CorporateTime v5.1
Quick Tour
Jean-Marc Robillard
“Train The Trainer”
CorporateTime Client
Copyright 2000 Steltor. All rights reserved.
Table Of Contents
About CorporateTime
Page 3
Glossary & Icon Guide
Page 3-15
Getting Started
Signing In
Start Using CorporateTime
Page 16
Page 16
Page 16-18
Customize Agenda View, Colors and Other Preferences
Page 18-19
Rights & Security
Access Rights
Viewing
Viewing Tasks
Scheduling
Designate
Page 19
Page 19
Page 19-20
Page 20
Page 20
Page 21
Acting As A Designate (Agenda/Tasks)
Page 22
Acting As A Designate (Resource)
Page 23
Events & Tasks
Schedule A Meeting
Options
Repeating
Details
Linked
Reminder
Page 24
Page 24-25
Page 25
Page 25
Page 25
Page 25
Page 25-26
Open A Group Agenda
Day Events
Daily Notes
Tasks
Holidays
Modify/Delete Events/Entries
Searching For Entries
Page 26
Page 26
Page 26
Page 26
Page 27
Page 28
Page 28
Replying To Invitations
In-Tray
Agenda
Page 29
Page 29
Page 29
Creating Groups
Page 29-30
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Printing
Printing Agenda
Printing In-Tray, Task List, or Selected Entries
Page 30
Page 30-31
Page 31
Time Zone
Changing Your Time Zone
Page 31
Page 31-32
Address Books
Create An Address Book
Publish An Address Book
Open An Address Book
Delete An Address Book
Page 32
Page 32
Page 32
Page 32
Page 33
Useful Links/Resources
Page 33
CorporateTime Training Exercises
Page 34-43
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About CorporateTime
CorporateTime is the real time calendaring software for scheduling people and resources.
It is designed to look familiar to anyone who has used a paper planner. Networked users
can use a native client (Windows, Mac, Motif), Web client or CorporateTime Outlook
Connector to manage their calendars. Users of CorporateTime can:
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Schedule individual and repeating Agenda entries
Accept, decline or ask for rescheduling of Entries
Schedule Group Meetings and Resources
Check for conflicts and conduct free time searches
View other users’ Agendas
Control access to your Agenda
Assign Designates to work in your Agenda
Enter Notes and track Tasks
Choose from multiple printing options
Change Time Zones
Create Address Book
Glossary & Icon Guide
Access Rights: The ability to see (but not necessarily modify) your Agenda. Users can
grant access rights to others, allowing them to see entries in your Agenda based on who
they are and how they are labeled.
Access Level: Controls who can access information about your Entry or Task. There are
four different levels: Normal, Confidential, Personal and Public.
Address Book: Keeps track of all your business, personal, and professional contacts.
Create as many Address Books as you need.
Address Book Entry: An Address Book Entry is the listing you have for a business,
personal or professional contact.
Agenda: The Agenda is a scheduling calendar, which you use to enter Entries (Meetings,
Day Events, Daily Notes and Tasks).
Attachment: Attach a file to a Meeting or Task using the details tab of the New, Edit
Meeting or Task dialog boxes.
Attendance Status: The status of a Meeting indicates how you have or have not
responded to it. Meetings color-coded by status appear as follows:
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Accepted Entry-Green
Unknown Status-Yellow
Refused Entry-Red
Accepted Tentative Entry-Dark Green
Unknown Status (Tentative Entry)-Dark Yellow
Refused Tentative Entry-Dark Red
Attendee: A User or Resource invited to an Entry.
Daily Note: A Daily Note is a memo a user can enter into his/her Agenda. It has a date
but no start or end time. Daily Notes can be up to 64 characters long and are displayed in
the Notes View of the user’s Agenda Daily and weekly pages, as well as in the Month
view.
Day Event: A Day Event is an Entry that runs an entire day but does not block out time
in the user’s Agenda. Day Events are displayed Notes View of the user’s Agenda Daily
and weekly pages, as well as in the Month view.
Designate: A Designate is a user who has rights to modify another user’s Entries in that
user’s name. Designates can perform operations according to the Access Rights the other
user has granted them.
Designate Rights: The powers you give to another user to let them work as a Designate
in your Agenda.
Entry: An Entry is anything that appears in the In-Tray or your Agenda pages (Meetings,
Tasks, Daily Notes, Holidays and day Events).
Groups: Groups are collections of users and/or resources that users can create to
accelerate certain functions in CorporateTime. They are useful when you want to quickly
invite multiple users and/or resources to an Entry.
Group Type: There are four types of Groups:
 Public-available for use to everyone on the system. However, only
the group’s owner can modify them.
 Private-available only for use by their creators.
 Administrative-available for use by everyone on the system.
However, the system administrator can only modify them.
 Members Only-available for use by members of the group only.
Holidays: Can only be entered by authorized users.
Importance Level: There are five levels of importance color coded as follows:
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Highest Importance-Red
High Importance-Pink
Normal Importance-Turquoise
Low Importance-Blue
Lowest Importance-Green
In-Tray: The In-Tray contains the Entries received from other users and Entries you
have sent to other users. Multiple folders allow users to reply to new Entries and manage
existing ones quickly and efficiently.
Meeting: Meetings are Entries with a specific start and end times that are scheduled in
time slots in the user’s Agenda. Users can invite other users and resources to Meetings,
set Reminders for them and make them recur on a regular basis.
Node: A Node is a database on a server. There can be one or more nodes on a server and
can be identified either by a number or a name.
Off-Line: Not connected to the server. Users can now only access Agendas downloaded
to the local database.
On-Line: Connected to a Node on a server.
Ownership: The person or resource in whose Agenda the Entry was created owns a
Meeting and is color-coded as follows:
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Owned Entry-Blue
Invited Entry-Pink
Owned Tentative Entry-Dark Blue
Invited Tentative Entry-Dark Pink
