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Calendar Views

Workbooks includes the ability to view a Landing Page in the form of a calendar, provided that the particular record type contains a field with a date/time datatype. For example, Activities have Due Date and Completed Date fields, Opportunities have a Close Date field, Transaction Records have a Document Date field, etc.

This is particularly useful if you use Task and Meeting records in Workbooks, as you are able to view your to-do list for the day, week or month in one quick glance. It is also possible to view a report as a calendar view. Again this requires the report to have a date/time field as a column.

NOTE: To view a calendar view of a report, the date/time field in use should be displayed in its default way. If you have amended the date field using the advanced settings in reporting, the calendar view will not be available to you. For more information on formatting dates in reports click here.

Switching to Calendar Views

Switching from a grid view to the calendar view is easy. Click View on the top right of the Landing Page then select View as Calendar:

View as calendar

Day/Week/Month View

When you first switch to a calendar view, it will open in Month view as shown above. This can be switched to a Day or Week view using the buttons shown below.  You can set the calendar view as your default, or save it and give it a name so that it appears in your list of views in the left-hand column, just as you can with any Landing Page view. Meetings or tasks that are scheduled in your calendar can be clicked on to open that particular record.

In the Month view of a calendar Landing Page in Workbooks, records will show in ascending order based on the field that you select to arrange/categorise your view by, so 9am will show before 3pm.

All meetings calendar

A Week view of a calendar Landing Page in Workbooks will appear as below:

Calendar Week View

The Day view of a calendar Landing Page in Workbooks will appear as below:

Calendar Day View

Within the Week or Day view, you will see an hour by hour breakdown of your records. This is particularly useful when arranging meetings, as the view allows you to quickly see your availability.

You can page forward to the next day, week or month by clicking the right arrow at the bottom of the page. It is also possible to select the date you wish to view using the date picker. Either way, the calendar will display in whichever mode you have selected on the top right of the Landing Page.

Page forward

NOTE: Today's date will show up in yellow. Workbooks will give that day's date and the current time. The time will update automatically.

Customising your Calendar View

A calendar view in Workbooks has several useful features, such as:

A calendar can be set as the default view for a Landing Page just as you can for a grid view. This means that when you open a Landing Page, you will see a calendar view of your records without having to switch to it manually each time. For more information on how to do this, see here.

You are able to customise the records that are shown on the calendar by adding a filter in the same way as you can for a grid view. For example, you may not be interested in Activity records that are assigned to a particular user. Using the filtering functionality, you can omit these results from your calendar view. See here for more information.

Arranging your Calendar

The calendar view allows you to arrange your records by a date/time field. This list will change depending on the record type you are working with. For example, when looking at the Activities Landing Page you can arrange records by their Due Date whereas if you were working with Opportunities, Due Date is not present on this record, thus is not available. You can however arrange your view by the Close Date.

My Open Meetings

If your records include Custom Fields with a data type of Date or Date & Time, you will be able to arrange the calendar based on these fields too. For example, the screenshot above shows a Custom Field called First Meeting Date which has been used to arrange the calendar view.

Categorising your Calendar

To make it easier to differentiate between records on your calendar, you can colour code (categorise) them, based on any field on that record type with a data type of Picklist. By default, the list contains the following fields:

  • Assigned to
  • Priority
  • Show Time As
  • Status
  • Type

All Meetings calendar

Selecting a field to categorise your calendar by, automatically assigns a colour to every record with that value. By default there is a colour legend that is shown to the right of the calendar view to identify the meaning of each colour. For example, selecting Assigned To, will assign a colour to all records that are assigned to a particular user.

This can vary from database to database and may not necessarily be the same colour each time. When looking at the colour legend, you are able to filter your records by clicking the down arrow. The menu displayed gives you the option to hide/show records that are not relevant.

NOTE: You can temporarily turn the colour legend off while you are looking at the calendar but this will be turned on again automatically the next time you visit the Landing Page. 

Colour legend

 

NOTE: When you select a new field to arrange your view by, or to categorise your records by, Workbooks dynamically updates the calendar view and does not require you to reload the page.

Related content

Meetings are a type of Activity, and allow you to fill in Start and End Dates, specify attendees and create recurring Meetings