Resources

Use the resource view to display other user's workload when adding and rescheduling appointments.

This makes planning appointments, especially internal meetings, much easier.

To open the resource view:

  • Select Resources from the icon bar. The Resources level is opened.
  • Click on (Resources) in the calendar. The resource view is displayed in the Calendar level. Select a different view to return to the calendar (e.g. the weekly view).
  • Select Appointment Planning from an activity's context menu.

Configuring the Resource View

The following options are accessed from the top left of the screen:

  • Click on the column headers to sort reps by name or department.
  • Use Zoom to zoom the display.

To select the time period:

  • Click on the small calendar to the bottom right.
  • Press Ctrl and click on individual days to select them.

Click on (Filter view) to determine which reps should be displayed. Select the desired reps using the Reps/Groups button.

If you do not select any reps, all reps are displayed that have an appointment in the selected time period.

You can hide and show the mask and small calendar using the small arrows:

A rep's working hours are highlighted if they have been entered and the Individual work hours field is enabled in the rep record. Otherwise the working hours defined in the appointment settings are used, see Calendar Interface Settings and Calendar Tab in the Aurea.CRM win Administrator Guide. The color used to indicate work hours can be defined there as well-

You can define further settings, as in the calendar, see Appointment Settings and Calendar Interface Settings.

Adding, Editing and Deleting Appointments

To add an appointment in the resource view:

  1. Click on an area in the view and click on (New). You can also double-click to add an appointment.
  2. Select the type of appointment by clicking on the link.
  3. Depending on the type of appointment, you can now add a record:
    • When adding an activity, the company search is opened. Search for the company and person you wish to add the appointment for, see Searching. Select the company or person and add the activity record in the Activity info area, see Adding Appointments. Add the desired participants and edit the time of the appointment, if necessary.
    • When adding tasks, absences and To-Do records, the corresponding info area is opened. Add the record in the info area, see Adding Appointments and Adding To-Dos.

The appointment is displayed in the resource view.

To edit or delete an appointment:

  1. Double-click on the appointment to switch to it.
  2. Make your changes or delete the record.

Rescheduling Appointments

To reschedule an appointment:

  1. Select the appointment.

    Information on the appointment is displayed at the bottom of the mask.

  2. Click on (Filter view) and select all the reps that are participants in the appointment.
  3. You can now reschedule the appointment:
    • Drag the appointment to a new time with the mouse. You can only move appointments in the row corresponding to the activity's main participant.
    • Switch to the desired time and move the appointment by pressing Ctrl and clicking.
    • Drag the appointment from one rep's line to another rep. This is only possible for appointments with only one participant.

You can only move appointments in the row corresponding to the activity's main participant.

The appointment is rescheduled. If appointments overlap, the appointment is displayed in a new line.

Printing Appointments

To print the appointments displayed in the resource view:

  1. Select File > Print from the menu or click on (Print).
  2. Select one of the following options:
    • Print resource view: Prints the current resource view (only the portion visible on the screen).
    • Print activity list: Prints a list of all activities in the current resource view.