only edit entries that they have created. One cannot edit entries that other users have made. If you want an entry to be modified but you are not the creator, you can use the mail message feature to e-mail a request of modification to the creator.

Editing a repeating agenda entry

1. Double-click on an instance of the agenda entry and the Recurring Entry dialog box will appear
2. Choose the Edit Multiple Instances command--Choose OK
3. The Multiple Entry Edit dialog box will appear; from this dialog box you can choose to edit any bit of information found along the right-hand side of the box
4. Click OK

• When modifications are made from this dialog box, the modifications will be applied to those instances which are highlighted on the left-hand side.
• The quickest and easiest way to delete the instances of a repeating meeting is to use the Multiple Entry Edit dialog box. Simply highlight all the instances on the left-hand side, choose the Delete Instances button, and click OK.

How do I create a Daily Note?

1. Click on the New Daily Note icon, or double-click in the Notes area at the bottom of the agenda page
2. Title the note, select the date, and add any users' names in the People/Resources tab who should receive the note
3. Click on the Create button

• Daily notes provide a convenient method for intra-office communication. When adding people to the daily note, it ensures that they will be informed or reminded--i.e., think of it as a F.Y.I.

How do I create a Day Event?

1. Click on the Day Event icon
2. Title the event, select the date, and add any users' names in the People/Resources tab who should receive the notification of the day event
3. Click on the Create button

Creating a task

1. Click on the New Task icon, or double-click on the white area in the Task section on the right-hand side of the agenda page (day view only)
2. Title the task, select the start and due date, priority, and any other details
3. Click on OK

Sorting tasks

1. Select the Open Tasks icon from the toolbar
2. To sort your tasks, choose the <Tasks> menu and the <sort by> command
3. Sort (or view) your tasks according to the description (alphabetical); priority; start date; due date; or percent complete

How do I reply to an entry?

Replying to an entry from your agenda:

1. Double-click on an existing agenda entry, as if to edit or view it.
2. Click on the last tab--'Reply'.
3. Select the appropriate attendance response. Click OK.

• Your reply will be displayed with a corresponding response icon in all the attendees' agendas.
• You can also respond in this manner in the In-Tray by double-clicking on the title of an entry. This action will bring up a 'View' or 'Edit' entry dialog box from which you can choose the 'Reply' tab.

How do I send an e-mail from CorporateTime?

Sending an e-mail:

1. Double-click on an existing entry as if to edit or view it.
2. Click on the 'Reply' tab.
3. Click on the 'Mail Message' icon.
4. Review the distribution list; if required, add or delete people from the group shown. (The names that are listed are those that have been invited to that meeting.)
5. Add to the message text, or delete any of the text, if required. Click on Send.

• Do not confuse the 'Mail Message' icon and function with that of the 'Launch Mail' icon (on the toolbar) which invokes your e-mail application.
• The CorporateTime system will send the e-mail message to the e-mail queue of the recipient. If the intended recipient does not have an e-mail account then the message will not be received by that individual.
• It is the 'Mail Message' dialog box that will appear when you click on 'Yes' to the Mail message to attendees? dialog box.

How do I search for a resource in CorporateTime?

To search for a resource

1. Click on the <Directory> menu, and select the <Search Directory…>option.
2. Choose the 'Resources' tab in the Directory Search dialog box.
3. Click on the Search button to do a general search. (This action will list all of the resources entered in the database.) Or, fill in one or more of the available fields (resource name/number), and click the Search button. (This will narrow down your search.)
4. To view the information about a certain resource, click on the resource to highlight it and then click on the Information button.

• Whenever you do a search for resources whether it is just a general search or browsing to book a resource, type in r: in the ADD box to get a quick listing of all of the available resources.

How do I book a resource?

To book a resource:

1. In either the 'New Agenda Entry' or 'Edit Entry' dialog box, click on the 'People/Resources' tab.
2. In the Add box either type in r: to get a quick listing of the available resources, or click on the Search icon and choose the 'Resources' tab.
3. Click on the desired resource and click on the green checkmark. (This will add the resource name to the list in the field at the bottom of the dialog box.)
4. Click OK.

• All resources on the CorporateTime system have their own agenda view just like any other user. The agendas of resources can be opened and viewed for free-time as if it were another user on the system. Usually, a resource designate is appointed to manage the agenda of a resource. This measure is to ensure that all queries made of the resource are handled properly.
• The CorporateTime server can be configured to either 1) allow for conflicts to exist within the agenda of a resource, or 2) to be configured on a first-come first-serve basis. In the case of the latter, a resource designate is usually not necessary.

How do I work as a Resource Designate?

1. Open the CorporateTime application and Sign-In as the resource (there should be no password set).
2. Click on the <Options> menu and choose <Set Password>. Set a password for the resource. (If you are the resource designate, this action ensures that only you will have access to the resource's account.)
3. Click on the <Options> menu and choose <Access Rights> and select the 'Designate' tab.
4. Enter your name in the Add box and click on the green checkmark.
5. While your name is highlighted in the field at the bottom of the screen, select the option Full Designate Rights. (This will give you complete access to the resource's agenda.)
6. Click OK and Exit the program.
7. Restart the CorporateTime application and Sign-In as yourself. (From now on, you will work as the resource designate from your own account.)

• When you Sign-In as a resource you will have limited capabilities, namely to be able to change the password and alter the access rights for that particular resource. The only time you will actually Sign-In to the resource's account is to execute one of these two actions.
• Whenever you work on behalf of a resource, you will be working from your own agenda. After you Sign-In to your own account, then open the resource's agenda as a designate, i.e., choose the Open Agenda icon, click beside the options modify, as designate, the agenda of, and highlight the resource you want to access.
• The window that will open as a result of choosing modify, as designate, the agenda of will be titled 'Working on behalf of (the resource name)'. However, you will still be logged into your own account.
• While working as a designate of a resource, your In-Tray will also contain the folders belonging to that resource. This allows you to respond to and track the meetings that concern the resource's agenda from your own In-Tray thus eliminating time spent moving from screen to screen.

Limiting access to a resource

1. Open the CorporateTime application and Sign-In as the resource.
2. Click on the <Options> menu and then<Access Rights>. Choose the 'Scheduling' tab.
3. When the Default: Any unlisted person is highlighted, deselect the box labeled Can invite me to events. (This will prevent just anyone from booking the resource.)
4. In the Add box, add the people who are able to book the resource. (Their names will appear in the field at the bottom of the dialog box.)
5. For each person you list, a Same as Default box will appear as selected, deselect the Same as Default and then select the Can invite me to events. (As a result, only to those listed will be able to book the resource.)
6. Click OK.

• Those who try to book a resource and have been prevented from doing so using the method above, will view a dialog box telling them that they are not allowed to access that resource. Use this feature for those resources that are reserved for certain personnel.

How do I change my password?

Changing your password

1. Choose the <Options> menu and click on <Change Password>.
2. Enter your old and new password in the area provided. Click OK.
3. Re-enter your new password to verify that it was entered properly. Click OK.

• Your password in CorporateTime does not expire. It is recommended that users periodically change their password to ensure security.

1. Preferences for the viewing rights of others are set in the <Options> menu, <Access Rights>, under the <Viewing> tab.
2. For each access level (normal, confidential, personal) choose the setting you want to associate with that access level. Click in the box of your choice.

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