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Sharepoint 2013 staff scheduling form.

Posted on 2014-08-05
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Last Modified: 2014-08-06
Hello,

I have SharePoint 2013. Here is what I am trying to accomplish.

We a group of users that we schedule for onsite work. Right now it is done in excel. Which is tedious and long and very difficult to change after the schedule has been set.

I would like to have a calendar of these users that the managers would set and then have emails sent to those users and addled to their outlook calendar.
I have been looking around for different types of solutions but with not much luck. Can anyone point me in the right direction.

Thanks in advance
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Question by:rha_mtl
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19 Comments
 
LVL 8

Expert Comment

by:Jayaraja Jayaraman
ID: 40241288
you can use the regular sharepoitn calendar and alerts for the group of users to whom ti should eb sent to and on conditional based.
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Author Comment

by:rha_mtl
ID: 40241307
I am not exactly sure what you mean.
What is the best way to define a calendar for 5 users. I have a simple calendar with nothing on it right now.
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Author Comment

by:rha_mtl
ID: 40241322
Should I have separate calendars created for each user and then add them to the overall calendar?
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LVL 8

Expert Comment

by:Jayaraja Jayaraman
ID: 40241341
one calendar on a site collection/sub site with read only access to the calendar.
and then manager can create alerts on the calendar for those people when things change/added/removed.
so when ever a new even is added alert will trigger for those users.
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Author Comment

by:rha_mtl
ID: 40241365
I am a little confused on how to create a calendar with users in it. When I select group calendar, I only see mine when the page is refreshed. When I select regular calendar and try to add users calendars with the calendar overlay option, I do not have access to those users calendar.
How would you create a calendar that I can then define the users and then create the alerts?
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LVL 8

Expert Comment

by:Jayaraja Jayaraman
ID: 40241412
ok lets take a step back and address this... you wanted to see the calendar of those users? where do their calendars reside? same site or different site?
Or please explain what you are trying to achieve
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LVL 8

Accepted Solution

by:
Jayaraja Jayaraman earned 1000 total points
ID: 40241448
Configure a calendar as a group calendar
 NOTE    To change calendar settings, you must have at least the design permission level for the site.
In a calendar, in the ribbon, click the Calendar tab, and then click List Settings.
Under General Settings, click Title, description and navigation.
In the Group Calendar Options section, set Use this calendar to share member’s schedules to Yes. This enables you to create events in the calendar with attendees.
If you want to use this calendar to scheduled resources, such as conference rooms, as well as people, set Use this calendar for resource reservation to Yes. This enables you to create events in the calendar that include resources, such as conference rooms.
 NOTE    If the Use this calendar for resource reservation option is not available, the Group Work Lists feature is not enabled for the site.
Click Save.
Top of Page TOP OF PAGE
View multiple users’ calendars in a group calendar
 NOTE    The view created using the following procedure is temporary. Each time you refresh the browser, only the initial calendar will display.
Go to the group calendar and click the Calendar tab in the ribbon.
In the ribbon, in the Scope group, click Day Group or Week Group.
In Add Person, type the name of the person or group whose calendar you want to view and then click the check names icon. You can also click the browse icon, and search for the person or group.
Once you have this ready.. then..
click on events on the ribbon, alert me -> Manage my alerts->add alerts- > choose the calendar list->Next ->In the send alerts to . enter all the persons whom you wanna send alerts to. pick the change type,send alerts for these changes, and when to send and click ok.
you all are set.
0
 

Author Comment

by:rha_mtl
ID: 40241565
OK I did the group calendar option. But I would like to keep the view of the calendars of all the users as well.
This is not possible besause every time i refresh it just shows me. I dont myself on this list as this is for another department,
I am creating this calendar for a department. I am the sharepoint individual setting this all up so I have all permissions that are required.
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LVL 8

Expert Comment

by:Jayaraja Jayaraman
ID: 40241598
You can try to use the following steps.

Turn on the Site Feature "Group Work Lists"

1. Create a new Group Calendar. In the More Options select "Use this calendar for resource reservations"

2. Once the calendar is created, go into the Calendar list settings. Click Title Description and Navigation. Set "Use this calendar for resource reservation" to no.

