Calendar and Site Configuration

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Calendar and Site Configuration

Category : Table of Contents

Introduction to Calendar and Site Configuration

From within WebEvent, you can create new calendars, modify existing ones, and change the configurations for either specific calendars or the entire installation. To access these features, login as ‘admin’ and click the “Options” icon. Then choose the appropriate text link (“Site Configuration” or “Calendar Configuration”) at the top of the “WebEvent Options” form.

Setting Calendar Options

To set the default behavior of a specific calendar, click the “Calendar Configuration” text link at the top of the “WebEvent Options” form.

The calendar configuration screen includes the following fields:

Select Calendar: The current calendar will be highlighted. If you want to view another calendar’s configuration, select that calendar and click “View Configuration”.

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.

User Access: Modify user access to one or more calendar(s). See Account Administration for more information.
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.
Calendar Name: Specify the calendar name.
Short Calendar Name: Specify the abbreviation to be used in certain combined calendar views.
Timezone: Select the appropriate timezone for your server or calendar location.
Admin Email Address: Enter the address (or addresses separated by commas) to which email messages regarding changes to the calendar should be sent.
Email Changes to Admin: If selected, all event changes will be sent to the admin email address.
Approval Email Address: Enter the address (or addresses separated by commas) to which notice of events submitted by the public should be sent.
Email Public Submissions to Approval Address: If selected, notice of all events submitted by the public will be sent to the approval email address.
Calendar Header: Designate “Wrapped” or “Pre-formatted” and enter any header information you want shown above the calendar.
Use Header in Print View: Designate whether the full calendar header (or just the calendar title) will appear in the print view.
Calendar Footer: Designate “Wrapped” or “Pre-formatted” and enter any footer information you want shown beneath the calendar.
Show Calendar Name with Embedded Cals: Designate whether each event title should be followed by a label identifying its calendar of origin. (For example, “Girls Softball Picnic Raindate (athletics)”.) Each event will be labeled by either a “short calendar name” or a calendar number, depending how the site options have been configured.
Embedded Calendars: Select one or more other calendars which should always be included in the current calendar view. (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.

Default Body Text for New Events: Enter any text that should be automatically inserted into the description field of each new event. (This is an excellent way to prompt users for specific information, such as “location”, “attendees”, or “job #”.)
Prevent Double-booking Events: Select this if you want to prevent multiple events from being scheduled during the same time period. Only timed events (with a “Start Time” and/or “End Time”) or those marked “Busy All Day” will be affected by this feature. (This function helps avoid conflicts with conference room scheduling, appointment booking, and equipment reservations, for example.)
Allow Event Submission: Select this if you want the public to be able to submit events for inclusion in this calendar. The submitted event will not appear in the calendar until someone with the appropriate access approves it.
Once an event has been submitted for approval, users with the appropriate level of access will see a blinking gold bell at the far right side of the dark blue Date & User bar. Clicking on the gold bell will launch a “Summary of Unapproved Events” screen where all pending submitted events can be approved, modified, or deleted.
Default Edit Mode: Specify which edit mode will be active when users first visit the calendar. (“Modify mode” will allow users with appropriate privileges to click on a date to add an event or click on an existing event to edit it. “View mode” requires users to visit the “WebEvent Options” screen to switch to “Modify mode” before adding or editing any events to which they have sufficient rights.)
Write Access Mode: Define the type of access that users with write access should have in this calendar. (“All”: users with write access can add, modify, or delete any event in the calendar. “Author”: users with write access can add new events, but modify or delete only the events they have created. “Add Only”: users with write access can only add new events.)
Default Calendar View: Select the view users will see when they first visit the calendar (Day, Week, 2-Week, Month, or Year.)
Default Calendar Format: Select the default format users will see when they first visit the calendar (Calendar or List.)
Enhanced List View: Designate if the list view should include an interactive three-month calendar in the left-hand column.
Default Event Privacy: Select the default privacy status for new events (public or private.)
Default Priority: Select the default priority for new events (high, medium, or low.)
Default Title Size: Select the default title size for new events (smaller, normal, or larger.)
Default Title Color: Enter the appropriate RGB color for the default title color for new events.
Default Title Style: Select the default title style for new events (normal, bold, or italic.)
Default Auto-forward To-dos: Determine if unresolved “To-dos” should automatically move forward each day.
Calendar Start Year: Select the year when the calendar should begin.
Calendar End Year: Select the year when the calendar should end.
Use 24-hour Clock: Designate your preferred time format (12- or 24-hour.)
Show Weekends: Show or hide Saturday and Sunday. (This has no effect on list views.)
Show Event Type Icons: Turn the “to-do” icons (an exclamation point for incomplete tasks and a checkmark for completed tasks) on or off.
Show Details: Turn the event details on or off.
Show Icon Bar: Turn the icon bar section on or off.
Note: If you turn the icon bar off, a “View Options” link will appear at the bottom of the screen to allow access again.
Hide Graphics in Icon Bar: Display a text-only icon bar. (The “Show Icon Bar” field must remain checked.)
Show Event Author: Turn the event author credit on or off.
Force Show Event Author: Designate whether events with neither contact name nor contact email should display author credit. (In the case of missing contact information, the user who last modified the event will receive author credit.)
Show Next/Previous at Bottom: Duplicate the Date & User Bar (which allows users to move from one timeframe to the next) beneath the calendar.
Enable event download (vCal): Enable or disable event download.
Start Week On: Specify the first day of the week for calendar views.
Event Sorting: Specify the order in which events should be displayed on each date. (For example, you may prefer that untimed events such as birthdays be listed before each day’s tasks.)
Display new event icons for: Specify the time period during which the new event icon will be displayed for each newly added event.
Display modified event icons for: Specify the time period during which the modified event icon will be displayed for each modified event.

