Using the Electronic Administrator Diary

The electronic diary enables you and others to organise meetings by checking to see who is available at a particular time.

What do you want to do?

View the diary
Create a new appointment
Amend an appointment
Delete an appointment
Confirm an appointment made by another user
Making an appointment available to Outlook to set a reminder
Amend a diary's list of owners

Viewing the Diary

To view the diary:

On the Autoline master menu or other main menu, click the Administrator button.
The Administrator form is displayed.
Select the Diary tab.
The Administrator Diary tab is displayed.

Tip: To view another person's diary, click the Another... button. To move a week ahead, press the PAGE DOWN key. To move a week back, press the PAGE UP key.

Creating a New Diary Appointment

To create a new diary appointment:

On the Autoline master menu or other main menu, click the Administrator button.
The Administrator form is displayed.
On the Diary tab, select on the day-and-date line for the day to make an appointment.
The Diary Appointment form, with a blank Details field, is displayed.

Note: To make an appointment in another person's diary, click the Another... button.
Fill out the Diary Appointment form and Save.
The appointment is saved and the form closes, returning you to the Administrator form with the new appointment displayed as a line in the grid.

Tip: If you change to another person's diary (see the Another... button) and switch to another task, then switch back to the diary, it still shows the other person's diary. It is easy to inadvertently make entries intended for your own diary in the other's diary. It is therefore advisable to always switch back to your own diary before moving focus away from Autoline Administrator.

Amending a Diary Appointment

To amend a diary appointment:

Note: You can amend only entries in your own diary.

On the Autoline master menu or other main menu, click the Administrator button.
The Administrator form is displayed.
On the Diary tab, select the line representing the appointment to amend.
The Diary Appointment form, containing that appointment's details, is displayed.
Amend the Diary Appointment form's fields and Save.
The amended appointment is saved, the Diary Appointment form closing, returning you to the Administrator form.

Note: If the appointment being amended is part of a block booking, a Select Item from List menu prompts you to select from the following options:

Just-this-one: Amends only the appointment for the date selected

All-previous: Amends earlier entries of the block booking

All-future: Amends this and later entries of the block booking

All-of-them: Amends all entries of the block booking

Deleting a Diary Appointment

To delete a diary appointment:

Note: You can delete only entries in your own diary.

On the Autoline master menu or other main menu, click the Administrator button.
The Administrator form is displayed.
On the Diary tab, select the line representing the entry to delete.
The Diary Appointment form, containing that appointment's details, is displayed.
Click the Delete button.
The appointment is deleted, the Diary Appointment form closing, returning you to the Administrator form.

Note: If the appointment being deleted is part of a block booking, a Select Item from List menu prompts you to select from the following options:

Just-this-one: Deletes only the appointment for the date selected

All-previous: Deletes earlier entries of the block booking

All-future: Deletes this and later entries of the block booking

All-of-them: Deletes all entries of the block booking

If the deleted appointment was originated by someone other than the diary's owner, an email message is automatically sent to the originator, alerting him/her to the deletion.

Confirming a Diary Appointment Made by Another User

If an appointment has its times in brackets, it was made by another user who does not have ownership permissions to your diary. An email message will have been sent to you alerting you to the appointment, and the appointment's line in the Diary tab includes that user's login/email in <angle brackets>. In such cases you should either confirm or delete it.

Tip: To delete an appointment made by another user in your diary, see Deleting a diary appointment.

Note: When the appointment is either deleted or confirmed, an email message is automatically sent to the originator, alerting him/her to the fact.

To confirm a diary booking made by another:

On the Autoline master menu or other main menu, click the Administrator button.
The Administrator form is displayed.
On the Diary tab, select the on the line representing the appointment to confirm.
The Diary Appointment form, containing that appointment's details, is displayed.
Click the Confirm button.

The Diary Appointment form closes, returning you to the Administrator form, whose Diary tab lists the entry with its start and finish times no longer in brackets.

Making a Diary Appointment Available to Microsoft Outlook

Microsoft^TM Outlook^® supports reminders triggered by the computer's in-built clock. When you or another user creates an appointment in your diary, the system automatically sends you an email with an attached file, 'cal.vcs'.

To make the diary appointment available to Microsoft Outlook:

Note: The following process assumes you are using KMail. Other email systems may work slightly differently.

On receiving an email titled 'Diary request for...', open the email and its attached file 'cal.vcs'
The ...Appointment form is displayed.
Fill out the form, including its Reminder time fields, which enable Outlook to alert you to the appointment, and save it.
The Appointment form closes, and an entry is entered in Outlook.

Tip: The Microsoft Outlook appointment does not inherit the Autoline Administrator diary appointment's Block booking attributes, if you set them. To make the Outlook appointment's reminder recur, you must set its Recurrence... fields appropriately. The Outlook appointment leads a separate existance from the Administrator diary appointment. Any subsequent changes to one do not affect the other.

Amending a Diary's List of Owners

To amend a diary's list of owners:

As well as the user ID that 'owns' the diary, another user can be an owner of that diary. An owner who is added in this way can see private appointments but not those with the 'strictly' attribute applied in the Diary Appointment Form's Confidential field.

On the Autoline master menu or other main menu, click the Administrator button.
The Administrator form is displayed.
On the Diary tab, edit the contents of the Owners text box.
The Owners text box is updated, conferring owner privileges to the logins listed.

Tip: If a non-owner adds or deletes anything in the diary, the owners are notified by email. If a user listed in the Owners field does not want to receive notification emails, prefix an asterisk to their user ID in the Owners text box.