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Oracle9iAS Unified Messaging Administrator's Guide
Release 9.0.2
Part Number A95454-01
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6
Administeri ng Web Calendar and Scheduler

This chapter discusses how to administer Oracle9iAS Unified Messaging Web Calendar and Resource Scheduler.

This chapter contains the following topics:

Administering Web Calendar

To administer Web Calendar, you must:

This section contains the following topics:

About Web Calendar

You can view technical information about Web Calendar including UserID, Effective UserID, Server Name, Server Software, HTTP User Agent, and Session ID.

To view information about Web Calendar, do the following:

  1. Select the Calendar tab.

  2. Select the Admin subtab.

  3. Select About from the side navigation bar.

Administering Group Web Calendar

Two types of Web Calendar users exist:

Groups are maintained by one or more users. The group calendar entries belong to a group account, not the account of a standard user. Users can request a group account. The group account is created after a Web Calendar administrator approves the group account request.

To access the Group Administration page, do the following:

  1. Select the Calendar tab.

  2. Select the Admin subtab.

  3. Select Group Admin. from the side navigation bar.

From this page an administrator can view:

Viewing, Approving, or Denying Group Requests

As an administrator, you can view, approve, and deny group requests.

This section contains the following topics:

Viewing Group Requests

To view a list of Web Calendar group requests, do the following:

  1. Select the Calendar tab.

  2. Select the Admin subtab.

  3. Select Group Admin. from the side navigation bar. The Group Administration page displays.

  4. Select to view one of the following from the Display drop-down list:

    • All open group requests

    • Approved group requests

    • All group requests

    Open group requests are requests that are pending administrator approval.

  5. Select a sort order from the following choices in the Order By drop-down list:

    • Request Date

    • Group Name

    • Username

  6. Click Rerun Report.

Approving or Denying Group Requests

To approve or deny a group request, do the following:

  1. On the Group Administration page, click the Magnifying Glass icon next to a group request. The View Group Request page is displayed.

  2. Type any information you want to convey to the person making the request in the Administrator Response field. Any text contained in this field is included in an e-mail generated and delivered to the person making the request, upon approval or denial of the request.

  3. Click Approve Request or Deny Request as appropriate.

    If the group request is approved, a message reminds the administrator to create the corresponding e-mail account. The e-mail account must have the group user ID as the user ID for the account. When this e-mail account is created, the group account can be accessed by the users. The group ID must be a fully qualified e-mail address of the group. If at the time of the request, the domain is not provided by the requestor, the requestor's domain is appended to the requested group ID.

    When approving a group request, the administrator can change the group name, group ID, and password. However, if the administrator tries to modify the requested group ID to have a different domain, an error is displayed. For example, if the requested group ID is jane.doe@acme1.com and the administrator tries to change it to jane.doe@acme2.com, an error is displayed.

Monitoring Users

The Monitor User page enables an administrator to generate reports about Web Calendar usage in various formats by user.

To access the Monitor User page, do the following:

  1. Select the Calendar tab.

  2. Select the Admin subtab.

  3. Select Monitor User from the side navigation bar.

To monitor a user, click the list icon next to the Monitor UserID field and select the person's user ID and press Enter or Return. You can also enter a user ID in the Monitor UserID field.

The following reports are generated:

Viewing Application Statistics

The Application Statistics page shows a graph and tabular data that summarizes the page views accessed by all users over a period of time. It also shows the number of times each page was accessed and other statistics.

To access the Application Statistics page, do the following:

  1. Select the Calendar tab.

  2. Select the Admin subtab.

  3. Select Application Statistics from the side navigation bar.

Viewing Palm Sync Statistics

The Palm Sync page enables the administrator to view various Palm Sync statistics.

To access this page, do the following:

  1. Select the Calendar tab.

  2. Select the Admin subtab.

  3. Select Palm Sync from the side navigation bar.

Selections available from the menu on the side navigation bar are as follows:

Administering Scheduler

Scheduler enables an administrator to create the necessary framework around which a company's resources are built. In addition to administering a company's resources, an administrator uses Scheduler to grant privileges to other Web Calendar users.

This section contains the following topics:

Resource Administration

Scheduler gives Web Calendar users access to a company's various meeting and conference resources, such as conference rooms, company vehicles, and audio/visual equipment. An administrator can create and maintain these various resources, making them available for reservation by Web Calendar users.

Each resource can have an administrator; be restricted to specific users; be subject to another user's approval; and can have specific users notified when the resource is reserved.

Resources are assigned to each of a company's various facilities anywhere in the world. The facilities are organized by country.

