Diary Syncing

Owned by Stephen Tinnion
Last updated: Mar 22, 2021 by Roly Birkwood

Introduction

Diary entries can be added into your chosen calendar by two methods:

  • Automatically pushed into your calendar (subject to a users' profile having email settings in-place
  • Manually transferring the calendar information by iCal file

You have full control on which diary entries appear in your calendar, to avoid un-wanted reminders clogging-up your calendar, this is done by nomination the system 'Dairy Type'.

Setting a diary entry type for syncing

  1. Navigate to System Settings > Diary Entry Types (under “Customise your system”)
  2. Click new Diary Entry Type (or edit an existing one)
  3. Check on Allow this diary type to synchronise with external calendars and save

Setting up a user so that their diary is synced

  1. Navigate to System Settings > Edit Your Details (under “Manage your users”)
  2. Ensure that the user has an email address
  3. Find the smtp panel and enter some SMTP credentials
  4. Ensure that Email Syncing is selected
  5. Check on Enable diary synchronisation to your external calendar and save

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.

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: