Events are stored with over 50 fields, such as subject, start date, location. Each of these fields may be fully customized. Fields may be renamed, hidden, exposed, made required, have a default value set, assigned an access level, etc. This four page dialog, called customize event database, allows you to access this unique and powerful feature of the software.

Each page of this dialog is described in its own help file, please see these pages for more information. Only trusted edit, admin and super users may access this dialog.

A simple meeting organizer

We present a step by step example of a simple meeting organizer application to show off some of the features of event customization. We will start by simplifying the event entry form and setting certain defaults.

To hide entire groups of data click on the Other Options page and check each of the available 'hide this entire section' checkboxes. Return to the Prompts / Defaults page and set the prompt for all fields except subject, start_date, start_time and duration to empty (so as to hide the fields). You only need to do this under the EVENT DATA section because you've hidden the other groups already.

Rename the subject field by entering 'Topic' in the prompt. Set the default duration to 15 minutes. Save your work by pressing submit. Return to the calendar and open an event entry screen. It should look something like this:

Extending the example, you may wish to disallow regular users from changing the length of a meeting (that would be a good thing in our opinion). Deny access to the duration field to all but administrators by setting the access level for duration to 'admin' under page 2 of the dialog. Thereafter the duration field will invisible to all but admin and super users.

Extending the example further, you may wish to record contact information for the meeting organizer. We will use one of the user defined fields for this purpose. Unhide the usertext1 field by entering 'Meeting Organizer' in its prompt. Next, we use 'user data tokens' for the default for this field to automatically enter the contact information. This step requires that you've already entered contact information under the user edit dialog.

Enter the following value as the default of usertext1:

The event entry screen should now look something like this:

Extending the example one step further you may wish to show the meeting organizer only to logged in users. Do this by setting the access level for the usertext1 field to 'add'. The meeting organizer will be invisible to users that are not logged in