Appointment Scheduling Web Interface

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This article provides an overview of the different controls and options for managing appointments and reading room calendars in the Aeon Web Interface.

The appointment scheduling web pages are not installed by default. These pages must be downloaded from the Aeon Downloads page, manually added to your web directory, and configured to work on your web request forms. For complete instructions, see Implementing the Appointment Scheduling Web Pages

Appointment Scheduling Web Pages

Once the appointment scheduling web pages have been implemented, patrons will be able to use the following web pages to view, edit, and create appointments. 

If you have more than one reading room configured for your site, users will need to choose a reading room when booking the appointment. To reduce confusion and potential incorrect selections, we recommend including some information to guide users on which room to choose on both your appointment scheduling web pages and on your web request forms.

Appointments Page

The Appointments page (ViewAppointments.html) is accessed by clicking on the Appointments link in the navigation bar. This page will display a list of the user's appointments and offer a range of options to manage those appointments.

Appointments_Page.png

  • The Appointments link in the navigation bar will bring users to this page.
  • The Schedule Appointment button will bring up the scheduling tool, allowing users to create a new appointment unassociated with any requests.
  • The Details button is available for each of the user's appointments. Clicking this button will bring the user to the appointment details page for that specific appointment. 
  • The Actions menu is available for each of the user's appointments with the following options:
    • If the appointment is still editable, the Edit Appointment and Cancel Appointment options will display here (see Canceling and Rescheduling an Appointment for more information).
    • The Download iCalendar option will be available for all appointments (see Downloading an Appointment for more information).

Appointment Details Page

Clicking on the Details button or the name of an appointment on the Appointments page will bring the user to a more detailed page (ViewAppointment.html) containing all of the relevant information for that appointment and some management options. This page will also list all of the requests associated with that particular appointment. 

ViewAppointment.png

  • If the appointment is still editable, the Edit Appointment and Cancel Appointment options will display at the top of the page (see Cancelling and Rescheduling an Appointment for more information).
  • The Appointment Information section will contain the Appointment Name, Reading Room Name, and Start and Stop Time fields.
  • The Appointment Requests section will contain a list of requests associated with the appointment. Each request will contain a Details button the user can click to view the detailed request information page and an Actions menu with options to manage the request. 
  • The Download iCalendar file button will allow the user to download the appointment in an iCalendar format.

Cancelling or Rescheduling an Appointment

Note: These validation rules do not apply to managing appointments in the Staff Client. If necessary, staff can cancel or reschedule an appointment at any time for a user.

The Cancel Appointment and Edit Appointment options will be available for an appointment if ALL of the following conditions are met:

  • The appointment date is outside the Minimum Lead Days value configured for the associated reading room.
  • All requests associated with the appointment can be cancelled (i.e., the requests have not yet been processed by staff).

The Cancel Appointment and Edit Appointment options will not be available if ANY of the following conditions are met:

  • The appointment date is within the Minimum Lead Days value configured for the associated reading room.
  • Any requests associated with the appointment can't be cancelled (i.e., the requests have been processed by staff). 
  • The appointment is for the user's researcher.

The Minimum Lead Days value will consider not only the date, but also the current time. For example, if it is currently 10:00 am on June 8th and the Minimum Lead Days value for the reading room is 7, then only appointments starting on June 15th at 10:00 am or later can be edited/cancelled by a patron on the web. 

When an appointment is cancelled, all associated requests will be unassociated from the appointment and moved to the Cancelled By User status. If a request for an appointment is manually cancelled, it will be unassociated from the appointment.

Downloading an Appointment

Appointment details can be downloaded in an iCalendar format (.ics) to allow users to import the appointment to calendar applications. The file that is downloaded will include the name of the appointment, the reading room name as its location, and a description that will include the transaction number, title, and subtitle of any requests associated with the appointment. When imported into a calendar application, the appointment date/time will be converted to the user's local timezone.

The download action uses the following code (where {AppointmentID} is the ID for the appointment):

aeon.dll?Action=10&Form=96&Value={AppointmentID}

Creating an Appointment from the Request Form

Once appointments are configured on a request form, the following fields will display:

Request_Form_Options.png

  • Request for dropdown: If the user is a proxy for a researcher or has been added to any activities, this dropdown will display. If a researcher is selected, then that researcher's appointments that have been marked "Available to proxies" will appear in the Appointment dropdown. If an activity is selected, the appointment fields will be disabled. 
  • Reading Room dropdown: Allows the user to select in which reading room to book the appointment. If multiple sites are configured for your instance of Aeon, then this dropdown will display only those reading rooms configured for the site selected on the request form.
  • Appointment dropdown: This allows the users to select from all existing appointments that are available to be associated with the request. 
  • New Appointment button: This button will bring up the scheduling tool, allowing the user to create a new appointment to associate with the request. 

Validation Rules for Submitting Requests

The Aeon DLL will check the appointment information of a request and perform validation in the following ways:

Validation rules will not apply to requests submitted through EADs or external requesting, or to requests saved for user review.

If no appointment is selected:

If the user does not select an appointment on the request form, then the request will fail validation and display the SLAppointmentRequired status line when submitted if:

  • The request is a non-photoduplication request AND
    • If multiple sites are configured in Aeon: The request is for a site that has at least one associated reading room that requires appointments.
    • If no sites are configured in Aeon: Any reading room requires appointments. 
Note: You can configure whether or not appointments are required for a reading room in the Customization Manager. See Configuring Reading Room Calendars for more information.

If an appointment is selected:

If a request is submitted with an appointment selected, validation will apply to ensure that:

  • The appointment exists.
  • The appointment is associated with the current user.
  • The appointment date is not within the Minimum Lead Days value of the reading room based on the current date and time.
Valid requests will be routed to Awaiting Future Request Processing.

Scheduling Tool

Appointments can be created using a scheduler similar to the one in the Client. The web scheduler will enforce all scheduling requirements configured in the Customization Manager settings for that reading room, so that users are not able to schedule appointments that fall outside of approved hours, minimum lead days, maximum appointment duration, etc.

Scheduler.png

  • Day, Week, and Month views are available to choose from, and the scheduler will also display any existing appointments the user has previously scheduled.
  • If the appointment is being created from the Appointments page, then Reading Room and Site dropdowns will appear at the top of the page for the user to select a site (if multiple sites are configured in Aeon) and reading room for the appointment.
  • Time blocks during which no appointments are available will be disabled and display with red shading.

Booking an Appointment

Clicking on an available time block within the scheduling tool will bring up a new window from which the user can fill out their appointment details. Clicking Schedule will book the appointment:

Appointment_Details.png

  • Appointment Name: An optional field containing a descriptive name for the appointment. This field can be used to help identify and keep track of various appointments, e.g. an appointment for history research might be named "Appointment for History Research." The name of the appointment will also be exported to the iCalendar file if downloaded. 
  • Date: The date of the appointment.
  • Allow proxies to add requests: If ON, then the user's proxies will be able to add requests to the appointment through the request form. This option will not display if the user does not have any proxies.
  • Start/Stop Time: The start and end time for the appointment. The end time will default to the first available end time for the appointment based on the selected start time, the room's availability and the various appointment settings configured for the reading room in the Customization Manager. Clicking on either the Start or Stop Time dropdowns will show a list of all available options within these rules:

    Time_Dropdown_menu.png

Questions?

If this article didn’t resolve your issue, please contact Atlas Support for assistance:

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