This section contains the following topics:

Administering Countries

Create a list of countries in which all facilities are contained.

See Also:

Administering Facilities

To add a new country, do the following:

  1. Select the Scheduler tab.

  2. Select the Admin subtab.

  3. Select Countries from the side navigation bar. The Countries page displays.

  4. Click the Plus button on the right side of the page. The Create/Edit Countries page displays.

  5. Type the name of the country.

  6. Click Create.

Maintaining Countries

Once you have created a list of countries, you can edit or view any country.

To edit the name of a country, do the following:

  1. On the Countries page, select a country from the displayed list or type a string in the Find Country field and select either begins with or contains, to find a specific country.

    If you use the Find Country feature, click Go!. The Countries page displays a list of countries that match your search criteria.

  2. Click the Magnifying Glass icon next to the country you want to edit. The Create/Edit Countries page displays.

  3. Modify the country name.

  4. Click Apply Changes.

To delete a country, do the following:

  1. Click the Magnifying Glass icon next to the country name you want to delete. The Create/Edit Countries page is displayed.

  2. Click Delete.

    Note:

    When you click Delete, the country name is deleted without confirmation.

To view and edit any of the facilities for the selected country, click the arrow next to the country to display the facilities for that country.

To view administrators associated with a particular country, click Administrators next to your country of choice.

Administering Facilities

Facilities are the brick and mortar offices in which resources are contained and where they are utilized.

Create a list of facilities for each country.

To add a new facility, do the following:

  1. Select the Scheduler tab.

  2. Select the Admin subtab.

  3. Select Facilities from the side navigation bar. The Facilities page displays.

  4. Select the desired country from the Country drop-down list.

  5. Click the Plus button on the right side of the page. The Create/Edit Facilities page displays.

  6. Type the name of the facility in the Facility Name field.

  7. Choose a time zone for the facility from the Time Zone drop-down list.

    You can also enter other information about the facility, such as the address of the facility; directions to the facility; information about the facility (seating capacity, for example); catering information for the facility; and a URL for facility information.

  8. Click Create.

Maintaining Facilities

Once you have created a list of facilities, the facilities can be edited or viewed.

To edit or view an existing facility, do the following:

  1. Select a country from the Within Country drop-down list on the Facilities page.

  2. Select a facility from the displayed list or type a string in the Find Facility field and select either begins with or contains, to find a specific facility.

    If you use the Find Facility feature, click Go!. The Facilities page displays a list of facilities that match your search criteria.

  3. Click the Magnifying Glass icon next to the facility you want to edit. The Create/Edit Facilities page displays.

  4. Make any modifications.

  5. Click Apply Changes.

To delete a facility, do the following:

  1. Click the Magnifying Glass icon next to the facility you want to delete. The Create/Edit Facilities page displays.

  2. Click Delete.

    Note:

    When you click Delete, the facility is deleted without confirmation.

To view and edit any of the resources for the selected facility, click the arrow next to the facility to display the resources for that facility.

To view administrators associated with a particular facility, click Administrators next to your facility of choice.

Administering Resources

Resources can be defined as anything employees might use for business operations. Resources can include conference rooms, auditoriums, overhead projectors, televisions, or company vehicles.

This section contains the following topics:

Creating Resource Types

An administrator creates different types of resources under which specific resources are created.

For example, an administrator can create a resource type called equipment. Different resources of type equipment might include televisions and laptops.

To create a new resource type, do the following:

  1. Select the Scheduler tab.

  2. Select the Admin subtab.

  3. Select Resource Types from the side navigation bar. The Resource Types page displays.

  4. Click the Plus button on the right side of the page. The Create/Edit Resource Types page displays.

  5. Enter the new type in the Resource Type field.

  6. Enter a description for this resource type in the Description field.

  7. Click Create.

Maintaining Resource Types

Once you have created a list of resource types, the various resource types can be edited or viewed.

To edit or view an existing resource type, do the following:

  1. On the Resource Types page, select a resource type from the displayed list or type a string in the Find Resource Type field and select either begins with or contains, to find a specific resource type.

    If you use the Find Resource Type feature, click Go!. The Resource Types page displays a list of resource types that match your search criteria.

  2. Click the Magnifying Glass icon next to the resource type you want to edit. The Create/Edit Resource Types page displays.

  3. Make any modifications.

  4. Click Apply Changes.

To edit or delete a resource type, click the Magnifying Glass icon next to the resource type on the Resource Types page.

Creating Resources

Resources can have any number of various associated attributes. In addition to required attributes, such as resource name and type, resources can be restricted to certain users or require approval for use by another user.

