Solar Eclipse Scheduler. Release 9.0

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1 Solar Eclipse Scheduler Release 9.0

2 Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contained herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation. All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation. Publication Date: February 2, 2015

3 Table of Contents Eclipse Scheduler Overview... 1 Scheduler... 1 Setup Requirements for the Scheduler... 2 Control Maintenance Records... 2 Authorization Keys... 2 User Maintenance... 2 Scheduler Overview... 3 Viewing the Daily Planner... 4 Viewing Daily Schedules... 5 Viewing Weekly Schedules... 8 Viewing Monthly and Yearly Schedules Event Tracking Report Scheduling Events Changing Event Attendance Entering Detailed Information for an Event Adding Users to an Event Scheduling Repeating Events Scheduling Meetings Deleting and Rescheduling Meetings Rescheduling Meetings Deleting Meetings Entering Non-Scheduled Information Cross-Referencing Events Index iii

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5 Eclipse Scheduler Overview Use the Scheduler and Messaging Systems to interact and communicate with other users. Scheduler Use the Scheduler to plan your events and tasks, to view other users' schedules, and to schedule events for multiple users without imposing on individual schedules. You can schedule repeating events. The system places the repeating event in the system calendar. You can set up alarm messages for events. The system sends these messages to all users attending the event at an indicated time prior to the event. For example, you schedule a conference call. You can set up the alarm to notify all users involved in the meeting. See Also: About the Scheduler About the Message System 2015 Epicor Software Corporation. All rights reserved. 1

6 Solar Eclipse Scheduler Rel. 9.0 Setup Requirements for the Scheduler Following are the control maintenance records and authorization keys used for the Scheduler and Messaging system, along with additional setup requirements. Control Maintenance Records Following are the control maintenance records used for the Scheduler and Messaging system. General Scheduler Parameters Set the following control maintenance records: Check Scheduler On Login Daily Schedule Default Hours Default Scheduler Alarm Time Old Set System Time Zone Prompt for Scheduler Closing Notes Scan For Scheduling Messages Every: (Seconds) Scheduler Activity Notes Valid Scheduler Priorities SFA Scheduler Parameters Set the following control maintenance records: Valid Scheduler Statuses Valid Scheduler Types Authorization Keys Following are the authorization keys used for the Scheduler and Messaging Systems. Daily Planner Assign the following authorization keys: DAILY.PLANNER SCHEDULER User Maintenance Refer to User Maintenance for information about entering user scheduler parameters and assigning users to message groups Epicor Software Corporation. All rights reserved.

7 Rel. 9.0 Scheduler and Messaging Systems Scheduler Overview Use the Scheduler to maintain a calendar of events for yourself. You can also view other users' schedules, and schedule events and meetings for multiple users. Use the following applications in the Scheduler: Daily Planner - Use to view users' short descriptions of their work schedules for each day of the week. You can also enter a short description of your daily schedule in the planner. Daily Schedule - Use to maintain a calendar of scheduled events on a daily basis. If authorized, you can use to view and edit other users' schedules. Weekly Schedule - Use to maintain a calendar of scheduled events on a weekly basis. If authorized, you can use to view and edit other users' schedules. Monthly and Yearly Schedule - Use to view users' monthly and yearly scheduled events. Schedule Detail Maintenance - Use to enter detailed information for an event, such as a meeting agenda and notes. You can also use this function to set an event to be repeating, add the event to multiple users' schedules, and send an alarm message to all attendees prior to the event. Meeting Advisor - Use to schedule meetings. The Meeting Advisor checks each user's schedule and indicates times when all users are available for a meeting. Event Tracking Report - Use to summarize schedules for users. See Also: Features and Functions of the Scheduler and Messaging Systems 2015 Epicor Software Corporation. All rights reserved. 3

