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Usage scenarios and detailed setup instruction

Scenario:

  1. Set up an Event Calendar (items entered here will distribute to all users' personal calendars).
  2. Set up one group calendar where Staff can see only Staff items and Management can see Management plus Staff items.
  3. Set up one group calendar per office and one global calendar with items belonging to a certain category from all individual office calendars.
  4. Set up a Group Calendar to aid in task assignment.
  5. Set up an Out of the Office schedule
  6. View the group calendars from phone or pda

 

 

 

 

 

 


Set up an Event Calendar

  1. Log in to the Exchange server where you installed the GroupCalendar software.
  2. Start the GcAdmin.exe tool by right-clicking it and choosing the Run-As option. Use the gcadmin service account.
  3. The Main form opens with the 3 buttons (steps). Click step 1 (calendar definition)
  4. In the calendar definition form on the right is a list with your current group calendars. In the field under the list you can type the name of your new event calendar and click the Add button to create the new Event calendar.
  5. Select the newly created calendar in the list and click the Toggle 2-way sync. button. (the red box turns into green)
  6. Click the "Override Settings" button to open the specific filter options for the Event calendar.
  7. Click the Next button to open the second page with filtering options
  8. Locate the "Show appointments only if subject contains" section and tick "Override" and "Use specific words"
  9. In the field on the right enter the word: event (you can use multiple words here like this meeting,event,feast,maintenance ). Click the close button
  10. Close the calendar definition (step 1) form and you'll return to the main (3 steps) form. Now Click step 2 (user assignment)
  11. Select your events calendar in the list on the left
  12. On the right, select the Active directory container where the users are located.
  13. Select the users that should be a member of the Events calendar and as such receive the events that you add to the Events calendar. You can use the CTRL key and SHIFT key to select multiple users.
  14. With the users selected on the right and the Events calendar on the left you click the "Connect ... " button in the centre of the form.
  15. Close the user assignment form and return to the main panel where you select step 3 (user monitoring)
  16. Select the Active directory container where the users are located, like you did in step 2. The list at the bottom will fill with the users that have at least one mapping to a group calendar. Select all users (with the SHIFT key) 
  17. Click the "Stop calendar sharing.. " button  (you may get some messages) and then the "Share the calendar..." button.
  18. Set the permissions for the users. (you may want to prevent users from adding or changing events) Use this instruction.
  19. Test the event calendar by adding an item with the the following subject: #*# event: testing event calendar
    that item should show in all user calendars and in the event calendar as: [*] event: testing event calendar

Staff can see only Staff items and Management can see Management plus Staff items

  1. Log in to the Exchange server where you installed the GroupCalendar software.
  2. Start the GcAdmin.exe tool by right-clicking it and choosing the Run-As option. Use the gcadmin service account.
  3. The Main form opens with the 3 buttons (steps). Click step 1 (calendar definition)
  4. In the calendar definition form on the right is a list with your current group calendars. We will be creating two calendars for this scenario. Let's assume the following calendar names:
    - Everyone-A
    - Everyone-B
    In the field under the list you can type Everyone-A and click the Add button to create the new Everyone-A calendar.
    repeat this to create Everyone-B.
  5. Close the calendar definition (step 1) form and you'll return to the main (3 steps) form. Now Click step 2 (user assignment)
  6. Select your Everyone-A calendar in the list on the left
  7. On the right, select the Active directory container where the users are located.
  8. Select the Staff users. You can use the CTRL key and SHIFT key to select multiple users.
  9. With the Staff users selected on the right and the Everyone-A calendar on the left you click the "Connect ... " button in the centre of the form.
  10. Select your Everyone-B calendar in the list on the left
  11. On the right, select the Active directory container where the users are located.
  12. Select the Staff users plus the management users. You can use the CTRL key and SHIFT key to select multiple users
  13. With the Staff users plus the management users selected on the right and the Everyone-B calendar on the left you click the "Connect ... " button in the centre of the form.
  14. Close the user assignment form and return to the main panel where you select step 3 (user monitoring)
  15. Select the Active directory container where the users are located, like you did in step 2. The list at the bottom will fill with the users that have at least one mapping to a group calendar. Select all users (with the SHIFT key) 
  16. Click the "Stop calendar sharing.. " button  (you may get some messages) and then the "Share the calendar..." button.
  17. Set the permissions for the users.
    - On Everyone-A you remove the list folder permission for the management users.
    - On Everyone-B you remove the list folder permission for the staff users.
    This way the staff and management both see only one "everyone" group calendar. The staff only sees staff items while the management sees staff + management items.

