Icalendar Guide

2019 iCalendar Adding and Syncing your Analyser Calendar to your: • Google Calendar • Outlook Calendar • IOS Calendar

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iCalendar Guide

Table of Contents How to Setup your Calendar and Create Custom Alerts ...... 2

Setting up the iCalendar function ...... 5

Setting up the iCalendar function for Google Calendar ...... 7

Setting up the iCalendar function for Outlook Calendars ...... 8

Setting up the iCalendar function for IOS Calendars ...... 10

Sharing an iCalendar with Colleagues ...... 11

Adding an Entry and Inviting a Colleague to an iCalendar Entry ...... 14

How to View the Whole Calendar ...... 18

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How to Setup your Calendar and Create Custom Alerts

Custom calendar alerts are able to be setup to receive alerts via calendar notifications and emails. Once you have entered in your ‘Username’ and ‘Password’ correctly and clicked on ‘Sign in’ you will be presented with this page with a grid of 9 icons:

1. From the 9 Icons; Select “Setup”

2. Select your Grants Organisation (Depending on your Hierarchal Structure you may only see one option on this list)

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iCalendar Guide

3. Click on the “Calendar” tab. 4. Tick the check box “Enable Calendar”

4. 3.

5. Click the tab ‘Alert/Flagged’ 6. You will see the original System Alerts in the list under “Applications Received” and “Document Library”.

Note: The system is built on a set number of dates that will then allow calendar custom alerts to be set up against. You can set up a calendar custom alert on ‘X days before’ or ‘Y days after’ any of the system dates. The calendar custom alerts only count business days and not weekends as these calendar events are all work day related activities. 5.

7. To set up a calendar custom alert, first you state what the calendar custom alert will be. 8. Select which “System Date” corresponds with the calendar custom alert, by using the drop down menu.

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9. The ‘When’ column will then configure from the chosen system date; as to which drop down options will appear. If you select ‘On the day’ you can skip step 10. If you have chosen ‘Before’ or ‘After’ complete step 10.

10. Enter how many days ‘Before’ or ‘After’ you wish the custom calendar alert to notify the user. If you state ‘7 days’ and that would happen to fall on a weekend, the system will present this alert on a ‘Friday’. 10.

11. Select a user from the drop down menu that’s best suited for the custom calendar alert. 12. If you wish to select multiple users for an alert, tick the checkbox against each user from the dropdown menu. 13. Confirm the Calendar check box to allow the custom calendar alert to present in your calendar. 14. Make sure you click “Update” on the top right corner of the system tool bar, to save your work before exiting 13.

11.

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iCalendar Guide

Setting up the iCalendar function

A1 From the 9 Icons; Select “Applications Received”;

A2 Once you are in the applications received tab, click on “Calendar”; located at the top right tab.

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A3 You will now need to get the iCalendar link to sync your Calendar. To do this right click on “iCalendar Link”; located on the right side and click “Open link in new tab”.

A4 It will open a tab that looks similar to the screen below. Highlight the link located in the address bar, and right click the link and press “Copy”.

Note: - Continue on to page 7 if you’re setting up a Google Calendar. - Go to page 8 if you are setting up an Outlook Calendar - Go to page 10 if you are setting up an IOS Calendar

A4 A4

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Setting up the iCalendar function for Google Calendar

B1. Once you have copied the link, open your Google Calendars. Note: Make sure you are signed into the Google Account that you wish to sync your calendar with. B2. On the left side click on the plus sign next to “Add a friend’s calendar”. B3. When the dropdown menu appears click on “From URL”

B4. “Paste” the link that was copied on step (A4) B5. Click “Add Calendar” to add the iCalendar to your Google Calendar.

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B6. Your calendar will now be synced. You can also change the colours of the tasks by clicking on the options button on the left tab of the selected calendar.

