Scheduler

Introduction

Scheduler is an application that organizes the appointments of users and facilities.

The following functions are available in Scheduler of Garoon:

Displaying the user's time zone
Sharing appointments with multiple users
Adding a private appointment that is viewed only by the attendees
Adding a new appointment spanning several days (All day appointment)
Adding a repeating appointment with selected conditions (Repeating appointment)
Checking attendees or facility availability
Checking conflicted appointments
Checking the due date of a To-Do task that you created
Printing the planner and exporting the planner to iCalendar format

Display Overview

This section describes sample screenshots, buttons, and icons used in Scheduler.

The following appointment types are available in Scheduler:

Regular appointment: Appointments with set date and time
All day appointment: Appointments with selected time period.
Repeating appointment: Appointments that are repeated periodically
Tentative appointment: Appointments that are yet to be confirmed

Scheduler Screen

The following views are available in Scheduler:

Group day view: Daily planner of users in a group
Group week view: Weekly planner of users in a group
Day view: Daily planner of users or facilities
Week view: Weekly planner of users or facilities
Month view: Monthly planner of user or facility
Year view: Annual planner of user

The system administrator can choose to display the following contents.

Appointments of Organization:
You can view the week view of all facilities by selecting "Facilities" from the "App menu" drop-down list depending on the system administrator's settings.
The name of the reserved facilities:
Displayed with the title of an appointment

Scheduler Icons

Icon name	Description
	Group day View
	Group week View
	Day view
	Week view
	Month view
	Year view
	Shows or hides calendar
	Adding appointments
	Repeating appointments
	All day appointments
	Undefined time appointments
	Conflicted appointment
Blue Appointment	Regular, all day, and repeating appointments
Light Blue Appointment	Tentative appointments
Rokuyo¹	Rokuyo data received on the server
Weather Forecasts¹	Weather forecasts that are received on the server
	Uncompleted To-Do tasks consist of your personal To-Dos and shared To-Dos assigned to you
	Overdue and uncompleted To-Do tasks consist of your personal To-Do tasks and shared To-Do tasks assigned to you
	National Holidays
	Anniversaries
	Office Days
	User's Locale
	New Appointments
	Edited Appointments
	Deleted Appointments
	Confirmed Appointments
	Appointments with Comments
	Private Appointments: Only users set as viewers can view these appointments.
Private appointment	Private Appointments for Somebody Else: You cannot view these private appointments.
(Creator, Private appointment)	Private Appointments for the Facility: The user name of the creator of the appointment is displayed. You cannot view these private appointments.
	Click these icons to display the "Phone Message history" screen.
	Click this icon to display the "Phone Message history" screen.
	Phone messages of users without access rights
	Presence Information²

¹: Available only in Japanese.
The system administrator can choose not to display Rokuyo and weather forecasts.

²: This icon is displayed in red if the user has not accessed Garoon since midnight (00:00) of the day.

Options Functions

Menu		Displayed
Menu		Group day view	Group week view	Day view	Week view	Month view	Year view
Options	Displays the option menu.	✓	✓	✓	✓	✓
Show full subject	The subject of appointments that are omitted and the icon and link of the user information are displayed.	✓	✓			✓
Apply each time zone¹	Displays the time zone and dates according to each user's time zone on the "Scheduler" screen.	✓	✓
Show uncompleted To-Dos²	Displays the uncompleted To-Do tasks, both personal and shared, on the due date.	✓	✓	✓	✓	✓
Show overdue To-Dos²	The names of the overdue and uncompleted To-Do tasks, both personal and shared, are displayed in today's schedule.		✓	✓

✓: Displayed
¹: This function is disabled by default.
²: Completed To-Dos are not displayed on the "Scheduler" screen. When you click the displayed title of To-Do task, the "To-Do details" screen is displayed.

Group Day View screen:

Parts

No.	Part	Description
1	New	Adds a new appointment.
2	Arrange appointment	Adds tentative appointments.
3	Group day	Displays the group day view.
	Group week	Displays the group week view.
	Day	Displays the daily planner of a user.
	Week	Displays the weekly planner of a user.
	Month	Displays the monthly planner of a user.
	Year	Displays the year planner of a user.
4	Response request list	Appointments that you are requested to respond to attendance requests and appointments that you have created with attendance requests are displayed.
5	Users & Facilities	You can display "Appointments" by clicking "".
	Appointments	You can display "Users & Facilities" by clicking "".
	Advanced search	Searches appointments with additional search options.
6	<<	Moves back 1 week.
	<	Moves back 1 day.
	Today	Display today's planner.
	>	Moves 1 day forward.
	>>	Moves 1 week forward.
7	Options	Displays the option menu. For details on the menu, refer to "Option Functions".
8	Drop-down list for selecting planners of users or facilities.	Displays the corresponding planner when you click the user or facility icon.
8		Displays the "Select users" screen when clicked.
9	Time zone bar	Indicates the time zone bar that corresponds to the login user's time zone at the initial setting. When you select the "Apply each time zone" check box, time zone bars according to each user’s time zone are displayed.
10	Present status [Time]	Indicates user's status. You can edit the user status displayed with a link.
11	Appointment types	Indicates a type of appointment. The appointment types that have been set by the system administrator are distinguished by color.

Tip: You can search for appointments up to three months ago.

Group Week View Screen:

Parts

No.	Part	Description
12	Options	Displays the option menu. For details on the menu, refer to "Option Functions".
13	User's time zone	Indicates the user's time zone. These are displayed when the user selects the "Apply each time zone" check box on the top right of the screen.

