Add to Calendar Automation

  • Updated

The Add to Calendar automation allows you to create Filevine calendar events directly from your Filevine instance by clicking a button.

Firms often have specific project dates (e.g., deadlines, hearings, meetings) they want to appear on the case calendar. Without automation, these events must be created manually. 

This feature simplifies the process by automatically generating calendar events using information from the project based on form sections.

Key Benefits

  • Reduce manual data entry by creating calendar events with one click.
  • Ensure dates and details are always aligned with project data.
  • Standardize event creation across teams and projects.

How It Works

A Filevine Admin configures a button within a project template that contains forms. When a user clicks the button, the automation uses the data in that project to create a calendar appointment or reminder.

How to Access the Add to Calendar Automation

  1. Log in to Filevine.
  2. Click on a Project Hub and select a project.
  3. Click on the Add to Calendar automation.

4 STEPS

1. To access to the Add to Calendar automation, first, log in to Filevine.
Next, click Project Hub.

2. Select a project.

3. Then, click on the Add to Calendar automation.

4. That's it. You're in the Add to Calendar automation.

https://www.iorad.com/player/2612711/Add-to-Calendar---How-to-Access-the-Add-to-Calendar-Automation?iframeHash=trysteps-1&lang=en



Next step


Add to Calendar Dashboard

Once in the Add to Calendar automation, click on the + Add an Item button to open the tool. You will find the following options:

1. Button Selector field
2. Create as Reminder field
3. Title field
4. Location field
5. Notes field
6. Time Zone dropdown menu
7. Start Date field 		8. Start Time (HH:MM) or FieldCode field
9. End Time Type dropdown menu
10. Attendee Fields button
11. Show Instructions field
12. Post Activity field
13. Post Activity Error field
14. Create button

How to Create an Add to Calendar Automation

Follow these steps to set up the Add to Calendar automation:

Step 1: Add a New Item.
Step 2: Configure Required (*) and Optional Fields.

  • Button Selector*
  • Create as Reminder
  • Title
  • Location
  • Notes
  • Time Zone
  • Start Date*
  • Start Time (HH:MM) or FieldCode
  • End Time Type
  • Attendee Fields
  • Show Instructions
  • Post Activity
  • Post Activity Error 

Step 3: Click Create.

18 STEPS

1. To create an Add to Calendar Automation, click on Add to Calendar automation.

2. Then, click on the + Add an Item button to open the tool.

3. Enter a Button Selector field.

4. In Create as Reminder. Select Yes, No, or Unknown.

5. Enter a Title.

6. Enter a Location.

7. Enter the Notes.

8. Select a Time Zone.

9. Enter a Start Date.

10. Enter a Start Time (HH:MM) or FieldCode.

11. Select the End Time Type.

12. Select an Attendee.

13. Select a Show Instructions option.

14. Select a Post Activity option.

15. Select a Post Activity Error option.

16. Click Create.

17. The one you just created will automatically appear in Add to Calendar.

Confirming that it has been created successfully.

18. That's it. You have created an Add to Calendar automation.

https://www.iorad.com/player/2612767/Add-to-Calendar---How-to-Create-an-Add-to-Calendar-Automation?iframeHash=trysteps-1&lang=en



Next step

Step 1: Add a New Item

In this step, you will start creating your Add to Calendar:

1. Click on Add to 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 information.

3 STEPS

1. To add a new item, first, click on Add to 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 information.

3. That's it. You're done.

https://www.iorad.com/player/2612805/Add-to-Calendar---Step-1--Add-a-New-Item?iframeHash=trysteps-1&lang=en



Next step

Step 2: Configure Required and Optional Fields.