8 Solar Eclipse Scheduler Rel. 9.0 Viewing the Daily Planner The Daily Planner displays employee work schedules. Use the Daily Planner to quickly look ahead at all users' schedules or plan events based on more than one user's schedule for a larger period of time, such as a two-day planning session. Use this window to inform other employees about your work schedule. For example, you can indicate your location, the hours you'll be in the office, when you have a dentist appointment, or the client you are visiting on a business trip. You can also view at a glance the work schedule for other employees. The information entered in the Daily Planner for the current date displays on the Messaging screen for the user. The Daily Planner lists the users in a selected message group. The user IDs for the group are displayed in the first column on the left. The columns to the right show a brief description of the activities or location for each user on the designated days. You can view any group. The default group is your own. However, when you exit this window, the system stores the currently selected group as your default. Use the Check Scheduler On Login control maintenance record to indicate if you want to display the planner or scheduler when a user logs in to the system. You can enter your schedule in advance on the Daily Planner window or, if set, when prompted at login. You must be assigned the DAILY.PLANNER authorization key to use the Daily Planner. The assigned level determines your ability to view and edit your own and other users' schedules. To view the Daily Planner: 1. From the System > Scheduler menu, select Daily Planner to display the Planner section of the Scheduler window. Your default group displays, along with the current week. 2. Perform the following to view schedules in the Daily Planner: To view... A different group than the one displayed... A user in a long list... An entry longer than 18 characters... Different dates... Do this... Enter or select the group ID you want to view in the Group field. Display the Find User ID prompt from the Planner > Find menu. Enter the user's ID at the prompt. Either expand the window or column to view the entire entry. Click one of the following buttons: Right Arrow - Displays the next five days. Left Arrow - Displays the previous five days. Goto - Jumps to an indicated date. At the prompt, enter the date. The system displays that date and the four following dates on the window. Today - Displays today's date and the four following dates on the window. 3. Exit the window Epicor Software Corporation. All rights reserved.

9 Rel. 9.0 Scheduler and Messaging Systems Viewing Daily Schedules Use the Daily Schedule to view your scheduled events and meetings on a daily basis. Also, you can check another person's schedule before scheduling an event. For example, you want to take time off. Whenever you or your co-worker, Linda, take time off, one of you needs to be in the office to answer customer questions. Check Linda's schedule to make sure she is in the office on the days you want to take off. To view your daily schedule: 1. From the System > Scheduler menu, select Scheduler to display the Daily Schedule tab of the Scheduler window. The system displays the following information in the header and at the right side of the window: Field User ID Description Your user ID. If authorized, you can view and edit the daily schedule of another user by changing the user ID in this field. Note: The system uses the current owner when creating a new event. Event Types Shown Time Zone Date One of the following, depending on your selection: Show All Events - Displays all scheduled events for the day. Show Busy Events - Displays all scheduled events that require your time, such as meetings. Show Available Events - Displays all scheduled events for which you are available to do other things, such as your office hours for the day. The time zone defined in User Maintenance for the displayed user ID. The current date. You can change the date by clicking the following buttons: Right Arrow - Displays the next day. Left Arrow - Displays the previous day. Goto - Jumps to an indicated date. At the prompt, enter the date. The system displays that date. Today - Displays today's date Epicor Software Corporation. All rights reserved. 5

10 Solar Eclipse Scheduler Rel. 9.0 Field Calendar Description Use the calendar displayed on the right side of the window to change the date. Click the Arrow buttons to view past or future months and click on a date to view that date. In addition, use the calendar as follows: A gray rectangle displays in the corner of each date with a scheduled event. Place the cursor on dates with scheduled events to view a tip box displaying the events for the day. View more than one calendar month by dragging the events field border to the left to expand the calendar view. Drag the border back to contract the calendar view. The system displays the selected day's schedule in the body of the window, including each event's description and scheduled time. The following icons indicate additional information for the event: Icon Description Indicates that the scheduled event is a timeless event. For example, your office hours for the day would display this icon. Several timeless events can be scheduled for one day. Indicates whether the user is able to attend the respective event. Click on the box to display the following options: - The user can attend. - The user cannot attend. - Unknown whether the user can attend. Indicates that an alarm is set for the event. The system reminds users a set amount of time before the event that the event is on their schedules. Indicates that the event is recurring, such as a weekly company meeting. Indicates that a note is attached to the event. Note: Click on the Alarm, Recurring, or Note icon to view the Schedule Detail Maintenance window. 2. Use the following menu options, as needed: Menu Option File > New Event Function Use to Schedule a new event on the Schedule Detail Maintenance window Epicor Software Corporation. All rights reserved.

11 Rel. 9.0 Scheduler and Messaging Systems Menu Option File > Meeting Advisor Event > Edit Detail Event > View Cross- References Event > Delete Event Function Use to schedule a meeting. Use to view or enter detailed information about the event. You can also double-click the event to enter detail. Accesses cross-reference information for the event, such as trackers or customers identified in the event detail. Deletes the event from the schedule. 3. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 7

