Calendar Integration configuration

Xytech Configuration - Web Client

This article describes settings required to trigger invites for the Calender Integration. Below is an example of the basic configuration required within the UI.

To enable sending invitations from Xytech to recepient calendars (e.g. Google / Microsoft), log in to the Xytech Web client as a super user or a user with access to the appropriate areas.

Enable Event Trigger Invitations

The following need to be set

• Scheduling Preference: Scheduling Preferences need to be set to use Event Triggers

• Scheduling Resource: Scheduling Resource needs to be configured for Exchange Server Calendar invitations

• Phases: Phases will need to be enabled for the Exchange Server

• Event Triggers: Event Triggers will be needed for conditions and rules of sending the Invitation.

Scheduling Preference

Ensure the following setting is enabled:

1. Navigate to Scheduling > Setup > Preferences-Scheduling

2. Ensure the checkbox for Configure Calendar Invitations using Event Triggers is checked for the global division and / or separately for each division.

Scheduling Resource

Ensure your Resource is set to 'Exchange Server'

1. Navigate to Scheduling > Scheduling Resources

2. Open a Resource of your choice

   • E-Mail Booking: Exchange Server Meeting Request

   • E-Mail Address: Enter the email address of the resource

Phases

Determine which phases should be included in the Exchange Server Calendar Integration and enable the setting for each phase.

Steps to Enable:

1. Navigate to Job Management > Setup > Phases

2. Select the relevant phase

3. Click on the Details tab

4. Set the following options:

   • Schedule in Exchange Server: On

   • Show Exchange Server Time As: Busy

Event Triggers

Create Event Triggers to Send Notifications

To create an Event Trigger which sends messages:

1. Navigate to System, then Event Triggers.

2. Click the (+) (Append a New Record) button.

3. On the Event Trigger tab, set the properties as follows:

   • Active: Selected (checked)

   • Event Code: DOCUMENT (or enter a custom code for easy identification)

   • Event: Send invite on new confirmed transaction

   • Event Type: INSERT

   • Document: Work Order Transactions

   • Doc Table Name: Transaction Header

   • Send To Queue: Un-selected (un-checked)

1. On the Conditions tab, set the properties as follows:

• Table Name: Transaction Header [c_trx_header]

• Column Name: Phase [phase_code]

• Column Source: modified

• Operator: =

• Compare Value: Confirmed

5. On the Notifications tab, set the properties as follows:

• Description: New Notification todays_date

• Notify Type: INVITE

• Active: Selected/checked

1. On the Notification Template tab, set the properties as follows:

• Meeting Subject: Order: [WO.wo_no_seq] Note: from the Template Fields list, dragging the Order (wo_no_seq) item from under Order Transactions displays this as [jm_wo_transaction.wo_no_seq].

• Meeting Location: Location

1. Click Save and Close.

2. Edit the new event trigger, and on the Notification Template tab, click Meeting Body and enter the following block:

   Copy

   Job ID:          [WO.jm_job_job_no]
   Event Type:      [WO.jm_job_job_type_no_desc]
   
   Work Order:      [TRX.wo_no_seq][WO.wo_desc]
   Setup Time:      [TRX.setup_time]
   Start Date/Time: [WO.wo_begin_dt]
   End Date/Time:   [WO.wo_end_dt]
   Bumper Time:     [TRX.bumper_time]
   Role:            [TRX.group_desc]

1. Repeat the process for the Event Trype of UPDATE and modify the values as necessary. A DELETE trigger is not required, as once invitations are sent, the adapter will automatically handle cancellations when transactions are removed.

Invitation Process

When configured to send transaction-triggered invites, the following process :

• Each new transaction booking will be sent as calendar invites to the email address of the resource.

• Transaction Invitation Status is set to ‘Sent’. (Recipients do not need to be Google or Microsoft Calendar users to be sent an invitation.)

• When a recipient ‘Accepts’ the invitation, the Invitation Status on the transaction is updated to ‘Accepted’.

• When a recipient ‘Declines’ the initial invitation, the Invitation Status is updated to ‘Declined’.

• Any changes by the recipient to change their original acceptance, will not be reflected on the transaction. If changes are made to the transaction that trigger an update invite, the recipient then the user has the opportunity to respond again.

Troubleshooting

Review the calendar adapter log file for error messages.