The Collection Calendar Automation simplifies calendar management by automatically creating, updating, and removing calendar events when items in a specified collection section are added, modified, or assigned a specific value.
Key Benefits
- Keeps calendar data accurate and consistent.
- Provides better visibility across projects.
- Reduces manual data entry.
- Saves time and increases consistency.
How It Works
When you activate an item in the collection section, the automation immediately creates a calendar event, such as a meeting. If you later update the item, the calendar event updates itself to match those changes.
When a specific value is entered into the field tracking, the linked calendar event is removed. Each automation consists of two parts: the Updater, which defines how and when the bot acts, and the Bot, which carries out the process.
How to Access the Collection Calendar Automation
- Log in to Filevine.
- Click on a Project Hub and select a project.
- Click on the Collection Calendar automation.
Here's an interactive tutorial
Collection Calendar Dashboard
Once in the Collection Calendar automation, click on the + Add an Item button to open the tool. You will find the following options:
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1. Collection Calendar automation 2. Description field 3. Section Selector field 4. Active field 5. Title field 6. Location field 7. Notes field 8. Time Zone dropdown menu |
9. Start Date field 10. Start Time (HH:MM) or FieldCode field 11. End Time Type dropdown menu 12. Attendee Fields button 13. Watch a field to delete an event? Field 14. Show instructions field 15. Post Activity field 16. Post Activity Error field |
How to Create a Collection Calendar Automation
Follow these steps to set up the Collection Calendar automation:
Step 1: Add a New Item.
Step 2: Configure Required and Optional Fields
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Step 3: Click Create.
Here's an interactive tutorial
The following steps are broken down to give you a deeper understanding of how to Create a Collection Calendar Automation
Step 1: Add a New Item
In this step, you will start creating your Collection Calendar.
1. Click on the Collection Calendar automation.
2. Click on the + Add an Item button to open the tool.
A panel will show several fields. Some are required to continue, while others are optional for extra details.
Here's an interactive tutorial
Step 2: Configure Required and Optional Fields.
Enter a Description
This optional field allows you to add details to the meetings. To add a description:
1. Click on the Description field.
2. Enter the meeting details.
Here's an interactive tutorial
Enter a Section Selector
This field is required. It is updated every time a new collection item is created or changed, and it determines whether the Collection Calendar automation is triggered. To do this:
1. Click on the Section Selector field.
2. Enter the name of the collection section from the project (e.g., SuperCollection).
Here's an interactive tutorial
For further details on extracting selectors and field codes, read the article: How to get selectors and field codes.
Activate the Automation
The Active field is required and instructs the system if the Collection Calendar automation should run. It is checked each time a new collection item is created or updated.
- If it is set to Yes, the calendar event will run.
- If it is marked as Not or Unknown, the event won’t trigger.
Here's an interactive tutorial
Enter a Title
This field is not required, but allows you to customize the meeting name. When you enter data here, it will link directly to the meeting’s title.
1. Click on the Title field.
2. Enter the title details.
The title can be: A fixed value, a field code from the project template, or a combination of both. E.g., Value - {{superCollection.amountFields}}
Here's an interactive tutorial
Enter a Location
This field is not required, but it allows you to specify where the meeting will take place. When you enter data here, it will link directly to the meeting’s location.
1. Click on the Location field.
2. Enter the location details.
The location can be: A fixed value, a field code from the project template, or a combination of both. E.g., Milwaukee
Here's an interactive tutorial
Enter Notes
This field is not required, but it allows you to add notes to the meeting. When you enter data here, it will be linked directly to the meeting’s notes.
1. Click on the Note field.
2. Enter the note details.
The note can be: a fixed value, a field code from the project template, or a combination of both. E.g.,: Budget meeting for client X
Here's an interactive tutorial
Select a Time Zone
This non-required field allows you to set the time zone for the calendar event. When you enter data here, it ensures the event is scheduled or updated in the correct time zone. Steps:
1. Click on the Time Zone dropdown menu.
2. Select the desired time zone from the list or the Field option.
Here's an interactive tutorial
If you select the Field option, this will instruct the bot to use a field from a specific project section to determine the time zone for scheduling or updating the calendar event.
To do it, paste the field code of the field where the bot should retrieve the time zone. The field specified must include one of the following exact values:
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Enter a Start Date
This required field defines when the calendar event will occur. The bot uses this value to create or update the event on the correct date and time. Follow these steps:
1. Click on the Start Date field.
2. Enter the field code (must be a Date field). E.g.,: {{superCollection.date}}
Here's an interactive tutorial
Enter a Start Time (HH:MM) OR FieldCode
This field is not required and indicates to the bot the exact time to schedule or update the calendar event. Enter the time directly in 24-hour format (HH:MM) without AM/PM. Follow these steps:
1. Click on the Start Time field.
2. Paste the field code or enter the time manually. E.g., 09:30
Here's an interactive tutorial
Select the End Time Type
This field is not required and instructs the bot on how to determine when the calendar event ends. To set the End Time Type, follow these steps:
1. Click on the End Time Type dropdown menu.
2. Choose Default Duration (min) or Field.
- Default Duration: It sets a fixed meeting length. You will need to enter the meeting duration in minutes.
- Field: It sets the end time within a specific project section.
Here's an interactive tutorial
Select an Attendee
This field is not required, and it indicates to the bot who should be added to the calendar event.
- For each attendee, add an item to the Attendee Fields list and paste the field code that contains their information.
- Each field must be of the person or person list type, and its content must match a valid Filevine user.
To select attendees, follow these steps:
- Click on the + Add Item button and enter a new item to the Attendee Fields list for each attendee.
- Paste the field code for each attendee field. E.g., {{superCollection.person}}
Here's an interactive tutorial
For further details on extracting selectors and field codes, read the article: How to get selectors and field codes.
Select a Watch a Field to Delete an Event? Option
This field is not required. Use it to control whether calendar events are removed when the field tracking changes.
1. On the Watch a field to delete an event?, select Yes, No, or Unknown based on your needs.
- Yes - The bot will remove the calendar event.
- No or Unknown - The bot will not remove events. Follow these steps:
Here's an interactive tutorial
Select a Show Instructions Option
This non-required field controls whether the automation’s instructions are displayed within the configuration. By default, only a link is shown, but enabling this option will display the full instructions you are updating.
1. Click on the Show Instructions field.
2. Choose one of the options:
Yes – Show the instructions inside the configuration.
No or Unknown – Do not display the instructions.
Here's an interactive tutorial
Select a Post Activity
This is not a required field that adds a note to the project’s activity section when the automation runs. To do it:
1. Select one of the options:
Yes to post the note.
No or Unknown to skip it.
Here's an interactive tutorial
Select a Post Activity Error
This is not a required field that adds an error note to the project’s Activity section if the automation fails.
1. Select one of the options:
Yes to post the note.
No or Unknown to skip it.
Here's an interactive tutorial
Step 3: Click Create.
When all calendar collection fields are configured, complete the setup by creating the event. To finish:
1. Click on Create.
You will receive a notification confirming the action was successful.
Here's an interactive tutorial
Important Notes
- Each automation runs only for one project type at a time. Make sure you have a project type configured for each automation. E.g., One project type = One Collection Calendar automation.
- Static text can be used in all fields except:
- Time Zone
- Start Date
- End Time
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Attendee Fields
- Defaults: If a field is left blank or an incorrect value is entered, the event will use the following defaults:
- Time Zone: UTC
- Start Time: 8:00 AM
- Duration: 30 minutes
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Attendee: Project client