Can I give access to specific personal appointments?

Yes. Anyone you invite to a meeting can see the details of it. So if you set up a personal meeting and invite someone to it who usually only has view access on Normal entries, they will be able to see details of that meeting but not other personal appointments.

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How do I set the default access level?

You can change the default Access Level for each type of Entry (Meeting, Task, Day Event and Daily Note):

• Click on Tools/Options
• Double-click on Entry defaults (or click once on the + sign) to expand that option
• Select Meetings
• In the Access Level box, select Personal, Confidential, Normal or Public
• This can be repeated for Tasks, Day Events and Daily Notes
• Click on OK

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What are access levels and access rights?

Every entry in a Calendar Agenda has an Access Level that controls other users' ability to view it's time and / or details. The available Access levels are:

• Public
• Normal
• Confidential
• Personal

 

Sensible use of Access levels helps protect privacy and autonomy, whilst enabling groups of co-workers to collaborate effectively by allowing the availability of people and resources to be seen easily. To allow another person (e.g. a secretary) to view, modify or reply to your agenda entries in your name, you will need to set up user designate rights. Read Oracle Calendar - Guidelines for use (document Calendar-r2), available at the reference below, for more information.

 

Access Levels
When you create an entry in your Agenda, such as a Meeting, you can set the Access level to Public, Normal, Confidential or Personal. The default Access level for each type of entry can be changed.

 

Access Rights
You define the Access Rights, which control what the Access Levels actually mean in practice. For example, you can give your working group the right to View Times Only to your Normal (Access Level) entries. In addition, you might give Pat Brown the right to View Entries (full information) for Normal entries. Your department's Calendar Coordinator will advise you on this.

 

Initial settings
The Access Rights for your Normal, Confidential and Personal entries may have been initially set up with no viewing rights, either to the details or the time of meetings. This is so that you can learn to use Calendar and transfer your existing diary information in privacy. You can thereafter choose to give different Viewing Rights to named individuals, to groups, and to everyone else (Any unlisted person).

 

Effective collaboration with c-workers
A minimum Viewing Right of View Times Only for Normal entries is required for effective collaboration between Calendar users. This blocks off time in your Agenda in a way that is visible to others, but gives no further details. You might want to give named trusted others the ability to view full details of your Normal entries (View Entries).

 

Day Events and Notes
The access rights for meetings, day events and notes are all set together. You may not wish the person who can see the details of your Normal meetings to see the details of the other types of entry. You may want to set the default access level for these to Confidential in Tools\ Options.

Tasks
The access rights for tasks are set separately on the Viewing Tasks tab.

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How do I change viewing and designate rights for entries in my diary?

• From the Tools menu select [Access Rights].
• Click on the [Viewing] tab.
• To allow access for general users, note whether Default: Any unlisted person has either No viewing rights, Full viewing rights, or several boxes ticked. You may wish to change these choices.
• To allow greater access for specific users or groups:
  • In the white box to the left of the green tick button, type the name of a person or group you want to add and press [Enter]. Entering either the first name or surname will produce a list of possible people. They will appear in the box below, underneath the entry for Default: Any unlisted person.
  • Repeat until all those you want to add are listed
  • Alternatively, you can do a search by clicking the magnifying glass button.
  • The people you've added will initially have the same access as Default: Any unlisted person. To change this:
    • Select all those for whom you wish to give the same privileges
    • Deselect the [Same as default] checkbox
    • Check/Tick the privileges you wish to allocate.

      Beware of checking the [No viewing rights] checkbox as this will prevent others from viewing any information, even busy time slots, in your agenda (except for Public entries) and will not notify people of conflicts if they try to arrange an appointment with you.

      If you do not tick at least [View times only] for any of Normal, Confidential or Personal entries you will make such entries invisible. You may wish to reserve this choice for one Access Level, such as Confidential, and use this sparingly.

      If you give any viewing rights for Normal entries to Default: any unlisted person, in order to ensure that anyone who wishes can find out if you are available for a meeting, then any Calendar user in the University will have those viewing rights. You may prefer to be more selective about who can see the times your are busy e.g allow only those staff in your work group to have those privileges.

  • Click [OK] to finish and return to your agenda

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How do I specify which users can invite me to entries?

Scheduling rights allow you to choose which users can invite you to meetings or add day events or daily notes to your Agenda.

• From the Tools menu select [Access Rights].
• Click on the [Scheduling] tab.
• If you wish all users to be able to invite you to entries, Select Default: Any unlisted person and check or tick [Can invite you to Entries].
• If you wish only named people or groups to be able to invite you to entries: Enter the appropriate user's name and press [Enter]
• and check/tick [Can invite you to Entries].

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