Click the “Save” button to execute your selections or click the “Cancel” button to cancel any changes you have made to this screen.

Modifying Site Configuration

To control options including the license key, user access levels, contents of the startup screen, and default settings for all new calendars, access the site configuration screen.

Log in as ‘admin’ and click the link to jump directly to the “Site Configuration page” from the startup screen. From elsewhere inside WebEvent, you can access the Site Configuration screen by clicking the “Options” icon and choosing “Site Configuration” text link at the top of the “WebEvent Options” form. (Site administrators have complete access to all events, accounts, and calendars.)

The site configuration screen includes the following fields:

License Key: Click “Modify Key” to access the online registration system, plug in a new permanent license key, or review your current status.

User Access: Select the account name (or “Add New User”) from the pull-down menu then click “Modify Access” to change the account permissions. See Account Administration for more information.
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.

Edit Calendars: Select the calendar you want to modify (or “Add New Calendar”) from the pull-down menu and click the “Modify” button. See Adding a New Calendar or Configuring an Existing Calendar for more information.
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.

Categories: Create categories on which events can be filtered by users.

Custom Fields: Create up to ten custom fields and designate where those fields should be displayed in the interface. (Custom fields automatically appear on the “Add New Event” and “Modify Event” screens. Checking the “Submit” box will add the custom field to the “Submit Event” screen. Checking the “Details” box will add the custom field (and its contents) to the event description displayed beneath the calendar or in a javascript pop-up window.)

Administrator’s Email: Enter the email address to which warnings and notices about the WebEvent installation should be sent.

WebEvent HTML Header: Enter the HTML that should be placed at the top of every WebEvent screen. (This is an ideal way to make WebEvent fit within the look and feel of the rest of your Web site.)
WebEvent HTML Footer: Enter the HTML that should be placed at the bottom of every WebEvent screen. (This is an ideal way to make WebEvent fit within the look and feel of the rest of your Web site.)
List Calendars on Startup Screen: Specify if the list of available calendars should appear on the startup screen.
Sort Calendars: Specify whether calendars should be listed in alphabetical or numerical order.
Startup Screen Header: Specify “Wrapped” or “Pre-formatted” and then enter the header for the startup screen.
Startup Screen Footer: Specify “Wrapped” or “Pre-formatted” and then enter the footer for the startup screen.
Show Meta-Calendar Abbreviations: Designate whether each event in a meta-calendar view should be labeled to indicate its calendar of origin. (For example, “Girls Softball Picnic Raindate (athletics)”.) Each event will be labeled by either a “short calendar name” or a calendar number, depending how the site options are configured.

Use Calendar Short Name: Designate if “short calendar names” or numbers should be used to label events in combined calendar views.

Meta-Calendar Header Text: Specify “Wrapped” or “Pre-formatted” and then enter the header to be displayed above each meta-calendar created.

Meta-Calendar Footer Text: Specify “Wrapped” or “Pre-formatted” and then enter the footer to be displayed beneath each meta-calendar created.

