In the CRM calendar you have a comprehensive overview about your dates you have entered into the CRM system. You can switch between different views: To open a day, week or month view, click the corresponding symbol.
An appointment (activity) always opens in a new tab with one click, as does the appointment creation wizard. Additionally, after saving in the appointment creation wizard, the created activity will be opened.
Hinweis
To increase visibility in the month view, only appointments, meetings, and FOLLOW-UPS are displayed with the following properties:
all APPOINTMENTS that are delegated to you
all MEETINGS you are assigned as employee to
FOLLOW-UPS
User interface
Button
will change to the next day, next week, next month depending on the active view
changes to the previous day, last week, last month, depending on the active view
opens a view of three calendar months so you can quickly get to the desired day
Today (day, week, month) opens the corresponding view
reloads the view
saves the display of more employees
saves the current list of employees and the view as bookmarks
Tooltips
The display of a tooltip is useful for the entries in the CRM Schedule, especially in the month view. The following information is displayed in the tooltip:
Subject -> Tooltip heading
Start date
End date
Delegated to
Activity with (if filled)
Location (if filled)
Date formats
If used within German speaking area CRM calendar uses the following formats:
Day view in German speaking area
Heading: May 14, 2013
Column text: Monday, May 14
Layout week view in German-speaking countries
Heading: 13. - May 19, 2013
Column text: Mo 13.5.
In non-German-speaking countries, the English version of this layout is used.
Hinweis
The CRM calendar respects clock-change.
Dates of other employees
Regardless of your appointments, you can also display appointments from other colleagues in the CRM Schedule.
Hinweis
The administrator can disable access to appointments of other colleagues.
How to add dates of other employees:
In the field Other employees enter name or shortcut of the employee. Automatically opens a proposal list.
Press the ENTER button .
Click Save as.
Enter a name for the team.
For appointments in the CRM Schedule, not only activities with direct delegate_reference but also meeting requests, where you are not an organizer, but participants in this meeting or assigned as employees of an activity, are taken into account in the CRM Schedule. In the display of own dates the existing result list is completed by activities where you are assigned as participant (not organizer!). The same systematics was also implemented in the Further employees field, which means that not only the Delegated to reference but also meeting requests are taken into account.
You can arrange appointments for other employees by clicking on Save as and save them for a team and then display these appointments by selection from the Select a team menu. With Delete team you can remove the appointments of a group of employees.
Hinweis
The name of a favourite list is precise per user and may not be empty. If a favourite list has already been saved from user A under for example the name "Delevopment", a system query is displayed if user A saves a favourite list again under the name "Development", asking whether the exiting ist is to be overwritten. It is possible, however, that user B for example also saves a favourite list under the name "Development" without affecting the favourite list from user A by that.
To make changes to an existing favorites list, it is necessary to persist this again using Save as, specifying the existing list name, and confirm the security query mentioned above.
Calendar view for projects
You can also open the graphical calendar view for project dates to get a better overview about these dates.
When calling the CRM Schedule from the project via the button Calendar view, all relevant activities of this project are displayed (depending on the activity type). The field More employees is filled with the primary assigned employees (delegated_to), whereat like in standard operation of the CRM calendar also here individual employees are differentiated by color.
Configurable calendar view
The CRM calendar can be extended with freely configurable views (in the form of activity quick searches) to enable customer-specific calendar views. These views can be freely configured by the administrator in the form of searches.
Figure: Default view of the calendar
As in the list and sub area view, a drop-down list is available before the other input fields. Searches marked like this in the search administration are offered for selection in the CRM calendar. On the drop-down box, a tooltip explains which searches are available here: "Select a calendar search. These are activity searches, which are marked as quick searches." As soon as the user selects a calendar search that differs from default, team entry or selection is no longer possible (the fields are read-only).
Create activities through CRM calendar
In the CRM calendar you can also create activities directly.
How to create a new activity in the calendar:
In the time pattern click the desired time. A dialog starts. If you were in week or month view, you can no switch to day view.
