Setting Up Appointments

This section discusses how to:

Set up appointment registration.
Review the appointment queue.
Set up meeting scheduling criteria.
Set up meeting criteria.

Pages Used to Set Up Appointments

Page Name	Definition Name	Navigation	Usage
Appointment Registration	EODI_APT_REG	select Enterprise Components, then select Desktop Integration, then select Appointment Registration	Set up appointment registration and to define he defaults for the user's appointments, invitations, and calendar.
Appointment/Meeting Group	EODI_APT_QUEUE	select Enterprise Components, then select Desktop Integration, then select Appointment Queue, then select Appointment/Meeting Group	Review the appointment queue, monitor integration transactions, or manually add or update meetings and appointments.
Availability	EODI_APT_TIMES	select Enterprise Components, then select Desktop Integration, then select Appointment Queue, then select Availability	Specify the system parameters for scheduling meetings.
Meeting	EODI_APT_MEETINGS	select Enterprise Components, then select Desktop Integration, then select Appointment Queue, then select Meeting	Specify criteria for your meeting invitations and attendees.

Appointment Registration Page

Use the Appointment Registration page (EODI_APT_REG) to set up appointment registration and to define he defaults for the user's appointments, invitations, and calendar.

Navigation

select Enterprise Components, then select Desktop Integration, then select Appointment Registration

Image: Appointment Registration page

This example illustrates the fields and controls on the Appointment Registration page. You can find definitions for the fields and controls later on this page.

This information is supplied by the applications for delivered integrations. You define the Authorized Users section here. As with tasks, if creating custom integrations, you create data here.

Process ID

The ID is supplied beforehand for delivered integrations.

Description

Description of the process. Enter a unique description.

Appointment Type

Type of appointment. Appointments are anything on a calendar. Values are:

Appointment: No invites, just an item on a calendar.
Meeting: Single, simple.
Meeting Group: Schedule multiple simultaneously.

For example, when scheduling an interview candidate, you have visibility to the entire series of interviews.

Object Owner ID

The application class that owns the object (for example, Enterprise Components).

Select a value from the drop-down list box that contains all of the available applications.

Address Book

Optionally, select a Desktop Integration address book to be available in the Outlook PeopleSoft Scheduler.

Restrict To Address Book

Select to restrict the available email address options to the address Book entered.

Package Name

The name of the package that defines the PeopleSoft Application Layer for this process. This is unique for each process.

The Application Class information and data here is where you point to the code that will be called for your specific PeopleSoft Application Layer functions. This is needed only if you are modifying or adding new integrations. PeopleSoft Applications deliver these defined for their delivered integrations.

The package name, path and class ID are specific to the registration. For delivered registrations, the fields are populated with application specific data.

When creating new registrations, these classes are defined beforehand in PeopleSoft Application Designer. This applies to all registrations.

Path

(Samples) Enter the path where Samples can be found.

Class ID

(Address Samples) Enter a unique ID for the class.

Dynamic Displays

Things that are supplied by default to the appointment. Select the ID of the display that you want as the default.

Authorized Users

Source

The source of the authorized user. Select from the drop-down list box. Values are:

User ID
Role Name
SQL User List

Query from a list to obtain email addresses.

You do not need to create a user ID for each; you can simply use the email address. The user ID does not need to match the email or PeopleSoft user ID. You can also create generic user IDs.

(the blank field to the right of the Source field)

Depending on the Source that you select in the Authorized User section (User ID, Role Name, SQL User List), a corresponding list of options becomes available for selection.

Assigned Users

User ID

Generally assigned when the task is put into the queue. You can also assign by email selection.

Email Address

Alternatively, you can assign this field by email selection.

Appointment Queue - Appointment/Meeting Group Page

Use the Appointment Queue - Appointment/Meeting Group page (EODI_APT_QUEUE) to review the appointment queue, monitor integration transactions, or manually add or update meetings and appointments.

Navigation

select Enterprise Components, then select Desktop Integration, then select Appointment Queue, then select Appointment/Meeting Group

Image: Appointment Queue - Appointment/Meeting Group page

This example illustrates the fields and controls on the Appointment Queue - Appointment/Meeting Group page. You can find definitions for the fields and controls later on this page.

Appointment Process ID

The appointment process associated with this appointment or meeting.

Subject

Appointment: The subject for the appointment in Outlook.
Meeting: The description displayed in the Meeting Queue in the PeopleSoft Meeting Scheduler.

Appointment Type

Appointment: Standard appointment.
Meeting: Single meeting.
Meeting Group: Multiple meetings to be scheduled on a single screen.

Show Time As

Status for the appointment. Values are:

Busy

This is the default value.
Free
Out Of Office
Tentative

Start Date/Time

Start date and time for the appointment.

This is not visible for meetings.

End Date/Time

End date and time for the appointment.

This is not visible for meetings.

Address Book

The address book for the default on new meetings.

This is not available for appointments.

Restrict To Address Book

Option supplied by default onto new meetings.

