OSU Events Calendar
Use and Administration
What We’ll Be Covering…
General Calendar Elements
• Getting Started
–
–
Interfaces & Features
Views
Personal Event Calendar
• Logging in
• Configuration
–
–
Preferences
Details
• Event Management
–
–
–
–
–
Submit Event
Edit Event
Copy Event
Create Recurring Event
Delete Event
Shared Event Calendars
• Request a Shared Calendar
• User Management
– Access Levels & Permissions
– Add User
– Remove User
• Event Management
–
–
–
–
–
Approval Queue
Edit Events
Delete Events
Multiple Event Submissions
Primary Calendar Reassignment
• Layered Calendars
– Personal
– Public
– Personal Calendar Sharing
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
2
General Calendar Elements: Getting Started
The OSU Events Calendar is:
• A flexible, feature-rich web application,
located at http://calendar.oregonstate.edu
• An event distribution hub for a variety
of activities at OSU
• Available to any individual possessing a
valid ONID ID
• Viewable by the general public, if
desired by the calendar
administrator(s)
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
3
General Calendar Elements: Interfaces - Basic Interface
The Basic Interface:
• Default interface
• Contains 9 components
–
–
–
–
–
–
–
–
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
4
Advanced Interface Link
Login Link
Events List
Mini Calendar
View Switch
Layer Selector
Related Links List
Tools List
General Calendar Elements: Interfaces - Advanced Interface
The Advanced Interface:
• 10 components
–
–
–
–
–
–
–
–
–
–
Date Range Scroller
Tools/Basic Interface Link
Events List
View Switch
Calendar Selector
Search
Mini Calendar
Layer Selector
Login List
Calendar List
• Provides three additional Views
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
5
General Calendar Elements: Views
A View is the manner in which
information is displayed
The Advanced Interface provides four
different View options:
• Today
• This Week
• This Month
• Event List
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
6
General Calendar Elements: Views - Today View
Click on the Today icon to view a
single day
• Good for small or personal
calendars
• Good for calendars that don’t
have very many simultaneous
events
• Note the color coded blocks
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
7
General Calendar Elements: Views - Week View
Click on the Week icon to view a
week’s worth of activities
• Seven-day grid
• Shows only start times and
event titles
• Note color coding of start times
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
8
General Calendar Elements: Views - Month View
Click on the Month icon to view a
month’s worth of activities
• Laid out like a wall calendar
• Shows only start times and
event titles
• Note color coding of start
times
• Can become very large for
some calendars
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
9
Personal Calendar
All members of the OSU community who possess a valid ONID
Network ID have their own personal OSU Events Calendar.
Personal calendars are automatically generated, you do not have
to request one.
The personal calendar works in exactly the same way as the big,
shared calendars that departments use. With your personal
calendar, though, you are automatically the administrator.
This is a good place to start learning…
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
10
Personal Calendar: Logging In
To log in:
1. Go to your personal calendar at
http://calendar.oregonstate.edu/~yourONIDusername
2. Locate the Login link and click it
3. Log in to ONID
1
2
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
3
11
Personal Calendar: Configuration – Preferences
1
2
The first thing we’ll do, just so we’re
all on the same page, is learn how to
set Preferences
1. If you’re still in the Basic Interface,
click on the Advanced Interface
link
2. Click on the Day View
3. Click on the Preferences link
3
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
12
Personal Calendar: Configuration – Preferences - Editing
Set the following Preferences:
1. Interface field = Advanced
– Selects what interface will show, by default, after
login: Basic or Advanced
1
2
2. Default View field = List (day)
3
4
– Selects what view to display, by default, after
login: Day, Week, Month, or List
5
6
3. E-Mail Address field = Your e-mail
7
– Required if user wants e-mail notification of
calendar activity
4. E-Mail Frequency field = Daily
– Selects how often user will receive e-mail
regarding account: Hourly, Daily, or Weekly
5. Hide Empty Layers box = Blank
– Automatically hides any inactive layers
6. Day Begin/End fields = 08:00, 17:00
– Times that user’s day begins and ends, in military
time
7. Click the Save Preferences button
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
Note: Feel free to change these settings after the workshop exercises are completed.
13
Personal Calendar: Configuration – Preferences – Confirmation
After the Preferences are
successfully submitted, a
confirmation message will appear
Click on the Personal Calendar link
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
Click on the Personal Calendar link
to view your new settings
14
Personal Calendar: Configuration – Details
All Event Calendars have
customizable Details. Let’s take a
look at the ones specific to our
personal calendars.