One group calendar per office and one filtered global calendar

  1. Log in to the Exchange server where you installed the GroupCalendar software.
  2. Start the GcAdmin.exe tool by right-clicking it and choosing the Run-As option. Use the gcadmin service account.
  3. The Main form opens with the 3 buttons (steps). Click step 1 (calendar definition)
  4. In the calendar definition form on the right is a list with your current group calendars. We will be creating three calendars for this scenario. Let's assume the following calendar names:
    - Office-A
    - Office-B
    - Everyone
    In the field under the list you can type Office-A and click the Add button to create the new Office-A calendar.
    repeat this to create Office-B and Everyone.
  5. The two office calendars will have no filter but the Everyone calendar will. Select the Everyone calendar in the list and click the Override button to set the filter.
  6. In the options form that opens find the Category Rules section and tick the 'Override' and 'Use specific categories' options.
  7. In the text field (that changed from red to white) enter the categories to display in the global calendar separated by commas. (example: vacation,free,holiday)
  8. Close the calendar definition (step 1) form and return to the main (3 steps) form. Now Click step 2 (user assignment)
  9. Select the Office-A plus the Everyone calendar in the list on the left
  10. On the right, select the Active directory container where the users are located.
  11. Select the Office-A users. You can use the CTRL key and SHIFT key to select multiple users.
  12. With the Office-A users selected on the right and the Office-A plus the Everyone calendar on the left you click the "Connect ... " button in the centre of the form.
  13. Select your Office-B plus the Everyone calendar in the list on the left
  14. On the right, select the Active directory container where the users are located.
  15. Select the Office-B users plus. You can use the CTRL key and SHIFT key to select multiple users
  16. With the Office-B users selected on the right and the Office-B plus the Everyone calendar on the left you click the "Connect ... " button in the centre of the form.
  17. Close the user assignment form and return to the main panel where you select step 3 (user monitoring)
  18. Select the Active directory container where the users are located, like you did in step 2. The list at the bottom will fill with the users that have at least one mapping to a group calendar. Select all users from Office A and Office B (with the SHIFT key) 
  19. Click the "Stop calendar sharing.. " button  (you may get some messages) and then the "Share the calendar..." button.
  20. Set the permissions for the users.
    - On Office-A you remove the "list folder" permission for the Office-B users.
    - On Office-B you remove the "list folder" permission for the Office-A users.
    This way both Offices can see there own Office calendar plus the filtered Everyone calendar with specific items from both offices only.

Group Calendar to aid in task assignment.

