The multiple events feature in the Collection Calendar Automation lets you set up and manage several calendar events automatically from a single automation.
Each time a collection item is added or modified, the automation creates or updates the related calendar event—saving time, improving accuracy, and keeping your project activity fully visible.
This makes it easier to handle complex schedules, coordinate team efforts, and keep your project timelines perfectly aligned.
How It Works
The multiple eventsfeature works by linking individual collection sections to your Collection Calendar Automation. Each section is connected to the automation through its section selector and field codes, allowing the system to identify which data fields should appear on the calendar. This setup ensures your events stay organized and always reflect the most up-to-date project information.
You must create one section per event you want to automate. Each section must include the same fields used in your calendar automation (for example, Title, Type, or Start Date) so the system can match and sync the information correctly.
When you add or update an item in a collection section, the automation instantly creates or updates the corresponding calendar event.
If the field Delete This Event? is set to Yes, the related event is automatically removed from the calendar.
Create a Section for Each Event
To create a new section in Filevine, go to Advanced > Customs Editor, choose a project type, and then click Create New Section in the Sections tab:
1. Enter your section name. 2. Select the Section Type as Custom. 3. Check the Is Collection? box. 4. Add the fields by clicking + Add Field/Widgets
Select the Create Custom.
Select the File Type.
Enter a custom Field Prompt.
Get the Field Selector.
Click Create.
This is a list of recommended fields.
Create Custom
Filed Type
Field Prompt
Field
Text- Single Line
Title
Field
Text- Single Line
Location
Field
Text- Single Line
Notes
Field
Date
Start Date
Field
Text - Single Line
Start Time (HH:MM)
Field
Text - Single Line
End Time (HH:MM)
Field
Text - Single Line
Attendees (Instructions)
Field
Person List
Additional Attendee(s)
Field
Yes/No
Delete This Event?
Field
Date
Date
Field
Date
Test Date
5. Save and copy each field selector for automation mapping.
18 STEPS
1. To create a new section in Filevine that will be configured with the Collection Calendar automation.
First, go to Advanced.
2. Then click Customs Editor.
3. Choose a Project Type.
4. And in the Sections tab, click Create New Section.
5. Enter your section name.
This will give you the Section Selector that you will use later configuring the Collection Calendar automation.
6. Select the Section Type as Custom.
7. Check the box labeled Is Collection?
8. Click Save in the upper-right corner.
9. Next, it’s time to add the same fields that are in you Collection Calendar Automation - This ensures that the system is synchronized.
Click + Add Field/Widgets.
10. Select Field in Create Custom.
11. Select the Field Type from the dropdown, this may vary (for example: Text - Single Line, Date, or List)
12. Enter a custom Field Prompt.
13. Then get the Field Selector to synchronize it with the Collection Calendar automation that will track this section later.
14. Click Create.
15. The first field of the section has been created.
16. Repeat these steps for each field that exists in your Collection Calendar automation until you have mapped them all and obtained their field selector.
17. Once you've finished creating your fields, it's time to save them. Click Save to keep the fields.
18. Now, you're ready to configure Collection Calendar automation with this section.
Make sure each field you create here matches the corresponding field in your Collection Calendar Automation (for example, Title, Date, or Start/End Time) to ensure data syncs correctly.
Configure the Collection Calendar Automation
Once your sections are ready, you can configure the Collection Calendar Automation using the section selector and field codes you created. To do this:
1. Click Project Hub and select a project. 2. Click on the Collection Calendar Automation. 3. Click + Add New Item. 4. Configure fields using your section selector and field codes previously saved. For example:
Setting
Example
Section Selector
calendaring
Title
{{calendaring.Title}}
Location
{{calendaring.Location}}
…
Delete This Event?
If this field is marked as Yes, the automation will automatically delete the related event from the calendar.
5. Click Create.
24 STEPS
1. To configure the Collection Calendar Automation with the created collection section, click on the Project Hub.
2. Then, select a project.
3. Click on the Collection Calendar automation.
4. Click on the + Add an Item button.
5. Then configure each fields using the section selector and field codes previously saved from the collection section created.
First, enter a Description. It can be a custom name.
6. Enter the Section Selector from the created collection section. For example, calendaring.
7. Activate the automation, set it up to Yes.
8. Enter the Title field code from the collection section created.
9. Enter the Location field code created from the collection section.
10. Enter the Notes field code from the section created.
11. Select a Time Zone.
12. Enter the Start Date field code from the collection section created.
13. Enter the Start Time (HH:MM) field code from the collection section created.
14. Select the Field in the End Time Type dropdown.
15. Enter the End Time Field created from the collection section.
16. Click + Add Item in the Attendee Fields.
17. Enter the Attendee Field created from the collection section.
18. Select a Watch a Field to Delete an Event? option.
If this field is marked as Yes, the automation will automatically delete the related event from the calendar.
19. Select a Show Instructions option.
20. Select a Post Activity option.
21. Select a Post Activity Error option.
22. Click Create.
23. The Collection Calendar automation has been configured with the section created.
Now, the system will automatically begin tracking and syncing any updates made to the connected collection section.
When you set the Delete This Event? field to Yes, the system automatically removes the linked event from your calendar.
Once the automation is created and saved, the system will automatically begin tracking and syncing any updates made to the connected collection sections.
Verify in the Calendar
After setup, all linked events will automatically display in your project calendar.
Click on the Calendar section of your project.
3 STEPS
1. Now, let’s verify everything in the calendar.
After setup, all linked events will automatically appear in yourproject calendar.
Click on the Calendar section of your project to view them.
2. Your Collection Calendar Automation is now managing multiple synchronized events automatically — keeping your calendar accurate, consistent, and free from repetitive manual updates.
Your Collection Calendar Automation now manages multiple synchronized events automatically — keeping your calendar accurate, consistent, and free from repetitive manual updates.
