Add and use an Aggregated Business Calendar Web Part

Feature Pack 1 for Duet Enterprise 1.0 enables you to work with multiple calendars at the same time. The Aggregated Business Calendar Web Part lets you add up to four different calendars of any of the following types: SharePoint calendar, Exchange calendar, SAP calendar, and Custom calendar. For example, a site owner can add two SharePoint calendars, one Exchange calendar, and one SAP Business calendar, or four SAP Business calendars. Any combination of these calendar types is supported. To have these calendars aggregated into one place helps you avoid switching between different calendars, and you can easily compare schedules and avoid schedule conflicts.

Note:  This document does not describe how to add a Custom calendar to the Aggregated Business Calendar Web Part.

What do you want to do?

Activate the Aggregated Business Calendar feature

Add the Aggregated Business Calendar Web Part to a site

Add calendars to the Aggregated Business Calendar Web Part

Add a SharePoint calendar

Create a SharePoint calendar

Add a SharePoint calendar

Add an Exchange calendar

Configure permissions on an Exchange calendar

Add an Exchange calendar

Add an SAP Business calendar

Create an external list

Add an SAP Business calendar

Delete a calendar from the Aggregated Business Calendar Web Part

Edit a calendar in the Aggregated Business Calendar Web Part

Add and manage calendar entries

Add a SharePoint calendar entry

Add an SAP Business calendar entry

View a calendar entry

Edit a calendar entry

Delete a calendar entry

Save/Refresh a calendar

Activate the Aggregated Business Calendar feature

After the Aggregated Business Calendar Web Part solution has been deployed in the SharePoint farm, you should activate the Aggregated Business Calendar feature. Ensure that you activate the Aggregated Business Calendar feature at the site collection level. For more information about how to deploy the Aggregated Business Calendar Web Part solution, see Deploy and configure the Aggregated Business Calendar solution.

Note:  To activate the Aggregated Business Calendar feature, you must be a site collection administrator.

To activate the Aggregated Business Calendar feature, follow these steps:

  1. In a browser, go to the site on which you want to use the Aggregated Business Calendar Web Part.

  2. On the Site Actions menu, click Site Settings.

  3. On the Site Settings page, in the Site Collection Administration section, click Site collection features.

    Ensure that you are on the top level Site Settings page when you perform this step. Otherwise, you must click Go to top level site settings.

  4. On the Features page, in the Aggregated Business Calendar row, click Activate.

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Add the Aggregated Business Calendar Web Part to a site

This procedure describes how to add an Aggregated Business Calendar Web Part to a page on a web site within the site collection on which you activated the Aggregated Business Calendar feature.You can reuse this list.

Note:  You can add only one Aggregated Business Calendar Web Part per page on a SharePoint site.

Before you perform this procedure, ensure that you have activated the Aggregated Business Calendar feature.

Note:  To add an Aggregated Business Calendar Web Part to a page on a SharePoint site, you must have the Contribute or Design permission level on the site. Note that by default members of the site Owners group have these permission levels. For information about permission levels, see the “Default permissions levels” section of User permissions and permission levels.

To add an Aggregated Business Calendar Web Part to a page on a SharePoint site, follow these steps:

  1. In a browser, go to a page on a SharePoint site on which you want to add the Aggregated Business Calendar Web Part.

  2. On the Site Actions menu, click Edit Page.

  3. On the page on which you want to add the Aggregated Business Calendar Web Part, do one of the following:

    1. If the page has existing Web Parts, on the Insert tab, in the Web Parts group on the ribbon, click Web Part.

    2. If the page does not have existing Web Parts, in the area of the page where you want to add the Web Part, click Add a Web Part.

  4. In the Categories pane, click Duet Enterprise.

  5. In the Web Parts pane, click Aggregated Business Calendar.

  6. Click Add.

You can now see the Aggregated Business Calendar Web Part on the site.