Priority: Allows a user to set a level of importance for a Task. Tasks can be assigned a
numeric or alphabetic value and sorted by this field.
Refresh: Refreshing updates the display (Agenda/In-Tray) to include any new Entries
that have been created since the last refresh. Displays are refreshed every 15 minutes
(configurable from Agenda Preferences choose Notification tab) and can be done
manually by selecting View menu choose Refresh All.
Reminder: A pop-up window or upcoming reminder note to remind a user about an
upcoming Entry.
Repeating Event: A Meeting, Daily Note or Day Event, which occurs more than once.
Remote User: A user who’s Agenda is on a different Node or server. Their names appear
with an (R). They can be invited to Entries the same way as a local user but can’t act as a
Designate.
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Resource: A Resource is an object, such as a conference room or overhead projector that
has its own Agenda.
Scheduling Rights: Grants another user the ability to invite you to Events. Users set
Scheduling Rights on the Scheduling tab of the Access Rights dialog box.
Status Bar: The Status Bar can be displayed at the bottom of CorporateTime windows.
To display or hide the Status Bar, select View menu choose Status Bar.
Task: A Task is a specific project that needs to be completed. You can enter a Task
directly into your Agenda or linked to a Meeting. Is can have a start /due date, a start/due
time, as well as a Priority and Access Level.
Time Slot: Time Slots are the individual rectangular blocks of time represented on your
Daily and Weekly Agendas. The height and time length of time slots can be adjusted
using commands from the view menu.
Toolbar: The toolbar provides quick mouse access to many of your Agenda’s functions.
To display or hide the Toolbar, select View menu choose Toolbar.
Viewing Rights: Rights users can assign to view Entries and Tasks in their Agenda.
Web Access: Web Access allows users to view information that their system
administrator wants them to see in their web browser. The default path is the CS&T
product information page.
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Getting Started
Signing In
Once you have been notified that your account has been set up, you can sign in by either
choosing CorporateTime from the Start menu in Windows or by double clicking the
CorporateTime icon on your desktop. From the drop down menu you can choose the
server you are connecting to, type in your User Name (or search for it using the
magnifying glass), type in your Password and then click Sign-in.
After the initial sign in users should change their CorporateTime password using the
following steps:
 Options menu choose Change Password
 Type original password in “Old Password” field
 Type new password in “New Password” field
 Confirm the new password by typing it again
 If you have worked Off-Line it will ask if you want to synchronize
your passwords for you Off-Line Agenda
 Click OK and exit CorporateTime by choosing EXIT on Windows
 Sign again to test new password
TIP! Always exit out of CorporateTime by choosing EXIT from the File menu instead
of just closing out each window. This will ensure that all changes that you have made
will be saved.
Start Using CorporateTime
Once you have signed into CorporateTime, two windows will open. The first that a user
will see is the In-Tray, which lists invitations to Events that you have received or sent. If
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you minimize this window, or choose an Entry from your In-Tray, you will set focus to
the Agenda window, which is underneath. To disable your In-Tray on startup choose
Options menu then In-Tray. Click the On Startup tab and choose the appropriate option.
The upper pane contains your Agenda, the right pane contains your Tasks and the bottom
pane contains your Daily Notes and Day Events.
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TIP! Keep your In-Tray open (minimized) while you are using CorporateTime to be
notified when new invitations arrive. You will be notified by a red exclamation point
next to an In-Tray icon in the Status Bar of your Agenda window.
Customize Agenda View, Colors and Other Preferences
If your Agenda window is not in focus, open it now.
View By Day Week or Month: According to which of these views you are in you can
either scroll ahead/back a day, week, month, or six months using both the single/double
forward/backward arrows.
Time/Day Labels: The daily and weekly views display the times down the left side and to
the right a grid with spaces for Agenda entries.
Displaying A Full Work Day: To make an entire 8 or 9 hour work day visible in your
display you need to:
 Increase/Decrease Row Height in the View menu
 Increase/Decrease Row Time in the View menu
 Increase/Decrease the size of the Agenda window
Selecting A Color Scheme:
 View menu select Meeting Colors
 In the Color Meetings By drop down list select Attendance Status
for the default (Green for accepted Meetings, yellow for undecided
and red for refused)
 Importance levels (Red for highest, green for lowest)
 Entry Ownership (Meetings you create will now appear in a blue
background and Meetings that others have invited you to appear in
a pink background)
Tip! CorporateTime only allows the user to choose one of the noted colors; it does not
allow the user to customize them.
Hours Scheduled Versus Hours Displayed: This section allows the user to decide when
they are willing to have meetings scheduled. This interacts with the feature of Suggesting
A Date/Time option when the user tries to Schedule a Meeting.
 Options menu choose Scheduling
 Click the tab for the day you wish to change
 Adjust the start and end times under both “Normal Hours” and
“Extended Hours”
 If applying the same start and end times to all days click “Apply
To All” button
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Tip! On days that you may not work (Saturday/Sunday) enter an end time one minute
after the start time for both “Normal” and “Extended” hours. This will keep these days
from being listed when you click “Suggest A Date/Time” while trying to create a
meeting.
Hours Displayed On An Agenda: This section has no affect when someone tries to
schedule a meeting with you. It will only affect what you see in your Agenda window.
 Options menu choose Agenda. An “Agenda Preferences” dialog
