Work with Calendar Events Assigned to You

As assignee or reviewer you work on the task given in a calendar event. You can view your calendar events in the Calendar or List workspace, and use filters to limit the number of events displayed in the calendar workspace you're using. In certain scenarios, you can change the event type. You can use discussions to communicate with people involved in a calendar event, and if needed you can export your calendar tasks to another calendar outside SAP Analytics Cloud.

Accessing Calendar Events

As an assignee or reviewer you receive email notifications from SAP Analytics Cloud, as well as notifications in SAP Analytics Cloud. To read your notifications choose (Notifications) on the shell bar.

You can access the work files that are attached to the event from the link in the email or notification and submit your work directly in this work file, usually a story or an analytic application.

If you're assigned to a task with links to multiple stories or analytic applications, you'll get a link to access the calendar, instead of the story or the analytic application. The task opens in the Details panel. Under Work Files, you can choose which story or analytic application to work on. For more information about how to access your work files and work on the task, see Complete Your Tasks in Stories and Analytic Applications.

If you're supposed to work on a Web page, you'll get a link to access the calendar. The task opens in the Details panel, and you can access the Web page under Work Files.

In addition to the email notification and the notification in SAP Analytics Cloud, you can monitor tasks and processes you're assigned to from the home screen. For more information, see Add Your Calendar Highlights to the Home Screen.

Changing Details of Calendar Events

You can change the following fields in the Details panel of a calendar event:

As assignee, you can indicate the progress of your work in percentage under Progress.

Other users involved in this event can see your progress.

When you work in a composite task, you can do this under Assignment Progress or Review Progress, depending on your role. The assignment progress and the review progress together result in the overall progress of the task. The proportion depends on how the task owner defined the time distribution between assignees and reviewers.
If needed, you can add stories, analytic applications, or URLs under Work Files:
- If the owner has added a work file (story, analytic application, or URL), all assignees can work in this file. They can also upload additional work files.
- If the owner has not provided a work file, the assignees can upload a file.
- When assignees add a work file, only they can see their own work files. Once they submit their work, the owner and others involved in the event can see these work files.
Note

Reviewers, either working in composite tasks or assigned to review tasks, can’t add any work files to the tasks.
If you can't work on the event, you can change the assigned person:
- Under Assignees or Reviewers (depending on your role), click the arrow next to You and select Change.
- Select another person, and click OK.
You can add personal notes that are only visible to you under Private Memo.
To highlight an event in your calendar, you can select a different style or create a new style by clicking the arrow next to the the name of the task or process.

To save your changes (and notify others), select Update (or Update and Notify).

Acting upon Calendar Events

If you're supposed to do your work in a story or analytic application that is attached to the calendar event as a work file, you can submit your work directly from there. As reviewer, you can approve or reject the work of the assignees from the story or analytic application. If you think, you're not the appropriate person to work on a task, you can decline the task from the story or analytic application. You can choose to decline the event for your role only, or on behalf of all assignees or reviewers.

For more information, see Complete Your Tasks in Stories and Analytic Applications.

If you're supposed to do your work on a Web page attached to the calendar event, or if you prefer working in the calendar in your preferred calendar workspace (Calendar or List), you can submit your work, approve or reject the work result, or decline the event in the Details panel of the calendar event by pressing the respective buttons.

If you've received permission requests for automatic tasks, which ask you to grant permission for setting data locks or running data actions or multi actions, you can agree or decline in the Details panel of the calendar task by pressing the respective buttons. After granting permission by selecting Agree, you can still withdraw your consent at any time by selecting Decline.

Removing Calendar Events

Choose  ( Remove) in the calendar menu bar to remove the event from your calendar. All of your roles (except the owner role) in the event will be removed or canceled, depending on the rights for the roles. If you are the owner of the event, that role will remain.

If you remove an automatic task as viewer, the task will be removed from your calendar. Other viewers and the owner can still view it in their calendars. The task actions (data locking, data action, or multi action) will run as scheduled.

Filtering Calendar Events

If you have many processes and tasks, you may want to limit the number that are displayed by filtering your calendar events for certain attributes like the event type, your role, the event status, or specific events. Filters are applied in the workspace you’re currently working in. For more information, see Filter Calendar Events.

Exporting Calendar Tasks

If you'd like to add your calendar tasks to another calendar, you can export them in the calendar exchange format (iCalendar). For more information, see Export Calendar Tasks as iCalendar Files.

Discussing Your Events

You can discuss progress on your event or any questions you might have directly from the Details panel of your event. In the Details panel, choose (Open Discussion) in the heading section.

The Discussions panel opens. Here, you will find everyone assigned to this event listed, and you can start a new discussion. You can even create a new task from the Discussions panel: Select  Start of the navigation path Add Next navigation step New Composite Task End of the navigation path . To close the Discussions panel, select  (Collaboration) from the shell bar.

Changing the Event Type

If you're assigned to a composite task, and you'd like to delegate the task to others, you can convert the composite task to a process by selecting Start of the navigation path Convert End of the navigation path in the calendar menu bar. This lets you split up the task into separate events, and group them in a process. One of the newly created events below the parent process is a process, and you can create child events for it that you can assign to other people. This way you can split up the work and delegate to other people. For more information, see Convert Calendar Events.