The Calendar is a centralized resource that helps users manage their appointments, events and to-do items. Clicking a day in the calendar view in the left pane opens the Calendar wizard at that date. The Calendar allows you to schedule events which may involve one or several users or teams. For instance, you can schedule an item that references you only, such as "Call Ivan at 2pm", or invite multiple users or groups to an event.
Note: You can show or hide the Calendar to suit your needs. To change this setting, expand the Home menu, click Preferences, and click Left Pane Setup. In the list, select or deselect the Calendar checkbox.
It is also possible to set up calendars to use additional linked fields such as event locations. For more information, see Customize a Calendar.
To open the Calendar, click a date in the Calendar in the left pane.
The Next and Previous icons can be used to navigate from one day to the next or previous day or month.
Calendars are implemented as standard tables, so you can add fields and create links to other tables if necessary.
To schedule an event, click a day in the Calendar to open the Calendar wizard. Then, either:
- Click on a time hyperlink in the Day tab of the Calendar, or
- Click the New hyperlink for a day in the Week or Month tabs.
This opens the Calendar Event wizard with that date and time populated
When you create an event, you become a meeting coordinator for that event. The event will appear in the calendar record.
When scheduling an event, you can quickly see the schedules of the objects that are related to that event. For instance, if you click on the user, you will see his or her schedule. If you click on the conflicting event, you will be shown the event details.
Each event has a start time and end time, and the system checks that no conflicting events occur. For instance, the system will make sure the room is available at the requested time and all the required attendees are available when an event of type Meeting is created.
Schedule an Event in a Record
When viewing a record in Edit mode, you can use the Calendar icon in the top right corner to create a calendar event.
This icon will only be present if your group has the Create permission for Calendar records. See Group Permissions for more information.
The event can be viewed in the record where it was created. This adds the record to the linked field, allowing you to access the calendar event from the record and vice versa.
This makes calendar entries available to the related table data type so you can create an embedded table in the record layout for any other table that will show all calendar entries related to this particular record.
Sync Calendar with Outlook and iCalendar
To synchronize the Agiloft calendar with Outlook or another iCalendar application:
- Click a date in the Calendar to open the Calendar wizard.
- Click the Subscribe to Calendar button.
- In the dialog box that opens, enter the password for your Agiloft login in the Password field.
- Select which events to include in the synchronization, and whether to exclude past events.
- Copy the URL that appears in the next screen. This should be entered into your calendar application subscriptions. For instance, in Outlook 2016, navigate to File > Account Settings > Account Settings > Internet Calendars > New, enter the calendar address, and click Add.
In addition, you can synchronize your schedule with Microsoft Outlook via the Manual Export and Import buttons. You must be using Internet Explorer for these buttons to work.
Customize a Calendar
The Calendar can be fully configured for each knowledgebase to suit the particular needs of that environment. For instance, if your KB includes a table of Meeting Rooms, you can create linked fields in the Calendar table to associate events with meeting rooms.
To begin customizing the default Calendar functions, go to Setup > Tables > Edit the Calendar table. From the Table wizard, admin users can add fields like Meeting Rooms or Event Types, change field definitions, and build additional rules and functions.