box will open
 Click the Display tab
 Enter the appropriate time intervals for displaying your Agenda in
the “Display Hours” section
 Choose which day you would like displayed as the first day of the
week (usually Monday) and whether or not you prefer to have
Saturday and Sunday displayed
 Click OK
Change Other Agenda Preferences:
 Options menu choose Agenda
 “Agenda Preferences” dialog box will open, click Display, look in
Meeting Display and uncheck Refused Meetings. Under “Color
Meetings By:” Attendance Status is the recommended choice
 Click the Notification tab or icon. Make your selections to indicate
preferences for sending and receiving e-mail and pop-up
notifications
 Click OK
Rights & Security
Access Rights: CorporateTime gives you complete control over what individuals can
“view” when they open your Agenda. They can either see a blank calendar, a list of busy
times with no details, or all the details that you would see when you view your Agenda.
To change viewing rights others have to your Agenda:
 Options menu choose Access Rights
 In the “Access Rights Dialog” window choose Viewing
 “Default: Any Unlisted Person” should be selected. This refers to
any person who has a CorporateTime account and is not listed
individually in the same box.
The top half of the window shows the checkboxes that are selected to show you how
much information can be seen by others:
 View Entries allow users to view all the details of a meeting
(where, when, who, etc.)
 View Times Only allow users to see only the times when you are
busy (when trying to view with this option, you will receive a
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message on the bottom status bar stating that “You are not
authorized to view this Entry” with a padlock showing on the
actual meeting
Neither option selected prevents a person from seeing anything on
your calendar
For each event that a user creates, an “Access Level” of Normal, Confidential, Personal
or Public can be selected. The user controls the viewing rights for the first three, but
Public events, by definition are visible to anyone.
Tip! People who can invite you to meetings should have at least “View Times Only” or
they will not be able to conveniently pick times for meetings with you.
To grant rights to any other person besides “Default: any unlisted person”:
 Select a person or group from the searchable list
 Ensure the correct name or group is selected in the bottom pane of
the Access Rights window
 Uncheck the “Same as default” to make the checkboxes selectable
 Adjust the rights as you see fit
 Click OK
To change Viewing Tasks rights others have to your Agenda:
 Options menu choose Access Rights
 In the “Access Rights Dialog” window choose Viewing Tasks
 “Default: Any Unlisted Person” should be selected. This refers to
any person who has a CorporateTime account and is not listed
individually in the same box.
 “No viewing rights” should be selected by default
 Uncheck this box and make modifications to the appropriate users
or groups as described in the previous section
 Click OK
Scheduling Rights gives the user the ability to control who can invite them to Meetings.
To change Scheduling Rights to your Agenda:
 Options menu choose Access Rights
 In the “Access Rights” dialog choose Scheduling
 “Default: Any Unlisted Person” should be selected. This refers to
any person who has a CorporateTime account and is not listed
individually in the same box.
 “Can invite you to Entries” should be selected by default
 You can add users or groups to the list as described earlier and
grant them Scheduling Rights accordingly
 Click OK
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Designate Rights allows a user to assign another user the authority to modify your
calendar. This is a useful tool if you have an assistant(s) that schedule meetings for you.
This will allow the Designate to send out or accept/decline Meeting proposals for you.
To assign a Designate or Designates:
 Options menu choose Access Rights
 “Default: Any Unlisted Person” should be selected. This refers to
any person who has a CorporateTime account and is not listed
individually in the same box.
 “No Designate Rights” should be selected by default
 You can add users or groups to the list as described earlier and
grant them Designate Rights accordingly (default is “No Designate
Rights”)
 To enable all the grayed-out check boxes, click and unclick the
“Full Designate Rights” checkbox
 Rights include Modify, View/Reply, View Times Only or None
 Designates can also be given the right to Modify Normal,
Confidential, Personal or Public Tasks from this window as well
 Click OK
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Acting As A Designate (Agenda/Tasks)
After being granted Designate Rights (see above) a user has the right to work in the
Agenda or Tasks of either another user or a Resource. To work as a Designate a user will
have to:
 Sign-in to CorporateTime as yourself
 For Agendas-File menu choose Agenda then Open As Designate.
A list of users/resources will appear that you have been assigned
Designate Rights for their Agendas
 For Tasks-File menu choose Tasks then Open As Designate. A list
of users/resources will appear that you have been assigned
Designate Rights for their Tasks
 Highlight the user/resource that you want to act as a Designate
then click OK
 That user or Resource’s Agenda/Tasks will open up on your screen
and you will then be ready to begin making changes as necessary
 The In-Tray will show your own Entries followed by the person
you are acting as a Designate for as shown below:
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The Agenda will show the user’s Agenda with a title bar showing
Robillard, Jean-Marc (Designate). Any Entries that you make or
modify will show, for example as Christopher LeDrew for JeanMarc Robillard
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Acting As A Designate (Resource)
All resources are defined as a “first come first served basis” which means the first user to
invite a Resource to a Meeting holds that block of time. If another user tries to invite the
Resource for the same time, they will receive the message “A conflict exists for one or
more Resources. Please check conflicts”. The second user trying to invite the Resource
