The schedule in the center of the Schedule workspace lets you manage schedule items and displays the date range selected in the calendar.

Adding schedule items

Add new items to your schedule.

To add a schedule item:

1. Navigate to the Schedule workspace.
2. Click the area in the schedule that represents the time at which you want to schedule something.
   The Add button appears.
3. [Optional] Drag the cursor to select a larger amount of time than the default time increment.
4. The Add Schedule Item dialog opens.
5. Fill in the fields with details as necessary.
   To choose a location for your schedule item, click Select to open the Select Location dialog, and make a selection.

6. To customize the schedule item further, click More Details . The dialog expands to display more fields; fill in the fields under each tab as desired.
   In the Template drop-down, you can select a different activity template.
   

   When the Hierarchical Access Model is enabled, the Restrict access to users in the Assign To checkbox is available. To only allow users specified in the Assign To field to access the schedule item, select Restrict access to users in the Assign To .

   When you add attachments during the creation of a recurring schedule item, your attachments will be available in every occurrence of the series. For more information on adding attachments to a recurring schedule item series or to a specific occurrence in the series, see Recurring schedule attachments .

7. Click OK .

The schedule item is created and appears in your schedule. By default, schedule items are assigned to you and associated with the contact you last selected in the Contacts workspace.

Viewing and editing schedule items

View and edit schedule items from the Schedule workspace.

To view or edit a schedule item:

1. Navigate to the Schedule workspace.

2. In the schedule, double-click the desired schedule item.

   If the item is recurring, a confirmation dialog opens asking whether you want to open This Occurrence or This and All Following. Make your desired choice. See Recurring schedule items for more information on recurring schedule items.

   The Edit dialog opens.

3. [Optional] In the corresponding tabs and fields, make any desired changes.

   If you are adding a large note and you want to view the entire note and edit it, click View/Edit Full Notes .

4. Click OK .
   The Edit dialog closes.

Any changes that you have made to the schedule item are saved.

Recurring schedule items

When you want to create a repeating schedule item, you can set a recurrence series rather than adding each instance individually. A recurring series is scheduled according to a specified pattern and within a set scope of time. When you create a recurring series, all of the related schedule items populate the calendar of associated contacts' profiles as well as the Schedule workspaces and Microsoft Outlook calendars of assigned users.

Generation horizons are specified by your administrator, and dictate how long a recurring series is generated for and how often new occurrences are added. By default, a series is generated for two years, and new occurrences are added to the series every 24 hours. For example, setting a never-ending series generates all of the corresponding schedule items for the first two years, and then a new item is added every 24 hours.

Adding recurring schedule items

Create a recurring series when you want a schedule item to occur at set intervals over a long period of time, such as a meeting with a client on the first of the month for one year.

You can create a recurrence series for new schedule items, or add or delete a recurrence series for existing schedule items.

To create a recurring schedule item:

1. Navigate to the Schedule workspace.

2. In the schedule, either select an existing schedule item or add a new one.

   The remainder of these steps will assume the schedule item's properties have been filled in as desired.

3. In the schedule item dialog, click the Recurrence link. The Recurrence dialog opens.

   If you set a new recurrence pattern and then decide while creating it that you no longer want the item to recur, click Remove Recurrence at the bottom of the Recurrence dialog to clear the settings.

4. In the Start of Series section, set the following options to determine when the recurring schedule item will begin:
   Date
   Specify a date when the first event will start.
   Start Time
   Specify the time the event will start on each recurrence.
   End Time
   Specify the time the event will end on each recurrence.
5. In the Recurrence Pattern section, select one of the following options to determine how frequently the schedule item will repeat:
   • Daily
   • Weekly
   • Monthly

   • Yearly

     Each of these options have different configuration fields. You can select the exact frequency (such as every three days or every two months), specific dates or days, or the kind of days (such as the second Friday of the month).

