This chapter covers the following topics:
HTML Calendar manages daily activities, appointments, and schedules of applications resources as well as calendar events generated by various Oracle E-Business Suite applications, such as marketing events and sales meetings. Using the calendar features, a user may create appointments, tasks, notes, and other calendar events (such as schedules and bookings), invite attendees for the appointment, and view scheduled activities through various daily, weekly, combination, and monthly calendar views.
Additionally, HTML Calendar provides an effective mechanism to manage group activities by using group or public calendars. With an approval from the Calendar Administrator for a new group or public calendar request, the requestor of the new group calendar becomes the group calendar owner or Group Calendar Administrator of that group calendar and is responsible for any future approvals of subscription requests for that group calendar . All group calendar activities will also be displayed in your personal calendar views with your desired color in order to distinguish them from your personal activities. Furthermore, you can also synchronize appointments that appear in HTML Calendar with your offline devices, such as Palm or Outlook, connected to your personal computer.
Note: Calendar for Oracle Common Application Calendar adopts Oracle Applications Framework, the standard HTML development and deployment platform for Oracle HTML Applications. It provides essential calendar functionality for integrated applications such as Oracle Sales Online. Calendar in Oracle Applications Framework is not fully compatible with the HTML Calendar user interface. For basic use feature, see Chapter 10, Managing Appointments in Oracle Applications Framework. For detailed implementation and use features of the integrated applications, consult product specific documentation.
HTML Calendar provides the following security rules to access appointments, and appointment attachments:
Every employee resource can use HTML Calendar.
The owner can have full access (view, update, and delete) privilege to the appointments and the invitees can have view only access to the appointment.
Only the owner of a calendar can grant another user an access privilege (full access or read only access) to access his or her personal calendar. However, for the private appointments, only the owner can see them even if the full access privilege is granted to another user.
Owners of appointments can have full access privilege to attached notes as well as the attachments created by the owners.
Invitees can have full access to the attached notes as well as the attachments created by the appointment owner. In addition, invitees can also create additional notes and attachments for the appointment.
When a searched note has a source of appointment and you are not the owner or the attendee of the appointment, you will see a message "You do not have permission to access this page" displayed when trying to access the note.
Since the HTML Notes module leverages the Application Object Library (AOL) data security model to provide new security rules, it may change the behavior of accessing Notes from appointment drill down screens depending on the security rules set up in Notes.
See:HTML Notes Security Rules, Data Security for HTML Notes chapter about the notes security access.
The following are the different types of calendars available for viewing in Calendar.
Every employee has a personal calendar that they use to create or view appointments, invite resources to appointments, attach notes and tasks, and relate appointments to business objects. There are several ways to view your calendar including: daily, weekly, monthly, yearly, or in combination with your assigned tasks. Other features of the personal calendar include checking a resource's availability, personalizing your calendar view, and updating and soft deleting existing appointments.
Public calendars are generally used for publishing details like holidays. They can be used by any users in the monthly view format. For example, a user in the United States can view the Australian public calendar for which all the holidays are defined before scheduling a marketing campaign targeting Australia customers.
In addition, public calendars can be used to publish any information that is not targeted to a specific group of people.
Public calendars can only be created through requesting a new group calendar, requested as a public calendar in the Request New Group window. After being approved by the Calendar Administrator, the requestor becomes the owner of the public calendar and is responsible for future appointment creation and updates for that public calendar.
To create appointments for a public calendar, the public calendar owner needs to use the switch calendar functionality. All appointments created for a public calendar must be classified as "public" appointments. They cannot be "private".
A group calendar is created specifically for tasks and appointments related to a resource group. Unlike the public calendar, which can only be viewed on the separate public calendar view, a group calendar is viewed within the user's personal calendar.
A group calendar is not accessible unless you subscribe and receive approval. You can request a new group calendar by submitting a request to the Calendar Administrator. Once the new group calendar is approved, you become the owner of that group calendar or the Group Calendar Administrator and are responsible for future subscription approvals and rejections.
It is important to note that all group calendar appointments are public to the group calendar subscribers, therefore, group calendar appointments cannot be private appointments.
When you log onto calendar, the daily view of your calendar appears in the window. You can then view the entire day's schedule of appointments in this window. Untimed appointments are:
Any task that is assigned to you that does not have a start time and end time.
Any appointment that is created without identifying its duration (not timed).
You can click on the hyperlink for the task (appointment) and be taken to the detail for that specific object. The detail window for the object depends upon the source. For example, if the source is task (object), then you are taken to the Task Details window. If you click on an item in the untimed area where the source is appointment, then you are taken to the Appointment Detail window. The following table describes all the ways you can view your personal calendar.