  1. In the Edit group of the ribbon, click Stop Editing.

    Note:  An Invalid configuration message appears in the Aggregated Business Calendar Web Part because you have not yet configured a calendar for this Aggregated Business Calendar Web Part. So before you can use the Aggregated Business Calendar Web Part, you must add a calendar to it.

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Add calendars to the Aggregated Business Calendar Web Part

To start using the Aggregated Business Calendar Web Part, you must first add, at least, one calendar—a SharePoint calendar, an Exchange calendar, or an SAP Business calendar—to the Aggregated Business Calendar Web Part.

Note that the Aggregated Business Calendar Web Part loads calendars synchronously. This means that the Web Part loads items from all calendars (data sources) that you add before any calendar items are displayed in the Web Part. Other Web Parts that you may have added to the same page will not load until all calendars are loaded into the Aggregated Business Calendar Web Part. This means that users might experience a delay before the page is rendered.

In this section:

Add a SharePoint calendar

Add an Exchange calendar

Add an SAP Business calendar

Add a SharePoint calendar

Before you add a SharePoint calendar to an Aggregated Business Calendar Web Part, the SharePoint calendar that you want to add must exist within the same site as the Aggregated Business Calendar Web Part. If it does not, the SharePoint calendar will not be available to add to the Aggregated Business Calendar Web Part. If you already have a SharePoint calendar, skip to the Add a SharePoint calendar procedure. Otherwise, go to the Create a SharePoint calendar procedure.

Create a SharePoint calendar

Follow this procedure to create a SharePoint calendar. Ensure that you create the SharePoint calendar in the same site as the Aggregated Business Calendar Web Part.

Note:  To create a SharePoint calendar, you must have the Contribute or Design permission level on the site. Note that by default members of the site Owners group have these permission levels. For information about permission levels, see the “Default permissions levels” section of User permissions and permission levels.

To create a SharePoint calendar, follow these steps:

  1. On the Site Actions menu, click More options.

  2. In the All Categories section, click Tracking, click Calendar, and then click More Options.

  3. In the Name box, type a name for the SharePoint calendar. The calendar name is required.

The name appears at the top of the calendar page, becomes part of the Web address for the calendar page, and appears in navigational elements that help users find and open the calendar.

  1. In the Description box, optionally type a description of the purpose of the calendar.

  2. To add a link to the calendar on the Quick Launch, click Yes in the Navigation section.

  3. To share the calendar with other users, click Yes in the Group Calendar Options section.

  4. Click Create.

The calendar appears.

Add a SharePoint calendar

After you have ensured that the SharePoint calendar that you want to add exists in the same site in which the Aggregated Business Calendar Web Part is located, you can add the SharePoint calendar to the Aggregated Business Calendar Web Part.

Note:  Because you can add one or more SharePoint calendars to the Aggregated Business Calendar Web Part, ensure that you add properties, such as color, to the SharePoint calendar that you select to differentiate it from the other calendars that you might have.

Note:  To add a SharePoint calendar to an Aggregated Business Calendar Web Part, you must have the “Edit Items” list permission on the site. Note that by default members of the site Owners group have this permission. For information about permissions, see the “Default permissions levels” section of User permissions and permission levels.

Note:  All Users who open an aggregated business calendar can view all calendar entries for a SharePoint group calendar if they have permissions to view the source calendar. The user does not need to be the owner of the calendar entry or listed as attendee of the entry.

To add a SharePoint calendar to the Aggregated Business Calendar Web Part, follow these steps:

Tip:  You will need to know the name of the SharePoint calendar that you want to add.

  1. On the page of a SharePoint site where the Aggregated Business Calendar Web Part is located, click the small arrow in the top-right-corner of the Aggregated Business Calendar Web Part, and then click Edit Web Part.

    Tip:  The arrow appears in the top-right corner when you position the cursor over the Web Part.

  2. In the Add Business Calendars for overlay section, click the drop-down arrow, select SharePoint calendar, and then click Add.