12 Solar Eclipse Scheduler Rel. 9.0 Viewing Weekly Schedules Use the Weekly Schedule to view you weekly schedule of events and meetings. If authorized you can also view another user's weekly schedule before scheduling an event. For example, you want to take time off. Whenever you or your co-worker, Linda, take time off, one of you needs to be in the office to answer customer questions. Check Linda's schedule to make sure she is in the office on the days you want to take off. To view weekly schedules: 1. From the System > Scheduler menu, select Scheduler to display the Scheduler window. 2. Click the Weekly tab to display the Weekly section of the window. The system displays the following information in the header: Field User ID Event Types Shown Description Your user ID. If authorized, you can view and edit the weekly schedule of another user by changing the user ID in this field. One of the following, depending on your selection: Show All Events - Displays all scheduled events for the week. Show Busy Events - Displays all scheduled events that require your time, such as meetings. Show Available Events - Displays all scheduled events for which you are available to do other things, such as your office hours for the day. Time Zone Time zone defined in User Maintenance for the displayed user ID. Date The current date. You can change the date by clicking the following buttons: Right Arrow - Displays the next week. Left Arrow - Displays the previous week. Goto - Jumps to an indicated date. At the prompt, enter the date. The system displays that date and the week it is in. Today - Displays today's date and the current week. The system displays the selected week's schedule in the body of the window, including each event's description and scheduled time. The following icons indicate additional information for the event: Icon Description Indicates that the scheduled event is a timeless event. For example, your office hours for the day would display this icon. Several timeless events can be scheduled for one day Epicor Software Corporation. All rights reserved.

13 Rel. 9.0 Scheduler and Messaging Systems Icon Description Indicates whether the user is able to attend the respective event. Click on the box to display the following options: - The user can attend. - The user cannot attend. - Unknown whether the user can attend. Indicates that an alarm is set for the event. The system reminds users a set amount of time before the event that the event is on their schedules. Indicates that the event is recurring, such as a weekly company meeting. Indicates that a note is attached to the event. Note: Click on the Alarm, Recurring, or Note icon to view the Schedule Detail Maintenance window. 3. To change the view, do one of the following: From the Options menu, select 7 Day View to view the Sunday through Saturday calendar instead of the Monday through Friday calendar. From the Options menu, select 5 Day View to view the Monday through Friday view. Note: Double-click on a date heading to view that day's schedule on the Daily Schedule section of the Scheduler window. 4. Exit the window Epicor Software Corporation. All rights reserved. 9

14 Solar Eclipse Scheduler Rel. 9.0 Viewing Monthly and Yearly Schedules Use the Monthly and Yearly Schedules to view both: Scheduled events on a monthly or yearly basis. A calendar of the month or year. You can also view another user's monthly and yearly schedules, if authorized. To view monthly schedules: 1. From the System > Scheduler menu, select Scheduler to display the Scheduler window. 2. Click the Monthly tab Epicor Software Corporation. All rights reserved.

15 Rel. 9.0 Scheduler and Messaging Systems The window displays the current month's calendar and the following information in the header: Field User ID Event Types Shown Time Zone Date Description Your user ID. If authorized, you can view and edit the monthly schedule of another user by changing the user ID in this field. One of the following, depending on your selection: Show All Events - Displays all scheduled events for the month. Show Busy Events - Displays all scheduled events that require your time, such as meetings. Show Available Events - Displays all scheduled events for which you are available to do other things, such as your office hours for the day. Time zone defined in User Maintenance for the displayed user ID. The current month. You can change the month by clicking the following buttons: Right Arrow - Displays the next month. Left Arrow - Displays the previous month. 3. View each day's scheduled events on the calendar. The current date is highlighted in red. Place the cursor on a day to view a tip-box displaying the complete description of the events for the day Epicor Software Corporation. All rights reserved. 11

16 Solar Eclipse Scheduler Rel Double-click on a date in the calendar to view that day's schedule on the Daily Schedule section of the Scheduler window. 5. Click the following buttons to highlight a date: Goto - Jumps to an indicated date. At the prompt, enter the date. The system highlights that date. Today - Highlights today's date. 6. Exit the window. To view yearly schedules: 1. From the System > Scheduler menu, select Scheduler to display the Scheduler window. 2. Click on the Yearly tab to display the Yearly section of the window. The window displays the current year's calendar and the following information in the header: Field Description Epicor Software Corporation. All rights reserved.

