Appointments

Workspace > All Items > Calendar > {appointment}

Appointments are scheduled telephone calls, meetings, presentations, or other events.

Add or Edit Appointments

The platform offers several options to add Appointments: from a record (in the Related Information section), from the Calendar, from a Calendar Widget, or from Outlook Calendar.

Add or Edit an Appointment to a Record

1. Open the object of interest (Account or Opportunity, for example)
2. Open the record to which you want to add an appointment
3. In the Related Information section, under Open Activities, click [New Appointment].
   Some of the fields are pre-populated based on the object and record you selected.
4. Provide the appointment details described below.
   Note: Items marked with a green bar are required.
5. Finish
   • Click [Save] to save the appointment
   • Click [Save & New] to save the current appointment and create a new one

Appointment Details:

Assigned To

The appointment is assigned to you by default. To assign the appointment to someone else, type a new name or click the Lookup icon to select another person.

Subject

The subject or title of the appointment

Related To

This field is pre-populated with the name of the object and the record you selected in Steps #1 and #2. To change the associated object, select a new object and record

Contact

The name of the person

• Click the Lookup icon to select a Contact
• Optionally, click the Quick Edit icon to modify the Contact information; The appearance of the Quick Edit window differs, depending on the type of object selected

Date

Enter a date or click the Calendar icon to set the appointment date

Starts at

Choose the starting time for the appointment using the hour and minute fields

Duration

Choose the length of the appointment

All Day Appointment

Optionally, click this checkbox to choose an All Day Appointment; when checked, this disables the Starts At and Duration fields

Activity Type

Email, Call, Fax, and similar options.

Appointment Reminder

Optionally, set an Appointment Reminder to send an email message to the appointment owner and invitees prior to the appointment

Calendar Category

The My Calendar category is selected by default; optionally, choose another Calendar Category to put the appointment into a shared calendar.

Description

Optionally, include details regarding the appointment

Repeating Information:

Repeating Frequency

By default, the task does not repeat; Optionally, choose a recurrence pattern of: Every, Every Other, Every Third, or Every Fourth, then choose the recurrence period: Day, Week, Month or Year

End Date

If the task is repeating, enter an end date for the appointment or select a date using the calendar icon

Invite Users:

Invitees

Click the Lookup icon to locate and select users to invite

• Optionally, click [Check Availability] to display calendars for the invitees
• If necessary, modify the appointment date and time
• Optionally, click the Remove icon to remove an invitee from the list

Email Invite:

Optionally, click the checkbox to Send an Invitation to the Contact (specified in Appointment Details)

Optionally, Send Additional Invitations To users; enter the email address(es), separated by commas, or use the Lookup icon to locate others you want to invite to this appointment

Add or Edit an Appointment using the Calendar Object

1. Open the Calendar object; By default, your personal calendar opens in Day view
2. Optionally, select a Shared Calendar
3. Navigate to the date and time you want to schedule an appointment

   • Click and drag the mouse to highlight the desired meeting time
   • Release the mouse and enter the Appointment Title in the dialog box

4. Optionally, click Advanced Options to enter additional information
5. Click [Save]

Add or Edit an Appointment using the Calendar Widget

1. Navigate to a Home Page that contains a Calendar Widget
2. Choose which calendar is displayed:

   Wrench icon File:WrenchIcon.jpg > {calendar}

3. In the Calendar widget, click New Appointment
4. Enter the Subject of the appointment
5. Enter a Start Date or choose a date from the Calendar icon
6. Select a Start Time
7. Optionally, click the Advanced Options link in the dialog box to enter additional information to the record
8. Click [Save]

Add Appointment to Your Outlook Calendar

When you receive an invitation to attend (participate) in an appointment scheduled through a calendar, you have the option of adding that appointment to your Outlook Calendar.

To add the appointment to your Outlook Calendar:

1. Open the email message inviting you to the New Appointment.

   

2. Optionally, click RSVP to this invitation to accept the invitation
3. Click Add this Appointment to Outlook to include this appointment in your Outlook calendar. A dialog box opens, requesting that you accept the default option to Open with Microsoft Office Outlook.
4. Click [OK]. The Appointment dialog box in Outlook opens, showing the appointment details from your calendar.
   • Optionally, add information to the appointment
   • Click Save and Close to save the appointment in your Outlook calendar

Delete an Appointment

Manage your time and busy schedule with these options to delete an appointment.

Delete Appointment using the Calendar Object

1. Navigate to the Calendar object
2. Click the appointment you want to delete
3. In the dialog box, click Delete to delete the appointment
4. Confirm the action by clicking the [OK] button

The appointment is removed from the calendar

Delete Appointment using the Calendar Widget

1. Navigate to a Home Page that contains a Calendar Widget
2. In the Calendar widget, click the appointment of interest
3. In the detail page for that appointment, click the [Delete] button or, if it is a repeating appointment, click the [Delete this and Future] button.
4. Click the [OK] button to confirm your action

   The appointment is removed from the selected calendar as well as all shared calendars

Add a Follow-up Appointment

In addition to scheduling appointments through calendars and objects, you can schedule follow-up appointments that are associated with specific tasks.

To schedule an appointment through a task:

1. Open the Tasks object
2. Choose a record of interest and click the Subject field to open the record
3. Click the [New Follow-up Appointment] button
4. In the Add Appointment page, complete the Appointment Details, described above.

Customize the Appointments Object

Settings > Administration > Global Resources > System Objects > Appointments

Because the Appointments object plays such an important role in the platform and is embedded in many processes, very little modification of the Appointments object is permitted. Only custom Fields, Data Policies, and Print Templates can be modified.

Fields in Appointments

Custom Fields can be added to the Appointments object. Those fields appear in the Appointment Details section of the appointment.

Users that have the Customize Objects permission can define custom fields for appointments

Considerations

• A maximum of 10 custom fields can be created
• Fields can be reordered
• Fields are accessed while creating/updating the Appointments object

Add a Field

To add a field to the Tasks object:

1. Click Settings > Administration > Global Resources > System Objects > Appointments
2. Choose one of the following options:

   • Click the [New Field] button, using instructions at Add Field
   • Click the [Reorder] button to change the order of the fields

Reorder Fields

To reorder fields:

1. Click Settings > Administration > Global Resources > System Objects > Appointments
2. Click the [Reorder Fields] button, and use the Arrow Buttons to change the order of the fields

Data Policy in Appointments

Data Policies can be added to Appointments, which can trigger Actions such as:

• Send Email
• Update Records
• Invoke a Java Method

Learn more: About Data Policies

Considerations

• Appointment Reminders are unaffected by Data Policies
• Data policies apply to recurring Appointments, starting from when the policy is created (past appointments are not affected)
• Data policies are triggered for Follow-up Appointments
• Data policies are triggered for each Invitee

To add or modify a data policy in the Appointments object:

1. Click Settings > Administration > Global Resources > System Objects > Appointments
2. Click the Data Policy tab
3. Follow the instructions at Add a Data Policy

Print Templates in Appointments

Print Templates let you merge appointment data into an HTML (or JSP) page.

To Add a Print Template to the Appointments object:

1. Click Settings > Administration > Global Resources > System Objects > Appointments > Print Templates
2. Click the [New Template] button
3. Create the template
4. Click [Save]