WebCalendar User Manual - Cornerstone Websites LLC
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1. basically like the Monthly by Day Date options Also two user entered values are available ByWeekNo allows one or more week numbers to be entered separated by commas 1 2 53 53 52 1 ByYearDay allows the user to enter days of the year to repeat separated by commas 1 2 366 366 365 1 Please Note All ByXXX values are evaluated by ANDing the values together with the following precedence BYMONTH BYWEEKNO BYYEARDAY BYMONTHDAY BYDAY and BYSETPOS Exclusions Inclusions This option allows the exclusion or inclusion of dates for the repeat sequence This setting is applied after all ByXXX values are evaluated Available Repeat Option Matrix eia Sa Ending Frequency a ee a ByDay ByMonth ByMonthDay BySetPos ByWeekNo ByYearDay pe None Daily X X X Daily Expert X X X X X Weekly X X X X Weekly Expert X X X X X X Monthly by Day X X X Monthly by Day x x x x x x Expert Monthly by Date X X X a A ia x x x x x x UE x x Monthly by Position X X X X X X Expert Yearly X X X Yearly Expert X X x X X X X X Manual X Expanded ByDay Option allowing more granular selection T top Public Access If your system is not configured to allow Public Access you may skip this section Public Access is useful if you want to publish part of the calendar to a larger user base that isn t allowed to edit it If Public Access is2. enabled an extra user will show up when creating a new event the Public Access user To make an event visible to users that aren t logged in simply select the Public Access user as a participant for the event s t top Remote Subscriptions If your system is not configured to allow Remote Subscriptions you may skip this section If your administrator has enabled Remote Subscriptions you may enable it for your personal account by clicking Admin gt Preferences gt Subscribe Publish and selecting Yes amp save If a user has this option enabled the URL for accessing the calendar via an external iCalendar aware application such as Mozilla Calendar or Apple s iCal will be displayed If the Public Access calendar is enabled the Remote Subscriptions service can be enabled by following the same procedure as above in the Public Access preferences panel T top External Users If your system is not configured to allow External Users you may skip this section External Users allow you to add participants to an event that are not WebCalendar users When adding or editing an event you will see a free text area titled External Participants In this area you can enter names of participants If your system is configured to allow it the External Participants will be notified via email when the event is created and updated In addition external users will be reminded of an upcoming event via email if the eve
3. is no limit to the number of users that can use WebCalendar aside from system resources such as database space Each participant will have a status for the event Waiting for Approval Approved or Rejected Note If your WebCalendar is configured to not require approvals then participants will always appear as Approved for all events If you add an event with yourself as a participant your status will be Approved by default If you include any other users then their status will be Waiting for Approval until they either approve or reject the event If configured to do so WebCalendar will email participants notifying them that there is a new event waiting for approval on his her calendar Note As the creator of the event you will not receive this email notification because your status for the event is automatically set to Approved When viewing the details of an event the status of event participants will be designated as shown below May29 Jun 4 Go Notes e If you did not create the event then you can only delete the event from your own calendar Other users will still have the event on their calendar e If you did not create the event you will not be able to edit the event Only the user who created the event can edit it e If you see an event on another user s calendar that is not on your calendar the event details page will provide a link to add the event to your calendar e All changes to an event accepti
4. to the user after logging in set in user Preferences Reminder An email message that is sent before an event to remind the participant Time Interval The amount of time each block will represent in either the day or week view set in user Preferences View A customized page that presents the events of selected users Work Hours The default hours to show in the week and day view where events are displayed in blocks of time set in user Preferences t top
5. WebCalendar User Manual WebCalendar Version 1 1 1 Table of Contents Introduction Users and Events Repeating Events Public Access Remote Subscriptions External Users NonUser Calendars Categories Views Groups Layers Assistant Boss User Access Control Preferences FAQ Licensing Getting Help Glossary History Introduction WebCalendar is a calendar system It is intended to be easy to setup and use while still providing advanced features and flexibility to serve the purposes of a widely varied user base It can also be used as an events calendar for an organization or as a scheduling system for an intranet WebCalendar is an open source application What does this mean for you You get to use the application free of charge See the licensing section for more information on licensing Additionally you have access to the WebCalendar developer community You can post questions to various forums and have knowledgeable developers respond The primary site for WebCalendar development is at SourceForge net http sourceforge net projects webcalendar The first public release of WebCalendar was in December of 1999 t top Users and Events WebCalendar can be configured to operate in either single user or multi user mode Note If your WebCalendar is a single user configuration a large portion of this document will not apply All events in WebCalendar must be associated with one or more users There
