Sugar Express User Guide Version 5.5.0 Beta 2

Calendar Module

Use the Calendar module to view and to create activities such as appointments, calls, meetings, and tasks.

To view your calendar by day, week, month or year, click the appropriate button at the top left of the main screen. In each format, any planned activities with associated dates are displayed – such as Calls, Meetings, Tasks, Notes and emails. Icons are used to indicate the type of activity: for a call, for a task, and for a meeting. You can click any activity on your calendar to edit the information.

You can move backwards and forwards in the calendar- by one day, week, month or year. In the week, month or year format, you can click on any date to view it in day format.

In the Calendar Options sub-panel of your My Account page, you can create a Publish Key to allow users of other applications such as Microsoft Outlook to view your calendar. For more information, see “To set or edit your profile and preferences” on page 5.

The Shortcuts menu of the Calendar Home page displays the following options that are part of the Activities module:

Schedule Call. Click this option to schedule a call as described in “To schedule a call or a meeting” on page 41.

Schedule Meeting. Click this option to schedule a meeting as described in “To schedule a call or a meeting” on page 41.

Create Task. Click this option to create a task as described in “To create a task” on page 44.

Calls. Click this option to view and manage calls as described in “To manage calls and meetings” on page 43.

Meetings. Click this option to view and manage meetings as described in “To manage calls and meetings” on page 43.

Tasks. Click this option to view and manage tasks as described in “To manage tasks” on page 45.

For any scheduled call or meeting you can create a related note or attachment. For example, you can add a note summarizing the outcome of a call or a meeting.

You can also perform other activities related to a call or a meeting, such as creating a task and archiving emails. For more information, see “Activities Module” on page 40.

In Day format, the calendar lists the hours of the day vertically. A list of existing tasks displays on the right side of the main calendar body. To view the details of a task, click its subject title.

Click on a specific time to schedule a call or a meeting at that time.

When you save the information, the system displays the detail page where you can view and manage related information such as contacts and notes.

Viewing Shared Calendars

Users can view each other’s calendars in order to schedule appointments. As a user, the information that you can view in a colleague’s calendar depends on your team membership. For example, if you have an appointment on your calendar that is assigned to the Global team, all users in your organization will be able to access the appointment details when they view your calendar. However, if the appointment is assigned to your private team, they will only be able to see whether you are free or busy but will not be able to view the details. If the appointment is assigned to the East team, then only members of that team can view its details.

Managers have permissions to view, edit, and delete their subordinates’ appointments. Subordinates can only view their Manager’s appointments as free/busy time. Administrators have full access to any user’s calendar and the permissions to edit, duplicate, and delete any appointment.

To view shared calendars

1.	On the Calendar home page, click Shared.

The page displays the Shared Calendar sub-panel.

2.	To view a user’s calendar, click the Edit icon.

The system displays a drop-down list of users and a drop-down list of teams.

3.	To view users who belong to a specific team, select the team from the drop-down list.

4.	Select the user and click Select.

The user’s calendar displays any existing appointments.

5.	To schedule a call or a meeting, click the appropriate option in the Shortcuts menu and follow the process described in “To schedule a call or a meeting” on page 41.

Creating Appointments

On the Calendar home page, you can use the Create Appointment form to quickly schedule a call or a meeting. This form only displays the required fields. You can add information for fields after you save the form.

Alternatively, you can use the Schedule Call and Schedule Meeting options in the shortcut section as described in “To schedule a call or a meeting” on page 41.

To create an appointment

1.	In the Create Appointment form, select Call or Meeting.

2.	Enter the subject of the call or meeting.

3.	Click the Calendar icon and select the scheduled date; enter the time in the Start Time field below.

4.	Select the related module from the Related to drop-down list; click Select to choose the record related to the appointment.

5.	Click Select to specify the assigned user from the Users list.

6.	From the Status drop-down list, specify the appointment status to indicate where the appointment has already been held or if it will held in the future. For calls, from the adjoining drop-down list, specify whether it is an inbound call or an outbound call.

7.	Click Save.

The Calls detail page or the Meeting detail page displays the information that you entered.

8.	To add or change information, click Edit. For more information, see “To manage calls and meetings” on page 43.