The New Event page lets you enter information about an event that you're placing on a calendar and send an alert email. The record page contains seven panels that let you enter information about and attach records to the event. To access one of the following panels, click the appropriate tab: Event, Attachments, People, Workflow, Documents, Discussion, Summary or Status Log.
The Event panel is the primary entry area for information about the event. The following fields are available on this panel: Calendar, Start Date, Start Time, Start Time Zone, End Date, End Time, End Time Zone, Status, Summary, Notes, Short Description, Topics, and Office. In addition, there is a Calendar Busy Report link for viewing a time line and two check boxes let you identify events as Private and Major. In addition to these standard fields, custom fields created by your office may also appear in an Event record.
The Calendar field lets you add events to different calendars. Your default calendar, which appears in this field when you add a new 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. You can also type the full or partial calendar name in the Calendar field. Only those people for whom you have Edit scheduling access appear on the list.
To view a time line of events for the selected calendars, click the Calendar Busy Report link. IQ opens a new tab/window with the scheduled events for the event date for each selected calendar. This allows you to see what time frames are busy or available for each calendar. Note: If you are adding a new event, you must first save it in order for the new event to be displayed on the Calendar Busy Report.
You can also add multiple events to other calendars from the Daily Schedule or Search Results page. Select the check box next to the events you want to add to another calendar, and then select the Add to Calendars action. Once you've selected the calendar or calendars to which you want to add the event and clicked the Add to Calendars button, all selected events are added to those calendars.
Once the new event has been saved, you can use the Send Alert action to send an alert message to those users who have access to the selected calendars.
The current date appears in the Start Date field for a new record unless you're viewing the Daily Schedule for a different date, in which case that date appears in this field. You may enter another date by deleting the date that appears and typing a new date, by clicking the calendar icon next to the field and selecting a date from the calendar that appears, or by selecting a date from the monthly calendar that appears on the right of the Event panel. If you’re typing a date for the current year, you don't need to include the year if the event will take place in the current year.
Note: You can clear both the Start Date and End Date fields and leave them empty to add an event for which a date has not been set (referred to in IQ as an Unscheduled event). When a date is not entered or known for an event, you can search for it by selecting Only unscheduled events in the Include Events field or clicking the Unscheduled Events submenu link.
Type the time at which the event is scheduled to begin. You may type the complete time (2:00 pm) or the hour (2:00), or the hour without minutes (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.
This field defaults to the Start Time Zone selected in your IQ user Preferences. If the default time zone is not the correct time zone for the event's Start Time, you can select the correct time zone by clicking in this field and selecting one from the list that appears.
The current date appears in the End Date field for a new record unless you're viewing the Daily Schedule for a different date, in which case that date appears in this field. You may enter another date by deleting the date that appears and typing a new date, by clicking the calendar icon next to the field and selecting a date from the calendar that appears, or by selecting a date from the monthly calendar that appears on the right of the Event panel. If you’re typing a date for the current year, you don't need to include the year if the event will take place in the current year. You can enter a multi-day event by entering an end date that is several days after the start date. Click the Multi-Day Events submenu link to view
Note: You can clear both the Start Date and End Date fields and leave them empty to add an event for which a date has not been set (referred to in IQ as an Unscheduled event). When a date is not entered or known for an event, you can search for it by selecting Only unscheduled events in the Include Events field or clicking the Unscheduled Events submenu link.
Type the time at which the event is scheduled to end. You may type the complete time (2:00 pm) or just the hour (2:00). This field also accepts military time (14:00) and converts it to standard time (2:00 PM). If the Start Date and End Date fields contain the same date, then you may leave the End Time field blank if the event has a start time, but does not have an end time. If the Start Date and End Date are not the same date and the Start Time field contains a time, then the End Time is required.
This field defaults to the End Time Zone selected in your IQ user Preferences. If the default time zone is not the correct time zone for the event's End Time, you can select the correct time zone by clicking in this field and selecting one from the list that appears.
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 new event, is set in user Preferences. To change the code, click in the Status field and select a code from the list that appears. Status codes can be added, printed, and archived.
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.
Status codes are maintained in the Calendar codes file. Click the Codes submenu link to access this file. Standard codes include the following:
Approved
Canceled
Regrets
Rejected
Reminder
Tentative
Note that the Status is appended to the beginning of data in the Summary field when you synchronize an IQ Event with Outlook and Sync Status to Outlook Subject Field is selected in your user Preferences.
