[Image:81903_22607_2.png]Book resources for a presentation Minimum version: FirstClass 8.3 Audience: Business professionals Experience: [Image:9203_22631_1.png] FirstClass applications used: [Image:9203_24337_3.png][ fcp://@fc.onlinehelp.com,%237600229/En/OnlineHelp/Client Help/Calendars ]Calendars [Image:9203_31709_1.png] Summary Looking for a simple way to organize the location and resources you need for your presentation? Consider using a FirstClass calendar. Instead of sending out printed memos and filling out request forms, you can use a group calendar in FirstClass to invite participants, reserve multimedia resources, and book locations. Here is a comparison of the conventional way you may book resources and how you would do it in FirstClass. [Image:92203_31828_0.png] [Image:9203_31709_1.png] Example Michael Green is vice president of Sales and Marketing at Husky Planes. Several times a year he showcases the company's newest products for his sales staff. His presentations usually consist of a promotional videotape from the Marketing department accompanied by a slide presentation. Michael schedules the presentation, invites members of the sales department, and books the boardroom and multimedia resources all at the same time. He doesn't have to leave his office to ensure that his presentation goes off without a hitch. Here are the steps he takes to handle the arrangements: STEP 1: Schedule presentation Michael schedules the presentation in the Sales Dept Calendar by creating a new event entitled New Product Promo. This is the new event he created. [Image:8102006_91145_0.png] STEP 2: Reserve venue Each resource or location Michael wishes to book has its own calendar. When he schedules an event, he simply enters the name of the resource calendar or location calendar on the Scheduling tab of the event he is booking. If there is a time conflict, it will show immediately and he can decide how to handle it. Michael reserves the company's mid-sized boardroom using the Scheduling tab. STEP 3: Reserve resources Michael also reserves a large screen television, a video cassette recorder, and a video projector. This is the Scheduling tab where he books the resources. [Image:882006_33623_2.png] When he entered his requests on the Resources tab for the New Products Promo event, a new event appeared in each item's calendar. Husky Planes' IT department monitors the resource and location calendars and ensures that requested equipment is ready for use when scheduled. This is the calendar for the video projector that John booked. [Image:882006_32721_0.png] STEP 4: Invite participants Michael invites the members of the sales department by entering their names on the Scheduling tab. From this screen, he sees who may have a time conflict. He adjusts the date and time as needed (the booked times for the resources and locations will also change automatically). The presentation will then appear in each of their personal calendars. This is the Scheduling tab where he invites participants. [Image:882006_33910_4.png] [Image:9203_31709_1.png] Variation If Michael has content he wishes to share before the presentation, he can attach it to the calendar event at the time of scheduling or type it in the text box on the event form. This is the event he created. He attached a file for review and included an agenda in the text area. [Image:882006_32224_4.png]

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Access levels Order in the "Who" field Individual permissions Use this form to set properties for a calendar and give other users access to it. Where you see this chooser control clicking + increases the number, - decreases the number, the up arrow displays the next preset value in the list (for example, Default), and the down arrow displays the previous preset value. You can also type your own number in the associated field. About button Opens this calendar's résumé form. Directory button Opens the Directory Information form for this calendar. You can update the calendar's Directory entry using this form. Belongs to Adds the calendar to calendar groups. Any permissions you specify on this form override those inherited from the calendar groups. Type the calendar group name, then click Add to Conference Group. If this name is not unique in the Directory, the Directory opens. Select the group, then click Select. To remove a calendar group from this form, click the Delete icon beside it. Item expiry The number of days an event or task can stay in your calendar before expiring. The value Default uses the default expiry period for your server. Do not publish in Directory Keeps your calendar out of the Directory. This lets you name the calendar whatever you want, without worrying about finding a unique name, and prevents users who shouldn't be seeing your calendar from knowing about it. Add permissions for The name of the user or user group for whom you want to specify levels of access to the calendar. Type the name, then click Go. Who The names of the users and user groups you added at "Add permissions for". For additional users or user groups, type the name at "Add permissions for", choose the position in the list where you want the name to appear, then click Go. The order in which you list users and groups matters. To remove a name, click the Delete icon beside it. To move a name, add it where you want it to be located, then delete the original. Access Choose the access level for each user and group listed at "Who". Permissions Customize the individual permissions for this access level, if required. List of subscribers The names of the users to whom you want to give direct access to the calendar. Users specified at "Who" won't see the calendar unless you subscribe them. When you do this, the calendar appears on their Desktops. Enter users' names in the field just as you would when addressing a message, then click Add Subscriber. To remove a subscriber, click the Delete icon beside that subscriber. Top Access levels Access levels are predefined sets of individual permissions. You can assign an access level as is, or customize it by selecting and clearing individual permissions. No Access Can't access the calendar. See Times Can look at the calendar, but only see the times set aside for events and tasks. Can't add events to the calendar (events are sent to participants' Mailboxes). Schedule Only Can add events to the calendar indirectly. An event is added to a resource or location calendar indirectly when a user creates an event in another calendar and books this location or resource. Schedule+Times Can look at the calendar (times only) and add events indirectly. Schedule+Details Can see details on the calendar and add events indirectly. Editor Has all previous permissions, and can open calendar items, edit and delete items, download attachments, and view item history. Custom Access is defined by the individual permissions which are selected. If you customize another access level, it automatically becomes the Custom access level. Top Order in the "Who" field You must list users and user groups in the "Who" field in the correct order, to make their permissions work as you want. Make sure you are familiar with the access levels available, before deciding on the order in which to enter your users and groups. When a user tries to access the calendar, FirstClass checks the "Who" list from the top. When it finds the first occurrence of the user or a group to which the user belongs, it uses that access level for the user. This means that if the first thing you list is the All Users group, and make the access level for this group No Access, no one will be able to access the calendar. Top Individual permissions The icons in the "Permissions" column represent individual permissions. To see what each permission icon means, display its tooltip. To turn a permission on or off, select or clear the checkbox beneath it.  Note Certain permissions only work if the administrator has given the user privileges to perform associated tasks. If a user can't do something in your calendar, and you gave that user permission, tell the user to contact the administrator. These are the individual permissions you can assign: Edit permissions Can edit this Permissions form. This includes adding users and groups at "Who", and adding users at "List of subscribers". Moderator Doesn't apply to calendars. Delete any item Can delete any item, including items sent by others. Create items Can create events and tasks, and move items into the calendar. Edit read-only items Can edit items that are not normally editable.  For this permission to work, the Edit items permission must also be selected. Be cautious about selecting the Edit read-only items permission, because it overrides normal FirstClass operation. Edit items Can edit any event or task. Save window and view properties Can change the default sorting and grouping of the calendar page. Caution A user with this permission is dictating the default calendar view for other users. Approve items Doesn't apply to calendars. Delete own items Can delete and change the properties of their own items. View unrestricted details Can see the details of items with a sensitivity of Normal. Search items Can search the calendar. Add participants Applies only to resource and location calendars. Can update the calendar by booking the resource or location when creating an event in another calendar. Open items Can open events and tasks. Download files & attachments Can download attached files. View permissions Can view this Permissions form. View history Can view the history of items. Open calendar Can open the calendar. This lets users see the times for events and tasks, but no other details. Top