ITS / VUnet Services / VUcal / FAQ
VUcal FAQ
Frequently Asked Questions
- TOPICS:
- General Questions
- Agenda / Scheduling
- Designate Access
- Managing Groups
- PDAs
- In-Tray
- Resources
- "Shared" Accounts
- Web Client
How do I get a VUcal account?
ITS is no longer accepting applications for new VUcal accounts. The system is being phased out, and will not be available after 2007.
Users and departments/groups desiring calendaring services may consider Microsoft Outlook for Windows operating systems, Entourage for Apple Macintosh systems, or Evolution for Linux/Unix systems.
Although these products include email clients, you can use only the calendaring features if you prefer a different email client. These programs can also work with Exchange servers acting as the calendar server to provide a department-wide or enterprise-wide solution. Additional calendaring solutions are also available.
How do I change my password?
Client: Choose Tools | Change Password... (or) Options | Change Password... . In the 'Change Password' window enter your current (old) password and your new password, then click 'OK'. Type your new password again when prompted to confirm it, and click 'OK'.
Web: Click on the Tools icon (looks like a wrench), then on 'Change Password' from the drop-down menu. Enter your current (old) and desired (new) password in the spaces provided. Re-enter your desired password in the 'Confirm new password' area. Click on the 'Change Password' button to complete the change.
How do I get my VUcal password reset?
Contact ITS during normal business hours if you have forgotten your VUcal password. It will be reset to a "default" password, and you will be encouraged to change it at the first opportunity.
Who do I contact to change my VUcal directory information?
Contact Information Technology Services (ITS).
When I start up the Oracle Calendar client, I get a message that the off-line
data files "failed to synchronize" with the server information. How
can I clear this?
This message apparently occurs in rare circumstances on Windows based systems. (It has not been noted on Macintosh systems to date.) This means that for some reason or another the client was unable to synchronize the data (meeting information, address, etc.) on the server with the off-line data on your computer. You should first check to see if your data on the server (address books, meetings and events you created, etc.) are up to date. Then go to the 'Files' menu and select 'Download to Local File...' to manually force downloading of the server information to your off-line data file. Exit and restart the client programming. If you do not see the error message, the files have been brought back into sychronization.
If the error message reappears, generally the only way to fix the problem is to delete the data files and have the client rebuilt the off-line data from scratch. To do this, exit the client program. Go to the folder (directory) where you have saved the off-line data and delete the files. If you have taken the "default" location for this, the default folder and files are as follows -
For Windows NT/2000/XP systems - C:\Documents and Settings\<user>\Application Data\Steltor - where "C:" is the system drive, and <user> is the username used to login to the Windows system. The "Application Data" folder is a hidden folder - on a window used to display the contents of a folder select the 'Tools' | 'Folder Options...' menu item. In the 'Folder options' window click the tab labeled 'View'. There will be a list of "Advanced settings" - look for the item "Show hidden files and folders" and click that item. Click 'OK' at the bottom of the window. Now hidden files and folders will appear with "faded" icons to indicate that they are normally hidden.
Once in the "Steltor" folder, delete the files XTMLOCAL.DAT and XTMLOCAL.NDX. Close all of the windows and restart the client. The client will ask if you would like to have an off-line agenda. Click 'Yes' or 'No' as desired - if 'Yes', the off-line data files will be recreated and "in sync".
For Windows 95/98 systems - C:\Windows - where "C:" is the system drive. Delete the files Xtmlocal.dat and Xtmlocal.ndx. Close any open windows and restart the client. The client will ask if you would like to have an off-line agenda. Click 'Yes' or 'No' as desired - if 'Yes', the off-line data files will be recreated and "in sync".
I am setting up a meeting to include others not in my department. I am not sure of one person's name - is there a way I can look up this person within VUcal?
Client: When creating the meeting, if you know the person's last name simply enter the name on the 'Add:' line on the 'People/Resources' tab of the 'New Meeting' or 'Edit Meeting' window. Upon clicking the green check mark, VUcal will display a list of all the people in the system whose last name start with the name entered. Click on the desired person's name, then 'OK'.
Another way to search is to click on the "magnifying glass" icon to the right of the green check mark to bring up the 'Directory Search' window.
Web: On the 'People & Resources' tab enter the person's last name in the area provided. Make sure that the 'People' option is selected, then click on the 'Find' button. Click on the desired person's name from the list generated, then click on the 'Add Selected' button.
