Viewing Calendars and Events

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Viewing Calendars and Events

Category : Table of Contents

Introduction to Viewing Calendars and Events

WebEvent allows you to view the schedule of events in whatever way best suits your needs. Choose list view or traditional calendar grid. Switch from month view to week view. Hide the event details. Filter events by category. Start your week on Tuesday. You make the call!

Overview of the WebEvent Calendar Screen

The standard calendar screen has a pale grey icon bar at the top of the page that, reading left to right, contains search, subscribe, print, options, help, and login/logout icons. (To the far right of the icon bar is the WebEvent logo.)

Beneath the icon bar is an optional calendar title area that may contain title and/or other calendar header information specified by the calendar administrator.

On the left-hand side of the screen above the calendar are four elements for navigating to a different timeframe: the “go-to-date” pull-down menus, the “Jump to Today” link, the day/week/2-week/month/year tabs, and the displayed date which is sandwiched by next/previous arrows (in the Date & User bar).

On the right-hand side of the screen above the calendar are pull-down menus for changing which calendars and/or categories of events are displayed in the current view.

On the right-hand side of the dark blue Date & User bar, your current user status is defined. Just above that bar, assuming that you have sufficient privileges, will be a bright gold “Add Event” button.

Using the WebEvent Navigation Tools

Date & User Bar: The left-hand side of the dark blue Date & User bar defines the date range currently on display. The right-hand side of the bar defines your current user status. (If you have not logged in to the current WebEvent session, your username is “guest”.)

Triple Arrows: The triple arrows that surround the date range currently displayed (such as <<>>) in the Date & User bar can be used to move forward or back one calendar page at a time. For example, in day view, clicking the forward arrows (>>>) will advance you a single day.

Timeframe Tabs: The yellow and blue file folder tabs (labeled day, week, 2-week, month, and year) allow one-click access to a different timeframe. For example, if you are currently in month view, clicking the week view tab will bring you to a screen showing only the week which contains the active day. (The active day is either today’s date, or whichever date you have most recently acted upon.)

Go-to-Date Menus: To visit a specific date, select the appropriate month, day and year using the “go-to-date” pull-down menus (just above the file folder timeframe tabs) and click the “Go” button. (The date will be displayed in the current timeframe view. So, if, while in month view, you selected September 20, 2001 with the “go-to-date” pull-down menus, the month of September will display and the 20th will be highlighted as the active day.)

Each time WebEvent loads a new screen, the “go-to date” pull-down menus default to today’s date. Therefore, the recommended way to refresh your screen and see the most recent changes other users have made to the calendar, is to click the “Go” button associated with the “go-to-date” pull-down menus (rather than using your browser’s “Reload” or “Refresh” button.)

Jump to Today: One-click access to today’s date. (This is also the recommended way to refresh your screen (in lieu of using your browser’s “Reload” or “Refresh” button) to see the most recent changes other users have made to the calendar.)

Choose Calendars: To change the calendar(s) contained in the current view, use the “Choose Calendars” pull-down menu on the right-hand side of the screen, above the Date & User bar. To choose a single calendar which is contained in the current view, highlight a calendar name underneath “From Current View” and click “Go.”

To choose calendars from the complete list of available calendars, highlight “From Full List” and click “Go”. On the “Select Calendar” screen, highlight the calendar(s) you want to view and click the “View Selected Calendar(s)” button. (Macintosh users should hold down the “Apple” key to select and deselect calendars; PC users should use the “Control” key.) To view all the calendars to which you have access, click the “View All Calendars” button.
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.

Filter Events by Category: To specify the category(s) of events contained in the current view, use the “Filter Events by Category” pull-down menu on the right-hand side of the screen, above the Date & User bar. To view one category of events, highlight a category name underneath “Choose Single Category” and click “Go.”

To view events from a combination of categories, highlight “Select Multiple Categories” and click “Go”. On the “Select Categories” screen, select one or more categories and click the “Filter on selected category(s)” button. (Macintosh users should hold down the “Apple” key to select and deselect categories; PC users should use the “Control” key.) To view events in all categories, click the “Filter on all categories” button.

