Table of Contents...eOffice Appointments is a sub module in the eOffice application which constitutes to the scheduling of appointments. It helps in performing various activities like

Appointments User Manual

Ver.3.0 Copyright © NIC, 2011 Page 2

Table of Contents

Introduction ..................................................................................................................................................................3 Appointment Options .............................................................................................................................................4

Calendar appointments .......................................................................................................................................5 Create New ............................................................................................................................................................5

View Reports ......................................................................................................................................................24

View/Share Calendar .........................................................................................................................................26 Request user.........................................................................................................................................................26

Accept Request ..................................................................................................................................................27

View Calendar of..............................................................................................................................................29



Introduction

eOffice Appointments is a sub module in the eOffice application which constitutes to the scheduling of appointments. It helps in performing various activities like scheduling appointments, meetings, events, convention etc.

The product provides with features of sharing the appointment, sharing of the files of a particular appointment, updating users about the appointment by way of email, SMS and sending remainder to them, in addition to these it provides support for Importing and exporting of the appointments. Support for searching through the appointments and generating reports for the appointments are also been provided.



Appointment Options

Appointments majorly comprises of two options:

1. Calendar appointments

2. View/Share Calendar

Let’s learn about these options one by one:



Calendar appointments

This option facilitates the user to create new appointments and generating appointment reports.

It is further categorized in two sub-options:

Create New

This option helps the user to create a new appointment.

To create new appointment, user has to perform following steps:

o Click Create New option under Calendar Appointments, as shown in Fig. Appointment 1.1:

Fig. Appointment 1.1

As a result, Add New Event/Appointment window appears, as shown in Fig. Appointment 1.2:




o Enter the mandatory and other required metadata fields and click add ( ) button, as shown in Fig. Appointment 1.3:


As a result, new appointment is created.

In addition to creation, there is also an added feature for scheduling recurrence of an appointment (daily, weekly, monthly

and yearly basis). Only one recurrence can be scheduled with one appointment.

User can Edit or Remove the appointment as well.

To edit the appointment, user has to perform following steps:

o Click View Reports option under Calendar Appointments, as shown in Fig. Appointment 1.4:




As a result, Search Calendar Report window appears, as shown in Fig. Appointment 1.5:


o Search for the report which needs to be edited and click the Search ( ) button, as shown in Fig. Appointment 1.6:

Fig. Appointment 1.6:

As a result, Calendar report appears on same page, as shown in Fig. Appointment 1.7:




o Click the Click here button (Fig. Appointment 1.7) to view the details of the appointment.

o Click the Edit ( ) button to make the necessary changes, as shown in Fig. Appointment 1.8:


As a result Edit appointment page appears, as shown in Fig. Appointment 1.9:

o Click the Save ( ) button after making the required changes, as shown in Fig. Appointment 1.10:




In addition to creation, there are other features also for scheduling of an appointment like:

i. Reminder: This feature helps the admin to set a reminder for the created appointment. Reminder can be through

emails or SMS and can be marked to self, shared users or other selective users.

ii. Export: This feature helps the admin to export the already created appointment to their other mail id’s.

Exporting the appointment allows two formats only: iCal and vCal. No other format is supported.

iii. Attachment: This feature helps the admin to attach any file (doc or Pdf format only) with the appointment.

iv. Comments: This feature helps the admin to view or give the comment on any already created appointment.

v. Share: This feature helps the admin to share the appointment with other eOffice users and give the access rights accordingly.

To set a reminder through Email, user has to perform following steps:







o Search the report for which reminder needs to be set and open the report to view its details, as shown in Fig. Appointment 1.13:







o Click the others option of Email under Reminder tab to add other email id on which reminder will be set, as shown in Fig. Appointment 1.15:


As a result, Other Email Reminder window appears, as shown in Fig. Appointment 1.16:


o Enter the Email id and the period of reminder till which that reminder is active, as shown in Fig. Appointment 1.17:


o Click the Send ( ) button (Fig. Appointment 1.17) to send the reminder to specified email id.

Reminder can be self marked or can be send to other shared eOffice users as well.



To set a reminder through SMS, user has to perform following steps:





o Search the report for which reminder needs to be set and open the report to view its details, as shown in Fig. Appointment 1.20:







o Click the others option of SMS under Reminder tab to add other email id on which reminder will be set, as shown in Fig.

Appointment 1.22:




As a result, Other SMS Reminder window appears, as shown in Fig. Appointment 1.23:


o Enter the Mobile No. and the period of reminder till which that reminder is active, as shown in Fig. Appointment 1.24:


o Click the Send ( ) button (Fig. Appointment 1.24) to send the reminder to that Mobile No.

Reminder can be self marked or can be send to other shared eOffice users as well.

