Hi,
Our firm is new to DL and still in the trial phase.
The calendar functions concern me and I have a few questions.

1) Is there a way to make a calendar item apply to all users' calendars?
For example: I put an event into the Calendar - a due date for a project. I want everyone to be able to see this due date. However, if I am the "owner" of the event, it appears only in my calendar, unless other users select "all calendars".

2) I've found that when I set up a meeting that includes 3 people, it is showing up 3 times in the All Calendars view.

If you consider these 2 elements together, someone has to go to "All Calendars" to see the due dates, but it shows them multiple times - one for each person?!

Pls tell me what we are doing wrong. I want to have a separate calendar for each Project, with due dates everyone can see (only once per item!).

Am I correct also - that only in All Calendars view does it show the color category? And in any other view it shows the user color?

Thx!

Hi kgirl

I'll try to answer some of these for you.

quote:

Originally posted by kgirl:
Hi,
Our firm is new to DL and still in the trial phase.
The calendar functions concern me and I have a few questions.

1) Is there a way to make a calendar item apply to all users' calendars?
For example: I put an event into the Calendar - a due date for a project. I want everyone to be able to see this due date. However, if I am the "owner" of the event, it appears only in my calendar, unless other users select "all calendars".

Yes. If you create a Calendar entry that applies to more than one User, then you Link them to the entry. Make sure you link them as a User (the first button under the Linked box in the edit window) rather than a Contact.

quote:

2) I've found that when I set up a meeting that includes 3 people, it is showing up 3 times in the All Calendars view.

If you consider these 2 elements together, someone has to go to "All Calendars" to see the due dates, but it shows them multiple times - one for each person?!

Yes, if you link more than one User to a Calendar entry, then you view a Calendar that combines multiple users' entries, then you will see repeated items in the view. Say you have an Appointment which Users X and Y are attending. You view a Calendar for Users X, Y and Z. If the meeting showed as only one entry (say arbitrarily coloured as User X), how would you that User Y was also attending, but User Z wasn't? It would make the view rather useless.

quote:

Pls tell me what we are doing wrong. I want to have a separate calendar for each Project, with due dates everyone can see (only once per item!).

It's not that you are doing anything wrong. But there may be a better way to achieve what you want. Creating Smart Lists for Calendars allows you to specify Appointment Type and Appointment Category, and to draw these from specified Users. The problem you might therefore have is narrowing down the view to a single Project in a Calendar view. You can examine single Projects in the Project view, but you'll only see the Appointments in a list view (the Progress or Activity panel, filtered for Appointments). In the Calendar view, you could create a Category for Appointments of "Project Milestone" or "Project Event" and then create a Smart List that shows this Category (along with any other relevant Categories for the view) but drawn from all Users so it wouldn't matter who created them. These Calendar entries would not need to be Linked to all Users, therefore they would appear only once in the Calendar view.

quote:

Am I correct also - that only in All Calendars view does it show the color category? And in any other view it shows the user color?

Yes -- if the Source of entries is defined as a single User, then Category colours are shown, if the Source is defined as multiple Users, then User colours are shown. These colours are customised through Preferences.

Nick