6. In the End of Series section, select one of the following options for when the recurrence will end:
   Never
   The event will continue recurring until you change this value.
   After
   Specify a number of times you want the event to recur.
   By
   Specify a specific date when the activity should stop recurring.
7. Click OK .
   The Recurrence dialog closes.
8. Click OK
   The schedule item dialog closes.

The recurring schedule item now appears in your schedule. You can identify the recurring schedule item in any activity list by the   icon that appears next to it.

Recurring schedule item attachments

You can add, edit, and remove attachments for a recurring series of schedule items. You can also add, edit, and remove attachments for a specific occurrence in a series. However, you cannot modify attachments for series and individual occurrences at the same time.

When you open a recurring schedule item, you are prompted to open either the selected occurrence or the whole series. Depending on whether you open the occurrence or the series, different editing permissions apply:

• If you open the occurrence, you can view series attachments, but cannot add, edit, or remove them.

• If you open the series, you cannot view, add, edit, or remove any occurrence attachments.

Viewing other users' schedules

View the schedules of other users in addition to your own in the Schedule workspace.

To view other users' schedules:

1. Navigate to the Schedule workspace.
2. In the Schedules zone, click the Add button  .
   The Participants dialog opens.
3. Add or remove users' schedules by selecting from the list of available users on the left side of the dialog and clicking Add or Remove . Users whose schedules you can currently view populate the list on the right side of the dialog.
4. Click OK .
   The selected users now appear in the Schedules zone. By default, the checkbox next to the user or users you added is selected. If you do not want to view their calendar at this time, but will want to view it later, clear this checkbox.

Adding users to existing schedule items

When you add users to existing schedule items, the item appears in the schedules of the newly associated users.

To add users to an existing schedule item:

1. Navigate to the Schedule workspace.
2. Open the schedule item you want to add users to. If the schedule item is recurring, select one of the following options:

   • This Occurrence
     This option selects the individual instance of the schedule item.

   • This and All Following
     This option selects the individual instance of the schedule item and all recurring instances after it.

   The schedule item dialog opens.
3. In the Detail tab, in the Assign To field, type the name of the user you want to add to the schedule item.
   As you type, a list of corresponding users appears below the field.

4. Select the desired user when you see their name appear in the list below the Assign To field.

   Users who are already participants appear with a check mark next to their name in the list, and cannot be added to the schedule item a second time.

5. When you have added all of your desired users, click OK .
   The schedule item dialog closes.

The desired users are added and can now see the item in their schedules.

Associating contacts with schedule items

Use the For field to associate a schedule item with specific contacts, companies, and households. The schedule item then appears in the Calendar journal of the contacts you added.

To associate contacts with a schedule item:

1. Navigate to the Schedule workspace.
2. Open the schedule item you want to associate contacts with. If the schedule item is recurring, select one of the following options:

   • This Occurrence
     This option selects the individual instance of the schedule item.

   • This and All Following
     This option selects the individual instance of the schedule item and all recurring instances after it.

   The Edit dialog opens.
3. In the Detail tab, in the For field, click the Select button .
   The Participants dialog opens.
4. On the left side of the dialog, look for your desired contacts.
   If you want to select different contact types, you may have to change the specified user-defined filter from Contacts to Users or Households.

5. Add or remove participants by selecting from the list of available contacts on the left side of the dialog and clicking Add or Remove . Contacts currently associated with the schedule item populate the list on the right side of the dialog.

   The contacts that you associate with a schedule item in the For field of the Detail tab also appear in the For Contacts area of the Attendees tab.

6. Click OK .
   The Participants dialog closes.
7. Click OK .
   The Edit dialog closes.

The desired contacts are associated with the schedule item.

Associating related information to schedule items

Associated items appear in the Related tab of the schedule item's Edit dialog.

