Sync Assignments with External Calendars

Depending on the configuration you can create assignments from the available pages in PSA. To sync assignments with the external calendar, must complete the following steps.

Creating Assignment Calendar Events

To create assignment calendar events

  1. Ensure that the authentication flow is completed and the required External Calendar Events Settings custom settings fields are enabled. For more information, contact your administrator.
  2. Ensure that the assignment has a linked resource.
  3. By default, the calendar events are created for the email address specified in the Email field of the Contact object. If the Contact object Email field is empty, then the email is fetched from the user’s email on the Salesforce User lookup field.
  4. You can override the default email behavior by specifying the API name of the field from the Contact object containing the resource’s email address in the Resource Calendar Id Field of External Calendar Events Settings. For more information, contact your administrator.
Note: When the resource’s Email field, user’s email on the Salesforce User lookup, or the field specified in the Resource Calendar Id Field of the External Calendar Events Settings custom setting are empty or blank. For that case, no calendar events can be created because an email is required to create calendar events.
  1. Create assignments and save them. The event is created in the calendar for that assignment with the specified start date and end date.
  2. Navigate to the calendar and check the event details.
    1. The default fields are the Project Name, Assignment, Start Date, End Date, and Scheduled Hours. You can customize the event description fields by using the Assignment Event Description Fieldset in External Calendar Events Settings. For more information, contact your administrator.
    2. To customize the calendar event title you can use the Assignment Calendar Event Title field in External Calendar Events Settings. If the field specified in the Assignment Calendar Event Title is empty, then Null is displayed as the calendar event title. The default event title is the Assignment Number.
Notes:
  • You must have the resource’s calendar access with the Make changes to Events permission to create, edit, and delete events for that resource in Google Calendar.
  • Similarly, for Microsoft Outlook you must have the resource’s calendar access with the Can Edit permission to create, edit, and delete calendar events for that resource.
  • When the field specified in the Resource Calendar Id Field in External Calendar Events Settings does not exist on the Contact object, no calendar events can be created.
  • When the start date and end date are not specified for a Schedule, no calendar events can be created.

App Logs are created to cover scenarios when an error occurs while synchronizing assignments with an external calendar.

  1. From the App Launcher, search App Logs.
  2. Select App Logs.
  3. Check the App Logs with Origin PsaCalendarSync. These app logs contain the error and messages.
Tip:
If the API usage limit per minute per user is exceeded because of too many requests for event creation, it is recommended to wait and try again with a lower number of requests.
If the problem continues, contact your administrator or IT team to increase your per-user quota limits with either Google or Microsoft Outlook, depending on which calendar you are using for event creation.

Updating Calendar Events

To sync the calendar events with the assignment whenever a change is made to the Schedule or Assignment, you must start the update flow by selecting the Action: Sync with External Calendar checkbox in the Details section of the assignment.

The update flow starts automatically, when:

  • The start date, end date, and scheduled hours on the Schedule are updated.
  • The resource on the Assignment is updated. The event gets deleted from the calendar of the old resource and is created in the newly updated resource's calendar.

Excluding Events Creation from External Calendars

You can exclude the creation of assignment events in the external calendars using the Exclude from External Calendar Sync checkbox. Once you select this checkbox for an assignment, no events will be created for that particular assignment in the future.

If the excluded assignment was previously synced with an external calendar, all the existing events are deleted for that assignment.