Page History

Introduction

These instructions are directed to "Calendar-Approver" staff, who are assigned to review and approve proposed events submitted via the communication.utexas.edu/event-submission form.  When an event is submitted in this way, the Trumba calendaring system places the proposed event in a hidden "Pending Approval" calendar and sends an email message to comm-calendar-approver@austin.utexas.edu.  Calendar-Approvers receive these emails, review the proposed events, and then approve them by moving them to the public "College of Communicatio" calendar that is visible at communication.utexas.edu/events.

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• • Review and Approve the event by following the event's link in the email message
  • Review and Approve the event from the Trumba "Edit Event" page
  • Approve the event from the Trumba "Main" page
    • Select event(s) and use menu to move them to "College of Communication"
    • Select event(s) and use menu to Approve them
  • Communicate with the submitter about the event, e.g. for more information
  • Update event information, before or after approval
    
  • Place the event in a hidden "Do Not Publish" calendar for further handling and possible later approval
  • Cancel/Uncancel an approved event
  • Delete the event permanently

Review and Approve Event upon receiving Trumba email

The Trumba email for a proposed (submitted) event includes a link to the event as the event title, as well as complete event information as entered by the requester.  

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NOTE: Do not use the "Also shows on" control as we are not supporting "sharing" calendars.

Review and Approve Event from Trumba UI "Edit Event" Page

The "Edit Event" page for an individual event may be accessed via a link in the email sent to the Calendar-Approver, or via an event link in the Trumba "Main" Page. 

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NOTE: Do not use the "Also shows on" control as we are not supporting "sharing" calendars.

 Approve Event from Trumba UI "Main" Page

The Trumba UI "Main" page is displayed when you first log in to Trumba via www.trumba.com. If you are already logged into the Trumba UI, you may use the "Return to College of Communication ..." link at the top of most pages, or if you are in the "Edit Event" page, click OK, Delete, or Cancel.

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1. Select the event checkbox(es),select the "Approve Submitted Events" action from the drop-down menu, then click "Go" and confirm.  The selected events go immediately to the visible "College of Communication" calendar, as indicated by the color.
2. Select the event checkbox(es), select the "Move events to..." action from the drop-down menu and the "College of Communication" entry as the target calendar, then click "Go" and confirm.  The selected events go immediately to the visible "College of Communication" calendar, as indicated by the color.

Communicate with submitter

An event may require further information from the submitter before it can be approved.  There are several options:

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The Trumba email received by comm-calendar-approver@austin.utexas.edu contains the event submitter's name and contact information, The contact info is also present in the  "Edit Event" page.  A useful way to interact with the submitter would be to forward the Trumba email back to the event submitter's email address, with markups indicating what is needed.

Update event information before or after approval

The Calendar-Approver can update event information at any time using the "Edit Event" Page, accessed by links to the event in the Trumba UI.  These updates may be for any of the fields, marking the event as CANCELED (or uncanceling it), and/or moving the event to/from the public calendar.

Place event in the hidden "Do Not Publish" calendar

To place the event in the "Do Not Publish" calendar via the "Main" Page:

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• use the "Owning Calendar" control in the upper right area: select the "Do Not Publish" entry as the the owning calendar and click the OK button.  The event is moved to the "Do Not Publish" calendar and the "Main" Page is displayed.

  NOTE: Do not use the "Also shows on" control as we are not supporting "sharing" calendars.

Cancel an Event After Approval

An event that has already been approved and is present on the publicly visible calendar may need to be marked as CANCELED.  Calendar viewers are thus aware that although it was previously scheduled, it is not longer happening.  There are two ways to cancel an event as Calendar-Approver:

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• Select a link to an event to go to its "Edit Event" page.
• To cancel, select the Cancel checkbox, then click OK.  A "CANCELED" label is prepended to the event's name in its calendar.
• To uncancel, deselect the Cancel checkbox, then click OK.  The "CANCELED" label is removed from the event's name in its calendar.

Delete Event permanently