After looking up a person's name, I am still not sure of which of two (or more)
names is the person I need to invite. Is there any further information available
about the persons in the system?
Client: Set your options to display each person's department whenever
the person's name is shown as follows. Select the menu item Tools | Options....
On the left side of the 'Options' window select General | Formatting.
In this window check (click on) the box 'OU2', then on the 'OK' button. Now
whenever a name is displayed (e.g., as part of a list of names to select from,
or in the 'Directory Search' window) it will include the person's department
or organization affiliation, as in -
Jane Doe/Divinity
Web: Click on the Tools icon (looks like a wrench), then on 'Edit Preferences'.
On the next screen select the 'General' tab look for the 'Name Format' in the
lower left portion of the screen and check (click on) the box 'OU2'. Click the
'OK' buuton at the bottom of the screen. Now the names of people will be displayed
as above for Client-based access, above.
I scheduled a meeting for several people, however, I am not an attendee. How can I modify/delete the meeting when I can not see it on my own agenda?
Client: There are several possibilities here. First, check the 'In Tray' view and look in the 'Entries you've sent out' folder. This folder will list the meetings you have created, regardless if you are an attendee or not. Double-clicking the meeting will bring up the 'Edit meeting' window for this meeting to permit you to make the desired modifications/deletions. If you do not see the meeting here, click on the Tools | Options... menu item. On the 'Options' menu click on In-Tray | Sent Out. Click on the option "Show Entries dated from today onwards", then click on 'OK'. Check the folder again for your meeting. If the meeting still doesn't appear, perhaps you created the meeting not in your own agenda, but as a designate for someone else. Connect to that person's agenda (menu item File | Agenda | Open as Designate..., or type a <ctrl>D). Repeat the above as needed to find the meeting in that person's agenda.
Web: Neither 'In-Tray' view nor designate access is available. Try clicking on the Tools icon, then on 'Edit Preferences'. Select the 'Display' tab on the next screen. Under 'To be displayed' check (click on) the box for 'Declined meetings' so that the box is checked. Click on the 'OK' button at the bottom of the screen. Now all meetings that you have declined, including (hopefully) the meeting you are looking for, will appear on your agenda.
Is there a limit to the number of people I can schedule at one time in a meeting?
No, not as far as VUcal is concerned (only by the size of the meeting room!).
What is the refresh rate of my agenda?
Client: The refresh rate is the frequency of the client accessing the calendar server for new entries. Your agenda is refreshed every 10 minutes unless you specify a different amount of time. You may choose View | Refresh All to manually refresh your agenda.
Web: The agenda is not refreshed automatically on your screen. Click on your browser's "reload" or "refresh" button to update your agenda.
What is the difference between a "Daily Note" and a "Day Event"?
A Daily Note is intended to be a reminder of something that you need to do on a particular day (e.g., "Mortgage due" or "Pick up photos from store"), while a Day Event is intended to indicate something unusual for that day (e.g., "Anniversary" or "Chancellor visiting the office"). Neither type of notification blocks off a period of time as a meeting would. Internally, VUcal handles Daily Notes and Day Events in the same way - the only difference is the icon they use.
I am taking a day of vacation and I want to let my supervisor know I will be
gone. How can I do this without scheduling his/her time off also?
First, schedule the vacation day on your agenda as usual. Then, click on the New Daily Note icon. Fill in the information about the note (e.g., Jane Doe is on vacation today) and in the "People/Resources" field, enter the name of your supervisor (and any one else you wish to notify). Click OK to add the note. Using the New Daily Note allows you to put a reminder on someone else's schedule without actually blocking off their time.
How do I get my VUcal agenda restored - I accidentally deleted some appointments?
Once you have deleted an appointment in CorporateTime, it is gone. There is not a way to restore one individual's agenda other than by manually re-entering the desired events. (Vanderbilt's ITS backs up the data files periodically as a safeguard in the event of server failure or similar problems. However this backup is not designed to be used to restore on an "individual account" basis.)
Is it possible to schedule non-VUcal users in a meeting?
You can not actually schedule a non-VUcal user in a meeting. However, you can add any e-mail address to your distribution lists, and notify any Internet user about new or modified agenda entries. You can also attach an ical / vcal file to the message (used by other calendaring systems that the other person may be using).
Is it possible to view my VUcal agenda from home or another office?