  3. In the Calendar Type section, do the following:

    1. In the Title box, type the title of the calendar as you want it to appear on the Aggregated Business Calendar Web Part.

    2. In the Description box, optionally type a description of the calendar.

    3. In the Color drop-down list, select the color that you want the SharePoint calendar entries to have on the Aggregated Business Calendar Web Part.

    4. In the Available SharePoint Calendars drop-down list, select the calendar that you want to add. Note that only calendars that are in the same site appear in this drop-down list.

    5. In the Available Views drop-down list, select the view that you want to use for the calendar. Note that only public views can be selected.

  4. Click Save, and then click OK.
    You can now see the SharePoint calendar in the Aggregated Business Calendar Web Part. You can add, view, edit, and delete SharePoint calendar entries on the Aggregated Business Calendar Web Part.

Add an Exchange calendar

Before you can add an Exchange calendar to the Aggregated Business Calendar Web Part, a member of the Farm Administrators group must have established a trust relationship between the SharePoint Server 2010 farm and the server running Microsoft Exchange Server. For more information, see Deploy and configure the Aggregated Business Calendar solution.

Also, an owner of the Exchange calendar must configure the relevant permissions on the Exchange calendar that you want to add to the Aggregated Business Calendar Web Part. The following procedures describe how to configure permissions on an Exchange calendar, and then how to add an Exchange calendar to the Aggregated Business Calendar Web Part.

Configure permissions on an Exchange calendar

By default, only free and busy information is displayed to users other than the owner of the calendar. An owner of the Exchange calendar can optionally perform configure permissions on the Exchange calendar to enable other details, such as the subject line and location information to be displayed.

Note:  To configure the permissions on the Exchange calendar, you must be an owner of the Exchange calendar.

To configure the permissions on the Exchange calendar, follow these steps:

  1. Log on to a computer on which Microsoft Outlook 2010 has been installed, and then connect to the calendar on which you want to configure permissions.

  2. Start Outlook 2010.

  3. In the left navigation pane, click Calendar.

  4. In the left navigation pane, expand My Calendars, and select the check box for the calendar on which you want to set permissions.

  5. Right-click the calendar, and then click Properties.

  6. In the Calendar Properties dialog box, click the Permissions tab.

  7. In the Permission Level box, click the default user type in the list, and then select the permissions that you want. Note that Reviewer is typically the default user type

    Note:  You can add other permissions, but some permission levels are public and can be seen by other users.

  8. Click OK.

Add an Exchange calendar

After you have configured permissions on the Exchange calendar, you can add the Exchange calendar to the Aggregated Business Calendar Web Part.

Note:  Because you can add one or more calendars to the Aggregated Business Calendar Web Part, ensure that you add properties, such as color, to the Exchange calendar that you select to differentiate it from the other calendars that you might have.

Note:  To add an Exchange calendar to an Aggregated Business Calendar Web Part, you must have the “Edit Items” list permission on the site. Note that by default members of the site Owners group have this permission. For information about permissions, see the “Default permissions levels” section of User permissions and permission levels.

To add an Exchange calendar to the Aggregated Business Calendar Web Part, follow these steps:

  1. On the page of a SharePoint site where your Aggregated Business Calendar Web Part is located, click the small arrow in the top-right-corner of the Aggregated Business Calendar Web Part, and then click Edit Web Part.

  2. In the Add Business Calendars for overlay section, click the drop-down arrow, select the Exchange calendar, and then click Add.

  3. In the Calendar Type section, do the following:

    1. In the Title box, type the title of the calendar as you want it to appear on the Aggregated Business Calendar Web Part.

    2. In the Description box, type a description of the calendar.

    3. In the Color list, select the color that you want the Exchange calendar entries to have.

    4. In the Exchange Web Service URL box, type the URL of the Exchange Web service.
      This is the location of your Exchange server and from where the Aggregated Business Calendar Web part gets the Exchange calendar items.

