Creating Unavailable Time Slots from External Calendar Events

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To prevent HCPs from sending meeting requests for times when users are not available, users can mark external calendar events in My Schedule as unavailable for scheduling.

When an external calendar event—for example, a meeting synced from your Microsoft Outlook calendar—is marked as unavailable in My Schedule, an unavailable time slot for the same time period is automatically blocked off on the Engage Scheduling Site. If users edit or delete an external calendar event after marking it as unavailable, their availability is updated on the Engage Scheduling Site.

Configuring Unavailable Time Slots from External Calendar Events

To enable this functionality:

  1. Ensure initial configuration for Call Planning is complete and Creating Unavailable Time Slots in My Schedule and Integrating My Schedule and Microsoft Outlook Calendarsare enabled.
  2. Grant admins and end users the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    External_Calendar_Event_vod

    n/a

    Microsoft_Outlook_vod

    Unavailable_for_Engage_Scheduling_vod

    Edit

    Unavailable_Time_vod

    n/a

    n/a

    External_Calendar_Event_vod

    Read

  3. Assign the Microsoft_Outlook_vod record type to the External_Calendar_vod and External_Calendar_Event_vod page layouts.

    Ensure the Unavailable_for_Engage_Scheduling_vod field is visible.

  4. Ensure fields on the External_Calendar_vod and External_Calendar_Event_vod page layouts are read-only for end users, with the exception of the Unavailable_for_Engage_Scheduling_vod field.

Creating Unavailable Time Slots from External Calendar Events

In My Schedule, users can mark external calendar events imported from their Microsoft Outlook calendar as unavailable for scheduling. When users mark an external calendar event as unavailable, the unavailable time slot is reflected on the Engage Scheduling Site.

Currently, this functionality is only available for events with the Microsoft_Outlook_vod record type.

To create unavailable time slots from an external calendar event:

  1. Select the external calendar event in My Schedule.
  2. Select the Edit button from the event popover.
  3. Select the Unavailable for Scheduling check box.

  4. Select Save.

When users save their edits to the External_Calendar_Event_vod record, an Unavailable_Time_vod record is automatically created for the times selected on the External_Calendar_Event_vod record. Only the external calendar event displays in My Schedule. From the popover, users can easily see the event is marked unavailable.

The unavailable time slot displays on the Engage Scheduling Site.

If users edit the external calendar event, the corresponding unavailable time slot is updated on the Engage Scheduling Site. If users delete the external calendar event or deselect the Mark_As_Unavailable_vod check box, the corresponding unavailable time slot is removed from the Engage Scheduling Site.

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