Manage Calendar Events

You can create calendar events, invite participants, and link events to matters.

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From Matter Details

Add a Calendar Event

To add a calendar event:

  1. From the left navigation panel, click Matters.
  2. On the Matters screen, double-click the matter, or single-click it, and then from the toolbar, click Details.
  3. From the Matter Details left navigation, click Calendar.
  4. From the toolbar atop the Calendar screen, click Add.
  5. On the Add Event screen, in the Event Name field, enter the event name.
  6. From the Calendar field’s drop-down, click the user for whom you want to add the calendar event.
  7. Check the Share via Client Portal box if you enabled the client portal for the client and you want to allow them to view the event.
  8. From the Billing Status field’s drop-down, click the applicable status.

    Important

    You must manually enter the time and/or expense card for a billable event once it has taken place. Then you can change the event’s Billing Status to Billed.

  9. Use the From and To drop-down fields to select the event’s date range or check the All Day Event box if applicable.
  10. If the event will recur, use the drop-down to click the event’s frequency.
  11. Under the Event Options section, enter the location, if desired.
  12. In the Custom Labels field, click Add New Label to add event labels, if desired.
  13. In the Description field, enter a description, if desired.
  14. In the Invite Attendees field, enter the email addresses for event attendees.
  15. From the drop-down, click the appropriate match. If no potential matches display, click Invite to add the email address to the event recipient list.

    Note

    If you added an attendee in error, you can click their trash can icon to delete them.

  16.  In the Reminders field, click Add Reminder, if desired.
  17. Use the drop-downs and entry field to add the desired time intervals.
  18. In the lower right corner, click Save.
    The system saves the event and emails the invitees. If you linked the event to a matter, it displays under Matter Details.

Edit a Calendar Event

To edit a calendar event:

  1. From the left navigation panel, click Matters.
  2. On the Matters screen, double-click the matter, or single-click it, and then from the toolbar, click Details.
  3. From the Matter Details left navigation, click Calendar.
  4. On the Calendar screen, either double-click the calendar event, or single-click it to highlight it, and then from the toolbar, click Edit.
  5. On the Edit Event screen, make your updates.
  6. In the lower right corner, click Save.
    The system saves your updates.

Delete a Calendar Event 

To delete a calendar event:

  1. From the left navigation panel, click Matters.
  2. On the Matters screen, double-click the matter, or single-click it, and then from the toolbar, click Details.
  3. From the Matter Details left navigation, click Calendar.
  4. On the Calendar screen, single-click the calendar event to highlight it.
  5. From the toolbar, click Delete.
    The Delete Event message box reads: Are you sure you want to delete selected Event?
  6. Click Yes.
    The system deletes the event.

From Activities

Add a Comment to a Calendar Event

To add a comment to a calendar event:

  1. From the left navigation panel, click Activities.
  2. From the Activities left navigation, click Calendar.
  3. From the tabs on the Calendar screen, click Calendar or Details.
    The Calendar tab displays your events in a calendar grid with Day, 5 Days, Week and Month view options. The Details tab lists your calendar events as line items.
  4. From the toolbar, click Add.
  5. On the Add Event screen, in the Event Name field, enter the event name.
  6. From the Calendar field’s drop-down, click the user for whom you want to add the calendar event.
  7. Check the Share via Client Portal box if you enabled the client portal for the client and you want to allow them to view the event.
  8. From the Billing Status field’s drop-down, click the applicable status.

    Important

    You must manually enter the time and/or expense card for a billable event once it has taken place. Then you can change the event’s Billing Status to Billed.

  9. Use the From and To drop-down fields to select the event’s date range or check the All Day Event box if applicable.
    Note

    You can also click and drag to add the desired time frame on the calendar.

  10. If the event will recur, use the drop-down to click the event’s frequency.
  11. Under the Event Options section, enter the location, if desired.
  12. In the Custom Labels field, click Add New Label to add event labels, if desired.
  13. In the Description field, enter a description, if desired.
  14. In the Invite Attendees field, enter the email addresses for event attendees.
  15. From the drop-down, click the appropriate match. If no potential matches display, click Invite to add the email address to the event recipient list.

    Note

    If you added an attendee in error, you can click their trash can icon to delete them.

  16.  In the Reminders field, click Add Reminder, if desired.
  17. Use the drop-downs and entry field to add the desired time intervals.
  18. In the lower right corner, click Save.
    The system saves the event and emails the invitees. If you linked the event to a matter, it displays under Matter Details.

Edit a Comment on a Calendar Event

To edit a calendar event comment:

  1. From the left navigation panel, click Activities.
  2. From the Activities left navigation, click Calendar.
    From the tabs on the Calendar screen, click Calendar or Details.
    The Calendar tab displays your events in a calendar grid with Day, 5 Days, Week and Month view options. The Details tab lists your calendar events as line items.
  3. Either double-click the calendar event, or single-click it to highlight it, and then from the toolbar, click Edit.
  4. On the Edit Event screen, make your updates.
  5. In the lower right corner, click Save.
    The system saves your updates.

Delete a Calendar Event

To delete a calendar event:

  1. From the left navigation panel, click Activities.
  2. From the Activities left navigation, click Calendar.
  3. From the tabs on the Calendar screen, click Calendar or Details.
    The Calendar tab displays your events in a calendar grid with Day, 5 Days, Week and Month view options. The Details tab lists your calendar events as line items.
  4. Single-click the calendar event to highlight it.
  5. From the toolbar, click Delete.
    The Delete Event message box reads: Are you sure you want to delete selected Event?
  6. Click Yes.
    The system deletes the event.

Important to Know About Recurring Events

  • The CosmoLex user’s time zone must match the integration calendar’s time zone.
  • When linking to a matter, you can only assign one matter to the whole recurring event. 
  • The Share via Client Portal option cannot be changed once you assign it to a recurring event. If you need to change that setting, you must delete the event and add a new event.
  • Comments are available under Action for recurring events.
  • Billing Status is not available for recurring events. 
  • Recurring events from the same series cannot be updated to fall on the same date.
  • Updating an event with all events will impact the entire series except those events which you previously edited.
  • Existing recurring events will not automatically sync. 

View Another User’s Calendar

The administrator (main user) can view all user’s calendars.

Important

Only admin users can grant calendar access between other firm users.

To access another user’s calendar:

  1. From the left navigation panel, click Activities.
  2. From the Activities left navigation, click Calendar.
  3. From the tabs on the Calendar screen, click Calendar.
    The Calendar tab displays your events in a calendar grid with Day, 5 Days, Week and Month view options.
  4. In the left column under Calendars, check the boxes beside calendars you want to view.
    The system grants calendar access.

Calendar Entries Not Displaying

There are two potential causes for an event not displaying under Activities > Calendar > Calendar.

  • The event’s start and end times are identical. If that happens, the events will display only in list view from these locations:
    • Activities > Calendar > Details
    • Matter Details > Calendar
  • If the start and end time is not the issue, then determine whether calendar integrations are in use and troubleshoot them.
Updated on April 14, 2022

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