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<chapter id="modules_calendar">
  <title>The calendar module</title>
  
  <warning>
    <para>! This manual is obsolete !
    </para>
  </warning>
  
  <para>The calendar module allows you to manage appointments. Those can be
    business-related or private. It can display birthdays from the contacts
    and show people's vacations, and much more. This chapter explains the
    calendar module, including it's configuration. Thanks to Patrick Malaison
    for providing the initial version of this chapter!
  </para>
  
  <note>
    <para>The calendar module is still the worst part of more.groupware at this
      time. You might encounter a lot of bugs - sorry for this! But we suffer from
      a lack of time and manpower. If you would like to see this fixed, you can
      help by donating your skills, your time for testing, or your money.
    </para>
  </note>
  
  <section id="modules_calendar_views">
    <title>The views</title>
    
    <para>Once you click on the Calendar tab you will be presented with
      the default view for your calendar. By default this screen will be the
      Daily view. This screen includes many items, some of which can be
      customized. The customization will be explained in the Settings
      Module.
    </para>
    
    <para>The Sub menu located immediately below the menu bar allow you to
      create a New Appointment and to browse between the different views, we
      will get to this in just a moment. On the right side of the screen are
      tools to help you use the calendar:
      
      <itemizedlist>
        <listitem><para>
            The first box indicated who's calendar you are monitoring, usually your own.
          </para>
        </listitem>
        <listitem><para>
            The second box allow you to select any other user that you would like to inquire about their schedule.
          </para>
        </listitem>
        <listitem><para>
            Next is a Monthly Calendar. You can switch month back clicking the arrows located on each side of the month. The next line indicate the year, you can change the year on the same fashion you do the months. To select a specific day of the month, just click on the date in the calendar.
          </para>
        </listitem>
        <listitem><para>
            The next box allows you to quickly jump to a specific date by entering it in the appropriate boxes and clicking the &quot;Jump to Date&quot; button.
          </para>
        </listitem>
        <listitem><para>
            Lastly, you are presented with the color legend for the calendar.
          </para>
        </listitem>
      </itemizedlist>
    </para>
    
    <para>Let's have a look at the different views that you can access in
      this module. This is the main part of the window.
    </para>
    
    <section id="modules_calendar_dayview">
      <title>Today</title>
      
      <para>In this view, you see an overview of the day that is displayed on the first line after the 2 menu lines. You can change the day shown by clicking the Back or Forward link on each side of the date. The default view will show time from 8:00AM to 5:00PM  in 30 minutes increments by default, please refer to the Settings Module Documentation to change those values.</para>
      
      <figure>
        <title>Calendar day view</title>
        <graphic fileref="images/modules/calendar/dayview.png"/>
      </figure>
      
      <para>When you have an appointment, it will show up as shown in the
        picture above. Here is an explanation based on this example.
      </para>
      
      <table frame='none' colsep='0' rowsep='0'>
        <tgroup cols='2' align='left'>
          <tbody>
            <row>
              <entry>From To:</entry>
              <entry>The  start and end time will be shown on the same line. The time slots occupied by that meeting will not show up. Here the meeting starts at 2:00 PM and ends at 3:30 PM</entry>
            </row>
            <row>
              <entry>Description:</entry>
              <entry>Self-explanatory, the description of the meeting or event.</entry>
            </row>
            <row>
              <entry>Location:</entry>
              <entry>Where the meeting is to be held.</entry>
            </row>
            <row>
              <entry>Action:</entry>
              <entry>There you'll have links to action that you can perform on that item. These actions include: Details, Edit, Delete and vCal. They will be explained now.</entry>
            </row>
          </tbody>
        </tgroup>
      </table>
      
      <section id="modules_calendar_dayview_details">
        <title>Details</title>
        
        <para>Clicking on the details button will show you the details
          pertaining to this event in your calendar. Let's have a look at the
          details for our example:
          <figure>
            <title>Appointment details</title>
            <graphic fileref="images/modules/calendar/details.png"/>
          </figure>
        </para>
        