    5. Click Test link to confirm that the link works.

    6. If want to access your Exchange calendar by adding a link to it in the Aggregated Business Calendar Web Part, type the Outlook Web Access (OWA) URL in the Outlook Web Access URL box.

  4. Click Save, and then click OK.

You can now see the Exchange calendar in your Aggregated Business Calendar Web Part. You can only view—not add, edit, or delete—Exchange calendar entries in the Aggregated Business Calendar Web Part.

Add an SAP Business calendar

Before you can add an SAP Business calendar to your Aggregated Business Calendar Web Part, a member of the Farm Administrators group must import and grant permissions to the TimeEntry BDC model. For more information, see Deploy and configure the Aggregated Business Calendar solution.

Because SharePoint Server cannot access data directly from an SAP Business calendar, you must create an external list in SharePoint Server. The data from the SAP Business calendar can then be imported to this external list. When you add the SAP Business calendar to the Aggregated Business Calendar Web Part, the external list becomes associated with the Aggregated Business Calendar Web Part.

Create an external list

To add an SAP Business calendar, you must first create an external list in SharePoint Server. Ensure that you create the external list in the same site in which the Aggregated Business Calendar Web Part is located.

Note:  To create an external list, you must be a member of the site Owners group, a site collection administrator, or a member of the Farm Administrator group.

To create an external list, follow these steps:

  1. In a browser, go to the Aggregated Business Calendar Web Part.

  2. On the Site Actions menu, click More Options.

  3. On the Create page, in the All Categories section, click External List, and then click Create.

  4. On the New page, in the Name and Description section, type a name for the external list as you want it to appear throughout the site, and optionally type a description for the list.

  5. To add a link to the calendar on the Quick Launch, click Yes in the Navigation section.

  6. In the Data source configuration section, click the Select External Content Type icon.

  7. In the External Content Type Picker dialog box, in the External Data Source column, click Time.

    Time is the external data source, and TimeEntry is the external content type that is included in the Time BDC model. Note that the display name for this BDC model is TimeEntry, by default.

  8. Click OK.

  9. Click Create.

After the external list appears, you can edit the list the same way as any other list. For example, if you plan to use the list from multiple time zones, you can configure per-location view settings.

Add an SAP Business calendar

After the external list has been created, you can add the SAP Business calendar to the Aggregated Business Calendar Web Part.

Note:  Because you can add one or more SAP Business calendars to the Aggregated Business Calendar Web Part, ensure that you add properties, such as color, to the SAP Business calendar that you select to differentiate it from the other calendars that you might have.

Note:  To add an SAP Business calendar to an Aggregated Business Calendar Web Part, you must have the “Edit Items” list permission on the site. Note that by default members of the site Owners group have this permission. For information about permissions, see the “Default permissions levels” section of User permissions and permission levels.

To add an SAP Business calendar, follow these steps:

  1. On the site where your Aggregated Business Calendar Web Part is located, click the small arrow in the top-right corner of the Aggregated Business Calendar Web Part, and then click Edit Web Part.

    Tip:  The arrow appears in the top-right corner when you position the cursor over the Web Part.

  2. In the Add Business Calendars for overlay section, click the drop-down arrow, click Business calendar, and then click Add.

  3. In the Calendar Type section, do the following:

    1. In the Title box, type the title of the calendar as you want it to appear on the Aggregated Business Calendar Web Part site.

    2. In the Description box, optionally type a description of the calendar.

    3. In the Color drop-down list, select the color that you want the SAP Business calendar entries to have.

    4. In the Available Business Calendars drop-down list, select the external list that you created in the Create an external list procedure for this calendar. Note that only external lists that can be used with the Aggregated Business Calendar Web Part are displayed.

    5. In the Available Views drop-down list, select the view that you want to use for this calendar. Note that only public calendar views are available. Other types of views such as standard view and Gantt View are not available.

  4. Click Save, and then click OK.

You can now see the SAP Business calendar in the Aggregated Business Calendar Web Part. You can add, view, edit, and delete SAP Business calendar entries on the Aggregated Business Calendar Web Part.