6. ackground Specify the page background color Document title Specify the color of the page title Table cell background Specify the default background color for table cells Table cell background for current day Specify the background color for the table cell containing the current date Table cell background for weekends Specify the background color for table cells that represent a Saturday or Sunday t top FAQ Why do weeks start with Sunday instead of Monday The default setup of WebCalendar is to start weeks on Sunday Your system administrator can change the system default setting You can change the setting just for you in your Preferences Can I sync events with Palm PocketPC Outlook iCal Export support is available for Palm and anything that supports iCal or vCal Use the Export link at the bottom of each page Why can t I edit an event that another user added to my calendar If another user adds an event to your calendar you cannot edit the event This is a security restriction You can reject the event rather than approve it or you can delete the event from your calendar I m trying to add a user as a participant to an event but they do not show up in the list of users Your system administrator has enabled a feature that only allows you to view users that are in the same group s that you are in Make sure the user is in one of the same groups that you are in TIP WebCalendar setup and configuration issues are docu
7. ate the event will repeat on the same date of the month every month until the End For example if you the initial date is May 12th then the event will repeat on June 12th and so on Expert Mode Adds the options to select days of the week ByDay specific months ByMonthDay to repeat and an option to select specific dates within the month ByMonthDay With this option you can select any combination of dates within the month for example the 3rd of each month 3 the 31st 31 the second from the end of the month 2 using the triple state buttons Monthly by position If you select Monthly by position the event repeats will be calculated for the month using the End and ByDay then the option BySetPos will be applied For example if you selected MO TU WE the normal habit would be to repeat every Monday Tuesday and Wednesday within the month Specifying BySetPos 7 would narrow the final selection to the 7th element of the original set of dates It s sounds confusing know just try programming it Expert Mode Adds the option to specify specific months to repeat Please note that BySetPos is applied after all other ByXXX values so selecting ByMonth may yield unexpected results Yearly If you select Yearly the event will repeat on the same date every year until the End Expert Mode Adds the ByDay ByMonth and ByMonthDay as described above These settings are applied to each month specified by the ByMonth
8. eceive an email reminder for events that specify a reminder should be sent Events added to my calendar Specify if you wish to receive email when another user adds an event to your calendar Events updated on my calendar Specify if you wish to receive an email when another user updates an event on your calendar Events removed from my calendar Specify if you wish to receive an email when another user removes an event from your calendar Event rejected by participant Specify if you with to be notified if a participant of an event on your calendar has rejected the event When I am the boss Email me event notifications Specify if you wish to receive email when one of your assistants adds an event to your calendar want to approve events Specify if you want to approve events added by any or your assistants Display if created by Assistant If enabled the Created By field in view_entry will include assistant s name in addition to the Boss name Subscribe Publish Allow remote subscriptions If enabled allows users to publish their calendars out to an external Calendar client such as Sunbird or Apple Ical using the URL displayed Allow remote publishing If enabled allows users to two way synchronize their calendars with an external Calendar client such as Sunbird or Apple Ical using the URL displayed Enable FreeBusy publishing If enabled allows users to publish their FreeBusy schedule using the URL displayed Colors Document b