The easiest way is to use the web access to your agenda. Point your browser to the VUcal web site and log in from there. This web access is especially handy if you are out of town (e.g., at a meeting or convention) and you wish to view/update your agenda. In addition, if you have obtained the CorporateTime (VUcal) client programming for your office/school system, you may also install the program on your home system if it is for the same platform (e.g., MS Windows or MacOS is installed on both systems). (The client program is licensed by account, not by individual computer systems.)
Why can't I delete or move certain agenda entries on my calendar?
You can delete or move only those entries you own. You may of course "decline" the meetings or other entries (even those you own!). Remember that "deleting" a meeting means that you are cancelling (deleting) the meeting in the other attendees' agendas as well - not just removing the meeting entry in your own agenda.
Meetings that I have declined are still appearing in my agenda. Is there any
way I can get rid of these meetings from my agenda display?
Client: If they still appear in your agenda, you may "hide" the declined entries by selecting the menu item Tools | Options.... On the left side of the 'Options' window select Agenda | Display, then un-check the box labelled "Display/Print ... Refused Meetings". Meetings which you have not decided on may also be hidden by un-checking the box "Display/Print ... Unconfirmed Meetings". If you wish to access a meeting that is being "hidden" from view in the 'Agenda' window, you will need to look for them in the 'In-tray' view of your adenda information.
Web: To "hide" declined entries click on the Tools icon (looks like a wrench), then on 'Edit Preferences'. On the next screen under 'To be displayed' un-check (click on so the check mark does not appear) the item 'Declined meetings', then click on the 'OK' at the bottom of the screen.
Why am I getting double-booked in meetings?
Client: You can get double-booked if you do not give other VUcal users "access rights" to view at least the times of your currently scheduled meetings. To do this, select the menu item Tools | Access Rights.... On the 'Access Rights' window, select the tab 'Viewing'. Highlight the entry "Default: Any unlisted person". Make sure that the boxes "Full viewing rights" and "No viewing rights" are un-checked (click on them if either is checked). On the upper part of the window for "Normal Entries" click on the box "View times only". (You may click on "View Entries" instead if you wish, but this will allow others to see the details of the meetings you are invited to as well.) Set the access rights for "Confidential Entries" and "Personal Entries" as desired (remember, this is for the "default" user - meaning most every one else using VUcal).
If you wish, you may grant specific individuals different access rights (e.g., a secretary or staff assistant) than that of the "default" person. Simply add their name to the list at the bottom of the screen (enter their name and click on the green check mark, or use the 'Directory Search'). Highlight (click on) that name and set the access rights as desired.
Web: The process is similar to that for client-based access, above. Click on the 'Tools' icon, 'Edit Access Rights'. On the next screen highlight the entry "Default: Any unlisted person" then click on the 'Edit Access Rights' button. Set the access rights as above.
How come the "Check conflicts" or "Suggest a date/time" button doesn't always
show a conflict, even when someone on my guest list already has something scheduled?
Those that don't show as a conflict even though they have scheduled another meeting have not set their access rights properly (see the previous question, or better yet, have those other individuals see the previous question!).
What is the maximum number of repeating appointments I can schedule?
104 is the maximum number of appointments you can schedule. For example, if you were scheduling a weekly repeating meeting, you could schedule it for 2 years.
I tried to schedule a repeating meeting, but only one meeting appeared on my
agenda. What's wrong?
Client prior to version 6, and for Web access: After selecting a frequency (weekly, monthly, etc.) and filling in start and end dates, don't click 'OK' yet -- first you must click the 'List Dates' button in the right half of the window, near the bottom. The large white box at the bottom of the window shows all the dates that have been scheduled.
Version 6 of the Client: After selecting the frequency and the start and end dates check the large white box in the lower right of the 'Repeating' window to make sure the expected dates are listed.
All versions: Click on the 'OK' button. The dates will now be listed at the bottom of the 'New Meeting'/'Edit Meeting' window. Individual dates may now be deleted from this list and additional dates may be added to this list as desired.
How can I change the time of a repeating meeting? When I dragged this week's
meeting to a new time on my agenda, VUcal didn't ask if I wanted to move all
the future meetings.
Client: "Dragging" a meeting to a new time only affects the one occurance of that repeating meeting.
To make a change apply to multiple instances of a repeating meeting, double-click on the meeting to open an 'Edit Meeting' window. Highlight the meeting(s) you want to modify from the list of meetings at the bottom of the window, make your desired time changes in this window, then click the 'OK' button.