17 Rel. 9.0 Scheduler and Messaging Systems User ID Event Types Shown Time Zone Date Your user ID. If authorized, you can view and edit the yearly schedule of another user by changing the user ID in this field. One of the following, depending on your selection: Show All Events - Displays all scheduled events for the year. Show Busy Events - Displays all scheduled events that require your time, such as meetings. Show Available Events - Displays all scheduled events for which you are available to do other things, such as your office hours for the day. Time zone defined in User Maintenance for the displayed user ID. Displays the current year. You can change the month by clicking the following buttons: Right Arrow - Displays the next year. Left Arrow - Displays the previous year. 3. View the year's calendar. The body of the window displays each month in the year, with the current date highlighted in red. A gray rectangle displays in the corner of each date with a scheduled event. Place the cursor on dates with scheduled events to view a tip box displaying the events for the day. 4. Double-click on a date in the calendar to view that day's schedule on the Daily Schedule section of the Scheduler window. 5. Click the following buttons to highlight a date: Goto - Jumps to an indicated date. At the prompt, enter the date. The system highlights that date. Today - Highlights today's date. 6. Exit the window Epicor Software Corporation. All rights reserved. 13

18 Solar Eclipse Scheduler Rel. 9.0 Event Tracking Report Use the Event Tracking Report to summarize scheduled events. You can select and sort the events to be included in the report based on: Event dates. Users who scheduled the events. Entities associated with the scheduled events. Event types. You can include, exclude, or run the report for only completed events. To run the Event Tracking Report: 1. From the System > Scheduler menu, select Event Tracking Report to display the Event Tracking Report window. 2. In the Start Date field, enter the date to start selecting events to be included in the report. You can enter a calendar date or a variable date. This field is required. 3. In the End Date field, enter the date to stop selecting events to be included in this report. You can enter a calendar date or a variable date. This field is required. 4. In the User field, enter the user ID for whom to run the report. Leave this field blank to select events scheduled for all users, or select multiple users for whom to run the report. 5. In the Entity field, enter the entity ID for whom to run the report. Leave this field blank to select events scheduled for all entities, or select multiple entities for whom to run the report. 6. In the Event Type field, enter the event type for which to run the report. Leave this field blank to select all types of events, or select multiple events for which to run the report. 7. In the Sort by field, select one of the following sorting options: User Entity Date/Time Event Time 8. In the Completed field, select whether to include, exclude, or list only completed events for the report. 9. Set options, if needed, and generate the report Epicor Software Corporation. All rights reserved.

19 Rel. 9.0 Scheduler and Messaging Systems Scheduling Events The scheduler provides different ways to enter and edit events for which you need to set aside time or notify users of your schedule. Note: When you schedule an event that affects other users, only you can edit or delete that event. Option 1: You can display the Daily Planner on the Scheduler window and enter your schedule in advance. Option 2: You can display the Daily Schedule on the Scheduler window and then enter the new event. Option 3: You can display the Weekly Schedule on the Scheduler window and then enter the new event. Option 4: You can display the Scheduler window and schedule a new event directly from the Schedule Detail Maintenance window. Use the Schedule Detail Maintenance window to enter additional detail about the event. Note: You cannot add detail to an event that was entered on the Daily Planner. Use the Default Scheduler Alarm Time control maintenance record to define the default when the user is reminded about the event. To schedule events using the Daily Planner: 1. From the System > Scheduler menu, select Daily Planner to display the Planner tab of the Scheduler window. 2. On the window, locate your user ID. 3. Position the cursor on the date for which you want to make the entry. 4. Enter your work schedule in the field. 5. Perform the following to edit your schedule, as needed: To delete an entry, place your cursor on the entry and press the Delete key. To fill in a series of dates with the same entry, place the cursor on the event you want to copy and select the Planner > Copy menu. At the prompt, enter the number of days to copy the entry to and click OK. The system copies the event to the indicated number of days. 6. Save your changes and exit the window. Note: You must be assigned the DAILY.PLANNER authorization key to use the Daily Planner. The assigned level determines your ability to view and edit your own and other users' schedules. To schedule events using the Daily Schedule: 1. From the System > Scheduler menu, select Scheduler to display the Daily Schedule tab of the Scheduler window Epicor Software Corporation. All rights reserved. 15

20 Solar Eclipse Scheduler Rel. 9.0 The system displays the current day's schedule for your user ID. Change the user ID and date, as necessary. 2. Position the cursor in the time slot for which you want to schedule the event or click on the time heading for which you want to schedule the event. The system populates the end time as one hour after the start time. You can edit this time frame either: On the Schedule Detail Maintenance window. By dragging the boarders of the event to expand or shrink the time frame. 3. Type the description of the event and click outside of the time slot or press Tab. The system limits the display to 45 characters. Note: After you have scheduled an event, you can drag it to a new time-slot, as needed. 4. Double click on the event to enter detail information about the event. 5. Save your changes and exit the window. To schedule events using the Weekly Schedule: 1. From the System > Scheduler menu, select Scheduler to display the Scheduler window. 2. Click the Weekly tab to display the Weekly tab of the window. The system displays the current week's schedule for your user ID. Change the user ID and date, as necessary. 3. Position the cursor in the date and time slot for which you want to schedule the event. The system populates the end time as one hour after the start time. You can edit this time frame either: On the Schedule Detail Maintenance window. By dragging the boarders of the event to expand or shrink the time frame. 4. Type the description of the event and click outside of the time slot or press Tab. Note: After you have scheduled an event, you can drag it to a new time-slot, as needed. 5. Double click on the event to enter detail information about the event. 6. Save your changes and exit the window. To schedule events using Schedule Detail Maintenance: 1. From the System > Scheduler menu, do one of the following to display the Schedule Detail Maintenance window: Select Detail and do one of the following Enter an event ID and click OK to display that event's detail Click the New button to create a new event. Select Scheduler to display the Scheduler window, and then do one of the following: From the File menu, select New Event Epicor Software Corporation. All rights reserved.