Enter a summary of the event. The Summary field is the primary information field for the event record and is the only field for which data is required in order to save the record. Type the information as you want it to appear on printed reports. This is a 4,000 character limited text field&emdash;words wrap to the next line as you type and the field size automatically increases each time you press the Enter key. You can manually increase or decrease the size of the field, by clicking the plus (+) or minus (-) icon. In addition, you can spell-check text entered into this field by clicking the spell check icon next to the field.
If Allow HTML Entry in Data Field is set to Yes in your IQ System Configuration Settings, you can enter embedded HTML Hypertext Markup Language. The coding language used to create Web pages. HTML commands cover many types of text formatting and also have the ability to include graphics and other nontext elements. code into this field to highlight Summary text. For example, you can select the text with your mouse and then click the B button and IQ will enter <b></b> to begin and end bold, click the I button for <i></i> to begin and end italics, or click the U button for <u></u> to begin and end underlining. The formatted text appears on printed reports as well as on the Daily Schedule and Search Results pages. Note: If HTML formatting is used in the Summary field, the HTML tags will appear in Outlook when the IQ Event record is synchronized.
You must enter information in this field before you can save the event record.
The Notes field lets you record additional information (up to 4,000 characters) about an event. Notes might include such things as information on attendees, directions or transportation to the event, and so forth. Words wrap to the next line as you type and the field size automatically increases each time you press the Enter key. You can manually increase or decrease the size of the field, by clicking the plus (+) or minus (-) icon. In addition, you can spell-check text entered into this field by clicking the spell check icon next to the field.
Notes do not appear on the Daily Schedule page. You have the option to include them on the Daily Schedule reports and on schedule cards.
If Allow HTML Entry in Data Field is set to Yes in your IQ System Configuration Settings, you can enter embedded HTML Hypertext Markup Language. The coding language used to create Web pages. HTML commands cover many types of text formatting and also have the ability to include graphics and other nontext elements. code into this field to highlight Notes text. For example, you can select the text with your mouse and then click the B button and IQ will enter <b></b> to begin and end bold, click the I button for <i></i> to begin and end italics, or click the U button for <u></u> to begin and end underlining. The formatted text appears on printed reports. Note: If HTML formatting is used in the Notes field, the HTML tags will appear in Outlook when the IQ Event record is synchronized.
Enter a brief description of the event. Information entered in this field is limited to 50 characters. When you print the Monthly Schedule report, you have the option to use this field information.
This field allows for embedded HTML code so that you can highlight Short Description text. For example, you can use <b> and </b> to begin and end bold, <i> and </i> to begin and end italics, and <u> and </u> to begin and end underlining. The formatted text appears on the Monthly Schedule Report.
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.
Topic codes can also be added to multiple records from the Daily Schedule or Search Results page. Select the check box next to the events you want to update with a code or codes, and then select the Add Topic Code action. Once you've selected the topic code or codes and clicked the Add Topic button, all selected events are updated with the code or codes.
Topic codes can be added, printed, and archived just like all other codes.
Select this check box to restrict the ability of others to see this event on the calendar 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 all event reports and on the Daily Schedule page.
The Office field can be used to indicate the office that scheduled the event. This field uses codes, which must be added to the Event Office Location code file. The codes contain address information, which is automatically entered into the Address 1, Address 2, City, State, Zip, County and District fields when you type or select an office code. 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.
The Select Office action on the Daily Schedule and Event Search Results pages allows you to change an existing or add an office location to one or more events at the same time.
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.
The Attachments panel displays information on and links to any files attached to the event. Actions on this panel let you attach and detach files from the event record.
The People panel displays information on and links to any People records attached to the event. Actions on this panel let you add new People records and attach and detach People records from the event record.
The Workflow panel displays information on and links to any Workflow records attached to the event. Actions on this panel let you add new Workflow records and attach and detach Workflow records from the event record.
If there are any documents associated with the event, they appear on the Documents panel. Click the document name to open the document. Actions on this panel let you attach or detach an existing document or create a new document.
The Discussion panel contains a discussion topic tree with topics and their associated replies. Select the New Topic action to add a new topic. The subject of each topic is highlighted in blue and the subjects of the associated replies are slightly indented below each topic. Note that a discussion topic tree can be deleted if your user-id has been granted access to Security Lock #158 in Calendar Security.
The Summary panel contains information about the event along with any attachments, people, workflow and documents. The Print Summary by Section action allows you to select which sections of the event summary you would like to print.
The Status Log panel shows all actions that were taken for this event record, including changes made to the event, and files and records that were attached.