Scheduling Appointments

This topic discusses how to schedule appointments.

Page Name

Definition Name

Usage

Appointment Details Page

RS_SCHED_APPT

Add, view, or modify an appointment.

Notification Message Page

RS_SCHED_WFNOTIFY

Send an email notification to the resource or resource manager if a schedule changes.

Assign Resource Page

RS_ASSIGN_MAIN

View or modify assignment details.

Use the Appointment Details page (RS_SCHED_APPT) to add, view, or modify an appointment.

Navigation:

  • Resource Management > Maintain Schedules > Monthly Schedules or My Monthly Schedule > Monthly Schedule

    Click a numeric date link on the Monthly Schedule page.

  • Click a numeric date link on the Weekly Schedule page.

  • Click a time link on the Daily Schedule page.

  • Click an appointment description link on the Monthly Schedule, Weekly Schedule, or Daily Schedule page.

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

 Appointment Details page

Field or Control

Description

Start Date

Enter the appointment start date for a new appointment. The default start date is based on the numeric date link that you clicked on the resource schedule to access the Appointment Details page.

Start Time

Enter the time of day when the appointment starts. For a new appointment, the default value is the standard start time that is specified during implementation, except when you create an appointment from the Daily Schedule page. In that case, the start time is based on the time link that you selected on the Daily Schedule page.

Task Duration

Enter the number of Hours and Minutes per day that the resource spends on the appointment.

Category

Enter the appointment task category.

Occurrence Information

Create entries for a recurring appointment in the Occurrence Information group box.

Field or Control

Description

Repeat

Enter the appointment frequency. Options are:

Daily: Select for events that recur every workday.

Monthly by Date: Select for events that recur every month on the same date of the month.

Monthly by Day: Select for events that recur every month on the same day of the month, such as the second Tuesday of each month. You must also select a value in the Repeat for Month field.

Once: Select for events that only occur at the day, date, and time entered. This is the default value.

Weekly: Select for events that recur every week on the same day of the week.

Yearly: Select for events that recur every year at the same month, date, and time.

Interval

Enter the appointment frequency interval. For example, enter an interval of 3 with a repeat value of Weekly to schedule the appointment every third week.

Until

Enter the final date of the recurring appointment.

For Month

Enter a value if the event repeats monthly by day. Options are:

from first: Select to have the system count forward from the first day of the month to schedule the recurring event. For example, an appointment that starts on Thursday, January 1, and repeats monthly by day until December 31 is scheduled on the first Thursday of every month from January through December.

from last: Select to have the system count back from the last day of the month to schedule the recurring event. For example, an appointment that starts on Friday, January 30, and repeats monthly by day until December 31 is scheduled on the last Friday of every month from January through December.

This field is available only if the repeat value is Monthly by Day.

Appointment Conflicts

Access the Daily Schedule page (click the numeric day of the month link on the Monthly Schedule page if an appointment or assignment occurs on that day).

Conflicting events are highlighted on the Daily Schedule page.

Use the Notification Message page (RS_SCHED_WFNOTIFY) to send an email notification to the resource or resource manager if a schedule changes.

Navigation:

Click Save on the Appointment Details page.

If email notification options are active, the Notification Message page appears when you save a new or modified appointment.

During implementation on the Installation Options - Resource Management page, you can select the option to send the message to the resource, resource manager, or both. You also select the tasks that, when changed by the resource, the resource manager, or the staffing manager, trigger the workflow. You must select the Calendar Email Notification option on the Installation Options - Resource Management page to activate schedule change notification.

Field or Control

Description

Note

Enter additional comments to explain the change.

OK

Click to commit the appointment to the schedule and send the notification message to the indicated recipients.

Note: The E-Mail To field appears blank on the Notification Message page if there are no email addresses established for the user IDs that are associated with the recipients. When you click OK on the Notification Message page, a warning appears indicating that no email message was sent because no recipients are defined on the message. The appointment is committed to the schedule. Click OK to close the warning message.

Cancel

Click to cancel the message, discard the save attempt, and return to the Appointment Details page.

Note: When workflow is activated, the appointment will not save until you click OK on the notification message.

Use the Assign Resource page (RS_ASSIGN_MAIN) to view or modify assignment details.

Navigation:

Click an assignment description link in the Resource Monthly Schedule (RS_SCHED_MONTH) or My Resource Monthly Schedule (RS_SCHED_MYMONTH) component.

The Assign Resource page appears when you click an assignment description link from the monthly, daily, or weekly resource schedule.