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Manage Calendar Events

Each topic of this section guides you through the steps required to perform one of the actions related to calendar events. As there is usually more than one way to start the same action, only the most straightforward way is described here. Follow the links at the end of the topics to learn about the alternative ways to start the action.

Add a Calendar Event

To add a calendar event when viewing a list of events:

  1. In the main menu, navigate to Activities>Calendar Events.

    The Calendar Events page opens.

  2. On the Calendar Events page, click the Create Calendar Event button in the upper-right corner of the page.



    The Create Calendar Event page opens.

  3. On the Create Calendar Event page, fill in the required information as described in the Complete Event Information section.



  4. Click Save and Close in the upper-right corner of the page.

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Detailed Event Information

When adding or editing the calendar event, fill in the following information:

  • Owner—A user who is eligible to manage this event and who is responsible for it. The event appears in the calendar of the owner.

    Note

    By default, a person who creates an event is selected as its owner. Change the owner if required. Select another user from the list. You may use the search field to quickly find the required user: start typing the name of the user to get suggestions and then click the required name. Alternatively, you may click the hamburger menu next to the Owner field and select the owner in the Select Owner dialog box.

  • Title—A name for your calendar event.

  • Description—Any details regarding the event: summary, agenda, etc. Use the embedded editor to format text, add images, links, etc.

    Important

    Whether the embedded editor is available, is specified in the configuration. If you have access to the My Configuration page, see the WYSIWYG settings section of the Display Settings description.

    If you do not have access to the page, contact your administrator who can enable the editor at the organization level.

    If you are an administrator, see the WYSIWYG settings section of the System Display Settings description.

  • Color—Select the color to label the event with. The first item is the calendar color and it is selected by default. Click different color to change the setting. To customize the color using a color picker, click the last color in the line (initially it is blank).



    Important

    The list of available colors is specified in the system configuration. Please contact your administrator if you want to change it. If you are an administrator, see the Calendar settings section of the Display Settings description.

  • Add to … or Calendar—You will see one of these additional settings if any system calendars are defined in the system.

    • The Add to … option appears when only a single system calendar exists. When enabled, the event is added to the system calendar.
    • The Calendar list appears when several system calendars exist. Select the calendar from the list to move the event to it.
  • Guests—People invited to the event inside and outside your company.

    Click the field to select n Oro user to the event.

    To add a person outside your company as a guest, type their email address in the field.

    The number of guests is not limited. The event appears in the calendar of every invited Oro users.

    To cancel the invitation, click the x icon next to the guest name.

  • Reminders—A notification about the upcoming event.

    Click the +Add button to configure when and how OroCommerce and OroCRM remind the participants about the event:

    • Specify the type of the notification: whether to show a flash message in Oro application or send the notification email.
    • Select the time units in which the time lag between a reminder and the event is measured: minutes, hours, days, or weeks.
    • Enter what number of selected time intervals the time lag between a reminder and the event comprises.

    To remove a reminder, click the x icon next to it.

    Important

    Reminders are disabled for recurring events.

  • Call via Hangout—Enable this option to plan a Google Hangout meeting for the calendar event. When enabled, a button that starts Hangout call appears on the event card and view page when viewed by the guest.

    Important

    For Hangouts calls to be possible, an integration with Google services should be created. Contact your administrator or see Google Integration Settings for more information.

    Tip

    For more help on Hangouts calls, see Hangouts Help on google.com.

  • Context—Select a record that has a meaningful relation to the event. Start entering a record name to quickly find the required user, and when the list of suggestions appears, click the required name to select it. The event is now linked to the selected item and is displayed in its Activity section.

  • Start—Specify day and time when the event starts. Click the day field to select a day in the calendar dialog. Click the time field to select a time from the list. Alternatively, you can type in date and time values.

    Note

    The time option is disabled when the All-day event is selected.

  • End—Specify day ant time when the event ends. Click the day field to select a day on the calendar dialog. Click the time field to select a time from the list. Alternatively, you can type in date and time values.

    Note

    The time option is disabled when the All-day event is selected.

  • All-day event—Enable this option to reserve the whole day(s) for the event.

  • Repeat—Enable this option for a recurring event. Once you enable it, you can configure the event schedule as described in the Event Schedule section.

Event Schedule

You can use the following controls to configure the frequency and schedule of the recurring event. These options are available only when the Repeat option is enabled.

  • Repeats—Select how often the event repeats: daily, weekly, monthly, or yearly. Depending on your choice, the following configuration options appear:

    • For a Daily event: Specify whether an event repeats every weekday or once in several days. In the latter case type the number of days in the corresponding field.



    • For a Weekly event: Specify how often the event repeats (e.g., every 6 weeks) and select the days of the week when the event takes place.



    • For a Monthly event: Specify how often the event repeats (e.g., every 10 months) and select whether it repeats on a certain date of the month or on a particular weekday (e.g. on first Monday, third weekend day).



    • For a Yearly event: Specify how often the event repeats (e.g., every 2 years), select the month and whether it repeats on a certain date of the month or on a particular weekday (e.g., on first Monday, third weekend day).



  • Ends—Select when the event ends. The following options are available:

    • Never—The event does not have any predefined finish conditions.
    • After … occurences—The event repeats the predefined number of times. Specify the required number of times in the corresponding field.
    • By—Select date and time to stop recurring the event. Click the day field to select a day in the calendar dialog. Click the time field to select a time from the list. Alternatively, you can type in the date and time values.