  1. Log in to the Exchange server where you installed the GroupCalendar software.
  2. Start the GcAdmin.exe tool by right-clicking it and choosing the Run-As option. Use the gcadmin service account.
  3. The Main form opens with the 3 buttons (steps). Click step 1 (calendar definition)
  4. In the calendar definition form on the right is a list with your current group calendars. In the field under the list you can type the name of your new 'Tasks' calendar and click the Add button to create the new calendar.
  5. Select the newly created calendar in the list and click the Toggle 2-way sync. button. (the red box turns into green)
  6. Click the "Override Settings" button to open the specific filter options for the Tasks calendar.
  7. Click the Next button to open the second page with filtering options
  8. Locate the "Show appointments only if subject contains" section and tick "Override" and "Use specific words"
  9. In the field on the right enter the word: task (you can use multiple words here like this task,job,planning,etc. ). Click the close button
  10. Close the calendar definition (step 1) form and you'll return to the main (3 steps) form. Now Click step 2 (user assignment)
  11. Select your 'Tasks' calendar in the list on the left
  12. On the right, select the Active directory container where the users are located.
  13. Select the users that should be a member of the 'Tasks' calendar and as such receive the assigned jobs that you add to the calendar. You can use the CTRL key and SHIFT key to select multiple users.
  14. With the users selected on the right and the Events calendar on the left you click the "Connect ... " button in the centre of the form.
  15. Close the user assignment form and return to the main panel where you select step 3 (user monitoring)
  16. Select the Active directory container where the users are located, like you did in step 2. The list at the bottom will fill with the users that have at least one mapping to a group calendar. Select all users (with the SHIFT key) 
  17. Click the "Stop calendar sharing.. " button  (you may get some messages) and then the "Share the calendar..." button.
  18. Set the permissions for the users. (you may want to prevent users from adding or changing events) Use this instruction.
  19. Test the 'Tasks' calendar by adding an item with the the following subject:
    #User Name#  job: testing event calendar
    that item should automatically be added to the personal calendar of the user and show in the 'Events' calendar too. The exact User Name to use depends on the setting in Step #1 - General Settings - User Name Display.
    To create a task for two people one would enter #UserName1|UserName2# job: subject.
    Alternatively one can use the GridView tool to enter items without having to use the user names.

Set up an Out of the Office schedule

  1. Log in to the Exchange server where you installed the GroupCalendar software.
  2. Start the GcAdmin.exe tool by right-clicking it and choosing the Run-As option. Use the gcadmin service account.
  3. The Main form opens with the 3 buttons (steps). Click step 1 (calendar definition)
  4. In the calendar definition form on the right is a list with your current group calendars. In the field under the list you can type the name of your new 'OOF' (Out Of Office) calendar and click the Add button to create the new calendar.
  5. Select the newly created OOF calendar in the list and click the Toggle 2-way sync. button. (the red box turns into green)
  6. Click the "Override Settings" button to open the specific filter options for the Tasks calendar.
  7. Locate the "Show only Out of Office appointments" check box and tick it.
  8. Close the calendar definition (step 1) form and you'll return to the main (3 steps) form. Now Click step 2 (user assignment)
  9. Select your 'OOF' calendar in the list on the left
  10. On the right, select the Active directory container where the users are located.
  11. Select the users that should be a member of the 'OOF' calendar and who's availabillity you want to make visible
  12. With the users selected on the right and the OOF calendar on the left you click the "Connect ... " button in the centre of the form.
  13. Close the user assignment form and return to the main panel where you select step 3 (user monitoring)
  14. Select the Active directory container where the users are located, like you did in step 2. The list at the bottom will fill with the users that have at least one mapping to a group calendar. Select all users (with the SHIFT key) 
  15. Click the "Stop calendar sharing.. " button  (you may get some messages) and then the "Share the calendar..." button.
  16. Set the permissions for the users. (you may want to prevent users from adding or changing events) Use this instruction. But you may also want to give some administrative users like the receptionist the permissions to add an Out Of Office item in the group calendar so it adds to the calendar of a user who called in sick.
  17. Test the 'OOF' calendar by adding an item in a personal calendar with the Out Of Office property selected (the purple option in Outlook)
  18. Also test it as an administrative user by creating an item directly in the OOF group calendar like this : #User Name#  Example subject (and the purple OOF option selected)
    that item should automatically be added to the personal calendar of the user and show in the 'OOF' calendar too. The exact User Name to use depends on the setting in Step #1 - General Settings - User Name Display.

    Alternatively one can use the GridView tool to enter items without having to use the user names.


View the GroupCalendar from any mobile device

For this we partnered up with http://www.leederbyshire.com/  (40% discount for EGC licensees).

A demo account is available for testing. Use the chat button on this website to get the login details. You can view the interface in the browser from a pc or from a mobile device.