9. l repeat Weekly If you select Weekly the event will repeat every week on the day s selected until the end date if specified or until the End You may select specific ByDay values to have your event repeat more than one day per week Expert Mode Adds the option to specify specific months ByMonth that the event will repeat Monthly by day If you select Monthly by day the event will repeat on the same weekday of the month every month until the specified End For example if the initial date is the second Monday of the month the event will repeat on the second Monday of each month Expert Mode Adds the option to specify individual days of the month ByDay as well as selecting specific months that the event will repeat You have the option to select any combination of days within the month using the triple state buttons for example you could select the the 1st Sunday 1SA 3rd Thursday 3TH and 5th Friday 5FR of the month You can also select days from the end of the month for example 2SA would be the next to the last Saturday of the month Any value that doesn t exist within the month will be ignored like in the example above not every month has a fifth Friday In addition specific months ByMonth within the year can be specified Monthly by day from end This option is no longer valid as it is now rolled into Monthly by Day using negative day ByDay values Monthly by date If you select Monthly by d
10. mented in the WebCalendar System Administrator s Guide t top Licensing WebCalendar is distributed under the open source GNU General Public License If you have questions about this license please read their GPL FAQ f top Getting Help Try the Help Troubleshooting forum for WebCalendar hosted at SourceForge net http sourceforge net forum forum_id 11586 If you encounter a bug please check the list of open and pending bugs If you do not see anything similar submit a new bug T top Glossary Activity Log A summary of recent updates to calendar data Assistant A calendar user that has been designated by another calendar user the Boss to help manage their calendar Boss A calendar user that has designated another calendar user the Assistant to help manage his calendar External User A calendar participant that does not have a calendar user account Group A mechanism of dividing up a large set of users into smaller sets of users Layer A function that allows a user to overlay another user s calendar on top of his own calendar so that the standard day week and month pages show both his own and the layered user s events NonUser Calendar A participant to a calendar event that is not a user Notification An email message that is sent when an event is added removed or updated in the user s calendar by another user Preferred View The standard page day week month or year that will be presented
11. ndars If set to yes the day week and month views will automatically reload after the duration specified in the Auto refresh time textbox Auto refresh time Specify the number of minutes WebCalendar will wait before automatically refreshing pages Display unapproved Specify whether events that have been added to your calendar but not yet approved should display on your calendar in a different color Display week number Specify whether the week number should be displayed in month and week views as well as mini calendars Week starts on Specify whether you want the week to start on Sunday or Monday Work hours Specify the default time range to display in day and week views Specify timed event length by Specify the preferred event end time format Duration or End Time Display small task list Specify whether small Tasks windows are visible in calendars Display tasks in Calendars Specify whether Tasks are displayed in line with events The task will be displayed on the due date If the due date has passed without task completion the task will move to the current day until completed Export VTIMEZONE in ics files Specify whether VTIMEZONE elements are exported with ics files This can have a negative impact on performance so it s recommended that this option only be enabled if needed Default Category Specify the default category that should be selected when adding a new event Email Event reminders Specify if you wish to r
12. ndow that will allow event participants to be selected by group T top Layers Layers allow you to overlay one or more calendars on top of your own You can add a new layer to your calendar by clicking Layers in the admin panel When adding the layer you can choose a color When an event from that layer is displayed on your calendar the text of the event will appear in the specified color TIP On slow servers you may find that layers cause the month view to be considerably slower Set your default view to Week rather than Month in your Preferences TIP If you have more than one configuration of users that you would like to use with layers you can create more than one Daily View T top Assistant Boss If your system is not configured to allow Assistant Mode then you may skip this section Assistant Mode allows one user the Assistant to help manage the calendar of another user the Boss The Boss creates the relationship in the calendar by clicking Assistants in the admin panel When the Boss has selected one or more assistants each assistant will see a new Manage Calendar of link at the bottom of the page This link will quickly bring the Assistant to a view of the Boss calendar When adding an event from this page the default participant will be only the Boss T top User Access Control If your system is not configured to use User Access Control then you may skip this section If enabled you may n
