Setting Access Rights on the Web

Oracle Calendar's flexible security system, called access rights, allows you to choose who can access your agenda and what they can see. You can allow other users to see a blank calendar, a list of busy times with no details, or all the details that you would see when you view your own agenda. By defining another user as a designate, you can give that person rights to add, modify, and delete entries from your agenda as if he or she were you. For more information on how to work as a designate, see Working as a Designate below.

Oracle Calendar’s initial settings allow anyone who has an Oracle Calendar account to invite you to meetings and to see times when you are busy, but not to see the information associated with those times. Remember that when you create an event or task, you may set the level of access to:

• Personal, Confidential, Normal, or Public.

You can control exactly who sees each type of event in your calendar, and whether each person can see complete information about events or times when you are busy. When you choose Public, anyone with an Oracle Calendar account can see all the information for that event. Default refers to any UIUC faculty or staff member who has an Oracle Calendar account and whose name is not listed individually in the access rights dialog box.

Setting viewing rights

1. Click the Edit Access Rights icon on the Calendar Toolbar. From the access rights page, choose a user from the list, or type a name in the edit box and click Find.

2. Click Edit Access Rights.
3. Click Customize in the section where you want to make changes to the user's access rights.
4. For Viewing
   • Meetings, Day Events, Daily Notes:
   • None: The user has no viewing rights for the entry type.
   • View Entries: The user can view all information for the entry type.
   • View times only: The user can view only the start and end time of meetings and cannot view Daily Notes and Day Events.
   • Tasks:
   • None: The user has no viewing rights.
   • View: The user can view all information for the entry type.
5. Click Use defaults to reset the viewing rights.
6. Click OK to apply your settings.

Setting designate rights for users

1. Click the Edit Access Rights icon on the Calendar Toolbar. From the access rights page choose a user from the list, or type a name in the edit box and click Find.

2. Click Edit Access Rights.
3. Click Customize in the section where you want to make changes to the user's access rights.
4. For the Designate section:
• Meetings, Day Events, Daily Notes:
  • None: The user has no designate rights for the entry type.
  • Modify: The user can create, edit, and delete antries in your agenda, and change your reply status for existing entries.
  • View/Reply: The user can only view and reply to existing entries in your genda.
  • View times only: The user can only view busy time in your agenda.
• Tasks:
• None: The user has no designate rights for the entry type.
• Modify: The user can create, edit, and delete the entry type.
5. Click Use defaults to reset the viewing rights.
6. Click OK to apply your settings.

Important: You must give a user Modify rights for at least one entry type for designate rights to function. You cannot grant designate rights to "Default: any unlisted person".

To prevent a user from scheduling you for entries:

1. Click the Edit Access Rights icon on the Calendar Toolbar. From the access rights page choose a user from the list, or type a name in the edit box and click Find.
2. Click Customize in the Scheduling section of the access rights page.
3. Clear the Can invite me to Entries check box.
4. Click OK to apply you settings.

Working as a designate

A designate in Oracle Calendar is a user who is authorized to work on another user's agenda or a resource's agenda. Every action you perform as a designate is done in that particular user's name. For example, if you create a meeting while working as a designate, the Proposed by field displays the name of the user on whose behalf you are working and not your name. While working as a designate, you cannot edit preferences or use the favorites list feature.

To be a designate, another user needs to assign you designate rights to his or her agenda or resource. Your designate rights will depend upon what rights the user has granted you. There are three levels of access that you may be assigned:

1. Modify: allows you to create, edit, or modify the user’s agenda entries
2. View/Reply: allows you to view and reply to the user’s agenda entries
3. View times only: allows you to view only the user’s busy times (no designate control)

If the user, resource, or event calendar is not in your list of favorites:

1. Click on the View Agendas button .
   The View Agendas dialog box opens.
2. Type the name of a person, resource, or event in the Search box.
3. Select the type of search you would like to perform (name, resource, or event) and click Find.
4. Highlight the name of the person you're looking for in the first box and click Add to favorites with designate rights.
5. Click OK to save your changes and return to your agenda.

If the user, resource, or event calendar is already in your list of favorites:

If you have designate rights for a user, resource, or event calendar, "(D)" is added to the name in your favorites list.

1. Select the appropriate user, resource, or event calendar from the favorites drop-down list.
2. Click Go. The agenda opens.

Emailing your agenda

Allow non-Oracle Calendar users to view, but not edit, your agenda. Note: For security reasons, use this feature with caution; any person with access to the Internet will be able to access your agenda using the link.

1. Click the Preferences button .
2. Click Security and select Allow Global Agenda Viewing.
3. Click OK.
4. When you return to your agenda, click the Email Agenda to a friend link that now appears in your agenda.
5. On the email agenda page, enter the email addresses of the people you want to view your agenda, separating each address with a comma. Include message text with the email if you wish.
6. Click Send when you are finished.