Often events will recur over time on a regular basis. Committee meetings, staff meetings, regular luncheon or breakfast meetings, and other types of recurring events do not have to be added individually for each date on which they occur. Intranet Quorum provides the ability to add the event once and then schedule it for all the other dates on which it will take place. You can schedule daily, weekly, and monthly recurring events. Recurring events can be synchronized to an Outlook calendar individually or through mass synchronization. You can use the Remove from Outlook action to remove recurring events from the Outlook calendar(s), but keep them in the IQ calendar(s). Recurring events are displayed on the Day, Week and Month Views with a circle icon with two arrows.
To add a recurring event:
Click the Calendar tab and click the Recurring Events submenu link. All recurring events scheduled for your default calendar appear.
Select the Add Recurring Event action.
On the Frequency panel, indicate how frequently the event will take place by selecting the appropriate options. You must enter start and end dates before you can save the recurring event.
On the Event panel, enter information about the event. You must enter information in the Summary field before you can save the recurring event. If this event is to be placed on multiple calendars, click the search icon next to the Calendar field and select the calendars. You must have access to a calendar in order to schedule recurring events for it.
Select the Save and Close action to save the event and place it on the selected calendars on the dates specified.
When you create a recurring event you’re adding a "parent" event, which has a Recur ID. Intranet Quorum copies the parent event and places a copy on each date as specified on the Recurring Event Frequency panel. These copied, or "child," events each have an Event ID, like all other events that are added individually, and they appear on the Daily Schedule for the dates they’re scheduled. All parent events appear on the Recurring Events page when you select Recurring Events on the Events tab menu.
You can schedule recurring events for multiple calendars. If you want to place the same event on other calendars, simply select those calendars in the Calendar field on the Event panel.
The Recurring Event record contains two panels that let you enter information about an event (Event panel) and the dates and time on which it will be scheduled (Frequency panel). Fields are available for the date, the time, a summary of the event, and other types of information, as well as whether the event will occur daily, weekly, or monthly, and on which days of the week or month it will occur.
Three options, Daily, Weekly, and Monthly, let you select how frequently the event will take place. When you select one of these options, the fields and check boxes next to it become available. You must select one of the following frequency options before you can save the event.
Select this option for an event that will occur more often than weekly. The recurring event is added to the schedule for every day in your date range, including the Start and End dates, if you enter 1 in the Every field. If you want to schedule a date for every other day, enter 2 in this field. Enter 3 for every third day, and so forth.
Select this option to schedule a recurring event on the same day every week—use a check box to select the day of the week and enter 1 in the Every field. To schedule an event on the same day every other week, select 2 in the Every field; select 3 in the Every field to schedule an event on the same day every third week, and so forth. The event is added to the schedule for all weeks that fall within the date range defined in the Begin Date and End Date fields. For example, if you schedule a recurring event for the first Monday of every month with a start date of 7/8/2005, the first occurrence will be July 11 because the first Monday of July falls outside of the range.
Select this option to schedule an event on a monthly or yearly basis. To schedule an event for a particular day of the month, select a number from 1 to 31 from the day field. For example, to place an event on January 1, February 1, and so forth, select 1 in this field. In the Every field next to the day field, select the frequency with which to schedule the event. For example if you selected 1 as your day, and selected every 2 months, the event would appear on January 1st, March 1st, May 1st, and so forth. To place a monthly event on a particular day of the week, select options from the second row of Monthly fields. For example, select Second and Tuesday to place the event on the second Tuesday of every month. The event is added to the schedule for all months that fall within the date range defined in the Start Date and End Date fields. If an event is scheduled for the 5th of the month and your start and end dates are 7/9/2005 and 9/91/2005, the event is only scheduled for August. To schedule an annual event, for example, Fourth of July, select the number 4 in the day field and select 12 in the Month(s) field. Then select a begin and end date in the Event Date Range section. You can also create quarterly and semi-annual events.
The Begin Date is the first date of the range for which you are entering a recurring event. Type the date in the field or click the calendar icon next to the field and select a date from the calendar that appears. Type only the month and day for the current year (4/5 or 4-5). Include the two-digit year to start the events in another year (1/5/12 or 1-5-12). You must enter a date in this field before you can save the record.
The End Date is the last date of the range for which you are entering a recurring event. Type the date in the field or click the calendar icon next to the field and select a date from the calendar that appears. Type only the month and day for the current year (4/5 or 4-5). Include the two-digit year to start the events in another year (1/5/12 or 1-5-12). You must enter a date in this field before you can save the record. Note: The end year cannot be more than 6 years from the start year. So if the Begin Date is 6/15/2010, the End Date cannot be greater than 12/31/2016.
