AppJetty Calendar 365 User Manual
USER MANUAL
Calendar 365
“Calendar View & Functionalities”
Version: 5.4
Compatibility:
Microsoft Dynamics CRM 2016(v8.0) and above (online and on-premises) and PowerApps
Browser Compatibility:
Edge (v12) and above
Firefox (v29) and above
Chrome (v33) and above
Safari (v7.1) and above
Opera (v20) and above
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TABLE OF CONTENTS
Introduction ........................................................................................................................ 4
Pre-requisites ...................................................................................................................... 4
New changes V5.4 ............................................................................................................... 4
Calendar Management........................................................................................................ 5
Calendar 365 ............................................................................................................................... 6
Resources .................................................................................................................................... 7
Related Entities ........................................................................................................................... 9
Owner wise Colorized activity ................................................................................................... 10
Activity Details ........................................................................................................................... 11
Upcoming Events ....................................................................................................................... 16
Refresh ...................................................................................................................................... 16
Save and Share Calendar Views ................................................................................................ 17
View Saved Calendar list .................................................................................................................... 18
Edit & Update Calendar ...................................................................................................................... 20
Share ‘Saved Calendar’ Views ............................................................................................................ 21
Share Appointment Activity ............................................................................................................... 24
Activity Grid View of Calendar .................................................................................................. 25
Set Regarding under Grid View .......................................................................................................... 26
Resource Scheduler (Manage Working Hours) ......................................................................... 27
Calendar Activities ............................................................................................................. 35
Create an Activity ...................................................................................................................... 36
All day event for Appointment .................................................................................................. 41
Create a Custom Activity ........................................................................................................... 42
Location selection...................................................................................................................... 44
Attachment for Activity ............................................................................................................. 44
View & Manage Activity ............................................................................................................ 46
View Note ........................................................................................................................................... 47
Edit Activity ......................................................................................................................................... 48
Copy Activity ....................................................................................................................................... 49
Share Activity ...................................................................................................................................... 50
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Re-assigning Activity ........................................................................................................................... 51
View Activity ....................................................................................................................................... 52
Delete Activity .................................................................................................................................... 52
Search Activity ........................................................................................................................... 53
Recurring Appointment ............................................................................................................. 53
Share Activity ............................................................................................................................. 55
Overdue Activities ..................................................................................................................... 56
Conflict Management ................................................................................................................ 57
Unscheduled Activities .............................................................................................................. 58
Print Calendar ............................................................................................................................ 60
Activity Action ................................................................................................................... 61
Calendar Views .................................................................................................................. 67
Time Slot Duration View ............................................................................................................ 67
Top Down View .......................................................................................................................... 70
Gantt View ................................................................................................................................. 72
Timeline View ............................................................................................................................ 75
Agenda View .............................................................................................................................. 77
Resource Scheduler ................................................................................................................... 79
Contact Us ......................................................................................................................... 80
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Introduction
Calendar 365 from AppJetty is a calendar solution for Dynamics CRM. This solution by AppJetty helps you
to manage your activities. It also lets you create and manage your own desired activities through Custom
Activities.
With this plugin Admin User can manage the activities and the tasks in two different calendars namely
Resource Calendars for the users and the Customer calendar for the customers (clients).
Apart from managing activities, you can view holidays of the country specified by the admin. Later, if the
activity related actions are performed, you can Complete or Cancel the activities.
Pre-requisites
• Following steps must be followed before starting the Plugin installation:
• First, you should be logged into Dynamics CRM Online.
New changes V5.4
As per the version 5.4 of Calendar 365, the following topics are updated or newly added:
➢ Owner Color Configuration: Color configuration for the individual CRM users
➢ Business Unit: By enabling this option, display and manage the activities for the “Business Unit”
on the Calendar 365.
➢ Minimum/Maximum Time Slot: Select the time slots to display the slot duration or working
duration on the Calendar.
➢ All Day Event: Enable the All Day event for Appointment activity
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Calendar Management
Calendar Management: You can check how to manage the activities and the functionalities of Calendar.
o Resources
▪ Resource Calendar
▪ Customer Calendar
▪ Related Entities
o Activity Details
▪ Tooltip view
▪ Detail view
o Left side Panel
▪ Activities
▪ Status
▪ Priority
▪ Weekend & Holidays
▪ Upcoming Events
o Refresh
o Save and Share Calendar Views
▪ Update Calendar
▪ Share Saved Calendar View
▪ Move Shared Calendar to Save Calendars list
o Activity Grid View of Calendar
o Set Regarding
o Resource Scheduler (Manage Working Hours)
o Add the Working hours in AppJetty Calendar
o Dynamic Date Format
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Calendar 365
• To open the Calendar 365, following steps must be followed:
• Go to AppJetty -> Calendar 365
• Here, you get two calendars: Resource Calendar & Customer Calendar.
o Resource Calendar: It is for User and Facility/Equipment.
o Customer Calendar: It is for Contacts and Accounts.
