Governor's website feature - Governor's Historical Calendars

In order to provide a level of transparency, the Governor's Office provides a list of historical calendars on the web site where appointments, activities and meetings related to the Governor's professional duties are posted.  The list is publicly available on the Governor's Historical Calendars page.

The page is populated by a data tables web part that displays a library of .pdf documents sorted by their start date.  The library is accessed on the website authoring page: https://www-auth.oregon.gov/gov/Calendars/Forms/AllItems.aspx.

Apply the document naming convention

To ensure consistency and clear communication, a document naming conventions should be applied to each document produced by the Governor's Office. This ensures that downloaded calendars can be identified as reflecting the administration and the same start and end dates used on the Historical Calendars page.

Format: governor-lastname-weekly-calendar-YYYY-MM-DD-through-YYYY-MM-DD.pdf

Example: governor-kotek-weekly-calendar-2023-01-03-through-2023-01-15.pdf

Add a .pdf calendar document to the Calendar library

Log in to SharePoint at the library URL: https://www-auth.oregon.gov/gov/Calendars/Forms/AllItems.aspx

Upload the new .pdf by dragging the document from your local drive to the SharePoint library. Open the folder on your machine containing the desired calendar file. using the mouse and the primary mouse button, click on the file and drag it to the SharePoint Calendars library.  When you see the words 'Drop here' you have dragged the file far enough and may let go of the mouse button.
Activate the 'Library' tab in the ribbon Click the 'Quick Edit' button. This will allow easy editing of the property columns for the document.  Only edit the columns described here.
If the 'Name' column is edited at all, it may cause the link to the document to break, rendering the document unavailable to the public.
Click in the 'Start Date' column. Click the little calendar icon and browse to and select the appropriate start date for the calendar document.
Repeat for the 'End Date' column, selecting the appropriate end date for the calendar document.
The 'Active' column will determine whether or not a particular document will be displayed on the Historical Calendars page.
The 'Week of' column will self populate based on the values entered in the Start Date and End Date columns.  This is referred to as a 'calculated value' in SharePoint. That calculated value is what the public will see as the description of the calendar document on the Historical Calendars web page. The uploading and meta-data adjustments are complete.
Now, activate the 'Files' tab in the ribbon, click on the calendar item to select it and check if the 'Check in' button is active.  If it is greyed out, as in the picture shown, no action is necessary.  If it is active, click the button and respond in the affirmative to the prompts to make the document available to the published page.
The new calendar item will appear on the page, showing the calculated value from above as the 'Week of' value and a button to view and download the corresponding calendar document.

Finish up

That's it.  No publishing is necessary.  Just uploading the document and adjusting the column data causes the new document to be displayed like this on the web site, available for the public to see.

Replace a calendar document

If a calendar document is corrected or needs to replace an existing posted calendar document for any reason simply name the document the same as the currently posted one and upload it to the same library in the same manner as described above.  When prompted with the opportunity to replace or overwrite the existing document, choose 'Yes' and the new version of the document will replace the old, not breaking any links.  The start and end dates will persist for the item so nothing further is needed except to check if it needs to be checked in as described above.

What about the previous administration's calendars for public information requests?

As of this writing, Governor Kotek has just been inaugurated and Governor Brown's just term ended. In the event that Governor Brown's calendars are requested, the historical calendar documents are currently in a Google document library located at: Governor Brown's Historical Calendars.  There is no security to this library, it is currently open to anyone that browses to it or finds it.

That library is not administered or owned by the Oregon E-Government Program so we do not have any guarantees about it's availability. According to Google, it is still owned by Governor Kate Brown.