will not be allowed to create a Meeting that includes this resource for the block of time
needed.
Setting Access Rights For A Resource Account
The Resource owner needs to log on as the Resource initially to change the password and
setup the Access Rights for the resource. From the Options menu choose Access Rights
where you will see four possible rights:
 Designate
 Viewing
 Tasks
 Scheduling
(Note: When you add a user to the list for any one of these categories, it is automatically
added to all four rights and it is set to “Same As Default” for each category)
Designate tab: At least one person needs to be given Full Designate Rights to be
responsible for managing the Resource’s Agenda. Ensure that “Default: Any unlisted
person” is set to No Designate Rights.
Viewing tab: Use this to indicate who may view the Resource’s Agenda and whether or
not the viewer may see details, just busy times or leave both boxes unchecked for the
equivalent of no viewing rights (Resource’s Agenda will appear blank).
 “Default: Any unlisted person” can be set to No Viewing Rights
 List the users that you want to be able to see the Agenda- either
details or busy times
 Ensure to set up Designate(s) so that they have full viewing rights
Task tab: Use this to indicate who may view the Resource’s Tasks. Unless you are
associating Tasks with a Resource, you can set “Default: Any unlisted person” to no
viewing rights. Set Designates as desired.
Scheduling tab: Use this to indicate who may invite the Resource to a meeting
 To keep all users from Scheduling the Resource, clear the
checkbox for “Can invite me to Events” for “Default: Any unlisted
person”
 List users that can Schedule this Resource and check “Can invite
me to Events” for each of them
 Ensure Designates listed have the box checked so that they may
invite a Resource to a meeting they Schedule as themselves.
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Events & Tasks
Entries are the basic building blocks of your Agenda. Entries can be rescheduled,
duplicated, printed and deleted. The user in whose name an Entry is created is considered
to be the owner of that Entry. Entries include:
 Meetings
 Daily Notes
 Day Events
 Tasks
 Holidays
Schedule A Meeting
To create a new Meeting:
 Edit menu choose New Meeting or double click a time slot in your
Agenda. A New Meeting dialog will appear
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Proposed by specifies the Entry creator
Title is the area to describe the Title of the Meeting
Location field is where the user will type in the Location of the
Meeting
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Users can either set the Date by typing in the date, using the
up/down arrows or choosing a date from the Date Selector icon
Users can set the Start/End times by typing in the time, using the
up/down arrows or choosing a time from the Time Selector icon.
Setting the Start/End times will automatically adjust the Duration
field. Any adjustments to the Duration will be reflected in the End
time
Users can invite other users, groups or resources to the meeting
Once all attendees have been selected the user can click “Check
Conflicts”. This will check all attendees Agendas and verify if a
conflict exists or not. It will be displayed in another window.
If a conflict exists the user can schedule the meeting or choose to
reschedule with the help of “Suggest date/time”. CorporateTime
will scan all Agendas of invitees and if an appropriate date and
time is found that matches your criteria it will be displayed
Options tab allows the user to set the following criteria in their Meeting:
 Importance Level
 Access level
 Tentative Meeting
Repeating tab allows the user to schedule the meeting for multiple dates in the future.
Adjust the desired settings and click the “List Dates” button. CorporateTime will list the
dates (Note: The amount of days available will vary according whether or not you have
Saturday, Sunday and Holidays included. Dates available range from 55-84 according to
what is selected). Repeating meetings causing conflicts will give you three choices:
 Ignore
 Display
 Suggest date/time
Details tab allows the user to enter comments or a better description of the Meeting.
Users can attach a file to the meeting that will be available to all invitees. (Note: Only
one attachment per Meeting is allowed). To open an attachment, double click the icon. To
remove the attachment, click the “Remove” button.
Linked Tasks tab allows the users to create a Task on the fly, which will be linked to the
Meeting. Any Tasks that are created in this area appear in the normal task view in
CorporateTime. To delete a Task, click the “Delete” button. To keep a task but unlink it
to the Meeting, click “Unlink”.
Reminder tab allows the user to select on-screen reminders for their Agenda events.
Check the radio button and choose your desired settings. (Note: This reminder will only
appear for the user that created the Meeting and they must have CorporateTime open to
view the reminder).
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Finalize the meeting by clicking the “Create” button after all appropriate settings have
been selected. If others are invited to the event, a dialog box will appear asking if you
want to e-mail the participants. This is a useful feature if an event participant does not use
CorporateTime often.
Opening A Group Agenda
Opening a Group Agenda is another way to find a time when all the people you wish to a
Meeting are free. To open a Group Agenda:
 File menu choose Open Group View or choose Group Icon on the
toolbar. A Selection For Group Agenda dialog opens
 Select the total users or groups that you wish to see. Maximum of
20 (configurable on server) or you will receive the error:
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Click OK and a Group Agenda window opens showing a single
day with each column showing an invitee and their schedule. The
date can be moved ahead or back using the arrow icons
To the left is a column titled “Combined”. This column is blank
when all the people and resources you have listed are free and is
red when at least one is busy. Users can quickly scan this column
to see when there is a free time and double click in a white space
(free time) to create a Meeting
Uncheck the check box next to the name so that user will not be
included when creating the meeting
Day Events