• If you want to manage activities for the Users/Teams, Bookable Resource or Facilities/Equipment,
select Resource Calendar while to manage activities for Contacts/Accounts (clients), select
Customer Calendar.
• Calendar page would load, and all the activities will be displayed in the calendar as per the default
configuration made from the settings.
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Resources
• The calendar is separated in two: Resources Calendar and Customer Calendar.
• To view the navigate to ‘Resources’ section on the left-hand side of the calendar
• Resource Calendar: “User/Teams”, “Resource Booking” and “Facilities/Equipment” resources can
be found in Resource Calendar.
o If User/Teams option is selected as resource, it displays list of users in multiple selection
dropdown. User/Teams is a user and a member of your organization.
If you have selected the User/Teams as “Resources”, the list will be displayed and you can
enable/disable the Users/Teams by selection.
o If Business Unit option is selected as “Resources”, it displays the busines units of the
organization like departments or divisions that have separate products, customers, and
marketing lists.
o If Bookable Resource option is selected as “Resources”, it displays list of Bookable Resource
in multiple selection dropdown. A Bookable Resource in Field Service is anything that needs
to be scheduled. Scheduling Board for Field Service & Project Service Automation.
o If Facilities/Equipment is selected as “Resources”, it displays list of facility/equipment in
multiple selection dropdown. If the resource is a physical space that needs to be scheduled,
such as a building or room, select Facilities/Equipment.
• As you select the “Resource”, you will get the records based on that.
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• Customer Calendar: You will get “Accounts” and “Contacts”.
o If Contact is selected as resource, it displays list of contacts in multiple selection dropdown.
These are available only when contacts are selected from the dialog box.
o If Account is selected as resource, it displays list of accounts in multiple selection dropdown.
These are available only when accounts are selected from the lookup dialog box.
• Based on Customers selection, activities in the calendar will be displayed.
Note: Only the system administrator can view the calendar along with the activities of all the users or
resources. Other users can view the calendar of only their team or an individual depending on their
respective role.
- Activities that have account or contact mentioned within regarding field, those activities are viewed in
calendar upon selection of that account or contact, respectively.
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Related Entities
• On selecting accounts or contacts as Customers, Related Entities dropdown is enabled from where
user can select one or more related entity of account or contact related to which you want to view
activities.
Note: Related entities dropdown will be shown only if entities are selected from the configurations page.
And activities will be shown if these related entities have activities created within their record.
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Owner wise Colorized activity
• If you have enabled the owner wise color option and set the specific color to different owners, the
activities of the different owners will appear on the Calendar based on the Owner’s color.
• On the Calendar, user can see the colorized activities based on the selected color for the specific
owner (users). i.e., the orange color activities belong to the user Milenia Den, the green color
activities belong to the Joseph Den and the blue color activities belong to the Kat Den.
• These Color specific activities option helps admin or users to clarify the activities.
Note:
- The user can see different color combinations activities for specific users only under Resource Calendar.
- Once you have selected the Owner Color option, the individual color
of the activities will be disable and the user wise colorized activities will
display on the calendar.
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Activity Details
Setup for Tooltip Attribute & Tooltip view:
• To setup the Tooltip view of activity, navigate to Setup and you will find the ‘Tooltip Attribute’
option in all the activity.
Tooltip on Calendar
• Hover the mouse on the activity, then the activity details can be seen in tooltip view.
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Setup for Detail Attribute & Attribute view:
• To setup the Detail view of activity, navigate to Setup and you will find the ‘Detail Attribute’ option
in all the activity.
Activity Detail view on Calendar
• To view the ‘Activity Details’, click on the activity, then the details can be seen in detail.
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Left side panel options
Activities
• To manage the activities which are to be displayed in the calendar, navigate to ‘Activities’ section
on the left-hand side of the calendar.
• Thereafter, check the checkbox besides the activity to display the particular activity in the calendar.
Here it will show only those activities that are enabled from the configurations page.
Status
• To view the activities as per their statuses, navigate to ‘Status’ section and check the checkbox
besides each option to display the activities with statuses in the calendar.
Note: If you have selected the Overwrite Color by Status in activity configuration, the status of activity
can be displayed in that color which is selected in ‘Overwrite Color’ option.