      </section>
      
      <section id="modules_calendar_dayview_edit">
        <title>Edit</title>
        
        <para>This is the screen that you will see if you click the Edit
          button on the Today view for a specific appointment. As you will see
          later, it is very similar to the New Appointment screen both in look
          and functionality. Please refer the New Appointment section for more
          details on how to use this screen. The only difference is in the
          button to submit your changes, it is called Edit Appointment, you
          click on it when you are finished entering your modification and ready
          to submit the new appointment. You can click on Cancel at any time to
          cancel your changes and return to the previous page.
          <figure>
            <title>Appointment editing</title>
            <graphic fileref="images/modules/calendar/editappt.png"/>
          </figure>
        </para>
        
      </section>
      
      <section id="modules_calendar_dayview_delete">
        <title>Delete</title>
        
        <para>If you wish to remove an entry from you calendar, you click on
          the Delete link for the item you want to cancel. You will be presented
          with a screen very similar to the Details screen, except for the
          Delete Appointment button at the bottom that you click to submit the
          cancel request.
          <figure>
            <title>Appointment deletion</title>
            <graphic fileref="images/modules/calendar/deleteappt.png"/>
          </figure>
        </para>
        
        <para>If it is an appointment that you created yourself, it will be
          automatically deleted once you click on the Delete Appointment
          button. If it is an appointment that was created by someone else,
          you'll will have to decide if you want to delete it only for yourself
          or for everybody that is part of this meeting. Once again, be careful
          with the Delete process has there is no additional confirmation
          message.
        </para>
        
      </section>
      
      <section id="modules_calendar_dayview_vcal">
        <title>vCal</title>
        <para></para>
      </section>
      
    </section>
    
    <section id="modules_calendar_weekview">
      <title>This Week</title>
      
      <para>This is the screen that will show you a weekly view of your
        agenda. You can move to different week by clicking the Back and
        Forward link on each side of the dates at the top of the screen. If
        you would like to go to a specific day, just click on the
        corresponding date.
      </para>
      
      <figure>
        <title>Calendar week view</title>
        <graphic fileref="images/modules/calendar/weekview.png"/>
      </figure>
      
      <para>You can view the details of any meetings by clicking on the item
        in question. You will then be presented with the Details view as
        described in the Today view section. You can click the back button at
        the bottom of the meeting detail window or use any of the navigation
        links at the top to continue.
      </para>
      
    </section>
    
    <section id="modules_calendar_monthview">
      <title>This Month</title>
      
      <para>This view, has its name implies shows a monthly view of your
        agenda. The left end column shows the week number out of 52. As with
        the weekly view, to see the detail of any specific item, just click on
        that item. You can also move from month to month using the Back and
        Forward link surrounding the month being displayed. You can access a
        specific week by clicking on that weeks number on the left or a
        specific day by clicking on the date you wish to access in the same
        fashion.
      </para>
      
      <figure>
        <title>Calendar month view</title>
        <graphic fileref="images/modules/calendar/monthview.png"/>
      </figure>
      
      <note>
        <para>You can only Delete and Edit appointments from the daily
          view. If you want to do either of these action while in another view,
          you will need to first go to the schedule for that specific day as
          explained above.
        </para>
      </note>
      
    </section>
  </section>
  
  <section id="modules_calendar_createappt">
    <title>Creating an Appointment</title>
    
    <para>In this section, you will learn how to create
      appointments. Several options are available and will be covered
      here. First let's have a look at the New Appointment screen.
      <figure>
        <title>New appointment form</title>
        <graphic fileref="images/modules/calendar/createappt.png"/>
      </figure>
    </para>
    
    <para>Now let's look at the different sections of the screen one by one.</para>
    
    <section>
      <title>Date and Time</title>
      
      <para>In this section, you need to enter the date and time of the
        meeting. There is also 3 check boxes to consider in this
        section.
        
