Creating and editing holidays
Holiday entries are activities and last for days or weeks.
Important information
The behavior of fields and the way they are displayed depends very much on the edition you are using, and your administrator's settings.
Which fields and tabs are displayed?
The fields and tabs displayed in your version of <Product> can deviate from the descriptions in help document. The display is dependent upon the edition, the add-on modules being used, and individual customizations such as those made by the administrator. This can result in either more or fewer fields and tabs being displayed, or the names and definitions of fields and tabs deviating from the descriptions found in the Online Help.
The fields and tabs displayed in a data record can also change, when you select certain entries in the Type field.
Special characteristics of mandatory fields
Mandatory fields are an option data records. Please keep special considerations in mind if you, for example, import data which use the replication function or other modules.
When calculating the duration of holidays, the public holidays are included which have been defined in the settings.
You are automatically entered as participant. By clicking the Select participants button in the toolbar, you open the corresponding window as with any other Activity.
If you use teamWorks, further rights to holiday data records can be granted via roles. Those rights apply to colleagues that approve holidays. Rights granted via roles, such as Edit, are independent from the participants entered in the data record. Please contact your administrator for more information.
Creating and editing holidays
You can avoid overlaps between holidays and other important activities by using the overlap check feature.
You can let yourself be reminded to activate the out of office wizard on your last working day before you go on holiday.
Do you have any recurring holidays or activities that recur on a daily, weekly, or monthly basis, for example, a further training course?
On the General tab, you enter values in fields such as Subject, Start, End and can set to be notified about holidays.
Fields: Start, End, Duration, ...
For from/to enter the respective dates, or open the small window via the icon.
For start/end enter the time manually yourself or open the small window via the icon.
You do not have to enter times for whole days.
- The duration is entered automatically. If you change the value in this field, then the End field is automatically changed as well.
A day is defined as having 24 hours.
- Entries in the Without field are deducted when calculating values in the Duration field.
Clicking the icon to the right opens the Select day window. Here you should select whether you Saturdays, Sundays or individual weekdays should not be included when calculating the duration of a holiday.
Remind
- When creating an Activity you have to select whether you want to have a reminder for all participants, or only for you, you do this in the first drop-down list.
If a number of participants is entered, each participant can reschedule the reminder individually.
- In the second drop-down list, you can select when you want the participants or yourself to be reminded of the activity. The input refers to the start time of the respective data record.
- If you select, at scheduled time, then two more fields are displayed. Enter the precise time of your reminder in these fields.
The All (Public) participant is not reminded.
When the reminder is activated, a window in which the activity is displayed opens.
- When using Remind again the default value is 5 minutes. You can change these settings anytime.
- Using Confirm you acknowledge the reminder. This information is then saved. Once a reminder has been confirmed you will no longer receive reminders - even if you change the start time for the respective data record.
- Each participant can set Remind again or Confirm for themselves separately.
- With the Remind all again button, or Confirm all you reschedule or confirm the reminder for all participants.
Category and Tags
Category: clicking the icon to the right opens the category window with input help. Tick the checkbox in the right column to assign a category to the current data record.
If you enter a category manually it must match a category of the selection window. If the entry does not match, the input is rejected.
Tags: Enter here a short comment for the data record or some tags.
Type and status
Type and Status are drop-down lists, in which you can select an entry from a list by means of input help. These fields are only available in the Premium Edition.
- The values suggested and displayed in the Status drop-down list are automatically determined by the value you select from the Type drop-down list, and as such regarded as suitable responses to the Type field value.
- Selecting an input value in the Type field can trigger a variety of functions.
- Data records can be completed consistently using the input help options for the fields and with the help of various other functions too. In addition, the exact information required is available in the data record.
Your administrator defines the input help options for type and status as well as the functions which depend on them.
Transform a holiday into another data record type
- Click Transform to in the File menu of the data record window.
The following menu shows you which data record you can create from the open data record.
Contents of the shared fields are copied to the new data record whereas the original data record is deleted.
- This function can be activated by drag and drop, i.e. by dragging a data record from a list to another list or to the calendar.
- Appointments, tasks, jobs or holidays can all be transformed into each other.
An appointment with external participants cannot be transformed into another data record type.
- You can transform a phone call into an appointment.
You will find more functions on the other tabs.