|Daily View||Within the daily view, you can create a new appointment, update or delete an existing appointment or choose to access a different day on the calendar.|
|Weekly||Within the weekly view you can create a new appointment, update an existing appointment, or delete an existing appointment. You can choose to access a different week to view that week's calendar of appointments.|
|Monthly||Within the monthly view you can create a new appointment, update an existing appointment, or delete an existing appointment. You can also choose to access a different month to view that month's calendar of appointments.|
|Yearly||Within the yearly view you can create a new appointment. The calendar displays all of the months for the entire year. Each month displays the days of the week starting with Sunday and ending with Saturday. The current day is highlighted within the yearly view.|
|Combination||In the combination view, you can maintain daily activities while avoiding scheduling conflicts by viewing the days events alongside a list of current tasks. The combination view fields may vary depending on the columns you choose to display in the Task Summary window.|
|Availability||Within the availability view you can check the availability of multiple resources at the same time. You can also create an appointment by clicking on the time link, and invite all resources who are visibly available. Resource availability is based on appointments which appear on the resource's personal calendar.|
Roles are assigned to resources to determine privileges. For example, you may have the ability to modify another resource's calendar if you are granted full access by the owner. The following table defines each Calendar role.
|Calendar Administrator||The Calendar Administrator is responsible for creating group or public calendars based on user requests. Creation of calendars are accomplished by responding to a workflow request. Once the calendar is approved, the creator becomes the Administrator for that group calendar (Group Calendar Administrator). Requests for that group calendar are then processed by that user.|
|Group Calendar Administrator||The Group Calendar Administrator has all the same privileges as a regular calendar user except that they are responsible for approving and rejecting subscription requests for the group calendars they own.|
|Attendee||An attendee is a resource who has accepted an appointment invitation.|
|Invitee||An invitee is a resource who receives an invitation to an appointment but has not responded.|
|Owner||A calendar owner is defined as the resource who owns the personal, group, or public calendar.|
|Subscriber||A subscriber is an individual who requests access to a group calendar. A subscriber of a group calendar can have read-only or full access.|
|User||A calendar user is an employee resource who uses calendar.|
The following are key features of Calendar:
You can create appointments for yourself or for other resources who grant you full access privileges to their calendar. For example, Elizabeth Smith, a marketing manager at Vision Corporation, decides to target small size companies through the Vision web site. She wants to discuss campaign details with her team, so she uses the HTML Calendar to create an appointment, and subsequently, invites her team to the appointment. Her team members receive the invitation in their calendar.
In addition to creating appointments for upcoming events, you can also create an appointment for a business event that has already occurred in order to have a tracking record. For example, you attended a meeting last week to follow-up on a business event, even though this event was not originally scheduled in your calendar. You create the appointment one week after the event to record the meeting.
Personalization and Preferences
You can specify personal preferences for viewing your daily calendar. You can change your password, grant access privileges so others can view your calendar, request a group or public calendar, or switch to another calendar. You can also personalize the appearance of your calendar. For example, you can define what constitutes a week (Monday to Friday or, perhaps including weekends) as well as, what hours to start and end the day within the daily and weekly views. When Calendar is integrated with other Oracle products, Calendar preferences are embedded within that applications profile or preferences.
A note provides a record of descriptive information that is generated and referenced by the user. Use Notes to add additional information to an appointment. The key functionality of the Notes module includes:
Viewing all existing notes
Creating a note
Attaching a document, text, or a URL to a note
Searching for a note
Task Manager provides the capability for tasks to be created, assigned, prioritized, and managed. It provides an effective mechanism for organizations to use to respond to customers' needs in a timely manner. The key functionality of the Task Manager module includes:
Viewing Task Information
Searching for a Task
Creating a Task
Assigning individual resources to a task
Maintaining Task Contacts
Appointments and tasks are both considered tasks. Appointments that are created in the Create Appointment window automatically show up on the user's calendar with a source of appointment.
Note: If you have integrated both Calendar and Resource Manager with another Oracle product, you see both the Calendar tab and the People tab. These two modules share the CRM Application Foundation User responsibility.
The HTML Calendar module uses the following to provide functionality:
Oracle HTML Task Manager to schedule appointments (tasks) and to create repeating appointments for meetings.
Oracle HTML Resource Manager to invite employee resources to an appointment.
Oracle Accounts Receivables profile options to set the default client and server time zones for a user
Oracle Workflow to send workflow notifications for processing new group calendar requests and subscription requests for an existing group calendar.
The following table describes terms and definitions associated with Calendar.
|Category||Use a category as a way of organizing tasks and appointments. For example, the task can be a business activity and the category could be official.|
|OMO||This is an acronym for Oracle Marketing Online.|
|Full Access||With Full Access you can read and edit/delete the record. This access type does not include the capability of granting access to others.|
|Read-only||With read-only access, you can only view a record. You cannot edit or delete anything.|
|Source Object||This is the originator of the task, note, or appointment; for example, Sales, Service, Contracts, or Opportunity.|
|Calendar||Use Calendar to create, manage, and organize your appointments, tasks, and contacts.|
|Party||A party is an entity that can enter into a business relationship. Resources of type "Party" can be imported as resources from Oracle Accounts Receivables. An example of a party is a customer.|
|Tasks||A task is the lowest unit of work. For example, a task consists of sending an e-mail, calling back a customer, or attending a meeting.|
Each module integrated with Calendar has an individual login. Perform the following steps to log in to Calendar.
Click the Calendar tab to access the daily view of your calendar.
If you have integrated both Calendar and Resource Manager with another Oracle module, you see both the Calendar tab and the People tab. These two modules share the CRM Application Foundation User responsibility
Prerequisite: You must be an employee resource to use calendar.
Responsibility: CRM Application Foundation User
Navigate to the JSP login page.