Diary Syncing
Introduction
Diary entries can be added into your chosen calendar by two methods:
Automatically pushed into your calendar (subject to a user’s profile having email settings in place).
Manually transferring the calendar information by iCal file
You have full control over which diary entries appear in your calendar. To avoid unwanted reminders clogging up your calendar, this is done by nomination of the system 'Dairy Type'.
Setting Up a Diary Entry Type for Syncing
Navigate to System Settings > Diary Entry Types (under “Customise your system”).
Click New Diary Entry Type (or edit an existing one).
Check Allow this diary type to synchronise with external calendars and save.
Setting up a user so that their diary is synced
Navigate to System Settings > Edit Your Details (under “Manage your users”).
Ensure the user has an email address.
Select your outbound Email Provider.
Connect Account and enter your credentials.
Ensure Email Diary Syncing is selected.
Check Enable diary synchronisation to your external calendar and save.
Diary Syncing Scenarios
Diary syncing works in the following scenarios:
User creates a new diary on the dashboard.
User creates a new diary on a product.
User creates a new diary via automation rules.
User creates a new diary via a stage action.
NOTE:
Diary syncing can be applied when using automation rules.
Diary entries created from an automation rule action will send invites out. Since there is no user when automation rules are processed, the first attendee is used as the ‘from address’ when emailing the invite to the attendees.
IMPORTANT:
Diary synchronisation cannot be enabled unless Email syncing has been selected
Against a user it is possible to specify whether diary entries for that user should synchronise with a third party system. If it is turned on then only diary entries of types that are also set to synchronise will be synchronised.
The checkbox to turn on synchronisation for a user is only enabled if the following criteria are met -
Email synchronisation must be turned on for the user.
A valid email address must be entered.
The email address must be unique amongst all users that have diary synchronisation turned on.
Using the Diary
Creating a diary entry from the dashboard or within a product.
Creating a Diary Entry from the Dashboard
Visit the dashboard.
Find the Diary Widget.
Select a date using the controls for which you want to set up the diary entry.
Click on a desired time.
In the popup window, select the start and end times.
Add some diary text.
Select who you wish to assign the diary to.
Click Save.
Creating a Diary Entry from the Product
Visit the product.
Find the diary entry section.
Click Add diary entry.
Click on a desired time.
In the popup window, select the start and end times.
Add some diary text.
Select who you wish to assign the diary to.
Click Save.
REMINDER:
The email is sent using an automated 15-minute process and may not be sent immediately.
If none of the attendees have their diary syncing enabled, then an invite is not generated and sent, however, the iCalendar file is still generated and available to download (See Below)
Deleting an Externally Synced Diary Entry from the CRM
When deleting an externally synced diary entry, a different confirmation message is displayed.
Removing a User from an Externally Synced Diary Entry
When changing the users against a diary entry, if any of the original users are removed, a new confirmation message is displayed upon pressing save, allowing the user to continue or cancel.
It doesn’t matter if the type of assignment has changed. If the entry was changed from being assigned to a single person to being assigned to a team, but the original user was part of that team, the confirmation would not be displayed. It is only displayed if any of the original users are no longer associated with the entry in any form.
iCalendar Export
Diary entries can be downloaded in the form of an iCalendar formatted file (.ics), for import into a mail client such as Outlook or Gmail.
Diary entries that meet the following criteria will now feature a ‘Download’ button in the footer of the edit window:
Non-recurring
Associated with an Entry Type that has diary syncing enabled
The users assigned to the diary entry are included as attendees in the iCalendar file (without duplication).
The organiser of the iCalendar event is the CRM user who created the diary entry. Responses to the event invite, from the attendees, will be sent by default to the email address of the organiser.
Note:
There are two scenarios whereby an organiser will not be included in the iCalendar file:
The diary entry was created by an automation rule or non-interactive process.
The user downloading the iCalendar file is also the user who created the diary entry (the organiser). In this scenario, the Outlook mail client will not import the iCalendar file because the email address of the organiser is the same as that of the mail client.
The iCalendar file can be imported by double clicking it (if you have a desktop client) or by clicking ‘Add Calendar’ through the web app interface:
