The state indicates the current or future presence (whereabouts) of a user. The state can be used when changing the current state or setting reservations.
The presence is indicated by colour and a descriptive text. When shown in the various Totalview clients it is easy to get an overview of users’ presence by looking at their different icon colours.
When defining the state, it is also possible to set up rules that must be followed when using the state. You can also choose in which client types the state can be activated.
Example of the state setup screen is shown below:
Functions menu
Additional functions in this view are:
| Activate state |
This function activate a deactivated state and moves it back to this list. A state can only be activated when deactivated states are viewed |
| Deactivate state |
This function adds the state to the list of deactivate states and disables it in the clients |
| View active states |
Shows active states |
| View deactivated states |
Shows deactivated states |
When creating a new state, the user is prompted to verify if a corresponding template should be created. There is a close relationship between states and templates where each template has a reference to the state and uses the state data when the template is selected.
State details
| ID |
The id is used throughout the system to identify the state. The id must be unique within the defined states and templates |
| Caption |
The caption is a user friendly name for the state. The caption is shown instead of the ID when users uses a state, e.g. in the clients |
| Description |
A description of the state. Mainly used in the Admin module to clarify what the state is used for |
| Colour |
The colour used when listing the state |
| Public state |
The alias state to show when user states are shared across department boundaries. Use the alias to hide a specific state behind a more general state, e.g. hide Sick behind Unavailable. |
| Published state |
The alias state to use when user states are shared outside of the company. Use the alias to hide a specific state behind a more general state, e.g. hide Sick behind Unavailable. |
| Active in |
Select if the state can be used from Clients, Switchboard, SMS and in Smart Clients. If not activated, the state cannot be selected in the respective interface |
Explanatory text
| Show state’s caption instead of first line of text | If selected, the state’s name is show in the Text column in the user list, instead of the normal first line of the description text. In the example below, the Lunch is the states name and the actual description can be seen in the State box when the user is selected |
| Text is required |
When selected the user is required to enter some descriptive text when activating this state |
| Text is hidden | When selected only the owner of a appointment using this state can see the descriptive text. All other users see the caption of the state, e.g. Busy, instead of the descriptive text. |
State behaviour
| State Class | The states can be grouped into four different classes. Free, Tentative, Busy and OutOfOffice. If Totalview calendar synchronization is enabled, then appointments that are based on states with class Busy and OutOfOffice will be synchronized |
| State validity |
If reset at midnight is enabled, then state validity determines how the users’ current state is reset
|
| Ending time | When using this state, ending time determines if and how ending time is set
|
| Allow this state for reservations | If enabled the state can be used for reservations. It might e.g not be useful to be able to create a Sick reservation |
| Allow this state for current | If disabled, it is not possible to use this state in Change State. Disabled states are still visible from the state filter. This checkbox can be useful with states such as in Not_registrered. |
| Allow reservations to be activated | If enabled, then current states using this state allow reservations to be activated. If not, current state blocks reservations. This is helpful when a user is unavailable, e.g. sick, but has appointments. If reservations where allowed to be activated then the users presence would be wrong. This setting is typically deactivated for states like sick and vacation |
| Allow this state to be used in Totalview Time | If enabled the state can be used in Totalview Time when modifying current or adding new registrations. Default is true. |
| Hide mobile state | If enabled the mobile state is not visible in Totalview, in case the current state of the owner of the mobile phone is set to this state. |
| Reset to beginning | When resetting states at midnight, this setting control what length is set for the reset state. If set and the reset states State validity is Valid for one day, then the length of the state is set to one minute.
This is mainly used when users’ states are used for further processing like payment. In these cases you might not want forgotten states – like In – to count until midnight. By setting them to the length of 1 minute, the length can be corrected at a later stage. |
| Call statistics settings | Group this state as Idle or Busy when show in the call statistics settings. |
Promotion
| Do not promote | If checked a reservation with this state will not be promoted to current status. |
| Show until end time |
Normally a reservation is removed from the calendar when it is promoted to a state. Reservations with “Show until end time” are displayed until their end is reached. |