Entering Detailed Information for an Event

Use the Schedule Detail Maintenance screen to enter detailed information about an event or meeting. For example, you can:

Enter an agenda for a meeting.
Enter a more detailed description of the event.
Set an alarm for the event.
Schedule the event as a repeating event.
Enter public and private notes.

To enter detailed information for an event:

From the System > Scheduler menu, select Scheduler to display the Daily Schedule screen.
Schedule an event or display a previously scheduled event.
Use the Detail hot key to display the Schedule Detail Maintenance screen.

Note: You can also access the Schedule Detail Maintenance screen by selecting Detail from the Scheduler's main menu. If you access the screen from the Scheduler's main menu, you must create a new event or know the ID assigned to the event.

The system displays the following information taken from the Daily Schedule screen:

Field	Description
Event ID	Enter an event ID to call up event details or type New for the system to assign a new event and ID.
Owner	User who entered the event on the Daily Schedule screen.
Time Zone	Time zone for the event owner, as defined in User Maintenance.
Description	Event description.
Date	Scheduled date for the event.
Start Time	Starting time of the event in the specified time zone.
End Time	Ending time of the event in the specified time zone.
Location	Meeting room for the event.
Attendance	Whether the event owner will attend the event, indicated by: Yes, No, or Unknown.

Note: Except for the Event ID field, you can edit these fields, as necessary.

In the Completed field, enter an asterisk (*) to flag an event as complete.
In the Type field, press F10 and select a pre-defined event type to assign to the event, as needed.
In the Access field, press F10 and select whether the information about this event is available to:

Public – All authorized users.
Private – Only the owner of the event.

In the Alarm field, enter the amount of time prior to the event start time when you want the system to send a message reminding you that this event is on your schedule. The default is Disabled, meaning the system does not send an alarm message. The system determines the default by the Default Scheduler Alarm Time control maintenance record.

If you enter a time, press F10 to select one of the following options:

Option	Description
Minutes	The system sends an alarm message the designated number of minutes before the event.
Hours	The system sends an alarm message the designated number of hours before the event.
Days	The system sends an alarm message the designated number of days before the event.
Disabled	Deactivates the alarm.

Use the following fields for entering notes:

Field

Description

Public Notes

Notes for the event that you want to make accessible to all authorized users, such as a meeting agenda.

The system displays an asterisk (*) in the Notes column next to any user who entered notes.

Use the Notes hot key to display these notes.

Private Notes

Notes for the event only you can view.

Populate the following fields to schedule users for the event:

Field

Description

Users

All users for whom this event is scheduled.

Enter additional user IDs if you want to schedule the event for additional users.
Use the Users hot key to quickly place the cursor in the Users column.

Attend

Lists if the users identified in the Users column are required to attend. Select one of the following:

Yes
No
Unknown

The system displays Unknown when you add new users to the event.

Note: You can only update this field for your own user ID.

Use the hot keys to perform the following functions:

Hot Key	Description
Repeating	Displays the Repeating Schedule screen, where you can create a repeating event that the system adds to your calendar at the defined times.
Users	see Users field above.
Add'l	Displays the Additional Event Details screen. For more information, see Entering Additional Event Details.
New	Clears the Schedule Detail Maintenance screen, so you can create a new event.
Delete	Deletes the currently displayed event. The system prompts you to confirm the deletion. If you are deleting an event that was set up to repeat, the system displays the additional prompt This event repeats. Delete current day or all? Press F10 and select whether to delete the event for the current day or all days.
View	Provides access to cross-reference data, such as customer maintenance, for the event.
Meeting Adv	Displays the Meeting Advisor screen, which you can use to schedule meetings.
Xref	Displays the Event Cross-Reference screen. Use this screen to reference contacts, products, trackers or other entities with the scheduled event.
Notes	Displays all the notes, which are not private, for the event entered by attendees.
Complete	Closes the event.
Tracker	Displays a list of all entities and users associated with the schedule. Selecting a user/entity automatically opens a tracker associated with that user/entity.

Press Esc to save the details and return to the Daily Schedule screen.