Calendar: Access Rights and Designates

Access Rights and Designates

Access rights determine how much information other users can view in your Agenda. For example you may want members of your department to be able to see your 'normal' meetings, but keep your 'confidential' meetings so that only you can see. 'Public' meetings can be seen by all Oracle Calendar users.

A Designate is someone to whom you have given rights to work in your Agenda, using your name. Designates can only perform operations (eg create, edit, delete meetings) that you have given them the right to carry out. You may give Designate rights to as many users as you wish.

Giving designate rights to another user, so that they can view, modify or reply to your Entries in your name
Working as a Designate in another user's Agenda
Setting Access Rights - how much of your Agenda you want other users' to see
Setting other users' viewing rights to your Tasks
Specifying whether other users can invite you to Entries (meetings)
Setting Designate and Viewing Rights for Resources (and working as Designate for a Resource)
Viewing other users Agenda's (or the Agenda of a resource)

Giving designate rights to another user, so that they can view, modify or reply to your Entries in your name

Giving a user designate access rights lets that person view, modify or reply to your Entries (meetings) on your behalf.

To set a person as your designate, go to the Agenda View in Oracle Calendar and select Tools > Access Rights and select the Designate tab as shown below:

Access Rights dialogue box - Designate. Joe Bloggs set as Designate

The first time you go into this Access Rights dialogue box you will only see Default: Any unlisted person listed. The Access Rights you set for this is what any user that you don't specify in the list (eg Michael Carlin in the image above) will get.

To give a user designate rights so that they can edit your meetings on your behalf:

Type the person's name into the white box half way down the Access Rights dialogue box and click on the green tick button to find the person in the Oracle Calendar database (you will only be able to find users who are registered to use Oracle Calendar at UMBC).

If the user you searched for is found, the name will be listed underneath Default: Any unlisted person Hi-light the user (eg Michael Carlin in the image above) and select the access rights that you want to give to that user. You can select:

Full designate rights: the designate can view and modify all Entries (meetings etc).
No designate rights: the user cannot modify anything in your Agenda.

Alternatively, you can give the hi-lighted user different access/designate rights for different types of Entries. To do this, take the tick out of both the Full designate rights and No designate rights boxes. The access rights you can select are:

Modify: The designate can create, view, edit and reply to Entries in your name
View/Reply: The designate can view and reply to Entries in your name
View times only: The designate can only view the times of your Meetings. The designate will not see Daily Notes or Day Events, as they do not occupy specific blocks of time.

You can add as many users as you like to the list of designates, giving each person different access rights.

See Working as a Designate in another user's Agenda below

If all the checkboxes for setting Access Rights are greyed out:

Add a user to the list of designates
Deselect the No designate rights or the Full designate rights checkbox.

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Working as a Designate in another user's Agenda

A Designate is someone to has been given Access Rights to view and edit someone else's diary. Designates can only perform operations you have given them the right to carry out. You may give Designate rights to as many users as you wish.

Go to File > Agenda > Open as Designate and select the user that has given you designate rights from the list that appears.
(If there are no names listed then no users have given you designate rights, you should speak to the person who you wish to have designate rights for and ask them to set this for you within their Oracle Calendar account.)

Working as a Designate for another user allows you to view, create, edit or delete Entries (meetings, day events etc) as if you were that user, (depending on the Designate Access Rights you have been given).

If you create an Entry while working as a Designate in another user's Agenda, it is as if the entry was proposed by the Agenda's owner.

To edit an Entry that you created while working as a Designate, you must be working as a Designate for that same person.

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Setting how much of your Agenda you want other users' to see

Setting the viewing rights determines what Entries (meetings etc) are visible to other users when they open your Agenda (by going to File > Agenda > Open and selecting your name).

When you first open your Oracle Calendar account, the default viewing rights are that any users who try to look at your Agenda will see the times that you have meetings booked as being blocked out with padlock icon on each meeting (this is called View times only). E.g. they would see that you are busy between 3-4 on Tuesday but not what you are doing or where you are going. This applies to meetings that you set up as Normal, Confidential or Personal. Unless you edit your Access Rights (as described below) a meeting will appear as a padlock for other users which ever Access Level (Normal, Confidential or Personal) you give the meeting.

If you want to change these viewing rights from the default:

To set up your Viewing Access Rights go to the Agenda View in Oracle Calendar and select Tools > Access Rights and select the Viewing tab as shown below:

Access Rights - Viewing. Default: Any person not listed below can View all details of Normal Entries but can only view the times of Confidential or Personal meetings

The settings in the image above show that any person who views your Agenda will see the details (title, location etc) of meetings set as Normal, but for meetings that are set to Confidential or Personal only the time of the meeting with a padlock image next to it can be seen by other users.