21 Rel. 9.0 Scheduler and Messaging Systems From the Daily or Weekly tab, double-click on any existing event. The system enters your user ID in the Owner field, your time zone in the Time Zone field, and any defined information for an existing event. 2. Enter following information if this is a new event, or you can edit these fields for an existing event: Field Description Entry The event description. Note: The system limits the display to 45 characters. Date Start Time End Time The date for which to schedule the event. The starting time of the event in the specified time zone. The ending time of the event in the specified time zone. 3. Enter event detail information as needed. 4. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 17

22 Solar Eclipse Scheduler Rel. 9.0 Changing Event Attendance When another user schedules you for an event, by default the system assigns the attendance status of Unknown. You can change your attendance availability, if needed. To change event attendance: 1. From the System > Scheduler menu, select Scheduler to display the Scheduler window. The system displays the current day's schedule for your user ID. Change the date, as necessary. 2. Display a previously scheduled event. 3. From the Event menu, select Event Detail to display the Schedule Detail Maintenance window. 4. Click the Personal Data tab. 5. In the Attendance field and update your attendance. If you enter Yes, the system considers you unavailable for other events during the specified time. If you enter No, the system considers you available for other events the specified time. 6. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

23 Rel. 9.0 Scheduler and Messaging Systems Entering Detailed Information for an Event Use the Schedule Detail Maintenance window to enter general detailed information about an event or meeting. For example, you can: Enter an agenda for a meeting. Enter a more detailed description of the event. Define who can access the event. Define where the event displays. Mark an event as completed. You can also set an alarm for the event or enter public and private notes. To enter general event detail information: 1. From the System > Scheduler menu, do one of the following to display the Schedule Detail Maintenance window: Select Detail and do one of the following Enter an event ID and click OK to display that event's detail Click the New button to create a new event. Select Scheduler to display the Scheduler window, and then do one of the following: From the File menu, select New Event From the Daily or Weekly tab, double-click on any existing event. The system enters your user ID in the Owner field, your time zone in the Time Zone field, and any defined information for an existing event. Enter following information if this is a new event, or you can edit these fields for an existing event: Field Description Date Start Time End Time Type Owner Time Zone Description Event description. Scheduled date for the event. Starting time of the event in the specified time zone. Ending time of the event in the specified time zone. Select a pre-defined event type to assign to the event. Define event types in the Valid Scheduler Types control maintenance record. User who entered the event. Time zone for the event owner, as defined in User Maintenance. To change the time zone, clear the field and select a different time zone. 2. Complete the following general detail information, as needed: Area Description 2015 Epicor Software Corporation. All rights reserved. 19

24 Solar Eclipse Scheduler Rel. 9.0 Completed Select the check box to flag the event as complete. The system will enter the current date and time in the on and at fields, respectively. If needed, you can edit these fields. Use as a Daily Planner Description Select the check box if you want the event to appear in the Daily Planner. Note: The Daily Planner only displays one event. If you have two events scheduled on one day and each event is flagged to display on the Daily Planner, the Planner only displays the first event. Enable Attendance Notification Messages Access Select the check box if you want the system to notify you when a user indicates attendance to the event. Select whether the information about this event is available to: Public - All authorized users. Private - Only the owner of the event. Treat Event As Where Displayed To indicate if the users scheduled for the event are busy or available during the event time slot, select either Busy or Available. Select where the event should appear in the system: Daily Only - The event appears only in the Daily Schedule and Weekly Schedule sections of the Scheduler. Daily and Calendars - The event appears in the Daily, Weekly, Monthly, and Yearly sections of the Scheduler. 3. Use the following menu options, as needed: Menu Option File > Delete View > Edit Cross- References View > View Cross- References View > View User Schedule View > View User Notes Description Deletes the currently displayed event. The system prompts you to confirm the deletion. If you are deleting an event that was set up to repeat, the system displays the additional prompt Apply changes to current Day or all occurrences? Click one of the following: All - Delete all occurrences of the event. Current - Delete only the current occurrence of the event. Displays the Event Cross Reference window. Use this window to reference contacts, products, trackers or other entities with the scheduled event. Provides access to cross-referenced data for the event, such as customer maintenance. Displays a selected attendee's schedule for the day. Select an attendee on the Attending Users section of the window. Displays all the notes, which are not private, for the event entered by attendees. 4. Either add more information to the event or save your changes and exit the window Epicor Software Corporation. All rights reserved.