Click on the Details link, in the
upper left corner.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
15
Personal Calendar: Configuration – Details - Editing
The Long Name, Short Name, and
Access fields are set, by default.
A Description and Contact
Information can also be added.
Click on the Edit link in the upper
left corner.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
16
Personal Calendar: Configuration – Details – Editing – Calendar Information
Most of the fields in the Calendar
Information group can be edited,
if needed.
The only exception is the Short
Name, which is actually part of the
URL for your calendar. Changing
this will break your calendar.
After all information is entered,
scroll down and click the Save
button.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
17
Personal Calendar: Configuration – Preferences – Editing – Confirmation
An update confirmation will
appear upon the successful
submission of your calendar
information.
Click on the Personal Calendar link
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
18
Click the Personal Calendar link to
return to the “front” of your
calendar.
Personal Calendar: Event Management
Now that we have some basic calendar configuration out of the way, let’s move on to
some event management.
The following segment will focus on how to:
• Submit an Event
• Edit an Event
• Copy an Event
• Create a Recurring Event
• Delete an Event
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
19
Personal Calendar: Event Mgmt – Submit Event
To submit a new event to your
calendar:
1. Click on the Submit New
Event to This Calendar link in
the upper left corner
Note: there are a few other ways to submit an
event, but this is the most straightforward
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
20
Personal Calendar: Event Mgmt – Submit Event – Title, Time, & Description
A rather long Submit Event screen will
appear. We’ll start with the top part:
1. Title = Required
– Enter a Title of your choice
2. Subtitle
3. Start Date = Required
1
2
3
– Enter tomorrow’s date
4
4. Start Time
Click the calendar
icon for a pop up
calendar
5
– Set to 11:00 am
5. End Date = Required
6
– Enter tomorrow’s date
7
6. End Time
8
9
– Leave at the default 12:00 pm
7. All Day Event
Click the clock icon
for a pop up time
entry tool
– Leave at the default No
8. Repeat
– Leave at the default No
9. Description
– Enter a brief description
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
21
Personal Calendar: Event Mgmt – Submit Event – Location & Cost Information
Enter the Location & Cost Information:
1. Corvallis Campus Location
1
– Enter a location of your choice
2. Other Location
– Enter a secondary location, if desired
3. Room
4. Street Address
5. City
6. State
7. Cost
2
3
4
5
6
7
– Clicking on the Free link will auto-fill the
Cost field with the word “Free”
Note: All of this information, by default, is not required
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
22
Personal Calendar: Event Mgmt – Submit Event – Contact Information
Enter the Contact Information – this
may or may not be you:
1. Contact Name
2. Contact Phone
3. Contact Email
4. Contact Department
1
2
3
4
Note: All of this information, by default, is not
required
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
23
Personal Calendar: Event Mgmt – Submit Event – Associated Calendars
Select any associated Calendars
1. Calendar = Required
– By default, this is the calendar
you’re currently logged into
1
2
2. Additional Calendar(s)
– My Calendars
– Featured Calendars
– Public Calendars
3
3. OSU This Week
4
– Events submitted to a featured
OSU calendar will be considered
for publication in OSU This Week
4.Click the Continue button
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
24
Personal Calendar: Event Mgmt – Submit Event – Event Details Preview
An Event Details Preview screen
appears containing the information
entered.
• To change the event, click the
Edit button
• To cancel the event, click the
Cancel button
• To submit the event to your
calendar, click the Submit
button
To change the event, click Edit.
To cancel the event, click Cancel.
To add the event to your calendar, click Submit.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
25
Personal Calendar: Event Mgmt – Submit Event - Approval Confirmation
Upon the successful submission of
the event, an approval
confirmation message will appear.
Click the Personal Calendar link to
return to the main page of your
calendar and view the submission.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
26
Personal Calendar: Event Mgmt – Using the Mini-Calendar
Earlier, in our Preferences, we set our
default View to the List (day) view.
What we will see on the screen will
be today’s events, in a list format.
Note the Mini-Calendar, at the right
side of the screen, though. It
indicates that something is occurring
tomorrow.
Click on tomorrow’s date.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
27
Personal Calendar: Event Mgmt – Viewing an Event’s Details
Tomorrow’s events will
show, including the event
we have just submitted.
To view the Event Details,
click on the event title.