Eliminate All Standard HTML Headers: Check this box only if you want to over-write all standard HTML headers and replace them with your own. It is NOT necessary to check this box if you simply want to add to the existing HTML headers. (WARNING: Selecting this option will disable javascript and cause WebEvent to ignore almost all aesthetic settings from the site and calendar configuration screens. If you enter inappropriate or flawed HTML in the “WebEvent HTML Headers” field, your browser will not display your calendars correctly, if at all.)

The following site configuration options affect all calendars:

HTML Prefix: Enter the URL prefix that points to the directory where the WebEvent images and the user’s guide are stored.
Logout URL: Enter the URL for the location users should be sent to after they log out of WebEvent.
Send Email Using: Specify either “Sendmail” or “SMTP” as your email transport system. (“Sendmail” is only available on UNIX and MacOS systems; do not select “Sendmail” if WebEvent is installed on a Windows server).
SMTP Server: Enter the name of the server to which WebEvent should connect to send SMTP email.
SMTP Port: Enter the SMTP port number (almost always number 25) of the email server that will handle email reminders and notifications.
SMTP ‘From’ Email Address: Enter the email address you want mail to be “from” when WebEvent needs to send email.

Disable HTML (in description): Designate if HTML in the event description field should be prevented. (WARNING: Allowing HTML might constitute a potential security hole if you cannot trust your users to enter correct and valid HTML.)

Verify Email Addresses: Specify if WebEvent should verify the authenticity of addresses entered into reminder and notification fields. Choose “Complete” if WebEvent should check that all email addresses are entered as “name@company.com”. Choose “Short” to accept any text in email address fields.

Allow Calendar Subscriptions: Designate if visitors should be able to subscribe to receive event change notifications and/or reminders about upcoming events via email.

Open New Window for Event Info: Designate if WebEvent should use JavaScript to open a new window to display event details.

Open New Window for URLs: Designate if WebEvent should open URLs in a new window.

Hide Look-through Days: Designate whether WebEvent should show event information from adjacent months in the current month view (i.e., displaying Wednesday’s info in a differently colored cell when the month starts on a Thursday.)

Hide Look-through Days in Print View: Designate whether WebEvent should show event information from adjacent months in the month print view.

Get session timezone from browser: Designate whether WebEvent should get the current session timezone from the browser.

Week-view Format: Designate whether the days in week view (in calendar format) should be divided into hourly blocks.

Header for Meta-Calendar Print View: Enter the text to be displayed at the top of print views containing multiple calendars.

IP-Based ‘Guest’ Calendar Security: Enter security information (as described below) to use incoming IP addresses to limit guest user access to specified calendars.

The format of the security information is as follows:

calNUM IPNUMs
where “calNUM” is the calendar number (such as “cal1”) and where IPNUMs is one or more full IP numbers (separated by spaces) that use one of the following three formats:

1. Full IP address: 128.197.20.30
2. Wildcard which matches any entry in that position: 128.197.20.*
3. Range entry: 128.197.20.10-50

If any IP address information has been specified in the IP-Based Guest Calendar Security field for a given calendar, then only guest users with matching IPs will be granted access to that calendar.

The following site configuration options serve as the default values for newly created calendars and are used in meta-calendar views:

Prevent Double-booking Events: Select this if you want to prevent multiple events from being scheduled during the same time period. Only timed events (with a “Start Time” and/or “End Time”) or those marked “Busy All Day” will be affected by this feature. (This function helps avoid conflicts with conference room scheduling, appointment booking, and equipment reservations, for example.)

Allow Event Submission: Select this if you want the public to be able to submit events for inclusion in this calendar. The submitted event will not appear in the calendar until it is approved by a user with appropriate access.
Default Edit Mode: Specify which edit mode will be active when users first visit the calendar. (“Modify mode” will allow users with appropriate privileges to click on a date to add an event or click on an existing event to edit it. “View mode” requires users to visit the “WebEvent Options” screen to switch to “Modify mode” before adding or editing any events to which they have sufficient rights.)

