Adding and Modifying Events

  • 0

Adding and Modifying Events

Category : Table of Contents

Introduction to Adding and Modifying Events

Most often you will need to login to WebEvent in order to modify events in the calendars. (Click the “Login” link on the WebEvent startup screen or click the “Login” icon in any calendar view to enter your WebEvent username and password.)

However, if the calendar administrator has enabled the “Submit Event” function, users with only “read” access can submit an event for inclusion in the calendar. The submitted event will not appear in the calendar until someone with appropriate access approves it.

Adding New Events

If the bright gold “Add Event” button appears on the right-hand side of the screen, above the Date & User bar, you can add events to the calendar. To add an event, click the “Add Event” button or click on the appropriate date number in the calendar view.

Depending on your level of access, clicking the “Add Event” button will bring up either the “Add New Event” or “Submit Event” screen. Using the “Add New Event” screen will add an event directly into the calendar. Events entered into the “Submit Event” screen must first be approved by a user with at least “write” access before they become visible to other users with only “read” access.

Add New Event: The “Add New Event” screen contains the following fields:

Basic Options

Event Title: Type in the title of the event (e.g. “X-Files Premiere”).

Category: Designate a category for this event to be filtered on or leave the leave the category unspecified.(The list of available categories is created and maintained by the Site Administrator.)

Date: Choose a date from the pull-down menus. (By default, the active date will be highlighted in the menus. The active date is either the date you clicked on to access the “Add New Event” screen or today’s date if you clicked the “Add Event” button.)

Start Time: Choose a start time, if appropriate.

End Time: Choose an end time, if appropriate.

Special: Set special event attributes.

• Mark As Busy All Day: Designate an untimed event as an ‘all day’ event. In calendars with ‘prevent double-booking’ enabled, this will prevent other events from being added to this date.

• Make it a To-do: Save the event as a “To-do” (an untimed event with complete/incomplete status, which will automatically advance each calendar day until completed.)

• To-do Completed: Check off a completed task, so that the “To-do” will cease advancing each day in the calendar.

Description: Enter a description of the event (or other details including location, cost, contact phone numbers, attendees, etc.). If the option is available, designate how the description should be displayed. “Pre-formatted” text will appear onscreen as entered (including hard returns and extra spaces, for example). “Wrapped” text will not retain any formatting, but will automatically wrap to fit your browser or Javascript window. (If you choose to include HTML in your description, be careful to enter valid HTML.)

Custom Field(s): Any custom fields (such as location or price) created by the Site Administrator will follow the event description field.

Advanced Options

Calendars with Write Access: Select the calendar(s) into which this event should be added. (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key.)

In installations where the number of calendars and/or users is greater than the threshhold number (the default threshhold number is 50), the scalable interface will automatically launch to simplify interaction. See The Scalable Interface for more information.

Calendars with Submit Access: Select the calendar(s) to which this event should be submitted pending administrator approval. (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key.)

In installations where the number of calendars and/or users is greater than the threshhold number (the default threshhold number is 50), the scalable interface will automatically launch to simplify interaction. See The Scalable Interface for more information.

Event Privacy: Designate if the event information should be readable by users with only have “read” access. “Private” events appear as untitled placeholders in the calendar to users with only “read” access.

Contact Person: Enter the name of the person associated with and/or responsible for the event.

Contact Email: Enter the email address for the person associated with and/or responsible for the event.

Repeat: If this is a recurring event, first select the appropriate type of repeating period from the pull-down menu (for example, every week or every Monday, Wednesday, and Friday). Then, specify how far into the future the event should repeat. To quantify how many times the event should repeat, move the radio button to the “Times to Repeat” option and type the number of times the event should appear in the calendar into the associated field. To specify an end date instead, move the radio button to the “Repeat Until” option and highlight the end date in the pull-down menus.

As an example, to add a recurring meeting for September 5th through 7th, you would add an event on September 5th and select the ‘Repeat: Every Day’ option from the pull-down menu. Then, either type “3” in the “Times to Repeat” field or select “September 7th” from the “Repeat Until” pull-down menu.