Defining Calendar Views and Formats

Calendar contents can be displayed in either a traditional calendar grid format or as a list of events.
Calendar Format: The calendar format uses the familiar columnar grid with weekday headings in year, month, 2-week, and week views.
List Format: The list format displays events in a chronological list in year, month, 2-week, week, and day views. If the calendar administrator has enabled “Enhanced List View”, an interactive three-month calendar (which functions the same as those in Year view) will also appear in the left-hand column.

To switch to the opposite calendar format, use the “Cal” and “List” links that appear just to the right of the Year Timeframe Tab. You can also click the “Options” icon at the top of the screen, move the radio button to the appropriate format on the “WebEvent Options” form, and click “Change options”.

Using the timeframe tabs you can view event information in the following timeframes:

Year View: From this yearly overview, you can select the year, month, week, or day you want to drill down to. Click on a month name to view the events in that month. Click on a week number within a particular month to view the events for that week. Click on a day number to view the events on that day.
In list format, Year view shows all the events for the selected year.
Month View: View events for the selected month.
2-Week View: View the events for the selected week and the following week.
Week View: View events for the selected week.
Day View: View events for the selected day.
Event View: When an event includes a description and “Show Details” has not been checked on the “WebEvent Options” form, you can click on the event title to view full event details. Depending on the calendar configuration, the details will display in a javascript pop-up window or in a standard screen view similar to day view.

Using the WebEvent Icon Bar

From left to right, the functions accessible via the icon bar are:
Search: Enter a keyword to search one or more calendars. Specify start and end dates to narrow your search. (By default the start date is today’s date.)

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.
Subscribe: Subscribe to one or more calendars to receive event change notifications and/or reminders for upcoming events via email. (The Site Administrator must enable this feature for it to be available on a given calendar.)
Print: Open a new window to display a stripped-down, ready-to-print version of the current calendar view. (In most circumstances, clicking the “Print” icon will also automatically launch a print dialog box from your browser so that you only need to click “Print” or “OK” in that dialog box to print the current view.)
Options: Users with appropriate privileges can access Calendar and/or Site Configuration screens. All users can change various viewing options for the current session and export calendar data via the “WebEvent Options” form:
Export Calendar: Export events within a specified date range from one or more calendars.
Format: View the events as a list or in calendar grid format.

Mode: Change to view-only or modify mode. In Modify Mode, clicking on an event in the calendar will access the
Modify Event screen (assuming that you have write access to that calendar). In View Mode, clicking on an event in the calendar will display the event details.

Timezone:
Select the appropriate timezone for your location.

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: Choose between showing event details on the current page or clicking on the event to read the description. (Event details will be listed beneath the calendar grid in calendar view and will directly follow each event in list view.)

Show Icon Bar: Turn the icon bar section on or off. (If you elect to hide the icon bar, a “View Options” link will appear at the bottom of the screen to allow access again.)

Show Event Author: Turn the event author credit on or off.

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.)

Click “Change options” to begin viewing events with the options you have designated. Or select “Cancel Changes” to return to the calendar and view events with the default options.

Help: Access the user’s guide for help using and configuring WebEvent.

Login/Logout: Depending on the privileges granted your user account, clicking the “Login” icon and entering your WebEvent username and password may allow you to access additional calendars and configuration screens. If you are already logged in, clicking on the Logout button will log you out and provide the option of returning to the WebEvent startup page.

Exporting Events using vCal

Exporting events in the vCalendar (vCal) industry standard format allows users to export an event from WebEvent Publish to another application such as Outlook, Lotus Notes, Palm Desktop, or any other calendaring program that supports the vCal standard.

To export an event, click on the selected event to bring up either the event’s detail pop-up window, or the modify event screen, depending on whether you are presently in view mode or modify mode. You then simply need to click on the Export Event icon to export the selected event to the location of your choice.

For information on importing the exported event into a different calendaring program that supports the vCal standard, please refer to that program’s documentation or support resources.


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