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Appointment

You can find a video explaining Appointments on the MYOB Greentree Campus.

On This Page

Security

Appointments available for viewing, editing, adding or deleting depend on these access settings:

  • CRM User Preferences / Privileges for Read, Change, Delete All Records and/or Read, Change, Delete Team Records.
  • CRM User Preferences / Privileges for Add and/or Delete My Own Records.

Views

List view

Default view.

Displays real time summary information of all appointments for the selected organisation/contact combination by:

  • Subject
  • Start/End date/time
  • Assigned To user
  • Contact.

Selecting an appointment in the list displays the Location and Details about the appointment in a panel to the right.

Detail view

Full detail of any appointment can be viewed by selecting a record from the:

  • Appointments panel on the workspace
  • Relationship Centre / Appointment list view.

Maintenance view

Edit mode.

Accessed by:

  • selecting Add Appointment from the smart button in list view,
  • selecting a record as outlined in Detail View, or
  • a zone link in Contact, Lead, Organisation and Quote.

For new appointments, Auto Codes must be used, as manual numbering is not available in browser. These can be assigned in CRM > System > Setup / Auto Codes.

Navigation buttons

Navigation buttons are available in Detail view only, and allow the user to move through appointments.

Where a record has been accessed via drill down, the appointments available for viewing are filtered by the selected organisation and/or contact.

Overview

Invitees

The names of those contacts invited to the appointment.

This is a multi-select search field that allows for multiple invitees to be selected.

Select the Multi-select search fields link at the top of this topic for further details.

For a new appointment, if CONTACT is selected, the contact name will automatically default to the list of recipients when selecting to email.

Add additional contacts to this appointment by selecting them from Invitees.

Manual entry of an email addresses should be added in the email form rather than the appointment. Double clicking on a selected contact will take you to the contact record in Contact enquiry.

Subject (80)

The main purpose of the appointment.

On Save, if Subject is blank, the first 50 characters of the Details text populates this field.

Where Details is blank, Subject is saved as a string concatenation made up of:

  • ORGANISATION name 
  • Start date. 

Location (80)

The location where the appointment is to be held.

All day

Where selected, this indicates that the appointment has been scheduled to last the entire day.

On selection, the date is shown and values are hidden. Greentree Desktop is updated with the hour values for the day. On Save the day and date for the appointment is read only.

Start

The date and time the appointment is scheduled to start.

Date defaults to the current date.

Time defaults to the closest half hour to the current time.

May be selected from the droplist or manually entered.

Midnight is represented as 12:00 AM.

Example of valid time entries:

1a = 01:00 AM

1p = 01:00 PM

1:30a = 01:30 AM

1:30p = 01:30 PM

Separate hours from minutes with a colon. A full stop, space or semi-colon are all invalid.

End

The date and time the appointment is scheduled to end.

Date defaults to the current date.

Time defaults to the Start time plus 1 hour.

May be selected from the droplist or manually entered.

Midnight is represented as 12:00 AM.

Example of valid time entries:

1a = 01:00 AM

1p = 01:00 PM

1:30a = 01:30 AM

1:30p = 01:30 PM

Separate hours from minutes with a colon. A full stop, space or semi-colon are all invalid.

Reminder

Select the interval for a reminder for this appointment. This can be used by Approvals and Alerts to remind users of the appointment.

Defaults to None for a new appointment.

Details

Information about the appointment.

[ENTER] acts as a line break during text entry.

Info

Reference

The item the appointment is related to. This may be:

  • None (no related items)
  • Communication
  • Lead
  • Quote

Defaults when an appointment is created from one of the above record types.

Description

The record associated with the Reference selected.

Defaults when an appointment is created from one of the above record types.

Assigned to

The person assigned to keep the appointment.

Defaults to the current user for a new appointment.

Private

Defaults to deselected.

Determines if the appointment is accessible to eModule users of the organisation to which the appointment is assigned.

Published

Defaults to deselected.

Determines if the appointment is web accessible.

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