• Overview
• Creating a Calendar
• Editing Calendar Settings
• Editing Which Elements Appear on a Calendar
• Editing Which Statuses Appear on a Calendar
• Editing Which Locations Appear on a Calendar
• Editing Which Departments Appear on a Calendar
• Deleting a Calendar

Overview

You can create multiple calendars in your Flex system, each of which containing different information about upcoming jobs. For example, you might have a warehouse calendar that only shows upcoming Pull Sheets and Manifests, then a separate accounting calendar that only shows Quotes that are ready to Invoice and Invoices that haven't been exported to QuickBooks.

The following things are editable on a calendar:

• Types of elements that are shown (Quotes, Pull Sheets, Invoices, etc.)
• Which statuses are shown (Confirmed, Ready to Invoice, Awaiting Prep, etc.)
• Which locations are shown (Quotes from location 1 or Quotes from location 2 or both)
• Which departments are shown (if you utilize departments in your jobs)
• The calendar columns when in List / Daybook view (add or remove columns, showing a variety of information)
• The date range that is shown on the calendar

Creating a Calendar

1. Click the EDIT button next to the calendar drop-down menu. (You can have any existing calendar open to do this)
2. Click SAVE AS COPY. This will create a copy of the calendar.
3. Click the EDIT button again to change the name of the new calendar.
4. Click SAVE.

Editing Calendar Settings

1. Open the calendar that you want to edit.
2. Click the EDIT button next to the calendar name in the top right corner.
3. Edit applicable calendar settings.
   • Name: The name of the calendar.
   • Default: Determines whether or not this is the default calendar in Flex (only one calendar should be the default).
   • Personal: Determines whether or not this calendar is personal to you. If you select yes, only you will be able to view the calendar.
   • Contact Association: Enter a contact name and the calendar will only show jobs in which the contact is the "responsible person."
   • Default View: Determines which view this calendar will default to when opened (List, Calendar View, or Gantt View).
   • Enabled Views: Determines which views are enabled (List, Calendar View, or Gannt View). Any view that is unchecked will not be available to choose from the calendar.
   • Due Dates Check Enabled: If "Due Date" is a column that appears on the column, then choosing yes for this option will take Due Dates into consideration when searching for jobs between the date range of the calendar.
   • List View Caption: What the list view is named (default = Daybook).
   • Past Day View: Determines how many days in the past (from the current date) should be shown on the calendar.
     List Day Window: Determines how many days into the future (from the current date) the calendar will show.
   • Color Code Status: Determines whether or not status colors are shown on the calendar.
4. Click SAVE.

For a video demonstration of editing calendar settings, see the video below, starting at the 2:05 mark.

Editing Which Elements Appear on a Calendar

With each calendar, you can decide which elements are shown (Quotes, Manifests, Invoices, etc.). For example, you could create an accounting calendar that only shows Quotes and Invoices, and you can create a warehouse calendar that only shows Pull Sheets, Manifests, and Transfer Orders.

1. Open the calendar that you want to edit.
2. Click the small arrow to the left of Element Types (in the Workbench Menu).
3. Check the box next to any element that you want to appear on the calendar (allow 3 - 5 seconds for the calendar to refresh).
4. Uncheck the box next to any element that you do not want to appear on the calendar (allow 3 - 5 seconds for the calendar to refresh).
5. Click the EDIT button (notice that it changes yellow whenever you modify the element types on the calendar).
6. Click SAVE.

Editing Which Statuses Appear on a Calendar

In addition to choosing which elements appear on a calendar, you can also choose which statuses appear on a calendar. For example, you might want to show Quotes on a calendar, but only Quotes that are in the Inquiry, Tentative, or Confirmed status.

1. Open the calendar that you want to edit. 
2. Click the small arrow to the left of Element Types (in the Workbench Menu).
3. Click the small arrow next to any element name to show the eligible statuses for that element.
4. Check the box next to any status that you want to show on the calendar (allow 3 - 5 seconds for the calendar to refresh).
5. Click the EDIT button (notice that it changes yellow whenever you modify the status settings on the calendar).
6. Click SAVE.

Verify that the statuses you chose in the above task are also enabled in the Global Status section. Click the small arrow next to Global Status to view all statuses. Check the box next to any status that you want to appear on the calendar.

Editing Which Locations Appear on a Calendar

Each element in Flex (Quotes, Pull Sheets, Invoices, etc.) has an assigned warehouse location. A calendar can filter jobs based on this warehouse location. For example, if you have two warehouses and only want to see jobs for warehouse one on your calendar, then you can change the calendar settings to only show warehouse one.

1. Open the calendar that you want to edit.
2. Click the small arrow to the left of Locations (in the Workbench Menu). 
3. Check the box next to the locations that you want to show on the calendar.
4. Click the EDIT button (notice that it changes yellow whenever you modify the location settings on the calendar).
5. Click SAVE.

Editing Which Departments Appear on a Calendar

Each element in Flex (Quotes, Pull Sheets, Invoices, etc.) can be set to a certain department. This is optional and can be configured in the project element and department settings (see the Departments page for more information).

1. Open the calendar that you want to edit.
2. Click the small arrow to the left of Departments (in the Workbench Menu). 
3. Check the box next to the departments that you want to show on the calendar.
4. Click the EDIT button (notice that it changes yellow whenever you modify the department settings on the calendar).
5. Click SAVE.

Deleting a Calendar

1. On the Projects menu, click Calendar Templates.
2. Click the X in the row of the calendar that you want to delete.