3. While in the calendar list settings, Click Change new button order and default content type. Check "Reservations" and set it to the default content type.

also here is a work around
http://zepeda-mcmillan.blogspot.com/2011/03/displaying-default-resources-on-group.html

OR in Whole try this

Here is how I managed to get around the issue with the resource reservation calendar:

1. Create a new Group Calendar. In the More Options select "Use this calendar for resource reservations"

2. Once the calendar is created, go into the Calendar list settings. Click Title Description and Navigation. Set "Use this calendar for resource reservation" to no.

3. While in the calendar list settings, Click Change new button order and default content type. Check "Reservations" and set it to the default content type.

When you go back to the calendar it will just have the normal calendar ribbon without the buggy resource selection options. When you add a new list item, the calendar will be associated to the resource list and let you select the resources and detect their availability.
0
 

Author Comment

by:rha_mtl
ID: 40242170
I have tried the following link


But it does not seem to work on he calendar page.

I will try your work around
0
 

Author Comment

by:rha_mtl
ID: 40242244
ok i finally got the view working as per the link i stated before and the link you stated as well. Now i see all the users schedules format. I do no have a month and year view. Which might be important for the manager to have overall view of where everyone is assigned.
I do not have the Work Groups feature listed under site actions. So I can't activate this feature. Is there something I am missing to add this feature on the site settings?
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LVL 8

Expert Comment

by:Jayaraja Jayaraman
ID: 40242253
OOTB No. Workaround- Yes.

Filter by Current Month
We need to have two calculated fields, one showing the first day of the month that the due date is in and one showing the last day of the month that the due date is in.We can then use the filter to show only records where

[Today] >= First Day Of Month

AND

[Today] <= Last Day Of Month

create-column      The first column will be called something like Start of Month
Set the column type to Calculated and the data type to Date only
Uncheck the ‘Add to default view’ button as we want these columns to stay behind the scenes

The Start of Month column formula should be

=DATE(YEAR([Due Date]), MONTH([Due Date]), 1)


The End of Month formula :-

=DATE(YEAR([Due Date]), MONTH([Due Date])+1,1)-1

(Which is the first day of next month - 1)


View-filter      
Now create a new view, call it something like “Due This Month” and setup the filter for
Start of Month is less than or equal to [Today]
AND
End of Month is greater than or equal to [Today]
Using the same technique you can also use the following formula
The current week (Sunday to Saturday inclusive)

Start Week =[Due Date] - WEEKDAY([Due Date]) +1
End Week =[Due Date] +7 - WEEKDAY([Due Date])

The previous month

Start Month =DATE(YEAR([Due Date]), MONTH([Due Date])+1, 1)
End Month =DATE(YEAR([Due Date]), MONTH([Due Date])+2,1)-1

The next month

Start Month =DATE(YEAR([Due Date]), MONTH([Due Date])-1, 1)
End Month =DATE(YEAR([Due Date]), MONTH([Due Date]),1)-1


The current year

Start Year =DATE(YEAR([Due Date]),1,1)
End Year =DATE(YEAR([Due Date]),12,31)

Reference:
http://blog.pentalogic.net/2009/11/howto-filter-items-current-calendar-month-view-sharepoint/
0
 

Author Comment

by:rha_mtl
ID: 40242272
Dumb question. How do I edit each persons calendar, so then I can see it on the calendar view. When I select a user it actually highlights all the users column for that but I cannot seem to edit a specific user to add an entry.
0
 
LVL 8

Expert Comment

by:Jayaraja Jayaraman
ID: 40243589
not sure or clear with your question. sorry
0
 

Author Comment

by:rha_mtl
ID: 40244435
Its ok. I ended up scolling through this article
http://absolute-sharepoint.com/2014/06/create-color-coded-group-calendar-sharepoint-2013-step-step.html
I was missing the add attendees.
I will now go through your year view setup.
0
 

Author Comment

by:rha_mtl
ID: 40244479
I am trying to understand how I can have multiple views on this calendar.
The default is the week view, with all the users and their appointments.
How do I add these extra month and year view?  Should I lose this question and open another since you did answer my original query?
0
 
LVL 8

Expert Comment

by:Jayaraja Jayaraman
ID: 40244558
yes please, and open a new question so we can take it different
0
 

Author Comment

by:rha_mtl
ID: 40244745
i opened another question
http://www.experts-exchange.com/OS/Microsoft_Operating_Systems/Server/MS-SharePoint/Q_28492103.html

To continue working on the calendar views issue.
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