Day Events are scheduled events that occupy the entire day or a large portion of the day.
This type of Event will not block time slots in the Agenda, but will appear in the notes
section of the day view and week view. Day Events are denoted with a blue flag icon. A
user can create a Day Event from Edit menu choosing New Day Event or clicking on the
Day Event icon. Day Events can include other users, resources and multiple days.
Daily Notes
Daily Notes operate similar to Day Events. There is virtually no difference between the
two, except that a Daily Note should refer to an Event that must be accomplished
sometime during the day. Daily Notes are denoted with a red pushpin. A user can create a
Daily Note from Edit menu choosing New Daily Note or clicking on the Daily Notes
icon. Daily Notes can include other users, resources and multiple days.
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Tasks
Tasks allow users to keep track of their projects that they must complete. A Task contains
a due date, due time, start date and start time (Note: These are optional but we
recommend that at least one date be specified). Users can set the options accordingly to
their task. The reminders tab allow users to set a Reminder for this Task and the Details
tab allow users to fill in more details about the Task.
Holidays
Holidays can be created by users if the system administrator has given them permission
to do so. Users with permission can access Holidays from Directory menu choosing
Manage Holidays. Holidays are displayed in the Notes View of your Daily and weekly
Agenda pages and appear next to the date on Monthly Agenda pages. (Note: Holidays
cannot be edited. They must be deleted and recreated). Any unauthorized user will
receive the following error:
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Modify Events/Entries
CorporateTime allow users to modify any Entries that they create.
 To move an Entry to a different time click the Entry and drag it to
the new time
 To change the duration use the mouse pointer to drag the time up
or down
 Double click the Entry to bring up the “Edit Entry” dialog and
make the necessary changes, then click OK
Whenever a change is made, a dialog will tell you “The attendees’ Agendas have been
updated. Do you also wish to send them an e-mail?” If you wish to do so click YES,
otherwise click NO. You can edit the content of the standard email being sent as well.
Tip! If you wish to disable this feature select the Options menu, choose Agenda then
Notification tab. Under the section Entries you send – Ask to send e-mail to attendees,
unselect all the checkboxes. You will no longer be prompted to send an e-mail when
you Create, Edit or Delete Entries.
Delete Events/Entries
CorporateTime allow users to delete any Entries that they create.
 Select the Entry, right click and choose “Delete” or from the Edit
menu choose “Delete”
 If an Entry is one of a series, a “Delete Recurrences” window will
appear where you can delete a single or all occurrences of an Entry
 Once you confirm the deletion, it will be permanently removed
from your Agenda and the Agendas of any invitees
(Note: Entries that someone else invited you to can only be removed from your Agenda.
You cannot cancel the Meeting if you do not own it).
TIP! If you try to delete a Meeting and it does not disappear from your Agenda change
your settings by selecting Options menu, choose Agenda, under the Display tab
uncheck “Refused Meetings” in the “To be displayed section”.
Searching For Entries
CorporateTime allow users to search their entire Agenda for Entries they are trying to
find.
 Select Edit menu then choose Search Agenda
 Enter in your appropriate search criteria from the Search Criteria,
Search Options and Search Data Source tabs
 Click Search and view your results
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Replying To Invitations
When a user receives a Meeting request it will be displayed in the In-Tray and Agenda. A
response can be sent from either window.
In-Tray
The new message will appear under the folder marked “New Entries”. From this folder
you can either double click the item to bring up the View Entry window that contains the
General, Details, Linked Task, Reminder and Reply tabs. These tabs show all relevant
information relating to the Meeting. From the Reply tab the user can select whether they
will or will not attend, if they wish to confirm later, prefer a different time or send an
email to the sender/attendees with your response.
TIP! The In-Tray also has the unique feature of allowing users to drag and drop the
Meeting to the Entries You’ve Accepted folder or Entries You’ve Refused folder and
the ability to right click on the Meeting to choose a response as well.
Agenda
Users can also respond to New Entries from their Agenda window. Just double click the
New Entry and the View Entry dialog appears as described above. Respond appropriately
and click OK. Users can also right click the Entry and choose a response.
Creating Groups
Groups are good to use when you have Events with recurring groups of individuals. A
Group can consist of any combination of people, resources and other groups. There are
four types of Groups:
 Public [PUB] Groups can be used for scheduling Entries by any
user on the system
 Private [PRI] Groups can be used by the user who created the
Group
 Members Only [MEM] Groups can be used by Members of that
specific Group
 Administrative [ADM] Groups can be used by people who have
administrative rights to the system
(Note: Groups created with users/resources from different Nodes can only be seen by the
appropriate users on the Node that the group was created on).
To create a Group in CorporateTime:
 Directory menu choose Manage Groups. A “Manage Groups”
dialog box appears
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 From this dialog a user can create, edit and delete groups and their
associated users/resources
Printing
CorporateTime is quite flexible in allowing users to print their Agendas, In-Tray, Task
List, or Selected Entries using multiple formats.
Printing Agendas
If you have more than one Agenda open at a time, the one that is active when you choose
to Print will be the one that is printed. To print an Agenda:
 File menu choose Print and the “Print” dialog box opens
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