To attach a file, user has to perform following steps:







o Search the report for which attachment needs to be attached and open the report to view its details, as shown in Fig. Appointment 1.27:







o Click the Attach File option under Attachment tab to attach a file with the appointment, as shown in Fig. Appointment

1.29:


As a result, Attach File page appears, as shown in Fig. Appointment 1.30:


o Click the upload ( ) button after browsing the required file, as shown in Fig. Appointment 1.31:


As a result, the selected file gets attached with the appointment.



To add comments, user has to perform following steps:





o Search the report for which comment needs to be done and open the report to view its details, as shown in Fig.

Appointment 1.34:







o Click the Enter option under Comments tab to add a comment, as shown in Fig. Appointment 1.36:




As a result, Comments window appears on same page, as shown in Fig. Appointment 1.37:


o Enter the comments and Click the Save ( ) button, as shown in Fig. Appointment 1.38:


As a result, the comment is done on that selected appointment.

To export the appointment, user has to perform following steps:








Appointment 1.41:







o Select the iCal or vCal format under Export tab, as shown in Fig. Appointment 1.43:


As a result, File Download page appears, as shown in Fig. Appointment 1.44:




o Click the Save ( ) button (Fig. Appointment 1.44) to save the appointment in system.

To Share the appointment (View Mode), user has to perform following steps:






Appointment 1.47:







o Select the To View option under Share tab, as shown in Fig. Appointment 1.49:


As a result, ‘Sharing’ window appears, as shown in Fig. Appointment 1.50:


o Search for the user to share calendar and click the Share ( ) button, a shown in Fig. Appointment 1.51:




As a result the appointment is shared with selected user for view mode only

Sharing can be done for edit mode also. To share in edit mode select ‘To Edit’ option in lieu of ‘To view' option in above

process.

View Reports

This option helps the user to generate the reports of their own calendar. It also helps in searching of an appointment.

Reports can generated on Daily, Weekly, monthly or particular period basis.

To view the report of all appointments, user has to perform following steps:







o Under Select Report section choose any of the entity from ‘Daily’, ‘Weekly’, ‘Monthly’ or ‘From’.

o Select the Category and fields and click the Search ( ) button, as shown in Fig. Appointment 1.54:


As a result, reports are generated on the same page, as shown in Fig. Appointment 1.55:




View/Share Calendar

This option facilitates the user to share their own calendar with other eOffice users and also accepts the requests from

other users to show their calendar.

It is further categorized in three sub-options:

Request user

This option helps the user to send the request to other eOffice user to share his/her calendar.

To send a request, user has to perform following steps:

o Click Request User option under View/Share Calendar, as shown in Fig. Appointment 1.56:


As a result, Request User to share his calendar page appears, as shown in Fig. Appointment 1.57:




o Search for the user with whom calendar needs to be shared and click the Save ( ) button, as shown in Fig. Appointment 1.58:


As a result, the appointment is shared with the selected user.

Accept Request

This option helps the user to accept the request from another eOffice users to show/share their calendar.

To accept the request, user has to perform following steps:

o Click Accept Request option under View/Share Calendar, as shown in Fig. Appointment 1.59:


As a result, Accept Request window appears, as shown in Fig. Appointment 1.60:




o Click the Accept ( ) button to accept the request by the requested user to share his calendar, as shown in Fig. Appointment 1.61:


As a result, the calendar is shared with the user and following screen appears, as shown in Fig. Appointment 1.62:


User accessing/sharing the calendar can be deleted by clicking the Delete button, as shown in Fig. Appointment 1.63:




As a result, the request is deleted.

View Calendar of

This option helps the user to view all the shared calendars.

Additional feature of Appointments: There are few additional features at the homepage of Appointments like:

Import Export Show All View

Let’s learn about these features one by one:

Import- This features enables the user to import the appointments from the system. It should be in iCal or vCal format

only.

To import an appointment, user has to perform following steps:

o Click Import tab from the top bar under Appointments Homepage, as shown in Fig. Appointment 1.64:


As a result, Import Appointments page appears, as shown in Fig. Appointment 1.65:




o Browse the saved appointment (iCal Format only) from the local system and click the upload ( ) button, as shown in Fig. Appointment 1.66:


As a result, the selected appointment gets imported.

Export- This features enables the user to export or send the already created appointment to other mail id’s. Exporting of appointment is permissible only in iCal or vCal format. No other format is supported.

To export an appointment, user has to perform following steps:

o Select the iCal or vCal format from Day, month or week option under Export tab from the top bar under Appointments Homepage, as shown in Fig. Appointment 1.67:


As a result, File Download page appears, as shown in Fig. Appointment 1.68:




o Click the Save ( ) button (Fig. Appointment 1.68) to save the appointment in system.

Show All- This features enables the user to view different types of appointments like meetings, events, training

programme, workshops, general etc.

View- This features enables the user to view the calendar day wise, weekly wise or monthly wise depending upon the accessibility and requirement.



Documents

Table of Contents...eOffice Appointments is a sub module in the eOffice application which constitutes to the scheduling of appointments. It helps in performing various activities like