Note that the Event Details
screen looks exactly like the
Preview screen we saw earlier.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
28
Personal Calendar: Event Mgmt – Edit an Event
To edit the event, click the Edit link in
the upper left hand corner.
A familiar process will occur:
1. The Submit Event screen will
appear
2. Make a change or two and then
click the Continue button
3. The Event Detail Preview screen
will appear
4. Click the Submit button
5. A revision confirmation message
will appear
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
29
Personal Calendar: Event Mgmt – Copy an Event
Sometimes there might be a need to
copy an event which has similar
data, but, for example, does not
recur on a regular interval.
Events can be copied, but the
feature is only available on the
screen immediately after a
submission or revision.
To copy an event, click the Copy This
Event button
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
30
Personal Calendar: Event Mgmt – Alter Copy Information
The Submit Event screen appears, as
we’re accustomed to
1. Change the Start Date and End
Date to a later date
2. Click the Continue button at the
bottom of the screen
3. The Event Details Preview screen
will appear, for review
4. Click the Submit button
5. An approval confirmation
message will appear
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
31
Personal Calendar: Event Mgmt – Select an Event to Recur
We’ve already copied one event.
Let’s revise it a bit further by
adding recurrence to it.
1. On your Mini-Calendar, click
on the second event you
created
2. Click on the title of your event
to open the Event Details
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
1
2
32
Personal Calendar: Event Mgmt – Entering Recurrence Information
Look down the page a bit to the Date
and Time section
1. Ensure that your Start Date and
End Date are the same date
2. In the Repeat section, click on the
Yes option
3. Enter a 1 in the field
4. Select Week(s) from the drop
down menu
5. The Weekly Repeat section will
open, select the appropriate day
6. In the Repeat Ends section, select
the On Date option and enter a
date about a week out
7. Click the Continue button
1
The Start Date and the End Date must,
generally, be the same date.
2
3
4
3
5
6
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
33
Personal Calendar: Event Mgmt – Recurring Event Preview
In the Event Details Preview, you’ll
notice a few differences
1. The recurrence will be
summarized
2. A list of Recent Occurrences
will be shown
1
2
– This will show up to seven
recurrences at a time
3
3. Click the Submit button
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
34
Personal Calendar: Event Mgmt – Recurring Event Weirdness
The issue shown at left, using the
Month view, is an example of a
recurring event gone wrong.
What could have caused this to
happen?
How can this be fixed?
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
35
Personal Calendar: Event Mgmt – Cause of Recurrence Issue
The issue in our previous problem
was caused by an incorrect End
Date entry in the Event Submission,
coupled with a second End Date
entered in the Repeat Ends group.
This is a rather common error which
is very easy to fix.
Just correct the End Date and
submit the revision.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
36
Personal Calendar: Event Mgmt – Now You Do It – Create Recurrence Issue
Create this stack up issue, yourself, to see how it looks on your
calendar.
1. Open up the recurring event you recently created.
2. Alter the End Date so that it’s incorrect, at least a week or
more later than your Start Date.
3. In the Repeat section check the Yes option and every 1
Day(s) from the drop down menu.
4. In the Repeat Ends section, enter the same ending date in
the End On Date field.
5. Approve it through, and then take a look at your calendar in
Month View. If you’ve set your End Date for more than a
month out, look in the following months as well.
6. When you’re finished examining it, fix it.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
37
Personal Calendar: Event Mgmt – Delete Event
Deleting an event is fairly
straightforward:
1. Locate the first event you
submitted
2. Open the Event Details
3. Click on the Delete link next to
your calendar’s name
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
38
Personal Calendar: Event Mgmt – Deletion Approval
A warning screen will appear.
Don’t let this message worry you,
as we haven’t discussed primary
calendars yet.
Just click on the Delete button.
A deletion confirmation message
will appear.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
39
Shared Calendars
A shared OSU Events Calendar:
• Has more than one User
• May have more than one
Administrator
• May work in conjunction with other
calendars
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
40
Shared Calendars: Request a Shared Calendar
To request a shared calendar, just go to the
following URL:
http://oregonstate.edu/cws/calendar/calendar-request:
• The following data is requested (data
with an asterik is required):
–
–
–
–
–
–
–
–
Your Name*
Your E-Mail*
Your Phone*
Your Department/Organization*
Display Name*
Short Name*
Description
Calendar Type




Regular/Shared
Parent
Child
Parent Calendar Name
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
41
Shared Calendars: Request a Shared Calendar – Relevance of Required Fields
Field
Required?
