Calendar Events, Tasks, and Deadlines
This page covers 3 types of records you can create in LegalServer:
- Events - have start and stop times (or are all day); appear on the Day/Week/Month views and the Event List
- Tasks - appear on the Task List on the main calendar page are also displayed on the default home page. Often called ticklers.
- Deadlines - are a special type of task that appear in task lists and in the Day/Week/Month view of the calendar
Each type of record can be created from the Actions or Options menu of the main calendar page. Each type can also be created from the Actions menu on a case or outreach to link the record to the case or outreach.
Tasks and Deadlines can be used without using the calendar feature, and vice versa.
Also see: Video on using this feature.
These are 'graphical' views of events and deadlines. By default, these views only display events and deadlines of the person viewing them. Fitlers are provided in each view to see the events and deadlines for other users or entire offices or programs.
The Event List displays calendar events (but not deadlines) in a standard LegalServer list. The Event List is particularly useful for displaying a large number of events and/or events over a long range of dates. In addition, the list provides the standard export to Excel feature other lists have.
Each site has a certain amount of control over the forms that create events, tasks, and deadlines. Commonly used features are:
Site administrators can create lists of types for each record. Types are useful in filters, for example to filter the Event List for all upcoming events with the type "Court Appearance" to see who will be in court.
Each record typically has a note field and the notes entered can be emailed from the record.
Multiple Attendees/Users and Defaulting Attendees/Program
Each record can be linked to multiple users (called Attendees in events). Records will appear on the task list or calendar of each user linked. Note that there are configuration options to add all case assignments as attendees and add the case's (or the last case's, if multiple) program on the Event Link Block (for linking multiple cases to an event from the calendar), the Add Event Block, and the Attendees and Program fields (for dynamic add event processes on a case). When using the Event Link Block from the calendar, the attendees and program will not auto-populate in their respective fields but will instead be added after saving the event.
Each record can have an optional reminder sent at a specified time. Reminders can be sent by email, through the internal Message Center if that feature is enabled, or via SMS text if that feature is available.
Reminders cannot be edited after being created. A calendar event reminder can be deleted by deleting the event.
Also see: Enhanced Reminders for Tasks, Deadlines, and Events
By default, these records are shared throughout an organization. Each record can optionally be marked private so it does not appear to other users, or in the case of events, will appear on the calendar as a block of time with no detail information. This feature does not prevent your site administrators from viewing these records. These records may also be exposed in reports by your site administrators.
Due Date Calculator
Tasks and deadlines typically have a due date, and a Calculator link that can be used to enter a due date by entering a number of days from the current date.
Calendar events can recur. If you select a recurring period you must also select a recurrence end date. Tip: Pick an end date not too far in the future. The recurrence feature creates standalone events that cannot be deleted as a group. If the recurrence creates 35 events and you decide to delete them, you would have to delete each event individually.
Edit Multiple Events
You can edit multiple events on the Calendar > Events List view. Select one or more checkboxes in the left column, then use the "Edit selected" and "Remove me from selected" buttons at the bottom of the list.
Using the "Remove Me" button on an event where you are the only attendee will leave the calendar event, but it will have no attendees.
Somewhat related: If you're curious about how to hide future vacated events from your calendar but keep a record of them on the case (and have the option to filter for inactive events if you need to find them), check out the Bulk Deactivate Events Block.
Viewing Events in Another Application
LegalServer provides a webcal feed of each user's calendar events. See Viewing Your LegalServer Calendar Events in Another Application for more information.
* The Week view in the calendar does not display events if Start of Week on your My Preferences page is set to Monday (Ref: LS-41953)