Users can click the Setup icon to change their printer setup
Under the drop down menu for layout the user can use the default
of portrait or choose one of multiple pre-existing paper calendar
formats that they can print out and attach to their paper calendar
Users can select which type of Agenda pages they would like to
printed (daily, weekly, etc.) along with the date range
Click the Preview icon to preview your print out then click Close
Click OK to print the Agenda
Printing In-Tray, Task List, Or Selected Entries
Printing these items is quite similar to printing Agendas:
 File menu choose Print and the “Print” dialog box opens




Users can click the Setup icon to change their printer setup
Under the drop down menu for layout the user can use the default
of portrait or choose one of multiple pre-existing paper calendar
formats that they can print out and attach to their paper calendar
Click the Preview icon to preview your print out then click Close
Click OK to print the item
Time Zone
CorporateTime allow users to change your Agenda time zones. This feature is useful for
users who travel with CorporateTime.
Changing Your Time Zone


Options menu choose General then Time Zones tab
Click Load Regions which will load all the time zones in the
system
 Select the time zone that you want to change and click OK
 After you have created your meeting in the appropriate time zone
you can reopen the time zone dialog and click revert to host’s time
zone
When you change the default time zone on your system all entries will change to the time
zone that you have selected. When you revert back to the default they will change back.
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For example, if you were traveling to Hong Kong for a meeting at 10 am local time, you
would change your time zone to Hong Kong time, schedule the meeting and then revert
back to the host time zone. You would then see the meeting placed on your Agenda with
the time converted to your local time zone. When you travel to Hong Kong you will
change your default to Hong Kong time zone and your meeting will appear as scheduled
for 10 am.
Address Books
CorporateTime allow users to create one or more Address Books to keep track of their
business, personal and professional contacts. There are three kinds of Address Books:
 Personal Address Books are only for a user’s personal use
 Published Address Books can be shared with selected users on
your server. Only the publisher of the Address Book can modify or
delete the published version
 Backed-up Address Books are stored on the server for you to
restore as needed
Create An Address Book
To create an address book:
 File menu choose Address Book then New
 Give the Address Book an appropriate name then click OK
 Edit menu choose New Address Book Entry or choose the icon on
the toolbar
 Fill in the appropriate fields and click OK
 Close the Address Book dialog
Publish An Address Book
To publish an Address Book:
 File menu choose Address Book then Publish
 From the Publish Address Book Dialog choose the address book
you wish to publish and assign users and groups you wish to have
access to the Address Book and click OK
 Users granted access will now be able to retrieve the Address Book
from File menu choose Address Book then select Retrieve
Published
Open An Address Book
To open an Address Book:
 File menu choose Address Book then Open
 Select the appropriate Address Book to open
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Delete An Address Book
To delete an address book:
 File menu choose Address book then Delete or Delete Published
 Select the appropriate Address Book you wish to delete and
confirm the deletion
(Note: If a user who has access to a Published Address Book retrieves it before you
delete the Published Address Book, the user will still have access to the Address Book on
their local system. The user can also modify the Address Book that they have retrieved.)
Useful Links & Resources
http://www.steltor.com
(Steltor official web site)
(Note: The following links are not official CS&T links, but can be useful in
exploring the many features of CorporateTime)
http://www.cit.cornell.edu/calendar/
(Cornell University)
http://calagenda.berkeley.edu/index.html
(Berkeley University)
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Appendix A
CorporateTime Training Exercises
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Training Exercises (To be followed with Instructor)
This document contains several exercises to give new users hands on training with the
CorporateTime software. It is designed to step the user through many of the possible
scenarios that they may encounter while using the calendaring product.
Exercise # 1 - Changing Your CorporateTime Password