Web: The "dragging" technique is not available via web access. You can modify the time of a meeting by clicking on the meeting title itself, then editing the appropriate field. Unfortunately, the edits will apply to the one meeting only - you must edit each occurrance of the repeated meeting.
What is "designate access"?
Designate access is the granting of rights to another person to access your calendar as if it were your own. Usually the person granted designate access to your calendar may create meetings and reply to meeting invitations in your name, just as if you did so yourself. This is of interest to those who wish to have a secretary, administrative assistant, or another to help manage their agendas for them. Resources may (and usually do) have someone set up as a designate to manage the scheduling of that resource.
How do I give someone designate rights?
Before someone is able to modify your agenda for you, you must first grant him/her the right to do so. This is done by going to the Tools | Access Rights... menu item. On the 'Designate' tab enter the name of the person to whom you are granting access to your agenda on to the list in the lower part of the window. Highlight (click on) the person's name, then click on those access rights you wish to grant. Checking the box "Full designate rights" allows the person to create/modify/reply to all types of entries, whereas checking the box "No designate access" means that the person has no designate access rights (same as that of the "default user"). (The person's name will still remain in the list in case she/he is to have specified viewing access rights, or the name may simply be deleted from the list if no longer needed.)
How do I give someone designate rights to a resource?
This is done in the same way as for granting access rights to your agenda - only that you must log on to the system as the resource itself first! The easiest way to do this is at the logon screen for VUcal select the 'Directory Search' (click on the button with the magnifying glass icon). On the 'Directory Search' window click on the 'Resources' tab and enter in the department code for your department (e.g., PBDY: for Peabody College) in the 'Resources name' box. Click on the 'Search' button to display a list of all the resources for the department. (If you don't know the department code for your department, leave the 'Resources name' box empty. Clicking on the 'Search' button will display all of the resources currently in the VUcal system. sorted by the various department codes.) Highlight (click on) the desired resource name and click on the'OK' button at the bottom of the window to close the window and transfer that name to the login screen. Enter the password set up for the resource then click on the 'Sign-in' button. You can now assign designate access rights as for your own agenda.
Is there a limit to the number of designates I can have?
No, there is no limit as far as VUcal is concerned.
I have designate access to someone else's agenda. How do I get to that person's
agenda?
Either from the menu item File | Agenda | Open as designate... or by typing <ctrl>D. In either case, if you have designate access to only one other person's (or resource's) agenda, that agenda will immediately open with the access rights granted to you by the owner of that agenda. If you have designate access rights to more than one agendas you will see a list of those people/resources for which you have designate access rights to. Double-clicking on one of the names will open the corresponding person's/resource's agenda. (If no other has given you designate access rights, you will see a message stating as such.)
How do I change the owner of a group?
Client: You may need to change the owner of a group if the original
owner has left the University or department or if someone different has taken
over the duties of maintaining the group. If the group is a Public group, contact
ITS for information. If the group is a Members Only group, follow the steps
below: (Note: you must be a member of the existing group)
1.Select Tools | Manage Groups.
2.Click the New button.
3.Type a name in the "Group Name" field.
4.Select the "Group Type", e.g., Members-only.
5.Click the magnifying glass icon next to the "Add member"
field.
6.Click on the Groups tab to select an existing "Members
only" group.
7.The members are displayed in the left window. Click the
Add all button.
8.Click the OK button to return to the 'New Group' window.
9.Add/delete any additional members.
10.Click OK to create the new group.
If the group is a Private group, the password for the owner must be changed. Then you would sign on to the account and change the group from Private to Members-only. Then follow the steps above.
Web: The process is similar to that for the client-based systems. Click on the 'Tools' icon then on the 'Manage Groups' entry to get to the 'Manage Groups' screen.
Can I download my VUcal (Oracle Calendar) calendar to a "handheld" device?
Yes, although you will need an additional program that will serve as a "conduit" between your hand PDA's programming and the VUcal's server database. The programming to facilitate this is called "CorporateSync", and versions are available for the Palm (MS Windows and Mac OS platforms), Pocket PC (MS Windows only), and WinCE (MS Windows only) PDA systems. Contact ITS's Software Licensing for more information on obtaining the programming.
I had an entry in my In-Tray that was in the "New Entries" folder. I moved it to "Entries You've Accepted". But, when I go to that folder, I don't see the entry.