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Delete a calendar from the Aggregated Business Calendar Web Part

You might want to delete a calendar from the Aggregated Business Calendar Web Part, for example, if you do not need it anymore, or if you already have four calendars and want to replace it with another calendar.

To delete a calendar from the Aggregated Business Calendar Web Part, you must have the “Edit Items” list permission on the site. Note that members of the site Owners group have this permission, by default.

To delete a calendar from the Aggregated Business Calendar Web Part, follow these steps:

  1. On the site where your Aggregated Business Calendar Web Part is located, click the small arrow in the top-right corner of the Aggregated Business Calendar Web Part, and then click Edit Web Part.

    Note:  The arrow appears in the top-right corner when you position the cursor over the Web Part.

  2. In the Business Calendars section, in the Title column, click the calendar that you want to delete.

  3. Click Delete and then click OK.

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Edit a calendar in the Aggregated Business Calendar Web Part

You might want to edit a calendar that has been added to the Aggregated Business Calendar Web Part.

To edit a calendar that has been added to the Aggregated Business Calendar Web Part, follow these steps.

Note:  You cannot change the calendar type after it has been added to the Aggregated Business Calendar Web Part. For example, you cannot change an Exchange calendar to an SAP Business calendar. If you no longer need a particular calendar in the Web Part, remove it from the Web Part and add the calendar that you want.

  1. On the site where your Aggregated Business Calendar Web Part is located, click the small arrow in the top-right corner of the Aggregated Business Calendar Web Part, and then click Edit Web Part.

    Note:  The arrow appears in the top-right corner when you position the cursor over the Web Part.

  2. In the Business Calendars section, in the Title column, click the calendar that you want to edit.

  3. In the Calendar Type section, do any of the following:

    • In the Title box, type a new title for the calendar.

    • In the Description box, add or edit the existing description for the calendar.

    • Select a different color for this calendar from the Color drop-down list.

    • Select a different calendar from the Available SharePoint Calendars list.

    • Select a different view from the Available Views list.

  4. Click Save and then click OK.

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Add and manage calendar entries

These sections describe how to add and manage calendar entries in the Aggregated Business Calendar Web Part. Users can use this Web Part to manage calendar entries in the calendars that have been added to the Web Part, if they satisfy one or more of the following conditions:

  • Have permissions to access the site that contains the Aggregated Business Calendar Web Part.

  • Have permissions to add and manage calendar entries on the calendars that have been added to the Web Part

The color that administrators gave a calendar when they first added it identifies the different calendars in an Aggregated Business Calendar Web Part. Also, the name that administrators gave each calendar appears next to a check box in the Aggregated Business Calendar Web Part. These check boxes are selected by default. You can access each separate calendar by clicking it.

The Day, Week (default), and Month commands enable you to choose the number of days that are displayed in the Aggregated Business Calendar Web Part. The Day view shows one day at a time, the Week view displays the complete seven day week, and the Month view displays the current calendar month. To move to the next or previous day, week, or month, you can use the Back and Forward navigation buttons.

If you have multiple entries on the same day in the Aggregated Business Calendar Web Part, you can use the Expand All and Collapse All commands to view or hide these entries.

By clicking the small arrow in the top-right corner of the Aggregated Business Calendar Web Part, you can minimize, close, edit, or export the Aggregated Business Calendar Web Part.

Note:  You cannot add, edit, or delete an Exchange calendar entry in the Aggregated Business Calendar Web Part..

The procedures in this section describe how to add, view, edit, delete, and save/refresh calendar entries in the Aggregated Business Calendar Web Part.

Before you perform these procedures, you must have added at least one calendar to your Aggregated Business Calendar Web Part.

In this section:

Add a SharePoint calendar entry

Add an SAP Business calendar entry

View a calendar entry

Edit a calendar entry

Delete a calendar entry

Save/Refresh a calendar

Add a SharePoint calendar entry

To add a SharePoint calendar entry, follow these steps:

  1. On the site where the Aggregated Business Calendar Web Part is located, click in the calendar Web Part.

  2. On the ribbon, on the Calendar Tools tab, click New Event, and then click SharePoint Event.

  3. Enter the following information in the New Item dialog box:

    1. In the Title box, type the name of the event.

    2. In the Location box, type where the event takes place.

    3. In the Start Time box, type the date when the event starts.

    4. In the End Time box, type the date when the event ends.

    5. In the Description box, type a description of the event.

    6. In the Category section, select the default value, or specify your own value.

    7. If you want to make this event an all-day activity, select the check box in the All Day Event section.

    8. If you want to make this event a recurring event, select the check box in the Recurrence section.

    9. If you want to use a Meeting Workspace to organize details, such as attendees and minutes, for this event, select the check box in the Workspace section.

  4. Click Save.

You might need to click Save/Refresh on the ribbon to see the entry in the Aggregated Business Calendar Web Part.

Add an SAP Business calendar entry

To add an SAP Business calendar entry, follow these steps:

  1. On the site where the Aggregated Business Calendar Web Part is located, click in the calendar web part.

  2. On the ribbon, on the Calendar Tools tab, click New Event, and then click Business Event.

  3. Type information in the relevant boxes.

    When you create a calendar entry, some fields might be automatically populated from the context of the selected calendar. For example, Start time, End time, Subject line, or location.

  4. Click Save.

You might need to click Save/Refresh on the ribbon to see the entry in the Aggregated Business Calendar Web Part.

View a calendar entry

To view a calendar entry, on the site where the Aggregated Business Calendar Web Part is located, do one of the following:

  • Click the calendar entry that you want to view and in the Manage group of the ribbon, click View Event.

  • Click the link in the calendar entry.

    Note:  Different options are available in the Aggregated Business Calendar depending on which calendar entry that you are viewing. For example, for a SharePoint calendar entry, you can edit, view, and delete an entry, view version history, manage permissions, and create an alert. For an SAP Business calendar entry, you can delete and edit an entry. However, entries from an Exchange calendar can only be viewed.

    Tips:  When you view an entry from an Exchange calendar that has been configured by using an Outlook Web Access connection, the following error might be displayed:

    “Page context missing. Please open the page from the correct Aggregated Business Calendar Web Part context.”

    This can occur if the Subject field or Location field of the calendar entry contains the text string “OBA::”. For example, the subject line “SHOBA::shareholders meeting” can cause this error. To resolve the error, use an email application, such as Microsoft Outlook, or use a browser to access the Outlook Web Access URL and remove the text string “OBA::” from the Subject field or Location field of the calendar entry.

Edit a calendar entry

To edit a calendar entry, follow these steps:

  1. On the site where the Aggregated Business Calendar Web Part is located, click the calendar entry that you want to edit.

  2. In the Manage group of the ribbon, click Edit.

  3. In your entry, make changes, and then click Save.

The changes are updated in the Aggregated Business Calendar Web Part.

The Title, Start Time, and End Time are required fields.

You cannot edit an Exchange calendar entry in the Aggregated Business Calendar Web Part.

Delete a calendar entry

To delete a calendar entry, follow these steps:

  1. On the site where the Aggregated Business Calendar Web Part is located, click the calendar entry that you want to delete.

  2. In the Manage group of the ribbon, click Delete.

  3. In the dialog box that appears, click OK.

Save/Refresh a calendar

You primarily use the Save/Refresh option to select and deselect the calendars that you want to view in the Aggregated Business Calendar Web Part. Note that this option works in public view only.

To save or refresh a calendar entry, follow these steps:

  1. On the site where the Aggregated Business Calendar Web Part is located, select the calendars that you want to view or deselect the calendars that you do not want to view.

  2. On the ribbon, click Calendar Tools Aggregated Business Calendar, and then click Save/Refresh.

This saves your preferences and also refreshes the Aggregated Business Calendar Web Part to reflect your changes.

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