To associate a schedule item with related information such as a campaign, product, or service request:

1. Navigate to the Schedule workspace.
2. Open the schedule item you want to associate related items to.
   The Edit dialog opens.
3. Click the Related tab.
4. Click Select next to the related item type you want to associate with the schedule item.
   The Select dialog opens.

5. Locate and select the desired related item and click OK .

   You can only associate one campaign, one lead, one opportunity, one service request, and one account with the schedule item, but you can associate multiple products.

   
   The Select dialog closes.

6. Click OK .

The schedule item is now associated with the related item you selected. If you associated the item with a campaign or opportunity, it will appear in the Activities tab of that campaign or opportunity.

Changing the schedule display

The five navigation links at the top of the schedule allow you to toggle between the schedule views. You can view the current date, any single day, any five day workweek (Monday to Friday), any seven day calendar week (Sunday to Saturday), and any month.

To change the schedule's dates, click a different day in the schedule navigator. The schedule will show the schedule items for the selected schedule view.

Changing schedule time increments

By default, your schedule is displayed in 30 minute increments, but you can change it to 60, 15, 6, and 5 minute increments.

To change your schedule time increments:

1. Navigate to the Schedule workspace.
2. At the top of the schedule view, click the Options button  and select your desired increment of time.

Your schedule refreshes and is displayed in your specified increment of time.

Adding view permissions for schedules

You can grant view access to other users, allowing them to see your schedule.

To add view access:

1. Navigate to the Schedule workspace.
2. At the top of the schedule view, click the Options button  and select Set Permissions .
   The Set Permissions dialog opens.

3. In the View Access tab, click the Select button .
   

   The View Access tab is only visible if your administrator has enabled it.

   The View Access dialog opens.

4. Add users by selecting from the list of available users on the left side of the dialog and clicking Add . Users who currently have view access to your schedule populate the list on the right side of the dialog.
5. When you are satisfied with the users in the list, click OK .
   The View Access dialog closes and the users that you have assigned access to appear in the View Access tab in the Set Permissions dialog.
6. Click OK .
   The Set Permissions dialog closes.

The users that you have assigned view access to can now view your schedule.

Adding delegation permissions

Delegate access allows other users to create meetings with you as the owner and to send email notifications on your behalf.

To add delegation permissions:

1. Navigate to the Schedule workspace.
2. At the top of the schedule view, click the Options button  and select Set Permissions .
   The Set Permissions dialog opens.
3. In the Delegate Access tab, click the Select button .
   The Delegate Access dialog opens.
4. Add users by selecting from the list of available users on the left side of the dialog and clicking Add . Users who currently have delegation permissions populate the list on the right side of the dialog.
5. When you are satisfied with the users in the list, click OK .
   The Delegate Access dialog closes and the users that you have assigned access to appear in the Delegate Access list in the Set Permissions dialog.
6. Click OK .
   The Set Permissions dialog closes.

The users that you have assigned delegate access can now create meetings with you as the author and send email notifications on your behalf.

Adding delegated schedule items

With the appropriate privileges and permissions, you can add schedule items where another user appears as the item's author.

The user for whom you want to create a delegated schedule item needs to assign you the appropriate delegation permissions. Your administrator also needs to assign both you and the other user the appropriate privileges.

To add new delegated schedule items:

1. Navigate to the Schedule workspace.

2. In the Schedules zone, select the checkbox next to the user that you would like to add a schedule item for. The selected user's schedule appears next to your own in the schedule.

   If you cannot see the desired user in the Schedules zone, you must add them, as described in Viewing other users' schedules .

3. In the other user's schedule, click the area that represents the time at which you want to schedule something.
   The Add button appears in the time slot.
4. [Optional] Drag the cursor to select a larger amount of time than a half hour.
5. Click Add and select the type of schedule item you want to add.
   The Add Schedule Item dialog opens.
6. In the Assign To field, click the Select button . In the Participants dialog, add the user to delegate the schedule item to, and click OK .
7. Fill in the fields with details as necessary.