Recurring event fields let you enter all relevant information about the event you're scheduling. The following fields and options are available for recurring events: Calendar, Start Time, Start Time Zone, End Time, End Time Zone, Status, Summary, Notes, Short Description, Topics, Private, Major, and Office. In addition to these standard fields, custom fields created by your office may also appear in a Recurring Event record.
The Calendar field lets you add recurring events to different calendars. Your default calendar, which appears in this field when you add a recurring event, is set through user Preferences. In addition, the calendars you have selected in the Prefer Calendar Group will automatically appear. To add an event to a different or additional calendar, click the search icon next to the field and choose the calendar or calendars in the dialog box that appears or type the full or partial calendar name in the Calendar field. Only those calendars for which you have Edit access appear on the list.
Type the time at which the event is scheduled to begin. You may type the complete time (2:00 pm) or just the hour (2p). This field also accepts military time (14:00) and converts it to standard time (2:00 PM).
If you don't enter a time in this field, the event appears at the top of the Daily Schedule page and at the top of reports for the date. Leave the Start Time field blank for items such as reminders or day-long activities.
The time zone in this field defaults to the Start Time Zone selected in your IQ user Preferences. Click in this field and select another time zone if the default is not the correct time zone for the recurring event's Start Time.
Type the time at which the event is scheduled to end, if there is one. You may type the complete time (2:00 pm) or just the hour (2p). This field also accepts military time (14:00) and converts it to standard time (2:00 PM).
The time zone in this field defaults to the End Time Zone selected in your IQ user Preferences. Click in this field and select another time zone if the default is not the correct time zone for the recurring event's End Time.
The Status field lets you identify the status of an event by assigning a code to it. The default status code, which appears in this field when you create a recurring event, is set in user Preferences. To change the code, click in the Status field and select a code from the list that appears.
Approved
Canceled
Regrets
Rejected
Reminder
Tentative
You can use status codes to search for events, and you have the option to include or exclude events based on their status when running schedule reports. The status appears on the Daily Schedule page and the Recurring Events page.
Enter information to describe the event. The Summary field is the primary information field for the event record. Data is required in this field in order to save the record. Type the information as you want it to appear on printed reports. This field is limited to 4,000 characters limited and words wrap to the next line as you type. If you manually enter text into this field, IQ displays the message "Please limit your entry to 4000 characters (# of characters cut=1)" once you type the 4,001 character and will not allow you to enter any additional characters. If you copy and paste text into this field, IQ will truncate it at 4,000 characters and display a message with the number of characters that were cut.
The Notes field lets you record additional information (up to 4,00 characters) about an event. Notes might include such things as information on attendees, directions or transportation to the event, and so forth. Notes do not appear on the Daily Schedule page. You have the option to include them on the Daily Schedule report and on schedule cards.
Enter a brief description of the event. Information entered in this field is limited to 50 characters.
Topic codes let you identify the type of event (meeting, hearing, civic event) or the location of an event (DC, State, District) so that you can find and report on, for example, all civic events attended in the state during a specific period of time. To enter a code, type it in the field and press the TAB key or click the search icon next to this field and select a code from the list that appears.
Select this check box to restrict the ability of others to see this event in the daily schedule or on reports. When you identify an event as private, the word "Unavailable" appears instead of the event summary on the Daily Schedule page for all users without access to private events.
Select this check box to indicate that the event is of major importance. Events that are marked as Major appear in bold on the Daily Schedule page and on event reports.
The Office field can be used to indicate the office that scheduled the event. It can also provide a way to quickly enter the location of an event. This field uses codes, which must be added to the Event Office Location code file. The codes contain address information, which will automatically be entered into the Address 1, Address 2, City, State, Zip, County and District fields. You can limit searches to events in one or more office locations by selecting that office in the Office Location field on the Calendar Search page. Options are also available to print schedule reports for only one office or location.
Note: Address Checker validation is available on the Location fields when the City, State and Zip fields have been populated. Type the Zip Code in the City field to trigger Address Checker automatically or click the look-up icon after the Zip field to do validation after entry.
This panel provides a list of each event created when you add a recurring event. Shown for each event it its scheduled date and time, the calendar on which it's been placed, and its synchronization status. Click the Date and Time link to view the event.