Click New activity. A new mask opens.
Fill in the fields with the desired data and click Save.
Hinweis
Automatically one activity of the type DATE is created, which is then synchronized with the groupware calendar.
Existing activities can be updated via drag&drop, if desired.
Selectability of activity types displayed in the calendar
For each view type (day, week, month) a selection menu is available in the upper right corner of the calendar ("Displayed activity types").
Figure: Activity types in the schedule
The behavior
The selection in the dropdown box can be made for each view type independently of the other view types
The selection of the dropdown box is persisted when switching to another view type
Select "Meetings and appointments only"
In each view type, only activities of the type MEETING, APPOINTMENTS and FOLLOW-UPS are displayed
Select "From user preference"
In each view type, all activity types selected in the user option "Activity types for schedule" are displayed
The default for the month view is still "Meetings, Appointments, Follow-ups". The user can control this individually by selecting "From user preference" for the first time
Web Client: Initiating meetings
Non-CRM appointments are also displayed in the Web Client calendar. These are stored in the groupware (here Exchange), but without the corresponding CRM activity. The appointments from the groupware are displayed semi-transparently and thus made recognizable to the user. The dates to be displayed are determined mixed via the EWS interface and CRM. By comparing the time and the subject of the appointments, it is ensured that the Outlook and CRM calendars have an identical view.
If you then click on an appointment, the CRM activity opens, if not available, nothing happens.
Action selection
If the user clicks on the calendar, an action selection opens:
The action selection is extended:
Go to day view
New appointment
New meeting
As in Outlook, the term"New appointment" is used here for all types of calendar entries that are not meetings.
If the user selects"New Meeting"
If there are entries in the "Further employees" field, a dialog box appears for selecting the concrete recipients, if not, the new creation is opened directly.
Opens the activity mask in the state of new creation (as for "New appointment").
The activity type is preset with "Meeting".
If there were entries in the "Further employees" field in the calendar view, the colleagues selected in the selection dialog mentioned above are automatically added to the "Employees" sub area.
Saving the new Meeting type activity does not yet lead to sending the meeting.
Sending Meetings
If the user has created a new Meeting type activity, the "Groupware" icon is active.
Clicking the groupware icon triggers the meeting to be sent.
A query is made: "Do you want to send the meeting request?" [Yes, No, Cancel]
When the meeting request is sent, it is transferred to Exchange via the EWS interface and the meeting is then set to read-only mode.
Business partner calendar
In the detail view of a business partner dataset, the CRM Schedule can be opened via the corresponding toolbar button, which displays the appointments with the business partner. The user can create appointments and meetings that are automatically linked to the business partner using the business partner calendar.
Display the CRM Schedule
The icon is only active in the detail view. The icon is inactive in the list view. When you click on the calendar icon, the business partner calendar opens in the month view.
The calendar displays all appointments and meetings whose activities are linked to the selected business partner through the sub area. In the field "Further employees", the shortcuts of the employees are displayed who are linked to the corresponding appointments via the sub area. The contents of the field "Further employees" and the drop-down menu cannot be changed (analogous to the project calendar)
Installation of appointments and meetings via the business partner calendar
By clicking on a day in the calendar, appointment and meeting activities can be created in the Web Client. In the Windows Client, a time period for creating an appointment can be selected via Drag & Drop.
The following fields are preassigned
Begin/End
Month view: WC: <clicked date, 00:00 h> to <clicked date + 1 hour>, RC: <Start of selected time period 00:00 h> to <End of selected time period 00:00 h>
Week view: WC: <clicked date, clicked time> to <clicked date, clicked time + 1 hour>, RC <selected time period>
Day view: WC: <clicked date, clicked time> to <clicked date, clicked time + 1 hour>, RC <selected time period>
Reminder date <clicked date, clicked time Begin - User settings>
Type: APPOINTMENT
Delegated by: Create User
Delegated to: Create User
Priority: B
Status: O
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