13. ng rejecting updating deleting are logged and are viewable by the system administrator Repeating Events Repeating events may be used to create recurring event entries on your calendar This version of WebCalendar has adding many new features for specifying repeating events in an attempt to become more compliant with RFC2445 ical There are two mode of operation Normal and Expert Mode These modes are selectable when creating and event but will be automatically selected based on the values of existing events Please refer to RFC2445 for a detailed discussion of complex recurrence rules Ending You may elect to have an event repeat Forever Use end date or have the event repeat a set Number of times Frequency The Frequency field allows you to specify how often the event occurs Typing 0 or 1 in the Frequency field tells WebCalendar the event occurs every time every day for daily every month for monthly etc Typing 2 in the Frequency field will indicate the event should occur every other time i e every other day for daily every other month for monthly etc Daily If you select Daily the event will repeat at the same time every day until the end date if specified or the Number of times is reached You can also select Weekdays Only to cause the event to skip weekends Expert Mode Adds the option to specify individual days of the week ByDay as well as selecting specific months ByMonth that the event wil
14. nt has a reminder set They will not be provided a URL to access the calendar but will receive and ics file as an attachment for inclusion in their own calendar client External Participants should be specified one name per line email address optional All of the following would be legal entries Joe Smith Smith Joe Joe Smith lt jsmith xxx com gt lt jsmith xxx cam gt Email addresses within lt and gt characters will receive email notifications and reminders T top NonUser Calendars NonUser Calendars allow you to maintain a calendar that is not associated with a user Users can then either view the NonUser Calendar if the system settings allow it or add the NonUser Calendar as a layer to their own calendar For additional information on layers see the layers documentation This can be used for resource management such as scheduling usage of a conference room If used in combination with views you can quickly amp easily view the availability of multiple conference rooms on the same page 1 top Categories If your system is not configured to use categories you may skip this section Events may be associated with one or more categories but it is not required Categories can be user level or global Each user maintains his her own list of user level categories while the system administrator maintains the list of global categories When creating or editing event you may specify the categories fo
15. ow set very detailed access controls to your calendar for other WebCalendar users You can specify their access view edit and approve entries on your calendar and can further specify access to events tasks and journals coming soon Access can also be granted restricted to allow invitations emails and a very restrictive setting Can See Time Only that prevents the other user from viewing any details of your events The DEFAULT CONFIGURATION selection will set the access for all users not otherwise granted restricted access to your calendar T top Preferences Various components of WebCalendar can be customized by modifying your user preferences Settings Language Specify the language you would like to use in WebCalendar Timezone Selection Specify your local timezone Fonts Your preferred font family Preferred View Select the view you wish to see after logging in Available options include day view week view month view or year view Display weekends in view Specify whether you want Saturdays and Sundays to appear in month and week views as well as in mini calendars Display description in printer day view Specify whether you want to see descriptions in printer day view Date format Specify how you would like dates to be displayed Time format Specify either 12 hour 3 45pm or 24 hour 15 14 time format Time interval Specify how many minutes each time block represents in the day and week display Auto refresh cale
16. r the event If the category you select isn t a global category and you select participants other than yourself for that event other users will see None as the category If you selected a global category all users will be able to see the same category When viewing the calendar month week or day a selection box is displayed near the top of the page that allows you to filter events based on a category When you select a category from this menu only events associated with that category will appear on your calendar If enabled icons can also be uploaded and assigned to categories to be displayed before the event name You will also be able to choose an icon from existing icons that have already been uploaded This requires that a folder named icons exist in the WebCalendar directory T top Views Views allow you to look at the calendar of one or more users or NonUser Calendars at the same time You can create a new view by clicking Views in the admin panel t top Groups If you system is not configured to use Groups you may skip this section Groups allow systems with many users to divide users into smaller groups of users Additionally if configured to do so users can only access calendars of users in the same group s both when viewing the list of available calendars or when selecting participants for an event When adding or editing events a Select button will be available This button will popup a user selection wi
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