        <itemizedlist>
          <listitem>
            <para>Entire Day: Check this is this is going to be an all day event.</para>
          </listitem>
          <listitem>
            <para>Vacation: Check if you are going on vacation and wish to have your on-line agenda reflect this fact.</para>
          </listitem>
          <listitem>
            <para>Private Appointment: If you check this box, other user will see that you are unavailable but will not be shown any details about your appointment.</para>
          </listitem>
        </itemizedlist>
      </para>
    </section>
    
    <section>
      <title>Location and Subject</title>
      
      <para>In these 2 boxes, enter the location of the meeting, for example
        'Board Room', or 'Doctor Doolitle's Office'. In the subject box, enter
        a description of the meeting for you and others to know what it is
        about. You could even enter the agenda there.
      </para>
    </section>
    
    <section>
      <title>Participants</title>
      
      <para>The first check box in this section is to indicate if you are
        going to attend this event or not. Next you have a list of user in
        your system (i.e. employees). You can select more than one person by
        holding the Ctrl key on your keyboard. To add them in the list on the
        right, click on the Add button. Use the same process to remove them
        from the Participants list.
      </para>
      
      <para>The Overview Participants button allows you to quickly assess
        any conflicts before trying to create the appointment. In the
        following example, the first person on the list has something planned
        from 9:30AM to 4:30PM.
        <figure>
          <title>Participant overview</title>
          <graphic fileref="images/modules/calendar/partoverview.png"/>
        </figure>
      </para>
      
      <para>The External Participant box allows you to include the names of
        other people involved in the event that are not part of the employee
        list. Remember that those people will not be automatically notified of
        the meeting.
      </para>
    </section>
    
    <section>
      <title>Repetition</title>
      
      <para>This section allows you to create appointments, meetings or other entries in your calendar that are repeated at regular interval. These intervals are:
        <itemizedlist>
          <listitem>
            <para>None: Default value, this indicate a one time only event</para>
          </listitem>
          <listitem>
            <para>Work Days: The  event will repeat every workday (Monday through Friday)</para>
          </listitem>
          <listitem>
            <para>Daily: This event will repeat every day, including Saturday and Sunday.</para>
          </listitem>
          <listitem>
            <para>Weekly: Indicate a weekly event, for example the Friday status meeting.</para>
          </listitem>
          <listitem>
            <para>Monthly: A once a month  affair, making sure your time sheet are completed by month  end at the end of every month.</para>
          </listitem>
          <listitem>
            <para>Yearly: A once a year event that you need to remember, a wedding anniversary or birthday for example.</para>
          </listitem>
        </itemizedlist>
      </para>
      
      <para>The &quot;Within Time Frame (inclusive)&quot; date selection boxes indicate the last date that this event will occur.</para>
    </section>
    
    <section>
      <title>Create Appointment</title>
      
      <para>The last section of this screen , to create the appointment,
        click on the &quot;Create Appointment&quot; button or on the
        &quot;Cancel&quot; button if you decide not to create the new
        meeting.
      </para>
      
      <itemizedlist>
        <listitem>
          <para>Successful creation: if all goes well, your
            appointment will be added to the system and people that are invited
            will see the newly created item in their own calendar and will receive
            an e-mail if you have this option enabled.
          </para>
        </listitem>
        
        <listitem>
          <para>Conflicting schedule: If one of the people invited to
            join the meeting has a conflict in their schedule, you will be
            presented with the following screen:
            <figure>
              <title>Appointment conflict detected</title>
              <graphic fileref="images/modules/calendar/conflict.png"/>
            </figure>
          </para>
          