8. To customize the schedule item further, click More Details . The dialog expands to display more fields; fill in the fields under each tab as desired.

   When you add attachments during the creation of a recurring schedule item, your attachments will be available in every occurrence of the series. For more information on adding attachments to recurring series activities or a specific occurrence in a series, see Recurring schedule item attachments .

9. Click OK .
   The schedule item is created and appears in the other user's schedule with them listed as the author.

The other user is listed as the schedule item's author and every action performed on that item is on behalf of that other user.

Viewing and editing security for schedule items

You can define view and edit security settings for schedule items in both NexJ CRM and Exchange.

View and edit security is public by default in both NexJ CRM and Exchange. The following view and edit security settings apply to schedule items:

Setting view security to private in NexJ CRM
Setting view security to private in NexJ CRM synchronizes the schedule item to Exchange only for the user who made it private. Other participants will not see that item in Exchange.Setting edit security to private in NexJ CRMSetting edit security to private in NexJ CRM does not make the item uneditable in Exchange. However, only changes made to the schedule item in Exchange by the meeting organizer will synchronize to NexJ CRM. In addition, users can specify edit permissions for those with whom they share their calendar.

Setting view group security in NexJ CRM
Setting view group security in NexJ CRM makes the schedule item visible in Exchange only for those in the group, regardless of who is in the Assign To and For fields.

Setting edit group security in NexJ CRM
Setting edit group security in NexJ CRM does not make the item uneditable in Exchange. However, changes made to the schedule item in Exchange do not synchronize to NexJ CRM, except for changes made by the meeting organizer. In addition, users can specify edit permissions for those with whom they share their calendar.

Synchronizing private schedule items
Private schedule items in Exchange have both view and edit security set to private in NexJ CRM only if the meeting has one participant. A private meeting created in Exchange that has more than one participant will not synchronize to NexJ CRM.

Private schedule items in NexJ CRM are set to private in Exchange for the users that the meeting synchronizes for. Users that do not have permission to view the meeting in NexJ CRM will not see the meeting in Outlook unless meeting invitations are sent. In Exchange, others that have permission to view that user's calendar can see the private item, but item details are hidden. In NexJ CRM, users cannot see the details of private items in each other's calendars.

Synchronizing external contacts
A contact who is added to an Outlook meeting synchronizes to NexJ CRM as an external contact when their email address matches a contact's email address in NexJ CRM, and:

• The Outlook contact does not exist as a contact in NexJ CRM.
• The user that owns the NexJ CRM calendar does not have view access for the contact.
• A user in the meeting does not have access to view the contact and the Enable Security Check on Inbound For Contact Synchronization user option is enabled.

Viewing participants in a schedule item's For list
A user who is added to an Outlook meeting synchronizes to a schedule item’s Assign to field in NexJ CRM. Users who are assigned to a schedule item can always view the schedule item and participants in the item's For list.

Viewing activities in a contact's journal
Users with view access for a contact can view all activities created for that contact by viewing the contact’s Journal tab on the Contacts workspace. Users must also have view access to the activities.

NexJ CRM schedule item and Exchange synchronization examples

The following are examples of how NexJ CRM schedule items synchronize with Microsoft Outlook calendar items.

Example of synchronizing a public meeting to NexJ CRM

A financial advisor sends a public meeting invite to another advisor in Outlook. In NexJ CRM , both advisors can see the meeting. The following users can also see the meeting:

• Users who have been delegated calendar view access by either of the advisors. Those users can see the meeting by viewing the calendar of one the advisors.
• Users who have view access to contacts who are included in the meeting's For field.

Example of synchronizing a meeting for a contact with multiple company relationships

A financial advisor creates a public meeting in Outlook for a contact. In NexJ CRM , the contact belongs to one company, and is on the board of another company. A relationship custom field associates the contact with the company that the contact is a board member of.

