Calendar Overview

General

Widget Title

Here, the default name of the widget can be changed. If a new name is entered, this name will be displayed in the header of the widget.

Grid View *

Here you can select the time period for the grid view.

Timeline View *

Here you can select the time period for the timeline view. You can also define a custom timeline view here. If you have selected the Custom timeline view, you can configure the settings for this timeline in the Timeline View “Custom” Settings section below.

Agenda View *

Here you can select the time period for the agenda view.

Show weekends *

Select whether the weekends should be displayed or not.

Show Resource Information *

Show additional resource information next to the agent name in the Resource Calendar widget. You can use OTRS smart tags related to agents, e.g. <OTRS_AGENT_X>. You can even access agent preferences.

See also

The additional resource information can be added in setting AppointmentCalendar::CustomTimeline::ResourceInformation in the system configuration.

Resources

Teams *

This setting is user and team specific. If you have defined an agent filter in this way, the widget will filter the appointments to the selected teams and agents.

Timeline View “Custom” Settings

Shown weeks *

Select how many weeks should be displayed in the Custom timeline view.

Start time *

Select the start time for the Custom timeline view. The default 00:00 means the start time will be at the very beginning of the day (midnight).

End time *

Select the end time for the Custom timeline view. The default 24:00 means the end time will be at the very end of the day (midnight).

Slot duration *

Select the time slot duration for the Custom timeline view. The default 2 Hours means that each shown time slot has the duration of two hours (e.g. 12 slots are shown for a day 00:00 – 24:00).

Slot width *

Select the time slot width for the Custom timeline view. The default 100 Pixel means that each shown time slot has a width of 100 pixel.

In Custom timeline view, it is possible to show more information on each shown appointment. For this, you have to configure the setting Additional Description in the Calendars screen of the administrator interface.

Check or uncheck the checkboxes in the Calendars sidebar to show or hide appointments belonging to a specific calendar.

To view OTRS appointments in external calendar applications:

1. Click on the Copy public calendar URL icon in the Calendars sidebar to copy the URL to the clipboard.

2. Open your external calendar application.

3. Insert the URL into your external calendar application.

Within the calendar overview, an agent is able to display, create, edit and/or delete appointments of different calendars, depending on their permission level related to the calendars. Appointments can be created or edited via drag and drop within this screen.

To add a new appointment:

1. Click on the Add Appointment button in the header of the widget.

2. Fill in the required fields.

3. Click on the Add button.

To edit an appointment:

1. Click on an appointment in the calendar overview.

2. Modify the fields.

3. Click on the Update button.

To copy an appointment:

1. Click on an appointment in the calendar overview.

2. Scroll down to the bottom of the edit dialog.

3. Click on the Copy button. A new appointment is created from the original one.

4. Edit the new appointment for your needs.

To delete an appointment:

1. Click on an appointment in the calendar overview.

2. Scroll down to the bottom of the edit dialog.

3. Click on the Delete button.

4. Click on the Yes button in the confirmation dialog.

Appointment Settings

The following settings are available when adding or editing this appointment. The fields marked with an asterisk are mandatory.

Calendar *

Select the calendar to which the appointment will be added.

Title *

The name of the appointment. Any type of characters can be entered into this field including uppercase letters and spaces. The name will be displayed in the calendar widgets.

Description

Add additional information to this appointment. It is recommended that you always fill this field with full sentences for better clarity.

Location

If this field contains a value, a related link icon will show up next to the field which links to the configured map to get a better picture of the location.

See also

This link is configurable through the system configuration option AppointmentCalendar::Location::Link.

Visibility *

Where should the appointment be displayed. Possible values:

External Restricted

The customer user needs to login in the external interface to see the appointment.

Internal

This is the default selection for new appointments that do not show any data of the associated tickets to the customer user. In existing appointments where no visibility value has set is considered also internal and the customer user cannot view the appointment.

Public

Every visitor of the external interface can see the appointment.

Team

You can assign multiple teams and agents to a single appointment, but you must always choose a team first.

Agent

Resulting list of agents is an aggregate of all selected teams, without any duplicates. Choosing an agent from the list is also optional, so you can leave an appointment assigned only to a team.

All day

This checkbox indicates that the appointment will take place for the whole day. If it is checked, the times of the start date and the end date will be disabled and set to 00:00.

Start date *

The start date of the appointment.

End date *

The end date of the appointment.

Repeat *

Define recurring appointments. This is described separately, see Repeating Appointments below.

Notification *

Define time periods when an appointment notification should be sent before the appointment’s start.

See also

Appointment notifications can be set in the admin interface. Please contact your administrator.

Linked Tickets

Tickets and other objects can be linked to the appointment with this section. Click on the Add Ticket button to see the ticket search.

Repeating Appointments

If appointments need to be created in a recurring manner, it is possible to setup detailed information about the occurrences of an appointment.

To create repeating appointments:

1. Select a Start date and End date (or check All day) for the first appointment in the series.

2. Select from the pre-defined occurrence frequencies in the Repeat field, or choose the Custom option.

3. Choose either a date to repeat the appointment until or a number of times to repeat it.

After all decisions are made and the settings are saved successfully, the appointment will be marked as a recurring appointment.

The parent appointment will be marked with an endless loop symbol, and the child appointments will have a chain symbol. This is only displayed in the appointment details when you hover the mouse over an appointment.

Future changes to the parent appointment will affect the children automatically, without any further message. If an agent is about to change one of the child appointments, a message will ask what other appointments in the series they would like to update.

If All Occurrences are going to be updated, the behavior will be the same as with the update of the parent appointment. All options (including the recurring settings) are changeable.

If Just This Occurrence will be updated, it is not possible to change the recurring settings, but a related message and a link to the parent appointment will be provided.

The enabled repeating option will be additionally displayed in the tool-tip of the related appointments.