Day View Screen:

Parts

No.	Part	Description
14	Users, groups, organizations, and facilities	Users, groups, organizations, and facilities to be displayed in the day planner view. You can add a user, group, organization, and facility by clicking , and delete them by clicking . To hide the appointments of the user, group, organization, and facility, clear the check box next to its name.
15	Options	Displays the option menu. For details on the menu, refer to "Option Functions".
16	Whole day appointment	Whole day appointments of users, organizations, and facilities are respectively displayed by color codes.
17	All day appointment	All day appointments of users, organizations, and facilities are displayed. The number of attendees is displayed in case multiple users displayed in the screen attend the appointment.
18	Daily planner	Appointments of the selected users, groups, organizations, and facilities are displayed. The following functions are available: Add a new appointment of the selected users, groups, organizations, and facilities by double clicking anywhere where you want to add it or dragging the time period. Change the date and time of an appointment by dragging and dropping the appointment or dragging the top or bottom of the appointment.

Week View Screen:

Parts

No.	Part	Description
19	Printable version	Displays the "Print settings" screen and the preview screen.
20	Options	Displays the option menu. For details on the menu, refer to "Option Functions".

Month View Screen:

Parts

No.	Part	Description
21	Printable version	Displays the "Print settings" screen and a preview screen.
22	Export to iCal file	Export the Monthly planner to an iCalendar format file.
23	<	Displays the planner for the prior month.
	This Month	Display the planner for this month.
	>	Displays the planner for the following month.
24	Options	Displays the option menu. For details on the menu, refer to "Option Functions".
25	Month Index	Click a month to display its planner.

Year View screen:

Parts

No.	Part	Description
26	<	Displays the planner for the prior year.
	This year	Displays the planner for this year.
	>	Displays the planner for the following year.

Appointment Details Screen

You can edit an appointment and add comments on this screen.

Appointment Details Screen for Regular Appointments:

Tip

If the appointment is a repeating appointment, the set period is displayed on the "Appointment details" screen.
The following message is displayed with the last scheduled appointment of the repeating appointment:
"This is the last appointment in the selected repeating period. "

Parts

No.	Part	Description
1	Edit	Edits the appointment.
2	Delete	Deletes the appointment.
3	Reuse	Creates a new appointment using the selected appointment. You cannot reuse the tentative appointments.
4	Leave	You can dismiss yourself from an appointment. However, you cannot dismiss yourself from tentative appointments.
5	Printable version	Displays the "Print settings" screen and a preview.
6	Options	View planner of attendees/facilities: Displays drop-down list for selecting one of the following planners: Group day Group week Day Week Share in new space: Adds a new space by setting the attendees to space members. "Adding Spaces"
7	Reports¹	Displays the reports links to the appointment. Prepare a report: Creates a report associated with the appointment. Associate with a report: Links the reports that you have already created to the appointment.
8	Show day planner	Displays the day view of your planner.

¹: The system administrator can choose not to display these icons.
See the following for the operation:
"MultiReport"

New Appointment Screen

You can add an appointment by first selecting the type of an appointment.

New Appointment Screen for Regular Appointment

New Appointment Acreen for Regular Appointments

Parts

No.	Part	Description
1	Regular appointments	This tab indicates you are adding a regular appointment.
	All day appointments	Add an all day appointment.
	Repeating appointments	Add a Repeating appointment.
2	Time zone¹	Indicates the time zone that you are using.
2	Other time zones	Applies a time zone other than your time zone for the appointment.
3	Drop-down list of appointment types	Select the types of appointments, such as Out of office and Meeting from the types that have already been added. You can add appointment types on the"Personal settings" screen for Scheduler.
4	User search	Searches users using keywords.
5	Drop-down list for selecting users	Select the category of users to view users and organizations you can add to the appointment.
6		Select from all organizations：Displays the "Select users" screen when clicked.
7	User details...	Displays the "User profile" screen.
8	Facility search	Searches facilities using keywords.
9	Drop-down list for selecting facilities	Select the category of facilities to add to the appointment.
10	Facility information details...	Displays the facility information list.
11	Purpose	A required item that is displayed when a facility with the usage request is required is selected. The usage request feature is available only for regular appointments. In the field, enter a purpose for the facility to request a usage to the operational administrators for the facility.
12	Check availability of attendees and facilities	Displays the "Check available times" screen.
13	Add company information	When you click this, the entry fields for the company information are displayed.
14	Notes	You can enter notes for the appointment.
15	Attachments	Attach a file to an appointment. Files can only be attached to regular appointments or all day appointments. The system administrator can choose to disable the attachment feature.
16	Public	All users can view public appointments.
	Private	Only the users who are the attendees of the appointment can view the private appointments.
	Set private watchers	Only the attendees and the users that are set under the "Watchers" field for the appointments can view the private appointments. These users include organizations and roles.
17	Appointments with Response Requests	You can select whether to request responses for attendance to attendees of an appointment. The response request feature is available only for regular appointments. The system administrator can choose not to display this item. If the response request feature is enabled, a screen to respond to attendance request will appear for the attendees.
18	Add	Adds a new appointment.
18	Cancel	Cancels an appointment without adding it.

¹: When you change the time zone that is applied to the appointment, the selected time zone is displayed to the right of the appointment date column.

Tip

Facilities with the usage requests are required are available only for regular appointments, and not availa-ble for repeating appointments and tentative appointments.