25 Rel. 9.0 Scheduler and Messaging Systems To set an alarm for the event: 1. Display the event to which to add an alarm on the Schedule Detail Maintenance window. 2. Click the Personal Data tab to display the Personal Data section of the window. The system displays the owner's attendance status in the Attendance field. Edit the attendance status, as needed. 3. Select the Alarm check box and fill in the following fields to create an alarm for the event: Field First field after Alarm box Second field after Alarm box Description Enter the amount of time prior to the event when you want the system to send a message reminding users that this event is on their schedule. Select one of the following options: Minutes - Sends the alarm the indicated number of minutes before the event. Hours - Sends the alarm the indicated number of hours before the event. Days - Sends the alarm the indicated number of days before the event. The system determines the default by the Default Scheduler Alarm Time control maintenance record. Note: Once you create an alarm for the event, the Alarm icon displays on the bottom of the window next to the event ID. 4. Save your changes and exit the window. To add notes to an event's detail: 1. Display the event to which you want to add notes on the Schedule Detail Maintenance window. 2. Click the Personal Data tab to display the Personal Data section of the window. The system displays the owner's attendance status in the Attendance field. Edit the attendance status, as needed. 3. Use the following fields for entering notes, as needed: Field Public Notes Private Notes Description Notes for the event that you want to make accessible to all authorized users, such as a meeting agenda. Once you attach notes, the Note icon appears on the bottom of the window next to the event ID. Notes for the event, which only you can view. 4. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 21

26 Solar Eclipse Scheduler Rel. 9.0 Adding Users to an Event When you schedule events that multiple users need to attend, such as a team meeting, you can schedule the event and then add the users to the event from the Attending Users section of the Schedule Detail Maintenance window. The system sends a notification to all users added to the event and places the event in their schedules. To add users to an event: 1. Display the event to which you want to add users on the Schedule Detail Maintenance window. 2. Click the Attending Users tab to display the Attending Users window. The system displays the event owner's ID and attending status, and indicates if the owner has notes attached to the event. 3. Add users to the event by filling in the following fields: Field Users Attend Description Enter the user IDs of all users whom you want to schedule for the event. Indicate whether the user can attend the event. Select either Yes, No, or Unknown. The system displays Unknown when you add new users to the event. Users can also indicate themselves whether they can attend the event. Note: When you add users to an event, the Attending Event icon displays at the bottom of the window next to the event ID. Also, if users have added notes to the event, the Notes box is checked for their ID. 4. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

27 Rel. 9.0 Scheduler and Messaging Systems Scheduling Repeating Events You can set up events to repeat at an indicated interval for a defined amount of time. For example, your department has a weekly meeting for their staff. Schedule this meeting to repeat on a weekly basis so that your staff knows exactly when the meeting is and can plan for it. Use the Repeating Schedule section of the Schedule Detail Maintenance window to set up an event to occur more than once. The system places the repeating event on the calendar for the defined times. To schedule a repeating event: 1. Display the event you want to schedule as a repeating event on the Schedule Detail Maintenance window. 2. Click the Repeating tab to display the Repeat Scheduling window. 3. Click one of the following buttons to indicate how often you want the event to repeat: Repeating Option None Day Week Month Year Event Repeats: Does not repeat. This is the default. Each day. The system displays Every x days in the Description field. Each week. In the Repeat On field, select the day of the week on which you want the event to repeat. The system displays the corresponding description. For example, if the date falls on a Wednesday, the system displays Every week on Wednesday in the Description field. Each month. In the By field, select if you want the even to repeat each month by: Day of Week - The event repeats on the same day each month. For example, if you have scheduled the original event to occur on the first Thursday of the month, then the event will repeat on the first Thursday of each month. Date - The event repeats on the same date each month. For example, if you have scheduled the original event to occur on the 1st of the month, then the event will repeat on the 1st of each month. The system displays the corresponding description. For example: If the day is the last Thursday of the month, the system enters The last Thursday of every month in the Description field. If the date is the 28th, the system enters The 28th of every month in the Description field. Each year. The system displays the corresponding description. For example, if the date is the 28th of February, the system enters February 28th every year in the Description field. 4. In the Repeat Every field, change the frequency of the recurrence, if needed. The default is Epicor Software Corporation. All rights reserved. 23