View a Calendar Event

To view a calendar event:

  1. In the main menu, navigate to Activities>Calendar Events.

  2. In the grid on the Calendar Events page, click the required calendar event.

    Alternatively, you can click the ellipsis menu at the end of the corresponding row and then click the View icon.



  3. Review the calendar event details.



Get more information on viewing a calendar event from other perspectives.

Edit a Calendar Event

Important

  • By default, you can edit only those events that you own and tasks that are assigned to you.
  • You can add reminders for the event that have not yet started.

To edit a calendar event when viewing a list of events:

  1. In the main menu, navigate to Activities>Calendar Events.

  2. In the grid on the Calendar Events page, click the ellipsis menu at the end of the row with the event you want to edit and then click the Edit icon.



  3. Update the event details as necessary. Follow the guidance provided in the Create an Event section.

  4. Click Save and Close in the upper-right corner of the page.

Note

You may be prompted whether you want to send an update notification to the participants (if any).

Get more information on editing a calendar event from other perspectives.

Reschedule a Calendar Event

You can change the assigned time frame during the editing of the calendar event, but you can also change it directly in the calendar.

Important

By default, you can edit only those events that you own.

Important

By default, you can edit only those events that you own.

When viewing a calendar in the My Calendar page on in the Today’s Calendar widget, you can change the event time frame.

Change the event start time by dragging the event to the new time slot: click the event in the calendar, hold the mouse button, and drag the event to the desired time.

Change the event duration by extending the event: hover over the bottom of the event box for = to show, and drag it to fill the desired time frame.

Delete a Calendar Event / Task

To delete a calendar event or task when viewing a list of events:

  1. In the main menu, navigate to Activities>Calendar Events.
  2. In the grid on the Calendar Events page, click the ellipsis menu at the end of the row of the event you would like to delete and then click the Delete icon.


  1. In the Deletion Confirmation dialog box, click Yes, Delete.

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Delete a Bulk of Calendar Events / Tasks

To delete a bulk of calendar events:

  1. In the main menu, navigate to Activities>Calendar Events.
  2. In the grid on the Calendar Events page, select check boxes in front of the events that you would like to delete.
  3. Click the ellipsis menu at the end of the grid header row and then click Delete.
  1. In the Delete Confirmation dialog box, click Yes, Delete.

Add a Context to an Existing Calendar Event

To add a context to an existing calendar event when viewing the event details:

  1. In the main menu, navigate to Activities>Calendar Events.

  2. In the grid of the Calendar Events page, click the required event.

    Alternatively, you can click the ellipsis menu at the end of the corresponding row and then click the View icon.

  3. On the calendar event view page, click the Add Context button in the upper-right corner of the page.

  4. In the Add Context Entity dialog box, select an entity of the related (context) record from the list in the upper-left corner of the dialog box.



  5. In the main grid of the dialog box, click the required record.

    The context record is added and is shown on the event view page under the calendar event name.


Get more information on managing a calendar event context from other perspectives.

Remove a Context from a Calendar Event

To delete a calendar event’s context when viewing the event details:

  1. In the main menu, navigate to Activities>Calendar Events.

  2. In the grid of the Calendar Events page, click the required event.

    Alternatively, you can click the ellipsis menu at the end of the corresponding row and then click the View icon.

  3. On the calendar event view page, under the calendar event name in the upper-left corner of the page, click the x icon next to the context that you want to remove.



Get more information on managing a calendar event context from other perspectives.

Comment on a Calendar Event

To comment on a Calendar Event when viewing the event details:

  1. In the main menu, navigate to Activities>Calendar Events.

  2. In the grid of the Calendar Events page, click the required event.

    Alternatively, you can click the ellipsis menu at the end of the corresponding row and then click the View icon.

  3. On the calendar event view page, click Comments.

  4. In the Comments section, click the Add Comment button in the lower-right corner.



  5. In the Add Comment dialog box, enter your comment. If rich text functionality is enabled for you, you can format your comment in the editor. You can also add an attachment to your comment.



  6. Click the Add button.

    Your comment appears in the Comments section of the calendar event view page.

Tip

You can edit or remove your comment: find your comment and click the ellipsis menu at the end of the corresponding row. Then click the Edit / Delete icon.

Get more information about commenting on a calendar event from other perspectives.

Respond to a Calendar Event

To respond to a calendar event when viewing a list of events:

  1. In the main menu, navigate to Activities>Calendar Events.

  2. In the grid on the Calendar Events page, click the ellipsis menu at the end of the row with the event you want to reply to and then click either the Accept, Tentative, or Decline icon depending on whether you are going to attend the event.



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Start a Hangout Meeting

If the event was planned as a Hangout meeting, you can join it from the calendar .

Important

The Hangouts functionality must be enabled to make Hangout calls possible. Contact your administrator or see Google Integration Settings for more information.

Tip

For more help on Hangouts calls, see Hangouts Help on google.com.

To start a Hangout call from the Calendar Event view page:

  1. In the main menu, navigate to Activities>Calendar Events.

  2. In the grid of the Calendar Events page, click the required event.

    Alternatively, you can click the ellipsis menu at the end of the corresponding row and then click the View icon.

  3. On the calendar event view page, click the Start Hangout button in the upper-right corner of the page.



Get more information about joining a Hangout meeting event from other perspectives.

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