Client: You may need to adjust the option for specifying the time range for which events in your "Entries You've Accepted" folder are viewable. Select the menu item Tools | Options... then select on the 'Options' window In-tray | Accepted. Check the option "Show Entries dated from today onwards" the click the 'OK' button. Your entry should now be viewable. Similarly, similar events in the "Entries You've Refused" folder may be made viewable.
Web: There is no "In-tray" facility in the web access to VUcal.
How do I create a resource in VUcal?
You need to contact ITS to have a resource added to the system. If the resource is a room, the department name, building name and room number, a "common name" (e.g., "conference room", "training lab"), and name and phone number of a "contact" person (someone that others can be referred to is there is any question about the room) must be included in the request. For other resources (lap-top computers, visual aid equipment, etc.), the department name, unique name for the equipment within the department (e.g., "Laptop computer 1", "Laptop computer 2"), and name and phone number of a contact person for the resource. There is currently no charge for adding (or removing) resource agendas to the system.
How does VUcal handle resources?
We have set resources so that they CANNOT be double-booked. This means that the resources are available on a first-come, first-served basis. You may want to check with the resource designate if you have questions regarding a particular resource. (Choose Directory | Search Directory. Then click on the Resource tab. Type the resource name and click the Search button. Highlight the resource name and click Information. The contact person for the resource is listed).
How can I reserve a conference room?
Client: In the New Meeting or Edit Entry window do not type in the Location: box. Instead, look for the Add: box farther down, next to the green check mark. Type r: (or r: followed by all or part of the room's name) in this box and then click the green check mark to get a list of rooms and other resources from which you can select one. The room you select will appear both in the Location: box and in the list of participants. You will see a blue question mark next to the room's name until the person in charge of scheduling the room (the resource's designate) confirms that the room is available. Note that if someone else has already scheduled the room for another meeting, you will not be able create the meeting as resources cannot be "double-booked".
Web: On the 'New Meeting' or 'Edit Meeting' click on the 'People & Resources' field. Click on the 'Resources' option and enter all or part of the room's name (e.g., the two to five letter department code, as in PBDY or HRS). Click on 'Find'. Select the desired room from the generated list and click on the 'Add Selected' button. Unfortunately, the current web system does not enter this location in the 'Location' field under the 'General' tab, so you should go back to this field and enter the location here as well.
When I look at the agenda for a resource, it shows the appointment as "not confirmed".
How do I know that I have the resource reserved?
A person who has been authorized as a designate for the resource may "accept" or "confirm" the meeting, or "decline" the meeting allowing it to be scheduled by another. However, many departments simply don't bother with accepting or declining for the room. Since the room (resource) cannot be "double-booked" allocation becomes simply "first come - first serve," which seems to work for most departments.
How do I sign onto a resource to set access rights?
Client: The easiest way to do this is at the logon screen for VUcal select the 'Directory Search' (click on the button with the magnifying glass icon). On the 'Directory Search' window click on the 'Resources' tab and enter in the department code for your department (e.g., PBDY: for Peabody College) in the 'Resources name' box. Click on the 'Search' button to display a list of all the resources for the department. (If you don't know the department code for your department, leave the 'Resources name' box empty. Clicking on the 'Search' button will display all of the resources currently in the VUcal system. sorted by the various department codes.) Highlight (click on) the desired resource name and click on the'OK' button at the bottom of the window to close the window and transfer that name to the login screen. Enter the password set up for the resource then click on the 'Sign-in' button. You can now assign designate access rights as for your own agenda.
Web: This operation should be done from a system with the client software. Management of the resource is done via designate access which is not available via web access.
Can we get a "fake" shared account on the calendar server?
At the present time each person is assigned a personal VUnetID which is used for identifying that person's network resources (calendar data, e-mail, files, etc.) and usage of the network. Current ITS policies do not allowed for shared accounts..
What are the differences in functionality between the web client and the desktop client program?
While most of the functionality of the desktop client has been carried over to the web client, there are some features that are not included. The web client does not have -
- The 'In-tray' view of your calendar. All events are
displayed only in a format similar the the 'Agenda' format in the desktop client.
- Designate access to agendas. You must use the desktop
client to access another person's or resource's agenda in the designate mode.
There are of course a number of cosmetic differences in the two clients, and the procedure for accessing and updating events are (for the most part) slightly different due to the nature of web acess.
I am using the web client but can not sign onto the calendar server.
Your web browser MUST have "Cookies" enabled. Of course, check to make sure you are using your VUnetID and the correct password for logging on to the VUcal system.
