In this lesson we cover the NetSuite calendaring and event scheduling system, which works similarly to calendaring systems such as those offered in Outlook or Google Calendar. This specific video covers events which are typically meetings or appointments. We cover single (one-time) and recurring events, as well as event statuses, address and location details, access, reminders, and organizer and attendee details. Finally, we take a look at resources and resource availability, related records, time tracking and file attachments for events.

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NetSuite has a pretty amazing work scheduling and calendaring system. It has the ability to manage your calendar, tasks, phone calls, events and other critical business scheduling. We will cover what the system has to offer in this chapter. At the hub of the scheduling engine are events, and we’ll take a look at them in this video. In NetSuite, events are typically meetings that you attend, tasks are things you do on your own, and phone calls are, well, phone calls. I’m here on my home dashboard, and I have my calendar open in the upper right. Right now I’m looking at a daily view. I also have an Activities dashboard, and the option to look at my calendar using different views, but we’ll come back to that in a little while. My calendar shows a variety of events, tasks and phone calls today. Let’s open this Regular Team Meeting here at the top by clicking on it. I have the option to either open the occurrence or series. As you probably can guess, opening the occurrence allows me to make changes to the specific event for today. So if the time for just today’s meeting was delayed by an hour I might open the occurrence and make the change. Opening the series allows me to make changes to this, and all future events based on this one. I’ll choose to open the series. At the top, we have our action buttons, one of which allows us to switch from view to edit mode. We could click cancel and be taken back to the previous screen. Accept brings up this dialog box where we can send a response and set a reminder, or not send a response. Quick Accept, would just accept the event without showing this window. Of course, we can also decline the invitation or select tentative if we were not sure about it yet. I’ll go ahead and click on edit to get into edit mode. Here we can see a lot of information about this event. Because editing an existing activity, and creating a new one are so similar, I will only be covering editing in this video. In the next video, I will cover how to create a new activity. I am using a standard form here, so if your screen looks different this is probably why. In the upper left the title that was entered when this was created is visible. Below that we see a location. The location field is free form so it can be something like this, Saint Francis Yacht Club, if it makes sense to all the participants. Location could just as easily be an address though, which can be a little more precise. Another advantage of using an address is that if you have NetSuite setup to sync to Outlook, the address will come over with the meeting, and can be clicked to get to a map. The status up here shows confirmed, and is for the meeting organizer, which in this case is me. There is another location to see the status for other attendees. Usually this status will show confirmed though, since the meeting organizer typically attends their own meetings. The event access determines whether the people who can view your calendar, those you have shared it with, can see what you are doing or not. The three choices here are: Public, where everyone who can view your calendar can see the event. Private, where only you can see the event, and your time appears free to anyone else. And, Show as Busy, will show that you are doing something, but will not show what. Further to the right we also see the organizer, which in this case is me, but can be changed. Under Date and Time there are options to set the date and time for the meeting. We can also select to reserve a specific time, which is generally what is done for meetings. There are also options for the reminder type and time. We can choose to have no reminder by setting the type to none. We can have a popup in the browser, but this only works if you are in NetSuite. Of course, if you spend your whole day in the system this could be a great option. You can also have an email alert sent to you, and since almost everyone gets their email on their mobile phone, this is generally the option I recommend. Just make sure that you set enough time to deliver the message before the activity starts. This drop down lets you select how long before an activity starts, that you would like to get a notification. You can choose anything from zero minutes all the way to a week in advance. We have a few subtabs for this Event form. Message allows us to type in a message that will be saved with the event, and if you email the event to attendees this will be emailed with it as well. Under Attendees we can add people to invite, or remove people if they are no longer needed. We can check this Email notification box to send email to people who are invited. To send email though, we also have to check this, Notify Attendees by Email, check box here. To the right, you can see if they have responded and whether they accepted, declined, or their attendance is tentative. You can also select if their attendance is required or optional. Resources allows us to schedule resources for the meeting from this drop down. These could be things like a conference room or a projector. Under availability, there is an availability chart, showing us the people and resources that could potentially make it during the time selected above. We can also scroll through the pages with the less than and greater than buttons. Under Recurrence there are some standard options for repeating an activity. This meeting already reoccurs every day, but we might decide that this really only needs to happen every other day, or third day. This can be expressed by putting a 2 or 3 in the repeat every number of days field. We can also choose to make this a weekly, monthly or yearly event, and can choose when the recurrence should start and end. Related Records allows us to select if there are any records that are related to this meeting. So maybe there is a large client we meet about every week, we could choose that in the company here. Or maybe there is a particularly important support case or transaction, that could be selected over here. If we select related record, and the people scheduled for the meeting review those records, there is a good chance that everyone will arrive prepared. Communication allows us to attach files and add notes for the event if the need arises. There is a time tracking tab that allows us to bill for time spent if we want. Finally, the System Information tab shows us information about what has gone on with this record. Once we’re all done with any changes, we can click save. Events are just one of a few options you have to help manage your time in NetSuite. Tasks and phone calls are also very useful, and we’ll look at them in the next videos. Questions this video will answer: • Does NetSuite have a calendaring system? • Can NetSuite manage tasks? • Can NetSuite manage phone calls? • Can NetSuite manage events? • What are NetSuite events? • How do I use the NetSuite calendar? • How do I open a NetSuite calendar event? • How do I open a single calendar occurrence in NetSuite ? • How do I open a calendar series in NetSuite? • How do I make changes to future NetSuite events? • How do I edit a meeting in NetSuite? • How do I send a response to a meeting in NetSuite? • How do I accept a meeting in NetSuite? • How do I decline a meeting in NetSuite? • How do I change a meeting in NetSuite? • How do I change a meeting location in NetSuite? • Can NetSuite sync to Outlook? • How do I make a meeting public in NetSuite? • How do I make a meeting private in NetSuite? • How do I hide a meeting in NetSuite? • How do I change a meeting reminder in NetSuite? • How do I get meeting browser alerts in NetSuite? • How do I set meeting notes in NetSuite? • How do I add meeting attendees in NetSuite? • How do I remove meeting attendees in NetSuite? • How to I change meeting attendees in NetSuite? • How do I require meeting attendees in NetSuite? • How do I send meeting emails in NetSuite? • How do I add resources to a meeting in NetSuite? • How do I manage calendars in NetSuite? • How do I manage availability in NetSuite? • How do I change NetSuite repeating meetings? • How do I set a daily, weekly, monthly or yearly event in NetSuite? • What do related records for meetings do in NetSuite? • How do I track time in NetSuite? • How do I attach communications to meetings in NetSuite? • How do I view meeting system notes in NetSuite?
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Back to: NetSuite Usage Basics > Chapter 3 - Activities