To give a user viewing rights for your Agenda:

Full Viewing Rights: the selected user can view all meetings, setting a meeting as Normal, Confidential or Personal will not make a difference
No Viewing Rights: the selected user cannot see any of your meetings, if they look in your Agenda your Agenda will appear blank as if you have no meetings, setting a meeting as Normal, Confidential or Personal will not make a difference

If you would like a mixture of the two viewing options listed above, take the tick out of both the tick boxes (Full Viewing Rights and No Viewing Rights) as shown in the image above, and you can then select the options you want.

IS advise that you set Default: Any unlisted person to No Viewing Rights or to View times only for Normal, Confidential or Personal entries. This means that any person in UMBC (unless you specify otherwise) cannot see your diary entries or the details of your diary entries.

You can then add members of your department, so that they are listed underneath Default: Any unlisted person, and give them Viewing Rights that allow them to see the details of your Normal meetings but to view times only for your Confidential or Personal meetings.

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Setting other users' viewing rights to your Tasks

Control what Tasks are visible to other users in your Agenda by setting viewing rights.

In the Agenda View go to Tools > Access Rights > Viewing Tasks

Access Rights - Viewing Tasks. Default: Any person not listed below has no viewing rights to tasks

NOTE: The Full viewing rights and No viewing rights boxes must all be deselected in order to be able to set a user's access rights.

Choose what access level you want each user to view, or set a user's viewing rights to Same as default.

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Specifying whether other users can invite you to Entries

Scheduling rights let you choose which users can invite you to Meetings or add Day Events or Daily Notes to your Agenda. The default setting allows any user to invite you to any Entry.

In the Agenda View go to Tools > Access Rights > Scheduling

Select the user's name from the list box. If it is not listed, add it by typing it into the edit box.

Select either the Can invite you to Entries or Use Defaults checkbox.

NOTE: If you take the tick out of the box you cannot be invited to any meetings.

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Setting Designate and Viewing Rights for Resources

Resources, such as meeting rooms and equipment (eg a digital camera or a projector etc), can have their own Agenda. Once you have registered your departmental resource you should set up the resources access rights so that only members of staff from your resource can access it.

To do this you should login to Oracle Calendar as the resource (using the resources userid and password not your own login details). When you are logged in to Oracle Calendar as a resource the options available for you to access are very limited as many of the options are greyed out.

The best way to use resources in Oracle Calendar is to login as the resource and give yourself and any others in your department designate or viewing rights to the resource. Designate rights should be given to those who will be accepting/declining or editing the meetings that the resource is invited to. Viewing rights should be given to people who will need to see when the resource is free so that they can book it.

You should set "Default: Any unlisted person" (as in users who you do not give specific viewing rights to) have little or no viewing rights, and remove the tick from the "Can invite you to meetings" box as you do not want users from other departments trying to book your resource.

(Instructions on how to set designate and viewing rights and how to allow or not allow others to invite you or your resource to meetings are described in the sections above.)

Once you have set the Access Rights for the resource you should logout of Oracle Calendar and then log back in with your own userid and password. You can then go to File > Agenda > Open as Designate ... and the resource will be listed for you to select (if you have given yourself Designate rights to the resource). Or if you just want to view the resource's Agenda, go to File > Agenda > Open and type is the word 'res:' before the resources name and click on OK

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Viewing other users Agenda's (or the Agenda of a resourse)

You can view another users Agenda by going to File > Agenda > Open and typing the users name into the Open Agenda box. If you type in only part of the name (either part of the user's first name or their second name) Oracle Calendar will search through all of the users registered for Oracle Calendar throughout UCL and give you a list of names that match that you can chose from.

When you open another users Agenda you will only see the meetings, day events, daily notes and tasks that they have given you permission to see. If the owner of the Agenda that you are viewing has set their Access Rights to allow you to "View times only" you will see the meetings as blocks of time with padlocks on, you will not be able to see the details of the meeting or who else is invited to it.

If, when you open someone else's Agenda you see that it is blank with no meetings displayed, this might be because the owner of the Agenda does not use Oracle Calendar (even though they are registered) and so has no meetings for you to see, or it could be because they have set the Access Rights to give you "No viewing rights".

To open the Agenda of a Resource go to File > Agenda > Open and type the word "res:" before the name of the resource, again you can just type part of the resource name and Oracle Calendar should produce a list of all matching resources that exist.

To open an Agenda (of either a person or a resource) and work as their Designate go to File > Agenda > Open as Designate .... If any users or resources have given you Designate rights to their Agenda you will be able to view and edit their Agenda's from here.

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