  • Enter a Button Selector*

This is a required step to identify the button that will trigger the creation of a calendar event. This button is enabled by the custom editor available on Global Settings. To do it, follow these steps:

1. Click on the Button Selector field.
2. Enter the button selector.

3 STEPS

1. To enter a Button Selector, start by clicking on the Button Selector field.

2. Then type in the button selector to continue. For example: testButton

3. That's it. You can continue with the Create as Reminder option.

https://www.iorad.com/player/2612807/Add-to-Calendar---Enter-a-Button-Selector?iframeHash=trysteps-1&lang=en



Next step

The button must be a Taskflow Trigger Button.
Before completing this field, ensure you have already created a Taskflow Trigger Button in the section where the bot will extract information to create the calendar event.
You do not need to create or assign a task flow to the button, but you ought to name it usefully and clearly. (e.g., Create Calendar Event).

To learn more about creating a Taskflow Trigger Button, please visit the Widget Types page.

  • Create as Reminder

This is not a mandatory step that defines whether the calendar event will be created as a reminder or a regular event. To do it:
1. Select Yes, No, or Unknown.
Yes - to create the calendar event as a reminder.
No or Unknown - to skip this option.

3 STEPS

1. To make the automation created as a reminder. Select Yes to create the calendar event as a reminder.

2. Select No or Unknown to skip this option.

3. That's it. Now you can continue with entering the title.

https://www.iorad.com/player/2612815/Add-to-Calendar---Create-as-Reminder?iframeHash=trysteps-1&lang=en



Next step

  • 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 - {{superFrom.textSingleLine}}

3 STEPS

1. To enter a title, click on the Title field.

2. Then, enter the title details. The title can be: A fixed value, a field code from the project template, or a combination of both. For example: Value - {{superFrom.textSingleLine}}

3. That's it. You're done.

https://www.iorad.com/player/2612817/Add-to-Calendar---Enter-a-Title?iframeHash=trysteps-1&lang=en



Next step

  • 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 or {{superFrom.textMultipleLinesLarge}}

3 STEPS

1. To enter a location, 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. For example: Milwaukee or {{superFrom.textMultipleLinesLarge}}

3. That's it. You're done.

https://www.iorad.com/player/2612819/Add-to-Calendar---Enter-a-Location?iframeHash=trysteps-1&lang=en



Next step

  • Enter Notes

This field is not required, but allows you to add notes to the meeting. When you enter data here, it will link directly to the meeting’s notes.

1. Click on the Notes 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
 

3 STEPS

1. To enter a note, click on the Notes 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. For example: Budget meeting for client X

3. That's it. You're done.

https://www.iorad.com/player/2612836/Add-to-Calendar---Enter-Notes?iframeHash=trysteps-1&lang=en



Next step

  • 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.

6 STEPS

1. To select a Time Zone, click on the Time Zone dropdown menu.

2. Select the desired time zone from the list.

3.

4. In case you select the Field option, you must enter a time zone from the list.

A new field called Time Zone Field will show up.

5. In the Time Zone Field, enter the time zone. For example: US/Pacific

6. That's it. You're done.

https://www.iorad.com/player/2612839/Add-to-Calendar---Select-a-Time-Zone?iframeHash=trysteps-1&lang=en



Next step

In case you select the Field option, this will indicate 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 retrieves the time zone. The field specified must contain one of the following exact values:

  • 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 best results, use a drop-down menu field in the project template with the options listed above. A text field may also work, but the value must match exactly.

  • Enter a Start Date*

This is a required field that 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}}
 

3 STEPS

1. To enter a start time, click on the Start Time field.

2. Enter the field code; it must be a date field. For example: {{superCollection.date}}

3. That's it. You're done.

https://www.iorad.com/player/2612854/Add-to-Calendar---Enter-a-Start-Date?iframeHash=trysteps-1&lang=en



Next step

  • Enter a Start Time (HH:MM) OR FieldCode

This field is not required and instructs the bot on 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

3 STEPS

1. To enter a Start Time (HH:MM) OR FieldCode, click on the field.

2. Enter the time directly in 24-hour format (HH:MM) without AM/PM. For example: 09:00

3. That's it. You're done.

https://www.iorad.com/player/2612855/Add-to-Calendar---Enter-a-Start-Time--HH-MM--OR-FieldCode?iframeHash=trysteps-1&lang=en



Next step

  • 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. Select between Default Duration (min) and Field.