Message

Appointments: Body of appointment.
Meetings: Master meeting body.

Dynamic Displays

Dynamic Displays ID

The ID of the dynamic display.

Select the ID of the display that you want as the default in the user’s tasks.

Description

The description of the dynamic display that the ID identifies.

Assigned Users

User ID

This is generally assigned when the task is put into the queue.

You can also assign by email selection.

Appointment Queue - Availability Page

Use the Appointment Queue - Availability page (EODI_APT_TIMES) to specify the system parameters for scheduling meetings.

Navigation

select Enterprise Components, then select Desktop Integration, then select Appointment Queue, then select Availability

Image: Appointment Queue - Availability page

This example illustrates the fields and controls on the Appointment Queue - Availability page. You can find definitions for the fields and controls later on this page.

Use this page to specify the system parameters that guide or restrict when you can schedule a meeting. This page is enabled for meetings only. The system considers meetings as a special type of appointment.

Restrict Meeting Times

When this option is enabled, meetings can be scheduled only within the meeting windows that you define.

Restrict to Single Day

When this option is enabled, all meetings in a meeting group must occur on the same day.

Meeting Windows

The start date and time, end date and time, and time zone.

Appointment Queue - Meeting Page

Use the Appointment Queue - Meeting page (EODI_APT_MEETINGS) to specify criteria for your meeting invitations and attendees.

Navigation

select Enterprise Components, then select Desktop Integration, then select Appointment Queue, then select Meeting

Image: Appointment Queue - Meeting page

This example illustrates the fields and controls on the Appointment Queue - Meeting page. You can find definitions for the fields and controls later on this page.

This page is enabled for meetings only.

Update

In the Simulated Events section, click the Update button to test your integration process without using Microsoft Outlook.

This process updates all meeting groups.

Delete

In the Simulated Events section, click the Delete button to test your integration process without using Microsoft Outlook.

This process deletes the current meeting.

Status

Select a value from the drop-down list box. Values are:

Awaiting Responses.
Canceled.
Initial - Not Visible.

This is the default value.
On Hold - Do Not Schedule.
Queued for Canceling.
Queued for Scheduling.
Scheduled.

When you install the Microsoft Outlook Add-In program, the Status field is visible in your PeopleSoft application.

Start Date/Time

Enter the first date that you want to consider within a particular time frame or known availability.

From the drop-down list box, select the time that you want the meeting to begin.

Time Zone

The attendee’s time zone.

When you select a time zone from the drop-down list box, you are ensuring that the time you enter on your calendar appears correctly on the attendee’s invitation and calendar for his or her time zone.

End Date/Time

Enter the last date that you want to consider within a particular time frame or known availability.

From the drop-down list box, select the time that you want the meeting to end. This field is automatically populated when you specify a value in the Duration field.

Duration (Minutes)

Duration of the meeting time in minutes. This field is automatically populated when you select the beginning and ending time.

Address Book

Select from your available Desktop Integration address books.

Selecting a Desktop Integration address book enables you to make available an email address book that is sourced from the PeopleSoft application.

Restrict To Address Book

When you select this option, you can choose addresses only from the selected address book.

Subject

Enter a subject line. This can be the topic of the meeting, the call-in number, or whatever information you want.

Require Unique Invitation

Select to require a unique or custom invitation to a particular invitee or group.

This option prevents the user from sending the Master Meeting invite information in the Outlook Scheduler.

Note: Within the PeopleSoft Outlook Meeting Scheduler, the user can define a single meeting invite message for multiple meetings, individual meeting invite messages, or a combination of the two. The Master Meeting is a shared meeting invite that can be used and it’s body is supplied by default from the Message as defined on the Appointment/Meeting Group page. Each individual meeting can also have a message body that is defined on the Meeting page. This text is used if the user chooses not to use the Master Meeting invite, or if it’s use is restricted.

Use Master Meeting

Select to use the content or text specified in the Master Meeting for everyone to whom you are sending an invitation.

Send as iCal Appointment (iCalendar appointment)

Select to send to an external invitee who is using another calendaring system or application.

Deleted?

Select to flag this meeting for deletion.

Message

Enter the body of the invitation content or text into this pane for global visibility, unless otherwise specified.

The system uses this message if the meeting is not using the Master Meeting (if you did not select the Master Meeting check box).

Updated

This field is automatically populated with the date of the latest update.

Email Address

In the Participants section, enter the email address or D-list of the people you want to invite.

Email Name

Alternatively, you can enter the invitee name or group name.

Select from the list of available types and participant types:

Required: User must be present at meeting.
Optional: User can optionally attend the meeting.
Resource: Used for room scheduling and resources.

Response

This is the current response received from the user. Values are:

Accepted
Declined
Deleted
No Response

The invitation has been sent but no reply has been received.
Not Sent
Proposed New Time
Tentative

Simulate Events

Response

In the Simulate Events section, click the Response button to simulate the event and test your process without using Microsoft Outlook.