About Add to Calendar
The Add to Calendar Bot enables the firm's admin user to set up buttons in their template to automatically create calendar events using project data from the button's location.
Initial Considerations Before Setting Up the Add to Calendar Automation
- For each field, enter a field code that points to the field containing the data you wish to schedule the calendar event. Static text may also be used in all fields except "Time Zone Field," "Start Date," "End Time Field," and "Attendee Fields".
- Only field codes from form sections may be used if the button is placed in a form section.
- When the button is placed in a collection item, field codes referencing that collection item may be used in addition to those of form sections.
For more information on extracting selectors and field codes, please visit the How to get selectors and field codes page.
- If you don't enter a value in the configuration project or if the target value or field code is incorrect, the calendar event will be scheduled with the following default values:
- Time Zone = UTC
- Start Time = 8:00 am
- Duration = 30 minutes
- Attendee = Project client
- To ensure that a calendar event appears on a user's calendar, the user must be added as a contact in a designated field within the template.
- This action is a one-time creation, and no updates will be made afterward.
Config Project
Go to the Add to Calendar section in your configuration project; you will need to click on the Add an Item button each time you want to add a new calendar event from a different section in your project.
Once you have clicked the Add an Item button, the following section should appear to create an item that should be filled in for the bot to start scheduling calendar events in the calendar as follows:
Button Selector: Before completing the Button Selector field, there are some essential factors to consider:
- You must have previously created a Taskflow Trigger Button in the section where you want the bot to extract information to create a calendar event in the calendar. To learn more about creating a Taskflow Trigger Button, please visit the Widget Types page.
- No need to create or assign a task flow to the Taskflow Trigger Button, but name it something useful, like "Create Calendar Event."
Once you have created the Taskflow Trigger Button, copy its widget selector and paste it into the Button Selector field. For more information on extracting selectors and field codes, please visit the How to get selectors and field codes?
Title: When you enter data in this field, it will be linked to the name of the meeting. You have the option to input a set value, a field code that corresponds to a field in the project template, or both.
Location: When you enter data in this field, it will be linked to the location of the meeting. You have the option to input a set value, a field code that corresponds to a field in the project template, or both.
Notes: When you enter data in this field, it will be linked to the meeting notes. You have the option to input a set value, a field code that corresponds to a field in the project template, or both.
Time Zone: Choose an option from the list below based on your preference:
- Field: By choosing this option, a field within a specific project section will determine the time zone to schedule the calendar event.
- Any option but Field: The selected option will be determined as the time zone to schedule the calendar event. Example: US/Central.
If you selected Field, complete the following field:
Time Zone Field: Paste the field code of the field where the bot should extract the time zone to schedule the calendar event.
Please ensure that the field matching the entered field code in the "Time Zone Field" field contains one of the following values as its content:
- UTC
- US/Central
- US/Pacific
- US/Eastern
- US/Alaska
- US/Arizona
- US/Aleutian
- US/East-Indiana
- US/Hawaii
- US/Indiana-Starke
- US/Michigan
- US/Mountain
- US/Samoa
For optimal results, it is recommended to include a drop-down menu field with the relevant options in the project's template. However, a text field could be used, ensuring the value is an exact match with one of the options above.
Start Date: Paste the field code of the field where the bot should extract the start date to schedule the calendar event.
Please ensure that the field matching the entered field code in the "Start Date" field is of the date type.
Start Time: Paste the field code of the field where the bot should extract the start time to schedule the calendar event. Please ensure that the field matching the entered field code in the "Start Time" field is of the text type and its content has the following 24-hour format: "HH:MM." (without AM/PM).
OR, type a default start time in the following 24-hour format: "HH:MM." (without AM/PM).
End Time Type: Choose an option from the list below based on your preference:
- Default Duration: By choosing this option, you will need to enter the meeting duration in minutes by default.
- Field: By choosing this option, a field within a specific project section will determine the end time.
If you selected Default Duration, complete the following field:
Default Duration: Type the meeting duration in numeric values considering it will be taken as minutes.
If you selected Field, complete the following field:
End Time Field: Paste the field code of the field where the bot should extract the end time to schedule the calendar event.
Please ensure that the field matching the entered field code in the "End Time Field" field is of the text type and its content has the following 24-hour format: "HH:MM." (without AM/PM).
Attendee Fields: Add a new item to the Attendee Fields list for each person to include in the calendar event, and paste on each field the field code of the field where the bot should extract the attendee(s) to schedule the calendar event.
Please ensure that the field(s) matching the entered field code(s) in the "Attendee Fields" field is of the person or person list type, and consider its content should match a Filevine user.
Once finished, click on the Save button, and it will be ready to be used. Remember, whenever you need to use the bot, you just have to click on the button previously created in the project.
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