In NexJ CRM , the meeting is synchronized to the contact's calendar and to the company's calendar that the contact belongs to. The meeting does not synchronize to the calendar of the company that the contact is a board member of.

Example of synchronizing a meeting for contacts with single and multiple contact records

A financial advisor who is synchronized with NexJ CRM creates a public meeting in Outlook and invites a contact:

• If a single contact record in NexJ CRM matches the email of the contact invited from Outlook, the contact is added to the For field of the meeting in NexJ CRM .

• If multiple contact records in NexJ CRM match the email of the contact invited from Outlook, each contact is added to the For field of the meeting in NexJ CRM .
• If no contact records in NexJ CRM match the email of the contact invited from Outlook, or the contact that matches is not visible due to security settings, the contact is added as an external contact to the meeting in NexJ CRM .

Example of synchronizing a meeting created by a delegate who is an external contact

An assistant who is external to NexJ CRM creates a public meeting in Outlook for a manager who is a NexJ CRM user. Any user that has explicitly been granted access to the manager’s calendar will see the personal meeting.

To make the schedule item visible to only the assistant and manager, the manager delegates access to create private meetings to the assistant in Outlook. The assistant then makes a private schedule item in the manager’s calendar.

Example of synchronizing a meeting created by an Outlook contact for a NexJ CRM user

An Outlook contact sends an invite to a manager who is NexJ CRM user. When the manager accepts the invite, the meeting synchronizes to NexJ CRM .

Invitations

An invitation is an email notification for a schedule item that allows the recipient to automatically respond and updates the recipient's response and schedule in NexJ CRM , as well as their Calendar in Microsoft Outlook. Assigning a schedule item to users, who can see their schedules in NexJ CRM , lets them know when and where the schedule item is occurring because they can review the item's Edit dialog. However, associating a schedule item with contacts, who cannot access NexJ CRM , will not let them know about the schedule item unless you send them invitations.

Assigned users populate the Assign To field in the Detail tab and the Assign To Users area in the Attendees tab of schedule item dialogs. A schedule item is said to be "assigned to" users because it is added to their schedule and they become attendees unless they decline the item. When you send invitations to a new schedule item, all of the users that are assigned will automatically receive the invitation. However, if new users are added to an existing schedule item, you can choose to send invitations to only the users that are added. If you do not send invitations, the assigned users need to manually locate the item and open its Edit dialog to enter a response. Either way, the schedule item is added to both the invitees' Schedule workspace and their Outlook Calendar automatically.

Associated contacts populate the For field in the Detail tab and the For Contacts area in the Attendees tab of schedule item dialogs. A schedule item is said to be "for" contacts because it is about or related to the contact. For this reason, contacts are not automatically sent invitations to schedule items when you send invitations. Next to the contacts' names in the Attendees tab, there are checkboxes that you can select to indicate which contacts you want to send invitations to.

Sending invitations

Schedule item invitations can be sent to anyone in your contact list with a valid email address.

You should have a schedule item created that you now want to send invitations for before starting this task.

To send schedule item invitations:

1. Navigate to the Schedule workspace.
2. Open the schedule item for which you want to send invitations.
3. Click the Attendees tab.
   If you cannot see any tabs in the dialog, click More Details to expand it. If the Attendees tab does not appear, the meeting invitations feature is disabled. Contact your administrator to enable this feature.
4. [Optional] If you want to invite additional contacts that are not already included in the schedule item:
   1. In the For Contacts area, click the Add button .
      The Participants dialog opens.
   2. Add the additional contacts and click OK .
      The Participants dialog closes and the added contacts appear in the For Contacts area of the Attendees tab and in the For field of the Detail tab.

5. Select the checkboxes beside the names of the contacts you want to send an invitation to. There may be some contacts that the schedule item is for, but that you do not want to invite. Disabling the checkboxes allows you to associate a contact with a schedule item without inviting them to it.

   If you are unable to select the checkbox next to a contact, it is because the contact does not have a valid email address.

