Calendars

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# Calendars

Calendars are used to define retention periods for storage and archiving. Retention periods are specified as a number of days, counting either all days or only working days. In a calendar, you specify which days are to be considered working days and which are not. Non-working days can be:

- annual holidays = non-working days which occur once a year (for example, public or private holidays);

- weekly holidays = non-working days which occur every week (for example, Sundays).

A calendar is identified by its name and the year to which it refers.

A calendar always applies to one year. To ensure the correct calculation of retention periods across the turn of the year, you have to define a corresponding new calendar of the same name for the next year. If a retention period exceeds the end of the year, and a corresponding calendar for the following year has not been defined, Entire Output Management will calculate the retention period for the following year based on all days, without distinguishing between working and non-working days.

This section describes the functions available for calendars:

- Invoking Calendar Maintenance

- Adding a Calendar

- Defining Working Days and Holidays

- Modifying a Calendar

- Displaying a Calendar

- Deleting a Calendar

## Invoking Calendar Maintenance

To invoke Calendar Maintenance:

1. Enter `4` in the command line of the System Administration menu.

   The Calendar Maintenance screen is displayed:

          13:18:33             **** Entire Output Management ****            2022-11-11
         User ID XYZ                - Calendar Maintenance -

         Cmd  Calendar  Year
         ___  ________  ____
          __  A-CALEND  2022
          __  DEMO-CAL  2021
          __  MYDATES   2022
          __
          __
          __
          __
          __
          __
          __
          __
          __
          __
          __
          __
        All
         Command => ___________________________________________________________________
        Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
              Help  Add   Exit  Flip               -     +                      Menu

   This screen lists in alphabetical order all calendars which were defined by an authorized user. From this screen, you invoke the functions available for calendar maintenance.

## Adding a Calendar

To add a new calendar:

1. Press PF2 on the Calendar Maintenance screen.

   The Add Calendar window is displayed.

2. In this window, you specify the following:

   Field | Explanation
   --- | ---
   Name | The name of the calendar to be added.
   Year | The year to which the calendar is to apply.
   Default | The name of a calendar to initialize the calendar to be added.

3. When you have entered the name and the year, the Calendar screen is displayed, showing the first half of the year:

          13:22:20             **** Entire Output Management ****            2022-06-06
                                - Calendar NEW-CAL     Year 2021 -

                         January              February             March
         Monday          4 11 18 25        1  8 15 22           1  8 15 22 29
         Tuesday         5 12 19 26        2  9 16 23           2  9 16 23 30
         Wednesday       6 13 20 27        3 10 17 24           3 10 17 24 31
         Thursday        7 14 21 28        4 11 18 25           4 11 18 25
         Friday       1  8 15 22 29        5 12 19 26           5 12 19 26
         Saturday     2  9 16 23 30        6 13 20 27           6 13 20 27
         Sunday       3 10 17 24 31        7 14 21 28           7 14 21 28

                         April                May                  June
         Monday          5 12 19 26           3 10 17 24 31        7 14 21 28
         Tuesday         6 13 20 27           4 11 18 25        1  8 15 22 29
         Wednesday       7 14 21 28           5 12 19 26        2  9 16 23 30
         Thursday     1  8 15 22 29           6 13 20 27        3 10 17 24
         Friday       2  9 16 23 30           7 14 21 28        4 11 18 25
         Saturday     3 10 17 24           1  8 15 22 29        5 12 19 26
         Sunday       4 11 18 25           2  9 16 23 30        6 13 20 27

        Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
              Help        Exit  Wkdy               -     +    -     +

   With PF7 and PF8 you can switch between the displays of the first half (January to June) and the second half (July to December) of the year.

## Defining Working Days and Holidays

Non-working days (annual holidays and weekly holidays) are highlighted on the Calendar Definition screen, working days are shown without highlighting.

To change a working day to an annual holiday, or vice versa:

- On the Calendar Definition screen, place the cursor on the respective date, and overwrite the date with any character.

  The display (highlighted or not) will change accordingly.

To define weekly holidays:

1. Press PF4 (Wkdy) on the Calendar Definition screen.

   A window with the days of the week is displayed:

       +------------------------------------+
       !                                    !
       !  - Calendar MYCAL      Year 2023 - !
       !                                    !
       !                                    !
       !     Please mark weekly holidays    !
       !                                    !
       !         _  Monday                  !
       !         _  Tuesday                 !
       !         _  Wednesday               !
       !         _  Thursday                !
       !         _  Friday                  !
       !         S  Saturday                !
       !         S  Sunday                  !
       !                                    !
       !         S Set   R Reset            !
       !                                    !
       !   PF3 End                          !
       !                                    !
       +------------------------------------+

2. Mark with "S" the days which are to be weekly holidays.

   To define a weekly holiday as a working day again, mark it with "R".

   The changed status will be shown on the Calendar Definition screen by appropriate highlighting or non-highlighting.

## Modifying a Calendar

To modify a calendar:

1. On the Calendar Maintenance screen, mark the calendar with the line command `MO`.

   The Calendar Definition screen is displayed for the calendar you have selected.

2. You can modify the calendar as described under Defining Working Days and Holidays.

3. Then press ENTER to save your modifications.

   A message confirms the modification.

## Displaying a Calendar

To display a calendar:

- On the Calendar Maintenance screen, mark the calendar with the line command `DI`.

  The calendar selected is displayed.

## Deleting a Calendar

To delete a calendar:

1. On the Calendar Maintenance screen, mark the calendar with the line command `DE`.

2. Depending on the `CONFIRM` option (see SET command), you may be prompted to confirm the deletion.

### On this page

- Invoking Calendar Maintenance
- Adding a Calendar
- Defining Working Days and Holidays
- Modifying a Calendar
- Displaying a Calendar
- Deleting a Calendar