Collection Calendar Automation Description
The Collection Calendar automation simplifies calendar management by automatically creating calendar events when items are added to a specified collection section. It also updates corresponding calendar events when the items in the collection section are updated and removes calendar events linked to collection items that are updated to a specific value in their watched field.
Initial Considerations Before Setting Up the Collection Calendar Automation
- For each field, enter a field code that points to the field containing the data you wish to schedule or update the calendar event. Static text may also be used in all fields except "Time Zone Field," "Start Date," "End Time Field," "Attendee Fields," and "Field to Watch for Delete".
- The field codes referencing the collection item created/updated will be used to schedule or update the calendar event(s).
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 or updated 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.
Config Project
Go to the Collection 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, updating, and/or removing calendar events in the calendar as follows:
Section Selector: Copy the collection section selector the bot should watch and paste it into the Section Selector field, so each time a new collection item is created or updated, the Collection Calendar automation is triggered. For more information on extracting selectors and field codes, please visit the How to get selectors and field codes? page.
Active: The Active field should be set according to whether the calendar event automation should be active or not.
- If you set it to "Yes", the bot will watch the designated section to create, update, and/or remove calendar events.
- If you set it to "No" or "Unknown," the bot won’t be triggered, so the automation for the item will be inactive.
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 or update the calendar event.
- Any option but Field: The selected option will be determined as the time zone to schedule or update 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 or update 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 or update 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 or update 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 or update 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 or update 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.
Watch a field to delete an event?:
Set the "Watch a field to delete an event? " field based on your preference:
- If you set it to "Yes", the bot will remove calendar events linked to collection items that are updated to a specific value in a watched field.
- If you set it to "No" or "Unknown," the bot won’t remove calendar events.
If you selected Yes, complete the following fields:
Field to Watch for Delete: Paste the field code of the field the bot should watch for updates to a specific value.
Value(s) to Watch for: Type the value(s) the bot should watch in the target field specified in the "Field to Watch for Delete" field to remove calendar event(s).
Once finished, click on the Save button, and it will be ready to be used.
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