Calendar synchronization

Calendar Synchronization Setup – User

You can use the calendar synchronization function to let WorkBook import your calendar appointments and place the tasks that has been assigned to you in your calendar. We currently support Gmail and Exchange calendars.

Note: When using Outlook / Exchange calendar sync, it reserves the several categories that each uses the word “WorkBook”. As such, you cannot have any other custom made categories that contains the word “WorkBook”, and you are not allowed to rename or move exported workbook tags outside of that category.

The exchange server must run one of the following versions:
1.a. Microsoft Exchange server 2007 requires the use of the address https://outlook.office365.com/EWS/Exchange.asmx
1.b. Microsoft Exchange server 2010 requires the use of the address https://outlook.office365.com/EWS/Exchange.asmx
1.c. Microsoft Exchange server 2013 requires the use of the address https://outlook.office365.com/EWS/Exchange.asmx
1.d. Exchange Online / Office 365 requires none.

Once you have this URL, you can set it as the server for calendar synchronization under “My Settings”.

Remember to check URL for typos and misspelling.

Once this is done, each user can set their login information and other settings through the “My settings” sidebar. Here it is also possible to override the calendar server if relevant.

These same settings can be accessed by administrators for all employees through a centralized administration view, accessed through “Settings” -> “Advanced tools” -> “Calendar sync”.

Once all settings have been configured, synchronization should take place automatically depending on how the calendar is set to synchronize.

If it does not, or if you need assistance, please do not hesitate to contact us

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  1. For Google Calendar Synchronization setup please follow this guide.

Assigning imported calendar tasks to specific jobs

When calendar synchronization is set to import from an external calendar, system variable 932 will attempt to match the external event to a job in Workbook.

This is done through a text pattern match, mathing the title of the external event to the contents of the system variable. If a pattern is found, it will look at the number following the pattern, and assign the event to that job.

There are some exceptions that would cause the job to fail:

  • If the job is closed
  • If if it an absence or holiday job
  • If the job does not have an active plan
  • If the user does not have access to the job

In these cases, it will assign it to the default calendar synchronization job, as defined in system variable 295.

Be advised that the text pattern must always be at the end of a title name.

To take an example: If the system variable was changed to “Import # ” (note the additional space at the end), a calendar event titled “Task to be imported Import # 1008” would be imported to job 1008. It would then show up in your calendar and task list on that job, instead of the default sync job.

When calendar synchronization is importing tasks from an external calendar, it will look for the text pattern in this setting, followed by a job number.

If the pattern is found, the task will be imported to the job number that follows.

Handling private events

Private events must be marked as such in Outlook/Google calendar. System variable 630 determines what WorkBook will do with private events.

 

Deleting all synced events

If you want to start from scratch and purge everything that has been synced, it can be done from the calendar sync settings. Simply change the action and wait for the agent to run (or run the agent manually).

Calendar Synchronization Setup – Administrator

To set up calendar synchronization, the relevant system variables must first be set. All system variables pertaining to calendar synchronization can be found in the system variable group “Calendar Syncronisation (Microsoft Exchange & Gmail)”. Below are the most important system settings that must be set in order for calendar synchronization to function.

System variable 295

Calendar synchronization: appointment default job

This system variable points to the default job ID which imported calendar events will be added to. Each resource using calendar sync will have their own phase on the job for their tasks. Imported calendars can be reassigned to other tasks afterwards, or they can be specified with the job tag in system variable 932 to add it directly to that job. Make sure that your default appointment job is opened and that the end date hasn’t been exceeded.

System variable 630

Private appointments

This system variable shows how private user events should be handled when imported into WorkBook. It is possible to  set them to use the title “Private”, and to only transfer bookings inside the resource’s working hours.

System variable 862

Default time zone offset for calendar synchronization

If the majority of your resources are not in the same time zone as the one in which the WorkBook server is located, you may wish to set a default time zone offset that will be used as default and suggested to the users. Users will be able to override this value themselves in case their calendar do not use the same time zone.

If using Microsoft Exchange

System variable 878

Calendar sync default server value

This system value should link to the location of the Microsoft Exchange server used. If you are using office365 and are not hosting your own exchange server, it should be set to https://outlook.office365.com/EWS/Exchange.asmx.

System variable 879

Calendar Sync Default Version

If you are hosting your own version of the Microsoft Exchange server, specificy which version here. If you are using a newer version, selected the most recent one from the drop down.

If using Google Calendar

System variable 936

Google calendar API, clientId

System variable 937

Google calendar API, ClientSecret

These two user variables allows your WorkBook to link with the Google Calendar services. Follow the guide in http://help.workbook.net/knowledgebase/google-calendar-synchronization-setup/ to properly set this up.

 

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