16 Jul 2019

Create and edit events

Topics Working with the rest of the platform, Version 5.5

Product Filter HighQ Collaborate

Product Area Filter Events

Creating a New Event

If you have the permissions to create a new event in at least one category, an Add button will be displayed in the Events module:

Click Add and the Add event screen will be displayed:

To create an event, there are four required fields. Although there are additional fields that we recommend you also fill:

Title - Enter a title for the event
Start date - This is the event's start date
End date - This is the event's end date
Category - This will categorise the event

Additional fields include:

Location - The location where the event will take place
Repeats - The event can be set to repeat daily, weekly, monthly or yearly. See Recurring events below for more information.
Contacts - Any contacts for the event
Description - A description of the event
Tags - Any tags related to the event
Status - The status of the event, e.g. Draft, Published etc.
Comments - This sets whether comments are allowed on this task.
Notifications - This allows you to set notification settings:

Recurring Events

Different options are available to you depending on how often you want the event to repeat. For instance:

If you choose to repeat the event daily:

Every - specify the frequency you want the daily event to occur e.g. once every day, or once every 2 days
Ends - You can choose By to select an end date or After to choose the number of occurrences

If you choose to repeat the event weekly:

Every - specify the frequency you want the weekly event to happen e.g. once every 2 weeks
Repeat on - Choose the days of the week you want the event to happen e.g. every Monday, Tuesday and Friday
Ends - You can choose By to select an end date or After to choose the number of occurrences

If you choose to repeat the event monthly:

Every - specify the frequency you want the monthly event to happen e.g. once every 3 months
On - this is taken from the start date. For example if the current date is Saturday 30th the On dropdown will display Day 30 or the last Saturday. To change this and therefore set the date of your monthly recurrence change your start date to the date you want the event to start
Ends - You can choose By to select an end date or After to choose the number of occurrences

If you choose to repeat the event yearly:

Every - specify the frequency you want the yearly event to happen e.g. every 1 year, every 2 years
Ends - You can choose By to select an end date or After to choose a number of occurrences

Note that recurring events which are imported or subscribed to from 3rd party applications are also supported.

Once the recurring events have been added and saved, they will be displayed in the calendar view. Recurring events are shown with the following icon.

Attachments tab

Attachments - You can either drag and drop attachments or search your computer and attach to the task:

Click Add to add the new event.

Most activity in the Events module, including creating, modifying and commenting on events, are included in the Activity module for the site and the Activity section of the Dashboard.

Autosaving

Events are autosaved every minute while being drafted. If you attempt to cancel a post, you will receive a messaging asking if you want to save or discard your event, allowing you to save the event as a draft and return to editing it later:

If you accidentally navigate away from the event without saving, lose your internet connection or session, or your computer crashes, the last auto-saved version of the event will be available to you from the Drafts page.

Approval Workflow

If the site administrator has enabled approval workflow for the Events module, and a non-administrative user attempts to save or edit the event in any way, the approval of a site or content administrator must first be obtained. The approval-workflow process is discussed in detail here.

Event Categories and Permissions

Event categories serve two purposes. First, categories make it easier to identify and navigate to, events related to the same subject. Categories can also be used to limit a user or group's access to certain events by associating permissions with a category. For example, third parties may be prohibited from viewing any events associated with the "Internal" category.

A site administrator will configure the categories for the Events module. Categories can be added, renamed and deleted. In addition, for each category a site administrator will determine which groups can access the category and what type of access rights to the category those groups will have: only View rights, or both Edit and View rights. A user in a group that has only view rights to a given category will be able to view and comment on events in that category. A user in a group with edit rights to a category will have all view rights and also will be able to create events in that category.

If an event is assigned to more than one category, a user needs to only have access rights to one of those categories to view the event.

Editing and Deleting Events

Only the original event author or a site or content administrator can edit or delete an event. To do so, navigate to the More actions menu and click either Edit or Delete.

The reason that only authors can edit or delete their own event is due to the nature of events. Unlike a wiki, which is collaborative, events are based on a more traditional publishing model of a single author and many readers.

Edit Event

To edit an event, click Edit:

The Edit event page will be displayed:

Here, you can change all of the details regarding the event and once changes have been made, click Save.

Unlike files, prior versions of events are not maintained. There is no way to compare two versions or restore a prior version.

Depending on the changes made, you'll be asked to specify if changes should apply to this event, this and all following events, or all events in the series.

Click Continue to save the changes.

Please note that if "This and all following events" is selected, then the series will be split between all events preceding "This event", and "This and all following events". This means that any subsequent changes to the series will only apply to the group of events following the split.