  • Default Duration: It sets a fixed meeting length. You will need to enter the meeting duration in minutes.
  • Field: It determines the end time within a specific project section.

4 STEPS

1. To enter the and End Time Type, click on the End Time Type dropdown menu and select between Default Duration (min) and Field.

2. If you select Default Duration (min), this sets a fixed meeting length. You will need to enter the meeting duration in minutes.

For example: 30. This means that the duration of the meeting will be 30 minutes.

3. If you select Field, it determines the end time within a specific project section.

Enter a value in the End Time Field (requires HH:MM format in field).

4. That's it. You have selected the End Time Type.

https://www.iorad.com/player/2613137/Add-to-Calendar---Select-the-End-Time-Type?iframeHash=trysteps-1&lang=en



Next step

  • Select an Attendee 

This field is not required, and it instructs the bot on 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 include the person or person list type, and its content must match a valid Filevine user.

To select attendees, follow these steps:

  1. Click on the + Add Item button and enter a new item to the Attendee Fields list for each attendee.
  2. Enter the field code for each attendee field. E.g., {{superCollection.person}}

3 STEPS

1. To select attendees, click on the + Add Item button and enter a new item to the Attendee Fields list for each attendee.

2. Enter the field code for each attendee field. For example: {{superCollection.person}}

3. That's it. You' have selected an attendee.

https://www.iorad.com/player/2613181/Add-to-Calendar---Select-an-Attendee?iframeHash=trysteps-1&lang=en



Next step

For details on extracting selectors and field codes, see the article: How to get selectors and field codes.

  • Select a “Show Instructions” option

This field is not required, and it 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.

3 STEPS

1. To control whether the automation’s instructions are displayed within the configuration. Click on the Show Instructions field.

Select Yes to show the instructions inside the configuration.

2. Select No or Unknown to do not display the instructions.

3. That's it. You're done.

https://www.iorad.com/player/2613203/Add-to-Calendar---Select-a--Show-Instructions--option?iframeHash=trysteps-1&lang=en



Next step

  • 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.

3 STEPS

1. To add a note to the project’s activity section when the automation runs.

Select Yes to post the note.

2. Select No or Unknown to skip it.

3. That's it. You're done.

https://www.iorad.com/player/2613211/Add-to-Calendar---Select-a-Post-Activity?iframeHash=trysteps-1&lang=en



Next step

  • 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.

3 STEPS

1. To add an error note to the project’s activity section if the automation fails.

Select Yes to post the note.

2. Select No or Unknown to skip it.

3. That's it. You're done.

https://www.iorad.com/player/2613231/Add-to-Calendar---Select-a-Post-Activity-Error?iframeHash=trysteps-1&lang=en



Next step

Step 3: Click Create

Complete the setup by creating the event when all calendar collection fields are configured. To finish:

1. Click Create.

2 STEPS

1. When all calendar collection fields are configured, complete the setup by creating the event. To finish, click Create.

2. That's it. You're done.

https://www.iorad.com/player/2613235/Add-to-Calendar---Click-Create?iframeHash=trysteps-1&lang=en



Next step

You will receive a notification in the activity section confirming the action was successful.

Important Notes

  • For each field, enter a field code that points to the field containing the data you want to use for the calendar event.
  • Static text can be used in all fields except:
    • Time Zone
    • Start Date
    • End Time
    • Attendee Fields
       
  • Field code sources:
    • If the button is placed in a form section, only field codes from that section may be used.
    • If the button is placed in a collection item, field codes from both that collection item and form sections may be used.
       
  • 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
    • Attendee: Project client
       
  • To ensure the event appears on a user's calendar, that user must be added as a contact in a designated field within the template.
  • The calendar event is created only once; updates are not applied after creation.