Write Access Mode: Define the type of access that users with write access should have in this calendar. (“All”: users with write access can add, modify, or delete any event in the calendar. “Author”: users with write access can add new events, but modify or delete only the events they have created. “Add Only”: users with write access can only add new events.)
Default Calendar View: Select the view users will see when they first visit the calendar (day, week, 2-week, month, or year.)
Default Calendar Format: Select the calendar format users will see when they first visit the calendar (Calendar or List.)
Enhanced List View: Designate if the list view should include an interactive three-month calendar in the left-hand column.
Default Event Privacy: Select the default privacy status for new events (public or private.)
Default Priority: Select the default priority for new events (high, medium, or low.)
Default Title Size: Select the default title size for new events (smaller, normal, or larger.)
Default Title Color: Enter the appropriate RGB color code for the default title color for new events.
Default Title Style: Select the default title style for new events (normal, bold, or italic.)
Default Auto-forward To-dos: Determine if unresolved “To-dos” should automatically move forward each day.
Calendar Start Year: Select the year when the calendar should begin.
Calendar End Year: Select the year when the calendar should end.
Use 24-hour Clock: Designate your preferred time format (12- or 24-hour.)
Show Weekends: Show or hide Saturday and Sunday. (This has no effect on list views.)
Show Event Type Icons: Turn the “to-do” icons (an exclamation point for incomplete tasks and a checkmark for completed tasks) on or off.
Show Details: Turn the event details on or off.
Show Icon Bar: Turn the icon bar on or off.

Note: If you turn the icon bar off, a “View Options” link will appear at the bottom of the screen to allow access again.
Hide Graphics in Icon Bar: Display a text-only icon bar. (The “Show Icon Bar” field must remain checked.)
Show Event Author: Turn the event author credit on or off.

Force Show Event Author: Designate whether events with neither contact name nor contact email should display author credit. (In the case of missing contact information, the user who last modified the event will receive author credit.)

Show Next/Previous at Bottom: Duplicate the Date & User Bar (which allows users to move from one timeframe to the next) beneath the calendar.

Enable event download (vCal): Enable or disable event download.

Start Week on: Specify the first day of the week for calendar views.

Event Sorting: Specify the order in which events should be displayed on each date. (For example, you may prefer that untimed events such as birthdays be listed before each day’s tasks.)

Display new event icons for: Specify the time period during which the new event icon will be displayed for each newly added event.

Display modified event icons for: Specify the time period during which the modified event icon will be displayed for each modified event.

Enable “Cookie” Authentication: Designate if users should be allowed to save a cookie on the computer so that they do not need to log in each time they access WebEvent.

Cookie ID: Enter the unique identifier WebEvent should use to store cookies on users’ computers. Modifying this entry will force every user to login the next time they access WebEvent.

Cookie Expiration (in days): Enter the number of days WebEvent cookies should last.

Click the “Save” button to execute your selections or click the “Cancel” button to cancel any changes you have made to this screen (and ignore the unsaved settings).

Adding a New Calendar

From the site configuration screen, select “Add New Calendar” from the “Edit Calendars” pull-down menu and click the “Modify” button.

The calendar administration screen contains the following fields:

Modify Existing Calendar: Select an existing calendar to edit and click the “edit calendar” button. See Configuring or Deleting an Existing Calendar for more information.

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.

Calendar Name: Enter the name of the new calendar you want to create.

Short Name: Enter the calendar abbreviation to be used in meta-calendar views.

Calendar Administrator: Select the account or accounts that will be responsible for administering the calendar. (Macintosh users should hold down the “Apple” key to select and deselect accounts; 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.

Go to Calendar Configuration after making changes: Select this to be forwarded to the associated calendar configuration screen as soon as the new calendar is created.

Click the “Add Calendar” button to create the calendar or click the “Cancel” button to cancel any changes you have made to this screen.

Configuring or Deleting an Existing Calendar

From the site configuration screen, choose a calendar to modify or delete from the “Edit Calendars” pull-down menu and click the “Modify” button.

The calendar administration screen contains the following fields:

Add New Calendar: Click “add calendar” to create a new calendar. See Adding a New Calendar for more information.
Calendar Name: Modify the name of the calendar, if necessary.

Short Name: Modify the calendar abbreviation used in meta-calendar views, if necessary.

Calendar Administrator: Edit the selected administrator(s) for this calendar, if necessary.
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.

Go to Calendar Configuration after making changes: Select this to be forwarded to the associated calendar configuration screen as soon as the calendar is modified.
Select “Modify Calendar”, “Cancel Changes”, or “Delete Calendar” from the pull-down menu and click the “Make Changes” button.


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