          <para>At this point, you need to decide what the next step will be,
            you have three options offered to you:
            <itemizedlist>
              <listitem>
                <para>Book:This option will book the meeting regardless of
                  the conflict created. This will in fact &quot;double&quot; book the people
                  having a schedule conflict. Some time it is necessary to do so, for
                  example, you are planning a team meeting and one member as a private
                  appointment (to the dentist maybe...) but you need to have the meeting
                  regardless.
                </para>
              </listitem>
              <listitem>
                <para>Do not Book: This will have the same effect as hitting
                  cancel on the creation screen and will clear the data and remove the
                  meeting from the schedule.
                </para>
              </listitem>
              <listitem>
                <para>Change: This will bring you back to the previous
                  screen and allow you to modify the meeting in order to resolve the
                  conflict. The best way to avoid conflict is to use the "Overview
                  Participants" function that will let you see the schedule of the
                  people you are inviting to your meeting.
                </para>
              </listitem>
            </itemizedlist>
          </para>
        </listitem>
        
      </itemizedlist>
    </section>
    
  </section>
  
  <section id="modules_calendar_configuration">
    <title>Configuring your Calendar</title>
    
    <para>To personalize your Calendar, you need to access the Settings
      page by clicking the &quot;Settings&quot; tab on the menu bar. Once
      that page opens, find the Calendar section and click on the
      &quot;Settings&quot; link. The following page will open:
      <figure>
        <title>Calendar configuration settings</title>
        <graphic fileref="images/modules/calendar/settings.png"/>
      </figure>
    </para>
    
    <variablelist>
      <varlistentry>
        <term>Check &quot;I will participate in the appointment&quot; by Default
        </term>
        <listitem>
          <para>If you mostly create appointment for other people, for
            example your Manager or, you may prefer to de-select this option. If
            you do and you need to create an appointment that you will be part of,
            you will need to remember to click the box on the new appointment
            screen.
          </para>
        </listitem>
      </varlistentry>
      
      <varlistentry>
        <term>Send Reminder Email
        </term>
        <listitem>
          <para>Checking this box will force the system to
            send an e-mail to all people involved in the meetings that you are
            creating. In addition to seeing the meeting in their schedule, they
            will also receive an email with the meeting information.
            <note>
              <para>Please note that this option is not enabled by
                default
              </para>
            </note>
          </para>
        </listitem>
      </varlistentry>
      
      <varlistentry>
        <term>Show birthdays in calendar
        </term>
        <listitem>
          <para>If you select this option and the
            birthdate of the users is entered in the system, you will be able to
            see those. Birthdays from the contacts module will shown as
            well.
          </para>
        </listitem>
      </varlistentry>
      
      <varlistentry>
        <term>Calendar View From To
        </term>
        <listitem>
          <para>Those 2 field allow you to change the
            hours shown in your calendar, by default, these values are 8:00 to
            17:00. They can be modified for the start from 5:00 to 12:00 and the
            end of day from 13:00 to 24:00.
          </para>
        </listitem>
      </varlistentry>
      
      <varlistentry>
        <term>Interval Length
        </term>
        <listitem>
          <para>By default, the daily view shows an entry for
            every 30 minutes. It can be modified to show interval of 15, 20, 30 or
            60 minutes.
          </para>
        </listitem>
      </varlistentry>
      
      <varlistentry>
        <term>Default View in Calendar
        </term>
        <listitem>
          <para>This will decide what view will first
            presented to you when you access the Calendar module. The choices are
            Today, Week or Month.
          </para>
        </listitem>
      </varlistentry>
      
      <varlistentry>
        <term>Holiday template
        </term>
        <listitem>
          <para>The Calendar Module allows you to choose
            different holiday template depending on your country. Use the drop
            down list to make your choice.
          </para>
        </listitem>
      </varlistentry>
      
      <varlistentry>
        <term>vCal creation method
        </term>
        <listitem>
          <para>You can create vCal files from appointments. This allows you to choose between the creation of a file you can download, or the file being automatically attached to an email. In this case the webmail module will open with a message you can then send.</para>
        </listitem>
      </varlistentry>
    </variablelist>
    
  </section>
  
</chapter>
