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ECE-HELP (Computer Support Group)
Corporate Time
Informational and How-to Documentation
What Can Corporate Time™ Do?
Corporate Time™'s primary purpose is to facilitate the scheduling of people into meetings, appointments and other activities. If required, a user's agenda can be managed by others with the assigning of "designates". It can book recurring meetings, group meetings, and remind you of upcoming events. Resource agendas (meeting rooms, laptops etc.) can also be created and maintained.
Who Is It For?
The Corporate Time™ service has been established for use by staff and faculty. We are unable to offer the service for students.
What Does the Service Include?
ECEHELP operates a central Corporate Time™ server where all accounts are created and scheduling data is stored. Since the scheduling data is stored centrally. Users can expect the Corporate Time™ service to be available at all times.
What Do I Need to Use It?
There are versions of the Corporate Time™ client software for Windows 95/98/NT/2000/XP, Macintosh OS, Solaris and Linux. Corporate Time™ can be used over a direct network connection (i.e. Ethernet) or via a dial-in connection (TCP/IP). In the very near future, we will setup access to the calendar from the web (primarily used when traveling or you are away from the office).
What If I Want To Use a PalmPilot?
You will be able to use Corporate Time to synchronize with Palm Pilots and WinCE Devices (OS for Pocket PCs).
How long is agenda data retained?
Corporate Time have the capability of retaining information for 15 months, afterwards, it purges the data. See the bottom of the page for Archiving data older than 15 months.
More Questions? Contact ecehelp (ecehelp@ece.ucsd.edu)
How-to's in Corporate Time:
- To change your password:
| PC/UNIX | : | Go to Tools => Change Password |
| MAC | : | Options => Change Password |
- To control how your schedule is displayed and set entry defaults:
| PC/UNIX | : | Go to 'View' to change features (such as row height) as well as go to Tools => Options => Agenda |
| MAC | : | Go to 'View' to change features as well as go to Options => Agenda => Display and Options => Entry Defaults |
- To change display and notification settings:
| PC/UNIX | : | Go to Tools => Options |
| MAC | : | Options => Agenda |
- Setting Access Rights:
| PC | : | Go to Tools => Access Rights |
| UNIX | : | Go to Tools => Options => Access Rights |
| MAC | : | Options => Access Rights |
| PC/MAC | : | Access rights control who can see your schedule, send your meeting invitations, or manage your schedule for you. You can setup what is known as a designate (using the designate tab) - someone who manages a schedule other than their own. A designate must have a Corporate Time account of their own. |
- To create an appointment (to schedule people and resources):
| PC/UNIX | : | Right Click on the date and time when you would like to schedule the meeting; or press , or click on the eleventh icon from the left(looks like a clock). |
| MAC | : | Double click on the date and time when you would like to schedule the meeting. |
- To attach a file:
| PC/UNIX/MAC | : | While scheduling a meeting, click on the 'Details' tab and then click on the button. Browse for the file and then click on the button to attach it to the scheduled meeting. |
- To set reminders:
| PC/UNIX | : | Go to Tools => Options => Entry Defaults as well as while setting meetings, there is a tab for reminders. |
| MAC | : | You can click on the 'Reminders' tab while scheduling a meeting. |
- To identify meetings status by color:
| Red (PC), Reddish-Pink (MAC) | : | You responded to the scheduler and I indicated you will not attend the scheduled meeting. |
| Green (PC and MAC) | : | You responded to the scheduler and I indicated you will attend the scheduled meeting. |
| Blue (PC), Yellow (MAC) | : | You scheduled the meeting, or have not decided whether you will attend. |
- To create a new daily note
| PC/UNIX/MAC | : | Click on the thumbtack icon; while scheduling the meeting, you must choose the attendees. It will show up on the attendees calendar (normally at the bottome) and attendees can delete it from their calendar only. |
- To create a new task
| PC/UNIX/MAC | : | Click on the new task icon or go to File => Tasks => Open => Open Tasks for (leave your name in the box and select OK). Then you have to type in the name of the new task and click the checkmark. It will create the new task. You can double click on the new task to set the properties (date and time, etc). The day the task is scheduled is when it will appear on your calendar. |
- To view someone's else schedule, or view a resource(ece-projector):
- To find free time for a group meeting:
| PC/UNIX: | : | + or click on the fifth (looks like a group of three people standing) icon from the left. |
| MAC | : | click on the fourth icon (it looks like two faces) from the left. |
| PC/UNIX/MAC | : | Next, type the name of people and/or resources you wish to invite, and Press the green checkmark. You can also click the magnifying class (which will bring-up a screen that allows you to search the people or resources tab).