Setting up the iCalendar function for Outlook Calendars

C1. For the first part of this guide; follow steps A1-A4. C2. Open up your Outlook Calendar; click on “Add Calendar”; located at the top. C3. A dropdown will appear; Select “From Internet” C2

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C4. Paste the link that we had previously copied from the first section of the guide. Click “Ok” to confirm adding the calendar, and then click “Yes” to confirm subscribing to updates.

C5. Once the calendar has loaded, right click the calendar tab and select “Overlay”. This will combine both calendars, if you wish to. You can also change the colour of the Analyser Calendar by selecting the option below “Overlay”.

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Setting up the iCalendar function for IOS Calendars Note: We will be using an iPhone for this guide, but the instructions apply to any IOS product.

D1. Please ensure you have followed steps 1-4 of the first part of the guide. D2. Open up settings on your IOS device. D3. Select the option; “Mail, Contacts, Calendars”.

D4. Under “Accounts” Select “Add Account” D5. From the options below, choose “Other”

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iCalendar Guide

D6. Under “Calendars” Select “Add Subscribed Calendar” D7. Paste the link you copied in ‘Page 8’ of this guide D8. Press Next to verify the calendar D9. Once verified, your device will ask for more information. Leave the “User Name” and “Password” Blank and turn off “Use SSL”

D10. Press “Next” again, and then “Save”. D11. Go back to your home screen and into your calendar. Your added calendar should appear. If it doesn’t appear, press “Calendars” and choose the calendar from the list.

Sharing an iCalendar with Colleagues In order to share your calendar with colleagues you follow the same process with Google Calendars, Outlook Calendars and IOS Calendars.

E1. Select “Applications Received”; located at the top left (Blue Box)

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E2. Once you are in the “Applications Received”, click on “Calendar”; located at the top right tab.

E3. You will now need to get the iCalendar link to sync your Calendar. To do this right click on “iCalendar Link”; located on the right side and click “Open link in new tab”.

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E4. It will open a tab that looks similar to the screen below. Highlight the link located in the address bar, and right click the link and press copy.

E5. Once you have copied the link, send an email to those you want to share your iCalendar with, add a personalised message and send the email.

Note: In the personalised message; please ensure you instruct those who you are sharing your iCalendar with to follow this guide to set it up.

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Adding an Entry and Inviting a Colleague to an iCalendar Entry Once a calendar entry has been created, users can invite a colleague to an entry via the Analyser system. The calendar invite is sent from the Analyser Calendar via an email attachment, and once the invite is accepted; the calendar event can be found in the user’s personal email calendar.

F1. From the homepage, click on ‘Apps Received’

F2. Open an application and navigate to the ‘Activity Calendar’. F3. Add an activity by clicking ‘Add’ located on the top right corner.

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F4. Enter a date range, subject and notes on the calendar entry. Click ‘Add’ to save the entry.

F5. You will be returned to the Analyser Calendar, click on the newly created ‘Calendar Entry’.

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F6. Once the calendar entry has been opened, click on ‘Email’ button to open the email template

F7. This will open the ‘One-Off’ Email Template. Click on the ‘Send to’ dropdown and select ‘Email Address’. Enter the colleagues email addresses who need to be invited to the event. F8. Tick the ‘Calendar Invite’ attachment option. F9. Adjust the email template to explain the calendar invitation and send the Email attached with the calendar invite.

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F10. Your colleague will receive an email with the calendar entry attached (The screen below may differ depending on the email client used). Your colleague can then add the calendar entry to their email calendar.

F10

F11. Your colleague can then add a time and make any notes before ‘Saving’ the entry.

F11

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F12. The Calendar Entry has been added in the email calendar.

How to View the Whole Calendar This will show you how to view the whole calendar that shows all calendar entries from every application. G1. Select “Applications Received”; located at the top left (Blue Box)

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G2. Once you are in the “Applications Received”, click on “Calendar”; located at the top right tab.

G3. When the three calendars pop up, click on the name of the month you wish to show

G4. You will then see a full calendar with calendar entries from all applications.

End of Guide

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