Recurrence patterns and the Recurrences tab

Input help options and commands for recurrence patterns and recurrences are the same for all activities.

Activities are data record types and include appointments, tasks, phone calls, jobs, and holidays.

You manage all activities similarly. For example, you create or edit data record types or lists the same way for all data record types.

On the General tab in the data record window, you will be able to whether recurrences have been entered for this activity.

Once you have saved the activity, the Display all recurring data records in list button will appear on the Recurrences tab. Thereby, you open the respective list in a new window.

To change a whole recurrence pattern or an individual data record in a recurrence pattern, first open any one of the activities in the recurrence pattern. When you save the recurrence pattern you can choose which data records in the recurrence pattern are to be changed.

An appointments, jobs or holidays which are part of a recurring series, are indicated by means of an icon. The second icon is displayed when the data record settings differ from the recurrence settings.

Checking for overlaps

When entering and changing a recurrence, any overlaps with other data records are checked, if you have enabled the settings for overlap checks.

On the General tab in the data record window directly above the tabs, you will see whether or not there are any overlaps. When you create and save a recurring series, any overlaps are displayed consecutively for each individual entry. The Overlap warning window will open for each entry.

Please note

It could be that multiple participants have already been added to an existing data record and you do not have the necessary rights to all the participants. Thus, you will not be able to create a recurrence pattern for this data record or change an existing recurrence pattern. When saving a data record a suitable message is displayed.

If an activity, for example, an appointment is duplicated and if the activity belongs to a recurrence pattern, the information about the recurrence pattern is not duplicated in the Recurrences tab.

Fields and procedures

On the Recurrences tab, you can set the start and end date of an activity and select other options.

Define a period over which the activity is to be repeated.

In the Work day option, your valid holidays are not included automatically. So you will have to define how you want the program to process holidays in the Exceptions area.

Under Daily you can also specify how often the activity is to be repeated, for example, every day, every three days.
Under Weekly you can specify how often and on which days an activity is to be repeated.
Under Monthly you can specify whether you want to the activity to take place every month or every other month.

With the following option you can select the date upon which you want to repeat the action, for example, always on the 5. or the 15.

Activate the other option, then select the specific week day of the month. You can select the date from the first drop-down list. In the second drop-down list you can select the day of the week, for example, Monday, Tuesday, Workday, Friday and so on.

Under Yearly you can specify how often an activity is to take place.

Start opens a small window from which you can select the date.

From the drop-down list select Ends after then enter a number in Entries in this recurrence.
Select Ends on in the drop-down list then select the date you want the recurrence to end on.

In this area you can set up whether you want to be notified of the imminent end of a recurrence.

Enable the checkbox and enter how many days in advance you want to be notified.

With recurrences, the data record participants are notified twice. The first notification will take place as many days in advance as you have defined on the Recurrences tab. The second notification will be on the day the recurrence ends.

If you are planning ahead, it could be that activities fall on a public holiday or a weekend. To allow for this, you can define how you want to handle these exception in the Exceptions area.

With Select days you define the days for which you want to define an exception, for example, Saturday, Sunday or public holiday.

In the following drop-down list, select how you want to handle these exceptions.

None means that the activity is always entered.

Ignore automatically means that no activities are entered on these days, for example, public holidays. Example: a meeting is scheduled on Thursdays. You have blocked public holidays. If Thursday is a public holiday, the meeting is cancelled.

Enter the next possible day automatically means that if a recurring activity overlaps with a blocked day, the next possible day is chosen. Example: a meeting is scheduled on Thursdays. You have blocked public holidays. Thursday is a public holiday. The meeting is then entered on a Friday.

With the Interactive option, a prompt is opened for a blocked day asking you how you want to deal with the activity. Example: a meeting is scheduled on Thursdays. You have blocked public holidays. Each time the meeting takes place on a public holiday, you decide what you want to do with the recurrence.