Assigning Designate Rights

Overview

You control write-access to your Oracle Calendar calendar by granting designate rights to one or more individuals. However, you cannot assign designate rights to anyone whose account is on another server (i.e. CalAgenda or Avantgenda).

Note: If you wish to give someone the ability to see your calendar, but not write to it, you only need to grant them viewing rights. A person does not have to be designate for your calendar in order to read it, only to write to it. See "Setting Viewing Rights" for information on how to do this.

Oracle Calendar allows you to set four types of designate rights for Meetings, Day Events, Notes and Tasks: Modify, View/Reply, View Times Only, and None. You can also set these access levels for each type of meeting: Normal, Confidential, Personal, and Public. This results in a matrix of possibilities.

Any meeting that you label as "Public" is, by definition, viewable to everyone. Therefore, the only privilege you can designate for a "Public" meeting is "Modify."

The check boxes in the "Tasks" column enable you to include tasks in addition to meetings. For example, checking the Task check box in the "Normal" row means that any task labelled "Normal" will have the same access privileges as a meeting labelled "Normal".

(Note: all images in this document are from the Windows version of the software. Macintosh users see icons on the left hand side rather than tabs at the top.)

Access Level Settings Modify. The person can see your calendar entry and change it. View/Reply. The person can view your calendar entry and reply to proposed meetings on your behalf: accepting them, rejecting them, or choosing to decide later. View Times Only. The person can see when you have times reserved, but cannot see what the event concerns, where it will be held, or with whom. None. The person cannot see anything at all about your calendar entry. It appears as a blank (i.e., as free time) to the person.

How to assign a designate -- step by step

In the following example, Oski Bear is assigned as a designate for my calendar. Once a designate, he'll be able to open my calendar from within Oracle Calendar and modify those meetings and tasks for which I've granted him access rights.

Start up Oracle Calendar and login to your account (see Signing in to CalAgenda for information on how to login.)

Select Access Rights from the Options menu:

The Access Rights dialog window is displayed, with the Designate tab as the foremost tab:

About halfway down the Access Rights window is a text entry field. Type the first few letters of the last name of the person you want to assign designate rights to in the text entry field then click on the check button.

If there is only one person whose last name begins with the letters you typed, their full name will show up in the scolling list at the bottom of the window. More than likely several names will appear with similar letters. If so, you will be presented with the Select Name dialog box. Select the person's name and click OK to return to the Access Rights window.

In this example, the designate ("Bear, Oski") can do the following: View and reply to meetings and tasks labeled Normal. This means he can open them up, and reply on my behalf as to whether I will attend, not attend, or decide later. This is typically the type of access that an administrative assistant has for a senior manager. See the times of meetings and tasks I have scheduled and labeled as Confidential meetings. In some cases, a senior manager may also wish to allow his or her administrative assistant to view and modify these, too. Not even see the times in which I have scheduled meetings and tasks labeled Personal. A senior manager may wish to allow his or her administrative assistant to see the times of the meetings, but not what they concern, to avoid scheduling conflicts. See and modify meetings and tasks I have labeled as Public. Notice that the Tasks check box for the category of Public has also been checked.

Once you've assigned the designate rights, click on the OK button.