Designates in the CorporateTime Calendar
A designate is someone who has the right to edit someone else's agenda as if they were that other person. Designates are often used to have secretaries maintain departmental or bosses' calendars, and designates must be used if you are setting up a resource. Designates cannot be used from the Web client.
Why use a designate?
Designates have many benefits over other ways of having multiple people manage the same account:
- Password security. Only the owner of the calendar needs to know the password. The owner gives designate rights, and the owner can take them away. The owner can change his/her password at any time without needing to tell other people.
- Meeting ownership. When a designate sets up a meeting for another calendar, it belongs to the owner of that calendar. No other attendees to a meeting have to know that someone else invited them. Also, the owner or any other designate can edit the meeting.
- Multiple designates. You can set as many designates as you like, and they don't have to work together. If you change the password, their work is unaffected.
- Control. Since the owner sets up the designates, he/she can take away some or all of their rights at any time. The owner also never gives up the right to edit his/her own agenda. And only the owner can change access rights.
- Convenience. You can set up temporary designates whenever you like (for example, if you were going to be out of town), and you can remove them when you return without having to change your password.
Also, as noted previously, you must use a designate if you are working with a resource account.
Setting up a designate
Only the owner of an account can set up or change designate rights.
From either the Options menu (Netscape 4.5/4.6) or the Edit menu (4.0x), choose Access Rights. The first tab is labeled Designate, and this is where you will be working.
You will notice that while Default: Any unlisted person is highlighted at the bottom, all to the designate rights are greyed out. To have a designate, you must add their name to the list. If the designate is not already listed, type their name in the smaller box above the list and hit enter. That name should now appear in the lower list.
Make sure that your designate's name is highlighted in the lower list. Then uncheck the box labeled Same as default. Add the designate rights you want this person to have. You can set up multiple people, but you have to do them one at a time.
Opening an agenda and working as a designate
If you have been named as a designate to one or more calendars, you must make sure that you open the agendas as a designate to get those rights.
Choose Open Agenda from the File menu, then choose An agenda as a designate. If you have designate rights for any agendas, they will appear in a list so that you can choose one. If you do not, you will get the appropriate error message.
Once the agenda is open, you can work in that calendar just as you would in your own, within the bounds of the permissions you were given. Note that you cannot change any of the access rights while you are working as a designate; only the owner can do this.