Following is a description of the attributes you will find on the Create/Edit Resources page.

Adding a New Resource

To add a new resource, do the following:

  1. Select the Scheduler tab.

  2. Select the Admin subtab.

  3. Select Resources from the side navigation bar. The Resources page displays.

  4. Select the desired country from the Within Country drop-down list.

  5. Select the desired facility from the Facility drop-down list.

  6. Click the Plus button on the right side of the page. The Create/Edit Resources page displays.

  7. Enter all pertinent information.

  8. Click Create.

To edit or delete a resource, click the Magnifying Glass icon next to the resource on the Resource page.

Assigning Options to Resources

Once created, resources can have administrators, restrictions, approvers, and notifications sent to specific users when a resource is reserved.

This section contains the following topics:

Viewing Administrators

You can view administrators assigned to a particular resource by clicking the Administrators link associated with the resource, from the list on the Resources page.

See Also:

"Assigning Resource Administrators"

Restricting Resources

You can restrict particular resources to certain users or groups of users. Users can either be restricted from reserving a particular resource (in which case the resource appears in their list of resources) or from seeing and reserving a particular resource.

To restrict a particular resource, do the following:

  1. Create the resource.

  2. From the list of resources for a particular facility on the Resources page, click the Restricted To link associated with the resource you want to restrict. The Resource Restricted To page displays.

  3. Click the Plus button on the right side of the page. The Select Resource Restricted To page displays.

  4. Select either All Who Work For or This Individual from the Restrict To radio buttons.

  5. Enter the user ID of a prospective user or click the icon to the right of the User field to search for and select a user ID from the list of users.

  6. Select either See Only or See and Reserve from the User Can radio buttons.

  7. Click Create.

To edit or delete a resource restriction, click the Magnifying Glass icon next to the user ID on the Resource Restricted To page.

Making a Resource Require Approval

If a resource requires approval, a user can only request a reservation. The reservation is finalized when an approver approves the reservation through the Resource Scheduler system.

If multiple approvers are listed for a particular resource, any approver on the list can approve a reservation request.

The time frame scheduled is displayed in a different color on the Daily View to indicate that the resource request requires approval.

To assign approvers to a particular resource, do the following:

  1. Create the resource.

  2. From the list of resources for a particular facility on the Resources page, click the Approvers link associated with the resource to which you want to assign an approver. The Resource Approvers page displays.

    Note:

    Approvers are listed on this page once they are created.

  3. Click the Plus button on the right side of the page. The Create/Edit Resource Approvers page displays.

  4. Enter the user ID of a prospective approver or click the icon to the right of the Approver field to search for and select a user ID from the list of users.

  5. Click Create.

To edit or delete an approver, click the Magnifying Glass next to the user ID on the Resource Approvers page.

Reservation Notification

Users can be notified when certain resources are reserved.

To add a user for notification, do the following:

  1. Create the resource.

  2. From the list of resources for a particular facility on the Resources page, click the Notifications link associated with the resource for which you want to notify a user. The Resource Notifications page displays.

    Note:

    Users to be notified are listed on this page once they are created.

  3. Click the Plus button on the right side of the page. The Create/Edit Resource Notifications page displays.

  4. Enter the user ID of a prospective user or click the icon to the right of the Notify User field to search for and select a user ID from the list of users.

  5. Click Create.

To edit or delete a user for notification, click the Magnifying Glass next to that user on the Resource Notifications page.

Assigning Resource Administrators

A super user can grant privileges to other users to administer countries, facilities, resource types, or resources for a particular country.

Super users can assign administrators to do any of the following:

To assign administrators to resources, do the following:

  1. Select the Scheduler tab.

  2. Select the Admin subtab.

  3. Select Resource Admin from the side navigation bar. The Display Administrators page displays.

  4. Click the Plus button on the right side of the page. The Create/Edit Resource Administration page displays.

  5. Enter the user ID of a prospective administrator or click the icon to the right of the Select User field to search for and select a user ID from the list of users.

  6. Select the country, facility, resource type, or resource to which you want to assign an administrator, from the corresponding drop-down list.

  7. Click Create.

To view a user's various administrator roles, on the Display Administrators page enter a user ID or click the icon to the right of the Select User field to search for and select a user ID from the list of users.

To edit or delete an administrator, click the Magnifying Glass next to the user ID on the Display Administrators page.

Reservation Types

Reservation types can be used to specify the business activity for which a resource is being used. For example, different reservation types can be Conference Call, Internal Meeting, or Customer Visit.