28 Solar Eclipse Scheduler Rel. 9.0 For example, select Weekly and Wednesday and then enter 2 in the Repeat Every field to repeat the event every other week on Wednesday. The Repeat Every field displays 2 Weeks for an event scheduled every 2 weeks and Every other week on Wednesday in the Description field. 5. In the End On field, select one of the following: No End Date - The event repeats indefinitely. Calendar Date - Enter the date you want the event to stop repeating. 6. Save your changes and exit the window. Note: Once you create an event to repeat, the Recurring icon appears at the bottom of the Schedule Detail Maintenance window next to the event ID Epicor Software Corporation. All rights reserved.

29 Rel. 9.0 Scheduler and Messaging Systems Scheduling Meetings Use the Meeting Advisor to set up a meeting for multiple users. Using the parameters that you enter, the system searches for times when all the users you want to include in the meeting are available. You can decide whether to search only for times when users have indicated they are available in Schedule Detail Maintenance. Or you can have the system search only for times that a user has a previous event scheduled. If you search only for a user's busy times, however, the system will not list times that a user has marked as available. For example, Dawn has office hours from 9:00am to 5:00pm. She has marked these hours as available to indicate to the system that she can be scheduled for events and meetings during these hours. Dawn also has a daily meeting from 2:00pm to 2:30pm that she has marked as busy to indicate to the system that she cannot be scheduled for other events at this time. If you want to schedule a meeting with Dawn today sometime between 8:00am and 5:00pm, indicate to the Meeting Advisor to search for Dawn's available times. It will show you that Dawn can attend the meeting at any time between 9:00am and 2:00pm and 2:30pm and 5:00pm. If you indicate to the system to search for Dawn's busy times only, it will show that she is busy from 2:00 to 2:30, but it will also show that she is available between 8:00am and 2:00pm and 2:30pm and 5:00pm. This listing would be incorrect. Dawn is not available between 8:00 and 9:00 because she is not in the office during this time. We recommend that you search for available times, unless your users only indicate times when they are busy. If authorized, you can also view a user's daily schedule to see when they have available time slots in order to determine a meeting time. To schedule meetings: 1. From the System > Scheduler menu, select Meeting Advisor to display the Meeting Advise window. 2. In the Meeting Length field, enter the expected length of the meeting in minutes or hours. The default is 60:00 Minutes. 3. In the Meeting Unit field, select either Minutes or Hours to apply to the meeting length. 4. In the Date field, enter the date for which you want to schedule the meeting. 5. In the Time Zone field, enter the time zone in which you are scheduling the meeting. By default, the system displays the time zone assigned to your user ID in User Maintenance. 6. In the Search For Times section of the window, enter a From and To time range within which you want to schedule the meeting. 7. De-select the Ignore Availability box to list times within the time range and date that users indicate they are available to attend the meeting. 8. In the User ID column, enter the IDs of the users you want to attend the meeting. The system displays each user's full name and phone extension next to their ID. 9. Click the Update button to display the times when the users are available as indicated in the system. The available times display in the User Available Times field and the Time Bar along the bottom of the window Epicor Software Corporation. All rights reserved. 25

30 Solar Eclipse Scheduler Rel. 9.0 If users are not available during the time you want to schedule the meeting, use the following menu options to research a new time when all users are available: Menu Menu Option Description File Daily Schedule Displays a selected user's daily schedule for the date indicated on the Meeting Advice window. Edit Today Changes the meeting date to the current date. Click the Update button to display the users' available times for today. Go To Highlights the Date field so you can enter a new date to search for available meeting times. Select a new date to schedule the meeting for, and click the Update button to display the users' available times for the new date. 10. Once you have determined a time to schedule the meeting, do one of the following to schedule the meeting: Use the Time Bar along the bottom of the window. 1. Click on the Meeting Selector and slide it to the time for when you want to schedule the meeting. 2. Click the Select Time button to display the Schedule Detail Maintenance window. Note: If the system warns you that their is a conflict with the selected time, either click Cancel to select a new time or click Continue to schedule the meeting for the selected time. Use the Select A Meeting Time Interval window. 1. From the File menu, select Select Valid Meeting Time to display the Select A Meeting Time Interval window. This window displays blocks of time during which you can schedule the meeting, such as "8:00am to 12:00pm" or "1:00pm to 5:00pm." 2. Click on the block of time for which you want to schedule the meeting. 3. At the prompt, enter the starting time of the meeting and click OK. The Schedule Detail Maintenance window displays. Note: You must enter a time within the displayed time blocks. 11. On the Schedule Detail Maintenance window, enter the meeting detail. 12. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

