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Calendar Integration setup

Standard Integrations

Calendar Integration

Calendar Integration setup of master calendar on MS Azure or Google

This document describes the configuration steps for either Microsoft Azure or Google Workspace. (release 11.3)

Create calendar platform credentials for Xytech.
Create a master calendar account on your calendar platform.
Configure Xytech MPSE service with the calendar integration configuration (for self-hosted sites. For Xytech hosted sites provide Technical Services with the credentials to configure).

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.

Pre-requsite: Calendar Integration has been

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.

Ensure the following setting is enabled:

Navigate to Scheduling > Setup > Preferences-Scheduling
Ensure the checkbox for Configure Calendar Invitations using Event Triggers is checked for the global division and / or separately for each division.

Ensure your Resource is set to 'Exchange Server'

Navigate to Scheduling > Scheduling Resources
Open a Resource of your choice
- E-Mail Booking: Exchange Server Meeting Request

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

Navigate to Job Management > Setup > Phases
Select the relevant phase
Click on the Details tab
Set the following options:

Create Event Triggers to Send Notifications

To create an Event Trigger which sends messages:

Navigate to System, then Event Triggers.
Click the (+) (Append a New Record) button.
On the Event Trigger tab, set the properties as follows:

On the Conditions tab, set the properties as follows:

Table Name: Transaction Header [c_trx_header]
Column Name: Phase [phase_code]
Column Source: modified

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

Description: New Notification todays_date
Notify Type: INVITE
Active: Selected/checked

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

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

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.

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’.

Review the calendar adapter log file for error messages.