Scheduling Activities Based on Available Times
Before scheduling a meeting for multiple participants, determine a time when all participants are available. Before GoldMine can scan the participants’ Calendars to determine their availability, specify attendees and resources.
All potential attendees must maintain their daily schedules in GoldMine and the contact's free/busy times must be configured in GoldMine. After selecting the meeting time, GoldMine schedules the meeting and informs participants.
Use the following procedure to schedule an activity based on available times
| 1. | In the Schedule <activity type> dialog box, click the Free/Busy tab. |
The busy time pane displays availability of selected users, resources, and the contact.
| 2. | Click Options to specify what types of appointments are scanned and your display options. In the Display area: |
○ If you selected Show Contacts, the contact adds to the display.
○ If the Internet free/busy information is not configured or the contact does not publish his or her free/busy information, the contact's busy time displays the message: Internet Free/Busy information is not available, click here for help.
○ Use the Add Free/Busy URL
Uniform Resource Locator. The global address of documents and other resources on the World Wide Web. dialog box to add the URL where the contact's free/busy time is published. The URL you add in the dialog box is added to the contact's Edit > Record Properties > Contact Details > Free/Busy tab.
| 3. | The Scan Settings area initially displays a Start Date, End Date, and Duration. The values in these fields default to the values specified on the Detail tab. |
To expand the busy time display, click on the arrow to display the F2 graphical calendar and select new beginning and ending dates and click and then click Refresh.
| 4. | To look for a compatible time, click Find Time scan option, |
○ Select dates and the activity duration and click Find Time.
○ Scan Settings changes to display the date being scanned and the time. GoldMine scans for a time based on the duration of the activity. The Duration defaults to the duration specified on the Detail tab but can be modified on the Free/Busy tab in to successfully schedule an activity.
| 5. | Select another tab or click Schedule to add the activity to the calendar. |
