Configuring a Send Calendar Invitation Action

by Christina Moore Updated Oct 01, 2019

The Send Calendar Invitation Action allows you to send email meeting invites directly from your Onit environment. For example, once a task Record in Onit is assigned to someone with a due date, perhaps you want a Business Rule to fire that triggers a Send Calendar Invitation Action, which would send the task’s assignee a calendar invite for the task’s due date. You can use this Action inside of any App or workflow that contains the required fields – not just a “tasks” App.

Note: While this Action generally works with all email clients, some features are limited based on the recipient’s email client/device.

Configuration Steps

Create a few new Fields in your App. In this tutorial we will build a new App for demonstration purposes. In our App we’ll create the following Fields:

  • Description (Text): Determines the meeting description.
  • Start (required, DateTime): Determines the start date and time of the calendar invitation.
  • End (required, DateTime): Determines the end date and time of the calendar invitation.
  • Location (Text): Determines the location of the meeting.
  • Attendees (Text): Contains all the email addresses of the meeting attendees.
  • Time Zone (Text): Determines the time zone of the meeting, if different from the meeting organizer’s (i.e., the meeting requester’s) time zone. Make sure to specify in the Field’s label (and also during training) that this Field should only be used when the attendees are in a different time zone from the organizer.

Create a new Send Calendar Invitation Action.

In this tutorial, we will configure our Action to be as flexible as possible by using Liquid expressions for most of the properties. We’ll configure our Action as follows:

  • Summary: The meeting’s name. Enter {{name}} to use the value from the Record’s name Field.
  • Description: The meeting’s description. Enter {{description}}.
  • Start Date: The meeting’s start date. Enter {{start}}.
  • Start Time: The meeting’s start time. You’ll remember that we configured the start Field (above) to use a DateTime Field. Since the DateTime Field holds both a date and a time, we need to use a little Liquid to isolate the time from the date. Enter {{ start | date:’%T’ }}. The date filter formats the DateTime Field according to the parameter that we provide. In this case %T will transform the DateTime into just the time in a 24-hour format.
  • End Date: This property will hold the meeting’s end date. Enter {{end}} here.
  • End Time: This property will hold the meeting’s end time. The idea here is the same as above, enter {{ end | date:’%T’ }}.
  • Time Zone: This property will transform the meeting invitation to the provided time zone in an Olson database format (e.g., America/Chicago). If the meeting attendees are in the same time zone as the organizer, this Field should be left blank on the Record. A list of time zones can be found here.
  • Location: The meeting’s location: Enter {{location}}.
  • Organizer: The email address of the meeting organizer. This Field should always have the value of noreply@onit.com.
  • Attendees: The comma separated email addresses of the meeting’s attendees. Enter {{attendees}}.

Note: The below configuration properties only work in Windows email clients and mobile email clients/devices.

  • Set Alarm: This checkbox allows you to preset a reminder alarm for the meeting in the units of minutes, hours, days, or weeks. Check this box if you wish to allow reminder alarms to be set.
  • Alarm Unit: Choose from minutes, hours, days, or weeks.
  • Alarm Value: Enter an appropriate integer value for the alarm. This Field can also be filled with Liquid.
  • Cancel Meeting: This property should be left unchecked. This configuration property is not currently functional.

Test Your Configuration

For testing purposes, we have assigned the Send Calendar Invitation Action to an Action button. Launch a new Record and fill the appropriate properties.

Ensure that you receive an email with the correct details.

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