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Priority
• Now to view the activities as per the priorities, navigate to ‘Priority’ section and check the
checkbox besides the priority.
• This would overwrite the actual color of the activity and display the activity in the color as per the
priority of the activity.
Weekends & Holidays
• To enable / disable weekends in the calendar navigate to the ‘Weekends’ section.
▪ To enable weekends select ‘On’ button.
▪ To disable weekends, select ‘Off’ button. The columns of ‘Saturday’ and ‘Sunday’ will
disappear.
• To enable holidays in the calendar, navigate to the ‘Holidays’ section and check the checkbox.
• By checking the checkbox besides ‘Holidays’ section, you can view all the holidays in the calendar
which is by default in black colored background.
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Note: Holidays will be displayed as per the country selected by the admin from the Calendar 365
Configurations.
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Upcoming Events
• To view a list of upcoming events, navigate to ‘Upcoming Events’ section, from here you can select
the type of view and view the upcoming events as per the ‘Day’, ‘Week’ or ‘Month’ format.
• Upcoming events will be displayed based on resource selected.
• Example: If account is the selected resource type, it displays upcoming activities related to the
accounts selected.
Refresh
• To fetch all the events or activities from the CRM, click on the ‘Refresh’ icon on the right-hand side
of the calendar.
Note: After changes in configuration, you must Refresh to view the applied changes.
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Save and Share Calendar Views
• You can also Save and Share any calendar view in Resource Calendar and Customer Calendar for
future reference.
• Left panel Settings like selected resources, selected calendar view as well as, activities, selected
status, priority, weekends and holidays get saved on saving view.
• You can save the calendar view on resource selection. If certain calendar settings are saved for
user resource type, that calendar view will not be available to accounts or contacts.
• To save a view, click on ‘Save’ icon available on the left side of the calendar.
• After you click on ‘Save’ icon, a dialog box opens, where you need to define the calendar view.
Along with naming, you can define if it’s public or private.
• By default, ‘Is Public’ check box is checked. If calendar is public, it is visible to all CRM users with
AppJetty Calendar role under shared calendars section.
• Click on ‘Save’ button to save the calendar view.
• On the header, the ‘Calendar View name’ will be appeared in left side.
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View Saved Calendar list
• Users can access saved calendar views by clicking on right icon that indicates the View
Calendars.
• After you click on that icon, a dialog box opens with dropdown named “Calendar Views” to check
and edit the Calendars from the list.
• Under the Calendar type, the user can check the ‘Saved Calendars’ and ‘Shared Calendars’ by other
users/teams.
• ‘Saved calendars’ are the one which you have created and saved while ‘shared calendars’ are the
one that are shared with you by other users or the calendars that are made public by other users.
• Based on Calendar Type selection, you get list of calendars.
• You can see the list of Saved Calendars from the drop-
down list of Calendar name.
• By click on any saved Calendar name, you can check that
Calendar view.
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• From the Saved Calendars list, you can see the View name with their actions. You can select a
default calendar by pressing + icon.
• For saved calendar and being the owner of that calendar, you can View, Edit, Delete and Share
calendar. ‘Share’ option is available only when calendar is private (should not select as ‘Is Public’).
• Also, different actions are available only when you are the owner of the calendar, else it just shows
the preview icon.
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• Clicking on edit calendar, particular saved calendar opens so as to edit it as required and along
with that shows update calendar view icon to update calendar.
Edit & Update Calendar
• On clicking ‘edit’ icon, you get to update calendar name and select if calendar is public or private.
• Click on Update button to update the changes made in calendar.
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Share ‘Saved Calendar’ Views
• Clicking on shared icon, you can share Calendar with other CRM users or team.
• Clicking on ‘Share’ icon, opens dialog box to select user or team from the look up records box.
After selecting user, click on Save button to complete the calendar sharing. You can select
multiple users and teams to share calendar with.
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• You can select the Users/team with whom you want to share the Saved Calendar view.
• A Calendar view shared by others can be seen by selecting ‘Shared Calendars’ option.
• When saved calendar is previewed, it enables a button to go back to the current view (previous
view).
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Move Shared Calendar to Saved Calendar
• You can move the ‘shared calendar’ to the ‘Saved Calendars’ list by clicking on ‘Move’ icon.
• Now you can see a shared calendar in Saved Calendars list. You can make it default if you want.
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Share Appointment Activity
• You can also share the appointment with other users (team members) at the same time when
you are creating an Appointment activity.
• For that, you need to select that “User” from the Look Up Records in the Required field.
• Once the appointment is created, the other user will also get the appointment in his/her
calendar.
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