Select Options then choose Change Password from the menu bar
Enter your old password, new password then confirm your new password
Exercise # 2 - Set Your Agenda and Scheduling Preferences
Agenda
 Select Options then choose Agenda from the menu bar






Select the hours you want your Agenda window to display by default (user will
also have to modify CorporateTime view)
Select the time Interval you want for your Agenda (usually 30 min)
Select the day you require as the Start of the week (usually Monday) and if you
want to include Saturday and Sunday
Select Color Meetings by “Attendance Status”
Uncheck “Refused Meetings” so refused meetings will no longer appear on your
Agenda in red
Under Notification tab, set options accordingly to your preference for scheduling
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
Select Options then choose Scheduling from the menu bar

Set the applicable hours that you want users to see you are available to be
scheduled for each day, both Normal and Extended hours
If times for all days are the same users can click the “Apply to all” button that will
apply the hours selected to all days of the week

Exercise # 3 - Color Meetings By



Select View then choose Meeting Colors from the menu bar
Select whether you want to have your Meetings colored by either Attendance
Status (preferred), Ownership or Importance
This can also be achieved in Exercise # 1
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Exercise # 4 - Change Your Corporate Time Views

Select View from the menu bar



Use Increase/Decrease Time Slot to adjust the Interval time
Use Increase/Decrease Row Height to adjust the number of hours displayed
Changes that are made in either the Daily or Weekly View will be carried over to
each other. No changes are allowed in the Monthly view
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Exercise # 5 - Creating A Designate



Select Options then choose Access Rights from the menu bar
Ensure the Designate tab is selected and search for the user sitting across from
you using either the free search and clicking the Checkbox or using the
magnifying glass to search all users
Ensure the user name is highlighted and give them Rights as shown below
Exercise # 6 - Viewing, Viewing Tasks and Scheduling
Viewing


Ensure that “Default: Any unlisted person” has viewing rights of View
Normal Entries, View Times for Confidential Entries and View Times for
Personal Entries
Set any other rights to other users you may wish to add accordingly
Viewing Tasks
 Ensure No Viewing Rights is set for “Default: Any unlisted person” and
any other person who may be listed as Tasks are usually “Private”
Scheduling
 Ensure that anyone who you want to be able to invite you to Meetings has
“Can invite you to Entries” selected
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Exercise # 7 - Create A Group




Select Directory then choose Manage Groups from the menu bar
From the Manage Groups window click New and create a new Group with
all members from the room
Make the Group Type Members Only
If you wish you can Delete the Group you created from this window as
well (save this Group for later use)
Exercise # 8 - Create A Basic Meeting With A Reminder






Select Edit then choose New Meeting from the menu bar or double click
on a free time area in your Agenda
Give the Meeting a Title and Location
Edit the Start and End Times
Select the Reminders tab and turn on reminders with a 15 Min Pop Up
Window
Click OK then click Create
A Meeting will now appear on your Agenda and a Reminder will appear
15 minutes before it is about to start
Exercise # 9 - Create A Meeting For Yourself And Make It Confidential






Select Edit then choose New Meeting from the menu bar or double click
on a free time area in your Agenda
Give the Meeting a Title and Location
Edit the Start and End Times
Select the Options tab and make the Access Level Confidential
Click OK then click Create
Any user without rights to see Confidential Entries will only see the time
of the Meeting and a padlock when they view your Agenda
Exercise # 10 - Create A Repeating Meeting







Select Edit then choose New Meeting from the menu bar or double click
on a free time area in your Agenda
Give the Meeting a Title and Location
Edit the Start and End Times
Add an Invitee by selecting a user who is sitting across from you
Make the meeting Repeating by clicking on the Repeating Tab, change the
Frequency to Daily for One Week
Click List Dates to show the dates the Meeting will be Scheduled
Click OK then click Create
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