Function / Purpose
Format
Your Name
Yes
You will be the contact person for this
calendar.
No special format required.
Your E-Mail
Yes
Provides CWS a primary method to contact
you
No special format required
Your Phone
Yes
Provides CWS a secondary method to contact
you
No special format required
Your Department
/ Organization
Yes
Helps CWS keep all of the calendars we
create organized based upon the
Department/Organization.
No special format required
Display Name
Yes
Shows up on the screen as the title of your
calendar.
Any reasonable length. May contain capital letters, numbers,
and spaces. The Display Name may be changed after calendar
creation, but users are advised against this to avoid confusion.
Short Name
Yes
Used in your URL (web address)
Lower case alpha-numeric and hyphens only. The Short Name
can not be changed after calendar creation.
Description
Yes
Describes the purpose of your calendar
No special format required
Calendar Type
Yes
Select: Regular/Shared, Parent, Child
No special format required . If this is a Child calendar, please
indicate the Parent in the provided Parent Calendar Name field
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
42
Shared Calendars: User Mgmt – Access Levels and Permissions
Access Level
Permission
Read Only
User can view the calendar (regardless of
its status), but not submit events,
approve events, change settings, or add
users. This is most useful for giving
someone View access to a private
calendar.
User
Can submit new events, but events must
be approved by an Administrator.
Administrator
Can submit & approve events, change
calendar settings, and add and remove
users.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
Shared calendars differ from personal
calendars regarding Access Levels:
• Access levels assigned at Administrator’s
discretion
• Being a member of a department or group
does not automatically provide admin access
to that department or group’s calendar
• Being an administrator on another web
application (such as Drupal) does not
automatically grant admin privileges for the
calendar
Please note that personal calendars do have the ability to
set Access Levels as well, but this is not commonly used as
personal calendars are typically intended for one person.
43
Shared Calendars: User Mgmt – Add a User
1
To add a user to a shared calendar:
1. From the main calendar page,
click on the Manage link in the
upper left corner
2. In the Username field enter
cws_tr01
3. In the Access field select User
4. Click the Update Users button
5. An access confirmation
message will display
3
4
2
5
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
44
Shared Calendars: User Mgmt – Remove a User
To remove a user:
1. From the main calendar page,
click on the Manage link in the
upper left corner
2. Select the Remove checkbox in
the cws_tr01 row
3. Click the Update Users button
4. A removal confirmation message
will display
1
3
2
Now add cws_tr01 back on again with
a User access level.
4
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
45
Shared Calendars: Event Mgmt – Approval Queue
By default, when a user creates an event on a calendar that he or
she administers, the Approve On All My Calendars box is checked
and the user’s event will never have to sit in the Approval Queue.
If the user is managing a small calendar, this typically isn’t a
problem.
With larger calendars, though, the Approval Queue is a necessary
and valuable tool that helps keep a multi-user calendar organized
and consistent.
If an Administrator elects to not receive e-mail notifications, this
queue could stack up indefinitely with pending events.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
46
Shared Calendars: Event Mgmt – Approval Queue – Notifications
To adjust notifications of Approval
Queue activity, do the following:
1. Click on your Preferences link
2. Select an E-mail Frequency:
1
–
–
–
Hourly
Daily
Weekly
3. Click the Save Preferences button
4. An update confirmation displays
2
4
3
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
47
Shared Calendars: Event Mgmt – Approval Queue – Viewing
To view the Approval Queue:
1. From the shared calendar main
screen, click the Manage link in
the upper left corner.
2. The Approval Queue resides
above the User Access List. If
any events are pending, they
will appear in a list.
3. Click on a single item to open
one event, or select multiple
events and click Manage
Selected to work with batch
items.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
1
2
3
48
Shared Calendars: Event Mgmt – Approval Queue – Approving Submissions
To take action on a pending event:
1. Review the provided information
2. Select an action
1
1.
2.
3.
4.