Only super users and administrators can create and maintain reservation types.

To create a reservation type, do the following:

  1. Select the Scheduler tab.

  2. Select the Admin subtab.

  3. Select Reservation Types from the side navigation bar. The Reservation Types page displays.

  4. Click the Plus button. The Create/Edit Reservation Types page displays.

  5. Enter the new type in the Reservation Type field.

  6. Enter a description for this resource type in the Description field.

  7. Click Create.

Once created a reservation type can only be deleted.

To delete a reservation type, click the Magnifying Glass next to the reservation type on the Reservation Types page.

Granting Reporting Access

Reporting access gives a particular user privileges for running the various Web Calendar resource reports. Specifically, granting reporting access to a user gives the user the same privileges as those granted when a user is assigned the RUN-RREP capability.

See Also:

"Administering Capabilities" for more information about capabilities

Note:

Reporting access is granted to all super users.

To grant reporting access to a user, do the following:

  1. Select the Scheduler tab.

  2. Select the Admin subtab.

  3. Select Reporting Access from the side navigation bar. The Reporting Access page displays.

  4. Click the Plus button. The Create/Edit Reporting Access page displays.

  5. Enter the user ID of the person to whom you want to grant reporting access or click the icon to the right of the User ID field to search for and select a user ID from the list of users.

  6. Click Create.

To determine if a user has been granted reporting access, on the Reporting Access page enter a user ID or click the icon to the right of the Select User field to search for and select a user ID from the list of users.

To revoke a user's reporting access, click the Magnifying Glass next to the user ID on the Reporting Access page. Click Delete.

Administering Capabilities

Once administrators have been assigned to the various resources, the administrators can be assigned capabilities.

Additionally, new super users can be created.

Web Calendar administrators can be assigned one or more of the following six capabilities:

The DEV capability is assigned to all Web Calendar users by default.

The GROUP, MONITOR, and PALM capabilities grant administrative privileges for Calendar, only. The Admin tab in Scheduler will not be available.

The RUN-RREP capability grants privileges to run all reports. The Reports tab becomes available to these administrators.

The SUPER capability grants full administrative privileges in both Calendar and Scheduler.

Super users have the following capabilities:

Only a super user can create other super users.

This section contains the following topics:

Viewing Capabilities

You can view a list of all the capabilities that can be assigned to administrators. Additionally, you can view a list of the administrators who have been assigned a particular capability.

To view the list of capabilities, do the following:

  1. Select the Scheduler tab.

  2. Select the Admin subtab.

  3. Select Administrator Admin from the side navigation bar.

  4. Select View from the side navigation bar. The Admin Capabilities List page displays, listing all available capabilities.

  5. To view a list of administrators who have been assigned a particular capability, click the Arrow next to the capability for which you want to view a list.

Assigning Capabilities

You can assign capabilities to specific administrators or you can maintain an administrator's existing capabilities.

Note:

An administrator can be assigned only one capability.

To assign capabilities to specific administrators, do the following:

  1. Select the Scheduler tab.

  2. Select the Admin subtab.

  3. Select Administrator Admin from the side navigation bar.

  4. Select Assign from the side navigation bar. The Administrator's Capabilities page displays, listing administrators and their assigned capabilities.

  5. Enter a user ID or click the icon to the right of the Select User field to search for and select a user ID from the list of users.

  6. Click the Plus button on the right side of the page. The Create/Edit Administrator Capabilities page displays.

  7. Select a capability from the Capability drop-down list.

  8. Click Create.

To maintain an administrator's capabilities, do the following:

  1. Select the Scheduler tab.

  2. Select the Admin subtab.

  3. Select Administrator Admin from the side navigation bar.

  4. Select Assign from the side navigation bar. The Administrator's Capabilities page displays, listing administrators and their assigned capabilities.

  5. Click the Magnifying Glass next to the user ID of the administrator whose capabilities you want to maintain.

  6. Select a capability from the Capability drop-down list.

  7. Click Apply Changes.

  8. To delete an administrator, click Delete.

    Note:

    Clicking Delete will delete the administrator, entirely, without confirmation.

Viewing Administrators Assigned to Specific Capabilities

To view a list of administrators assigned to a specific capability, do the following:

  1. Select the Scheduler tab.

  2. Select the Admin subtab.

  3. Select Administrator Admin from the side navigation bar.

  4. Select List of Admins from the side navigation bar. The Make Selections for Administration Capability Report page displays.

  5. Select a capability from the Admin Capability drop-down list.

    The list of administrators assigned the chosen capability displays below.

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