31 Rel. 9.0 Scheduler and Messaging Systems Deleting and Rescheduling Meetings Use the Schedule Detail Maintenance screen to reschedule or delete meetings. You can update meeting details at any time. Rescheduling Meetings When you reschedule meetings, the system sends users on the attendees list the following message: This meeting was rescheduled from <original day, date, and time> to <new day, date, and time>: <meeting description>. If you reschedule a repeating event, the system prompts you to reschedule the end date to keep the repeating event length the same. For example, the original event starts on 8/21/03 and ends on 09/21/03. You change the start date to 10/01/03. The system prompts you to change the end date to 11/01/03. To reschedule a meeting: 1. From the System > Scheduler menu, select Scheduler to display the Daily Schedule window. 2. Display a scheduled event. 3. From the Event menu, select Edit Detail to display the Schedule Detail Maintenance window for that event. You can also double-click the event title to display this window. 4. Change any of the fields as needed. 5. Save your changes and exit the window. Deleting Meetings The system notifies users when you delete meetings. For example, user DAWN deletes a meeting scheduled for this afternoon at 4:30 PM. The system notifies users on the attendees list with the following message: DAWN deleted meeting with the description Survey Questions scheduled today at 04:30pm MT. When deleting the one-time meeting, the system displays the following prompt: You are about to delete this meeting for all attendees! Click OK to continue. To delete a meeting: 1. From the System > Scheduler menu, select Scheduler to display the Daily Schedule window. 2. Display a scheduled event. 3. Delete the event in one of the following ways: From the Event menu, select Edit Detail to display the Schedule Detail Maintenance window for that event. You can also double-click the event title to display this window. Click Yes to confirm your deletion. From the File menu, select Delete Event. Click Yes to confirm your deletion. Right-click the event title and select Delete Event. Click Yes to confirm your deletion. 4. Exit the window Epicor Software Corporation. All rights reserved. 27

32 Solar Eclipse Scheduler Rel. 9.0 Entering Non-Scheduled Information Use the Daily Scheduler to enter non-scheduled information you wish to share with others. For example, your company has four locations and each Friday you visit a different location. You can indicate in your daily schedule where you are and a small message box pops up containing this information when others view your schedule. To enter non-scheduled information: 1. From the System > Scheduler menu, select Scheduler to display the Daily Schedule screen. The system displays the current day's schedule for your user ID. Change the date, as necessary. 2. In the field, enter the event description want to display, such as Off-Site at Store #425. Timeless events are marked as available events. If you want to change your availability, see Changing Event Attendance. 3. Save your changes and exit the window Epicor Software Corporation. All rights reserved.

33 Rel. 9.0 Scheduler and Messaging Systems Cross-Referencing Events Use the Event Cross-Reference window to reference contacts, products, trackers or other entities with the scheduled event. You can only cross-reference information if you are the owner of the event. The Event Cross Reference window displays in view-only mode if you are unable to edit it. To cross reference an event: 1. Display the event to which you want to add cross-references on the Schedule Detail Maintenance window. 2. From the View menu, select Edit Cross-References to display the Event Cross Reference window. The system populates the Event ID and Event Description fields. 3. In the Type field, select a type to associate to the cross-referenced item, such as Tracker. 4. In the ID field, enter the ID for the cross-referenced item. The system enters a description of the cross-referenced item in the Description field. Use the File > View menu to view the cross-referenced item, as needed. 5. Save your changes and exit the window Epicor Software Corporation. All rights reserved. 29

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35 Index D daily planner about... 1 editing viewing... 4 daily schedules about... 3 entering detail information scheduling events scheduling meetings setting up... 2 viewing daily schedules... 5 monthly schedules weekly schedules... 8 yearly schedules detail maintenance, scheduler E employee locations, scheduler entering viewing... 4 employee work schedules daily schedules... 5 entering... 4 weekly schedules... 8 Event Tracking Report events, scheduler about... 3 adding users deleting entering descriptions indicating attendance marking complete rescheduling timeless viewing descriptions M meetings about... 3 attendance deleting repeating rescheduling scheduling message groups setting up... 2 messages setting up... 2 N notes private public scheduler R reminders scheduling repeating events, scheduling reports, scheduler S scheduler about... 3 daily... 5 detail maintenance meetings Epicor Software Corporation. All rights reserved. 31