2
Nothing
Approve
Reject & Delete
Reassign Ownership
3. Enter a Comment, if desired
– Note: this comment is not returned to
the user, it is logged in the database
3
4
4. Click the Submit button
5. An approval confirmation displays
5
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
49
Shared Calendars: Event Mgmt – Approval Queue – Event Added
When the event is approved, it will be added to the calendar display.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
50
Shared Calendars: Event Mgmt – Editing Events
To Edit an event:
1. From the shared calendar
main view, click on the event
link to open the Event Details
2. From the Event Details, click
on the Edit link in the upper
left corner
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
1
2
51
Shared Calendars: Event Mgmt – Delete Events
To Delete an event:
1. From the main view, click on
the event link to be deleted,
to open the Event Details
2. From within the Event
Details, locate the calendar
the event appears on and
click the Delete link next to it
1
2
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
52
Shared Calendars: Event Mgmt – Multiple Submissions
A multiple submission is when an event has been submitted to
more than one calendar.
Multiple submissions are very common on shared calendars.
Often times an event may relate to more than one specific group.
There are some important things to consider when creating a
multiple submission, though, which include:
• Primary and Secondary relationships
• Approval control
• Event spam
• Pending Approval Report
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
53
Shared Calendars: Event Mgmt – Multiple Submissions – Primary & Secondary Relationships
The Primary Calendar is the one which an
event originates from
• Only one Primary Calendar exists for
any given event
• All event edits must occur on the
Primary Calendar and be resubmitted
to the Secondary Calendars
• Events are Deleted from Primary
Calendars but only Removed from
Secondary ones
– If an event is Deleted from a Primary
Calendar, it will also be Removed from all
Secondary Calendars as well
– If an event is Removed from a Secondary
Calendar it does not affect other calendars
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
54
Shared Calendars: Event Mgmt – Multiple Submissions – Approval Control
Different calendars usually have different
administrators.
If you submit an event to a Secondary
Calendar that you are not an admin on, the
approval control goes to that admin for their
own calendar.
Some admins may elect not to approve an
item submitted to their calendar. They have
the right to do this.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
55
Shared Calendars: Event Mgmt – Multiple Submissions – Event Spam
Event spam occurs when multiple
submissions are made to calendars
which may not be related to the
event.
Scenario: OSU Film students have worked in conjunction with
the College of Science to create a documentary about Linus
Pauling. The College of Science wants to announce it on several
different calendars within the system. Which ones are probably
the most appropriate? The least?
OSU Events: Academic Calendar
College of Business
OSU Events: Admissions & Tours
College of Education
OSU Events: Alumni Events
College of Engineering
OSU Events: Athletics
College of Forestry
While this, in itself, is typically
harmless, it can be annoying.
OSU Events: Conferences / Workshops
College of Health & Human Sci
OSU Events: Diversity
College of Liberal Arts
OSU Events: Exhibits
College of Science
It can also come back to haunt the
administrator of the Primary
Calendar responsible for the spam…
OSU Events: Festivals / Cultural Events
Univ. Housing & Dining
OSU Events: Lectures / Seminars
OSU-Cascades Campus
OSU Events: Music
OSU Libraries
OSU Events: other
Financial Aid
OSU Events: Recreational Sports
OSU Events : Student Activities
OSU Events: Theater / Film
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
56
Shared Calendars: Event Mgmt – Multiple Submissions – Pending Approval Report
Every calendar user has an option that can
be set in their Preferences which provides
e-mail notifications regarding actions on
events.
This is just a tiny piece of a very
big report.
This particular report had 48
pending events on it from
various calendars throughout
the system, some were more
than a year overdue.
When events are submitted to Secondary
Calendars, and left to sit in the Approval
Queue, the Primary Calendar admin using
e-mail notification will receive a regular
report on pending approvals.
If printed, this report would
have taken up just over 30
pages.
We would like to avoid this.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
57
Shared Calendars: Event Mgmt – Multiple Submission – New Event
To submit a new event to multiple
calendars:
1. From the shared calendar main
view, click the Submit New Event To
This Calendar link in the upper left
corner
2. Complete all necessary information
for the event itself, then, at the
bottom of the form, select the
Additional Calendar(s) desired
3. Click the Continue button
1
2
3
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
58
Shared Calendars: Event Mgmt – Multiple Submission – New Submission – Approve New Event
When the Event Details Preview
screen appears:
1. Preview the information,
note the two calendars now
showing at the middle of the
screen
2. Click the Submit button
3. An event approval
confirmation appears
1
2
3
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
59
Shared Calendars: Event Mgmt – Multiple Submission – Existing Event
If an event currently exists:
1. From the main screen of the
shared calendar, click on the
desired event link to open the
Event Details
2. Select a calendar from the
Submit This Event to an
Additional Calendar drop down
menu
3. Click the Add button
4. An addition confirmation
message will appear
1
2
3
4
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
60
Shared Calendars: Event Mgmt – Multiple Submissions – Additionally…
Multiple submissions can get tricky, especially when you have a
busy calendar that has multiple administrators and multiple items
both coming in and going out.