A Meeting will now appear on your Agenda and the Agenda of the Invitee
every day for the next week
It is the responsibility of the Invitee to decide whether or not to accept the
Meeting
Exercise # 11 - Respond To A Meeting



Find the Meeting that the person sitting across from you has sent either
through the Agenda window or from your In-Tray under the New Entries
folder
From the Agenda window you can double click the meeting to decide how
you are going to accept/decline the Meeting
From In-Tray you can drag and drop the Meeting to the appropriate folder
or double click it to decide how you are going to accept/decline the
Meeting
Exercise # 12 - Create A Meeting With A Resource






Select Edit then choose New Meeting from the menu bar or double click
on a free time area in your Agenda
Give the Meeting a Title and Location
Edit the Start and End Times
Add a Resource-choose the same Resource, date and time as the person
next to you
Click Create and observe if you or the other person receives a message
Try to schedule the meeting again using the Check Conflicts and Suggest
Date and Time buttons
Exercise # 13 - Create A Tentative Meeting With Comments &
Attachment










Create a basic document to attach to this Meeting on your PC
Select Edit then choose New Meeting from the menu bar or double click
on a free time area in your Agenda
Give the Meeting a Title and Location
Edit the Start and End Times
Add an Invitee by selecting a user who is sitting next to you
On the Options tab check Tentative
Add Details from the Details tab and Attach the related document
Click OK then click Create
A Meeting will appear on your and the Invitee’s Agendas which you can
open to view the Details and the Attachment
It is the responsibility of the Invitee to decide whether or not to accept the
Meeting
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Exercise # 14 - Create A Meeting With All Users In This Room, Set An
Importance Level And Add A Linked Task








Select Edit then choose New Meeting from the menu bar or double click
on a free time area in your Agenda
Give the Meeting a Title and Location
Edit the Start and End Times
Add the users individually or use the Group you created from Exercise # 7
Select the Options tab and give the meeting an Importance Level of
Highest
Select the Linked Tasks tab and create a Linked Task
Click OK and then click Create
It is the responsibility of the Invitee to decide whether or not to accept the
Meeting
Exercise # 15 - Create A Meeting Opening The Agenda As A Group
View






Select File then choose Agenda Open As Group View
Select the Group that you created and open up its Agenda
You will see the Agendas of all users in the Group
Under “Combined” select a free time for a Meeting and double click it to
create a Meeting
Create a basic Meeting
It is the responsibility of the Invitees to decide whether or not to accept the
Meeting
Exercise # 16 - Edit/Delete An Existing Meeting




Select any meeting that you have created, either from the Agenda or from
your In-Tray folder titled “Entries you’ve sent out”
Double click or right click the Entry to edit or select the Meeting and
choose Delete
Make the necessary changes and click OK
If you are using e-mail notification, you will be prompted with a message
that “The attendees’ agendas have been updated. Do you also wish to send
them an e-mail?” You can either select Yes or No to sent them an e-mail
regarding the edit/deletion
Exercise # 17 - Create A Daily Note


Select Edit then choose New Daily Note or right click in your Agenda
Give the Daily Note a Title and Date
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




Add a user by selecting the person in the list who is sitting next to you
Set the Access Level, Repeating option and Reminder if necessary
Click OK then click Create
The Daily Note will now appear in the bottom pane of your Agenda as a
red push pin
It is the responsibility of the Invitees to decide whether or not to accept the
Daily Note
Exercise # 18 - Create A Day Event






Select Edit then choose New Day Event or right click in your Agenda
Give the Day Event a Title and Date
Do not add any other users to the Day Event
Set the Access Level, Repeating option and Reminder if necessary
Click OK then click Create
The Day Event will now appear in the bottom pane of your Agenda as a
blue flag
Exercise # 19 - Create A Task







Select Edit then choose New Task or right click in your Agenda
Give the Task a Description
Give the Task a Due Date/Time and Start Date/Time accordingly
Assign an Access Level
Set Reminders and Details accordingly
Click OK
The Task will now appear in the right side pane of your Agenda window
Exercise # 20 - Create A Meeting As A Designate





Select File then choose Agenda then Open As Designate
Choose the user in the list that has given you Designate Rights
Create a basic Meeting as outlined in Exercise # 8 (invite yourself and the
user next to you)
Exit out of the Designate Agenda
Open your Agenda, view the meeting that you just invited yourself to and
view the details
Exercise # 21 - Print An Agenda (Note: for this exercise you must have a
printer installed)



Select File then choose Print
From the print dialog box users can select from different types of Layouts
and multiple Agenda Pages that users can Print and save as a hard copy of
their data
Test changing the Layouts and Agenda Pages and use the Print Preview
option to view your choices
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