After selecting for the group or resources, or list of people chosen, you will be presented with a calendar that shows you the busy times for everyone on your list. It always comes up on today's date. The red 'Combined' column shows consolidated busy times for everyone in the group.
Finally, go to the date on which you want to call a meeting. You can easily cycle from day to day until you find a time slot that works. Look for a free block in the combined column, and choose a free block of time in that column to book everyone at once.
*The maximum number of calendars that you can compare is 20. |
- To create a private group list or members-only group:
| PC/UNIX | : | Go to Tools => Manage Groups |
| MAC | : | Directory => Manage Groups |
| PC/UNIX/MAC | : | A private group is visible only to you, and no one else may use it. A members-only group is visible to all members of the group, who may all use it. Only you can modify a group you've created. |
- To search for a meeting on your calendar:
| PC/UNIX | : | Tools => Search Agenda: click on the options tab to change the search criteria. |
| MAC | : | Edit => Search Agenda: You can edit the search criteria, such as changing from a Upper-Case search to being non-case sensitive by scrolling down next to the options. |
- To print your schedule:
| PC/UNIX | : | Go to File => Print
Choose a layout, date range, agenda pages, and the click . |
| MAC | : | File => Print Preview
Choose how you want your calendar to print |
- To exit Corporate Time so that it will save your window settings:
| PC/UNIX | : | Go to File => Exit |
| MAC | : | Corporate Time => Quit Corporate Time |
How to Archive data older than 15 months
At any given time the previous 15 months of Corporate Time data will be available. It will be a sliding window so keep in mind so that you can repeat the procedure on a regular basis.
Any range of CT data can be "exported" to a file that can then be read into an Excel. spreadsheet.
To export the data:
In Corporate Time click on:
- File, Export Data
- Select: Comma-Delimited text file for Agendas
- Click: Continue
You are now presented with a window where you can specify:
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a) That you want to export: Meetings, Day Events and Daily Notes. Make sure that the box is checked off |
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b) Period: This is where you specify the range of dates you want to save. Chose a period that covers at least the time that is being removed from the data base. This is where you have to decide how much data older than two years you need to archive. For example if you will always need, say, three years of data you could:
- Initially (before August 1, 2002) capture from 18 months back to three years back.
- Then every six months capture the data from 18 months back to two years back.
- Remember there will never be any nmore than two years of data available.
- In this way, after the initial export, you would have separate files containing six months of data.
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c) People and Resources. This is the list of user accounts you are concerned with. If you are a designate for someone else, you will probably want them on the list and possibly yourself off the list. |
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d) Filename: Specify and filename and a location to save your exported file. |
| Once the export is completed, you can run Excel and open up the file. An Excel wizard will take you through opening the file. |
Using Your Archived Off-Line Files to look at old meetings
| 1) | Copy your archived off-lines files to a folder of your choice. For example c:\CT Old OffLine Data |
| 2) | In Corporate Time click on Options, Off-Line |
| 3) | Under the location tab enter or browse for the location where you have located your old off-line files |
| 4) | Click OK and ignore the error message that says "Unable to Move ......" if it presents itself. |
| 5) | Click on: File, Work Off-Line You will now be viewing your old data and can look up a meeting that no longer exists in the current on-line data base. |
| 6) | Caution: here is where you should be careful. Before going back On-Line to the Corporate Time server by clicking File, Work On-Line, you should go into Options, Off-Line and set the Location back to where it normally is. Remember you wrote it down. I have done some tests and I don't believe it is a problem. However, what you do not want to happen is for the old off-line data to "update" you current on-line agenda and basically remove meetings that have been created since you archived you old data. Again, my tests indicate that this won't happen. |
| 7) | You can now go back on-line by clicking on: File, Work-Online |
Info From: ECEHELP, Updated: 03/17/2003
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