There are certain scenarios that can get tricky. For example:
On any given calendar, Administrator 1 creates an event and
submits it to multiple other calendars.
A change occurs regarding one of the other calendars and
Administrator 2 must handle it. Administrator 2 can completely
remove the event from all calendars, but can not delete just one
of the multiple submissions. It’s an all or nothing venture.
While multiple submissions can be useful, sometimes there are
better ways to handle certain situations, such as by using Layers,
which we’ll talk about soon.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
61
Shared Calendars: Event Mgmt – Primary Calendar Reassignment
There may come a time when an event should have a different
calendar as its Primary.
Examples of when this may occur include:
• Duties shift from one person to another, but the event (such
as a meeting) still occurs at the same time and place
• An event may have mistakenly been submitted with a
personal calendar as the Primary (or vice versa)
New events do not have to be recreated from scratch. Instead,
they can simply be reassigned so that another calendar is the new
Primary one.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
62
Shared Calendars: Event Mgmt – Primary Calendar Reassignment – Open the Event for Editing
1
To reassign the Primary Calendar:
1. From your Primary Calendar
main view, click on the event
to be reassigned
2. From the Event Details
screen, click on the Edit link
in the upper left corner
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
2
63
Shared Calendars: Event Mgmt – Primary Calendar Reassignment – Submit a Revision
When the form opens:
1. Scroll to the bottom of the
screen and click the Continue
button
2. A preview of the Event Details
screen will appear, scroll down
and uncheck the Auto-approve
on My Calendars box
1
–
2
This is fundamental, as the change
must occur from within the
Approval Queue
3. Click the Submit button
3
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
64
Shared Calendars: Event Mgmt – Primary Calendar Reassignment – Open the Event Manager
An event revision confirmation
message will appear:
1. Click on the calendar link in the
My Calendars block
2. When the calendar view
opens, click on the Manage
link in the upper left corner
1
2
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
65
Shared Calendars: Event Mgmt – Primary Calendar Reassignment – Reassign Ownership
The Approval Queue will appear with
your revised event listed:
1. Click on the event in the Approval
Queue list to open it
2. Click the Reassign Ownership
button
3. Select a Secondary Calendar from
the list to assign ownership to
4. Click the Submit button
1
3
Remember, if you are not an admin on the newly assigned
calendar, the event will go to the new calendar’s Approval
Queue and won’t show until it’s approved
4
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
2
66
Shared Calendars: Layered Calendars
Layers are a fantastic, flexible tool which can often be used in
place of a multiple submission. This can free up the control issue
we often encounter when multiple submissions are used.
An anatomical overlay book is a good example of how layers work.
Each layer is its own, individual calendar, often under control of a
separate admin, but a View of each calendar can be placed over
other calendars to show where and how events are “stacked”
against each other.
There are three different ways
you can apply the use of layers
to a shared calendar:
• Your personal calendar as
a layer
• A public calendar as a
layer
• Someone else’s personal
calendar as a layer
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
67
Shared Calendars: Layered Calendars – Your Personal Calendar as a Layer
If you are an admin of a shared
calendar, adding your personal
calendar as a layer to a shared one is
simple:
1. From the main view, click on
the Detail link in the upper left
corner
2. From the Calendar Details
screen click the Edit link in the
upper left corner
1
2
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
68
Shared Calendars: Layered Calendars – Your Personal Calendar Layer – Add a New Layer
After the Edit screen opens:
1. Scroll down to the bottom of
the page and select your
personal calendar from the Add
New Layer drop down menu
2. Select a color key from the
Color drop down menu
3. Click the Save button
1
3
2
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
69
Shared Calendars: Layered Calendars – Your Personal Calendar Layer – Layer Added
A calendar update confirmation will
appear, from here:
1. Click on the shared calendar link
in your My Calendars group
2. Note the Layered Calendars group
– your new layer should be shown
beneath the main calendar name
3. Click on the Month View icon
1
3
2
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
70
Shared Calendars: Layered Calendars – Your Personal Calendar Layer – Details
From within the Month View of the
shared calendar:
1. Note that the Layered
Calendars group is now at the
bottom
–
2
This arrangement is similar for the
Week View as well
2. Note the color coding used for
events – the color you picked
when adding your layer will
show next to all of your events
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
1
71
Shared Calendars: Layered Calendars – Public Calendar
It’s at this point where the concept of public versus private
calendars comes into play.
