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Working with Events & Calendars

What is an Event?

An Event is an occurrence that starts at a specified date and concludes at a designated end date. An event lacking an end date is classified as a Milestone and holds no duration.

Every event is associated with a Calendar. You have the ability to create, modify, and view events on Timelines.

You can personalize the name, dates, description, and color of each Event to your preferences.

Each Event Type offers additional details and settings for further customization.

What is a Calendar?

A Calendar serves as a repository for events.

You have the flexibility to personalize the name, color, and permissions of individual calendars.

Each Calendar Type offers additional settings to tailor the retrieval and display of its events.

Why using Calendars?

When you start scheduling Deployment, Releases, UAT, Changes, etc. or performing Post Implementation Reviews, you are quickly dealing with a high number of Events.

Calendars allows you to group these Events by themes/types, for instance Data Refresh, UAT, Infra Changes, Deployment, etc.

You can create as many Calendars as you need and add them (and their Events) to your Timelines.

Create & Schedule Events

Choose a calendar to create a new event:

You will see the "plus" button if you have enough permissions and if the selected calendar type supports the creation and edition of events.

Time Navigation

You can navigate time and change the visible date range of current Timeline using your mouse, trackpad or using the timeline toolbar:

Check Timeline Date Range Settings to learn how to automatically set the visible date range relatively to current time.

Filter Events

Filter your Timeline Events using the filter button:

More filtering options are available using the “More” button.

For reusing a filter, save it as a Quick Filter with the “Save as” button and choose a name:

Quick Filters are available from the “Quick filters” button. Activate/deactivate one or many quick filters at a time by clicking on them. Active Quick Filters have a dark blue background.

Update Quick Filters by clicking on the small gear that appears when your cursor is on the Quick Filter:

Calendars Panel

All calendars of your Timeline are managed in the Calendar Panel:

Calendar Details Dialog

Edit a Calendar

Click on a Calendar in the Calendars Panel to open the Calendar Details dialog:

If you cannot change settings of a given Calendar you may not have sufficient permissions.

Specific settings for different types of calendars:

Share a Calendar

When you create a calendar, it is only visible in its current timeline. In order to re-use a calendar in multiple timelines, you have to share it. In order to do that, you have to click on the Share icon on the top of the calendar panel:

Shared calendars have a specific "shared" icon in the calendar list. Click this "shared" icon to access the sharing options of the selected calendar:

You must have "Manage Calendars" or "Create Shared Calendar" global permission in order to share calendars. Check Security & Permissions

Set Calendar Permissions

You can manage Calendar permissions by clicking the "locker" button that appears on the top of the Calendar Details dialog:

Owner and Administrators of a Calendar, can grant 4 types of permissions to Jira users and groups:

  1. VIEW: authorized users can see events and use your Calendar for their Timelines in read-only mode

  2. PLAN OWN: authorized users can add/remove/edit Events they created themselves

  3. PLAN: authorized users can add/remove/edit Events of your Calendars

  4. EDIT: authorized users can change settings of your Calendar except permissions

  5. ADMIN: authorized users can set permissions of the Calendar and delete it (full control over the calendar)

Jira users with global Manage Calendars or Apwide Administrators permissions can view and manage all Calendars without restriction. Also, Jira users with global Plan Events permissions can plan events from all Calendars without restriction.

These global permissions are stronger than permissions defined at Calendar level.

Use Case Example

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