6. [Optional] If you want to invite additional users that are not already included in the schedule item:
   1. In the Assign To Users area, click the Add button .
      The Participants dialog opens.
   2. Add the users that you want to invite, and click OK .
      The Participants dialog closes and the added users appear in the Assign To Users area of the Attendees tab and the Assign To field of the Detail tab.
   When invitations are sent, the author of the item is automatically assigned to it and will not receive an invitation. Other than the author, all assigned users receive an invitation. This is because the item is visible by all users to whom it is assigned. There is, therefore, no checkboxes to disable selected users from receiving invitations.
7. Click OK .
   The Send Email Notifications dialog opens, asking if you want to send invitations to the selected contacts and assigned users.

8. Select the Email all attendees option.

   When you send an invitation that includes attachments but does not contain body text, the attachments are not included in the invitation email when viewed in Microsoft Outlook 2007 and Outlook Web Access 2007. To view the attachments in Outlook, users must open the schedule item in the Outlook Calendar.

9. Click OK .

The invitations are delivered to the recipients. The item appears in the Schedule workspace and Microsoft Outlook Calendar of the users assigned to it, and in the Contacts workspace Calendar journal of the contacts in the For field, even if they have not yet responded to the invitation or did not receive one.

External contacts

An external contact is a contact who is added to a schedule item through synchronization with Microsoft Outlook but does not have any additional records in NexJ CRM .

When sending invitations for a schedule item created in Microsoft Outlook, you may need to invite external contacts. Because external contacts do not have an entry in NexJ CRM , they cannot be viewed as either a contact the item is created for, nor as a user the item is assigned to. So, a new area appears in the Attendees tab of the item's Edit dialog when applicable, called the External Contacts area.

Administrators can assign permissions to allow or prevent both you and other users from viewing external contacts in the Edit dialog for schedule items of which you are the author. If you need to know who can view external contacts that you invite to a schedule item, contact your administrator.

Invitation responses

When another user sends you an email invitation for a schedule item, you have the option to accept, tentatively accept, decline, or propose a new time for the item. You also have the option to send a custom response, a standard response, or no response to the invitation. If you send a response, the author receives an email notification. Whether you send a response or not, your schedule is updated in NexJ CRM , your Calendar is updated in Microsoft Outlook, and the item's author can view your response in the Attendees tab of the item's Edit dialog.

Removing yourself from schedule items

Declining an email invitation automatically removes the item from your NexJ CRM schedule and from your Microsoft Outlook Calendar. Setting your response to Declined in the Attendees tab of the schedule item's Edit dialog, however, does not remove the item from your schedule or your Calendar. You will need to manually remove schedule items that you have declined manually.

To remove yourself manually from a schedule item:

1. Navigate to the Schedule workspace.
2. Right-click the schedule item you want to remove yourself from and select Delete .
   A confirmation dialog opens, asking whether you want to delete the entire item or just remove yourself from the Attendees list.
3. Click Just Remove Me to remove yourself from the meeting.
   If the schedule item is a recurring schedule item, a confirmation dialog opens, asking whether you want to delete this single occurrence, or this and all following occurrences. Make your desired selection.

You are removed from the schedule item and it no longer appears in either your NexJ CRM schedule or in your Outlook Calendar.

Viewing free time

When creating or updating a schedule item, use the Find Free Time link to view other's schedules and find the best time for all attendees.

To view the free time of your desired schedule item attendees:

1. Navigate to the Schedule workspace.
2. Create a new schedule item or open an existing one.
3. Click Find Free Time to open the Find Free Time dialog.
   You can see the schedules of all attendees. Private items are shown as busy time slots but details are not available.
4. Select the time you want to set the schedule item for and click OK .
   The Find Free Time dialog closes and the selected time appears in the schedule item dialog.
5. Click OK .
   The schedule item dialog closes and your schedule item appears in the schedule view.