A public calendar is one that a general audience has access to
view.
• The Main OSU Events Calendar is public
A private calendar is one that can be viewed by invitation only.
• All personal calendars, by default, are private
How to tell if something is public or private?
• If it shows in your calendar
drop down menu within the
Featured or Public groups, it’s
public, otherwise, it’s private
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
72
Shared Calendars: Layered Calendars – Public Calendar – Edit Details
1
From the main view of the shared
calendar:
1. Click on the Details link in the
upper left corner
2. From the Calendar Details
screen, click on the Edit link in
the upper left corner
2
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
73
Shared Calendars: Layered Calendars – Public – Select the Public Calendar
After the Edit screen opens:
1. Scroll down to the bottom of the
page and select the desired public
calendar from the Add New Layer
drop down menu
2. Select a color key from the Color
drop down menu
3. Click the Save button
4. A calendar update confirmation will
appear
5. Click on the shared calendar link in
your My Calendars group
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
1
2
3
4
5
74
Shared Calendars: Layered Calendars – Public – Calendar Added
Note how the layers can be
toggled on and off.
This feature is particularly useful
for comparing shared resources
Additionally, multiple
public calendars can
be added
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
75
Shared Calendars: Layered Calendars – Personal Calendar Sharing
Since personal calendars are private, by default, the Admin of the
shared calendar must be given, at a minimum, Read Only access to
the user’s personal calendar to add him or her as a layer.
If access is set to Read Only, the
Admin can not submit events –
they can only view the
information contained within
the calendar. Additionally, other
users who wish to view the layer
of a personal calendar must also
be granted Read Only access to
the layered calendar.
Following is a brief refresher on
how to add a user to a personal
calendar.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
76
Shared Calendars: Layered Calendars – Personal Calendar Sharing – Providing Access Permission
On the other user’s calendar, he or
she must:
1. From their personal calendar
main view, click the Manage
link in the upper left corner
2. Add the Username of the
shared calendar Admin
3. Set the Access to READONLY, at
a minimum
4. Click the Update Users button
5. An access confirmation
message will show
1
2
3
4
5
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
77
Shared Calendars: Layered Calendars – Personal Calendar Sharing – My Calendars
The Admin can tell when he or she
has been added to a calendar when
that particular calendar shows up in
his or her My Calendars group.
From this point on, the Admin can
add the User’s calendar as a layer:
1. From the main view of the
Admin’s account, click on the
shared calendar link
1
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
78
Shared Calendars: Layered Calendars – Personal Calendar Sharing – Open Calendar Details
1
To add the user’s calendar as a layer,
do the following:
1. From the shared calendar main
view, click on the Details link in
the upper left corner
2. From within the Calendar
Details screen, click on the Edit
link in the upper left corner
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
2
79
Shared Calendars: Layered Calendars – Personal Calendar Sharing – Edit Calendar Details
After the Edit screen opens:
1. Scroll down to the bottom of the
page and select the desired user
calendar from the Add New Layer
drop down menu
2. Select a color key from the Color
drop down menu
3. Click the Save button
4. A calendar update confirmation will
appear
5. Click on the shared calendar link in
your My Calendars group
1
2
3
4
5
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
80
Shared Calendars: Layered Calendars – All Layers Activated
As can be seen at right, when all
layers are active, the calendar
grows very busy.
At times, you may need to view
several different calendars
together all at once to get an idea
of the big picture, but…
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
81
Shared Calendars: Layered Calendars – Layers De-Activated
…when you only need to view
one or two calendars at a time,
you have the option of thinning
things out.
This is the great advantage that
the Layers feature provides.
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
82
Conclusion
This completes the OSU Events Calendar tutorial. For additional
tutorials, please visit WebTrain, the CWS web publishing training
site, at:
http://oregonstate.edu/cws/webtrain
To request an OSU Event Calendar on-line, go to:
http://oregonstate.edu/cws/calendar/calendar-request
To view and register for any additional CWS Workshops, visit the
Professional Development Central Registration site at:
http://oregonstate.edu/cws/register
To submit a Help Ticket on-line, go to:
http://oregonstate.edu/cws/contact
Provided by Central Web Services
541-737-1189
http://oregonstate.edu/cws
83