Remind: If you want to receive an email reminder (or remind others via email), choose when you want to be reminded from the pull-down menu, specify a value in the quantity field, and enter the appropriate e-mail address (or addresses, separated by commas.)

For example, to receive a reminder 2 hours before your meeting, type “2” in the quantity field, select “Hours before” from the pull-down menu, and enter your email address in the “E-mail” field.

Priority: Set the priority (low, medium, or high) for the event.

Auto-forward: Designate if “To-dos” should be auto-forwarded so that they will reappear each day until marked “completed.”

Title Style: Choose from normal, bold, and italic.

Title Size:
Choose to enlarge or shrink the default title text size.

Title Color: Choose from several Web-safe colors.

Title Image URL: Add an image associated with this event by typing in the URL of the image.

Title URL: Enter the URL associated with this event. (When someone clicks on the event title, they will be sent directly to this URL instead of the usual event description screen.)

Approval Status: Move the radio button to “Approved” if this event should appear in the calendar. Events marked “Unapproved” will not be visible to guest users and will appear with a conspicuous “UNAPPROVED” tag to users with greater access.

Event Change Notification: Enter in the email address (or addresses separated by commas or carriage returns) of users to be notified when the event is first added and whenever the event is changed.

Click the “Add New Event” button to add the event to calendar. Click the “Cancel This Change” button to cancel any changes you have made to this screen and return to the calendar view. (Choosing any one of the three “Add New Event” or “Cancel This Change” buttons on the “Add New Event” form will add or cancel all changes you’ve made to the screen.)

Submit Event: The “Submit Event” screen contains the following fields:

Select a Calendar: Select the calendar into which this event should be added.

In installations where the number of calendars and/or users is greater than the threshhold number (the default threshhold number is 50), the scalable interface will automatically launch to simplify interaction. See The Scalable Interface for more information.

Date: Choose a date from the pull-down menus. (By default, the today’s date will be highlighted in the menus.)

Start Time: Choose a start time, if appropriate.

End Time: Choose an end time, if appropriate.

Repeat: If this is a recurring event, first select the appropriate type of repeating period from the pull-down menu (for example, every week or every Monday, Wednesday, and Friday). Then, specify how far into the future the event should repeat. To quantify how many times the event should repeat, move the radio button to the “Times to Repeat” option and type the number of times the event should appear in the calendar into the appropriate field. To specify an end date instead, move the radio button to the “Repeat Until” option and highlight the end date in the pull-down menus.

As an example, to add a recurring meeting for September 5th through 7th, you would add an event on September 5th and select the ‘Repeat: Every Day’ option from the pull-down menu. Then, either type “3” in the “Times to Repeat” field or select “September 7th” from the “Repeat Until” pull-down menu.
Event Title: Type in the title of the event (e.g. “X-Files Premiere”).

Category: Designate a category for this event to be filtered on or leave the leave the category unspecified.(The list of available categories is created and maintained by the Site Administrator.)

Description: Enter a description of the event (or other details including location, cost, contact phone numbers, attendees, etc.)

Custom Field(s): Any custom fields (such as location or price) created by the Site Administrator will follow the event description field.

Your Name: Enter your name (as the person associated with and/or responsible for the event).

Your Email: Enter your email address (as the person associated with and/or responsible for the event).

Click the “Submit Event” button to submit your event to the calendar for approval by a user with at least “write” access. Or click “Cancel” to cancel the changes to this screen and return to the calendar view.

Modifying and Deleting Events

To modify or delete an existing event, click on the event title. If you have the appropriate level of access to modify that event, the “Modify Event” screen will display the event’s current information.

Modify the appropriate fields (described in Adding New Events), choose “Change This Event” or “Delete This Event” from one of three pull-down menus on the “Modify Event” screen, and then click the “Submit” button. Or click “Cancel” to ignore any changes you have made to the screen and return to the calendar view.


Leave a Reply

Recent Comments