How to Use the CMS Calendar System

1
How to Use the CMS Calendar System

• From the CAEN Staff

2
Concept The New System

• This system relies on a combination of event
  containers (which we will refer to as buckets
  for simplicity) and categories
• Calendars can be configured to show events from
  any bucket and any of the 25 or so categories
• When you add events, you will add them to the
  appropriate bucket and tag them with the
  appropriate category.
• An event is only be in 1 bucket (unless you copy
  the same event to multiple buckets) but can have
  any or all of the categories

3
The Event Interface

• First, log into the CMS via cosign
• Click View Event_Collection
• This is the interface you will use to add events
• You can also just go to a bookmarked URL

4
To Add an Event

• Click the Add Event button

5
To Add an Event -- Title

• Add the title of the event here. Please be brief
  but descriptive. Leave out information like
  date/time/location
• Leave the ID alone, the system will generate a
  unique ID for your event

6
To Add an Event Title, Type, and Category

• Title The event name from before
• You may change it if you need
• Type 4 major types (Deadline, Workshop,
  Seminar, and Lecture)
• Deadline is important if you choose a deadline
  the event does not have to have an end date/time.
  Just a start date/time
• Category A selection of which categories the
  event is this will effect what calendars it is
  displayed in
• Description A description of what the event is.
  Do not include things like contact information
  or location here. We will do that later.

7
To Add an Event Date and Time

• Date and Time The start and end date and time
  of the event. The format must be one of the
  following
• Monday, January 24, 2006 133500 US/Eastern
• January 24, 2006 135 pm
• 01/24/2006
• 2006/01/24
• Check the Hide Times box if you wish for the
  time of the event to not be displayed (such as an
  all-day event)
• Those formats in purple must be used in
  conjunction with the Hide Times box

8
To Add an Event -- Optional Info

• Location Here you add the location of the
  event
• The first drop down box lets you select
  previously entered locations.
• If you do not wish to use one, you may enter your
  own room number and building with the second two
  boxes. The first drop down box must be empty
• Contact Information Here you enter who to
  contact with regard to event information
• Additional Information that doesnt fit into
  any of the above categories, such as a webpage
  for the event, who is sponsoring it, and who is
  presenting it. URL is the webpage and URL name
  will be the clickable text users will see
• When you are done, make sure you click Save
  Changes

9
To Add an Event -- Layout

• Private Your event will only be viewed by
  calendars that are set to view private events.
• Hidden Your event will not show up in any
  calendars. This can be used to save event data
  for when you have full details.
• Archived If the event is already over and you
  are adding it to the calendar for reference only,
  then check this box

10
To Add an Event -- Finalizing

• Your event should now show up in the listing
  under the proper month.
• Now would be a good time to verify that you have
  input all of the information needed and the
  date/time are correct.
• The green checkbox on the far right pertains to
  whether or not your event has been approved to
  appear on the COE Homepages calendar

11
To Modify an Event

• Click on the event title (the link in blue)
• You will be taken to the same page used to create
  the event. See above for more information

12
For Additional Tasks (copy, move, delete events)

• The following procedures assume that you are in
  the CMS Calendar interface

13
To Copy an Event

• First check the box next to the event you wish to
  copy
• You may check multiple boxes
• Click the Copy button at the top
• Navigate to the folder you want the event to be
  in
• Click the Paste button that will appear

14
To Move an Event

• First check the box next to the event you wish to
  move
• You may check multiple boxes
• Click the Cut button at the top
• Navigate to the folder you want the event to be
  in
• Click the Paste button that will appear

15
To Delete an Event

• First check the box next to the event you wish to
  delete
• You may check multiple boxes
• Click the Delete button at the top

16
Checklist

• Did you leave the ID alone?
• Did you give the event a descriptive title?
• Did you add the event to the correct calendar?
• Did you use the correct date/time format?
• Did you check the Hide Times box if the event
  doesnt have a start and end time?
• Did you make sure not to check any of the bottom
  boxes if you want the event visible by the
  public?
• Did you make sure to click Save Changes?