DynamicsCRM- Calendar 365
Dynamics CRM- Calendar 365
Microsoft Dynamics 365 (Online and On-premise)
Edge (v12) and above, Firefox (v29) and above, Chrome (v33) and above, Safari (v7.1) and above, Opera (v20) and above
About Dynamics Calendar 365
Calendar 365 from AppJetty is a calendar solution for Dynamics CRM. This solution by AppJetty helps you to manage your activities. It also lets you create and manage your own desired activities through Custom Activities.
With this plugin Admin User can manage the activities and the tasks in two different calendars namely Resource Calendars for the users and the Customer calendar for the customers (clients).
Apart from managing activities, you can view holidays of the country specified by the admin. Later, if the activity related actions are performed, you can Complete or Cancel the activities.
Following steps must be followed before starting the Plugin installation:
First, you should be logged into Dynamics CRM Online.
As per the latest version of Calendar 365, the following topics are updated or newly added:
– Holidays – Import CSV file for the Holidays
– Activity View Redirection – Configuration for direct CRM redirection for activity.
– Quick Create Form – Open CRM Backend page (CRM Form view) while creating a new activity.
– Configure Languages – Download Calendar 365 messages (content) in CSV and after adding translation for the messages in a specific language, import it.
– User wise Calendar Configurations for System Administrator or AppJetty Calendar 365 / AppJetty Calendar 365 Administrator Role.
Calendar 365- Installation & Configuration
Calendar 365- Installation & Configuration
Calendar 365 Installation
To install the “Calendar 365” plugin, the following steps are to be followed
On purchasing the plugin, you will get a zip file named Calendar365_v6.2.zip
Login into your CRM Account and click on Settings -> Solutions.
Click on ‘Import’ to upload and install the Solution.
Click on Choose File button and choose the Package Zip File for Calendar 365 from the “Import Solution” Window.
After selecting the Zip file, click on Next for further processing.
Check the box to enable any SDK message processing steps included in the solution and click on ‘Import’ button to Import the Solution.
It opens the new window that shows the process of importing solution.
Click on Close button after successful completion message is displayed.
Once you import the solution, it will be displayed in the solutions grid view.
Free Trial and Activation
Click on ‘Calendar 365’ display name to configure the plugin with your license key.
This will open a new window. Click on ‘Configuration’ from the options provided on the left side panel of the page.
You can purchase the licensed version any time. To purchase the license, click on ‘Buy Now’ button.
Your trial will activate, and expiry date will be displayed on top.
You can activate your one-month free trial. To get a one-month free trial license key fill out the details and click on ‘ACTIVATE’ button.
On expiration of Trial, a message will appear that the trial has expired. Now to purchase the license, click on ‘Buy Now’ button.
This will redirect you to our product page and a pop-up will appear. Click on ‘Add to Cart’ button and complete the purchase process.
On successfully completing the purchase process, you will receive your license key via email along with steps to complete the license configuration.
Click on ‘Activate’ button to activate your license. After submitting the valid license key, you will be navigated to the Setup tab.
After inserting the ‘License Key’, your Calendar 365 will be activated.
Under the License Details, You can manage the Users as well.
Calendar 365 Default Configuration
To configure the Calendar 365 settings, click on the ‘Gear’ icon available on the Calendar main page.
You can manage Default Configuration settings from here for:
Note: User having System Administrator or AppJetty Calendar 365 Administrator role can configure the Default Configuration Settings.
Configure the default view of the calendar under the ‘Views’ By configuring the individual setups/options, you can define the view of the Calendar.
You can set any of the Default Calendar View of the calendar from the following:
> Gantt View
> Top Down View
> Timeline View
> Agenda View
Time Scale View:
You can set the default Time Scale View of the calendar from the following:
Number of Days:
Select the number of days in which you would like to view the calendar from the Day Span View.
Select the format to display on Calendar. The format that you select here will be displayed when you select Day, Day Span and Week view for Calendar.
Select the time format to display on Calendar. Select 12 Hour Format or 24 Hour Format.
Select the slot durations for “Top Down view”: 15, 30, 45, and 60 Minutes.
You can set the minimum/maximum time for the Calendar Time block in the Day / Week view. You can define the duration of availability or Working Timings default.
By default, for Minimum value is 00:00 and Maximum value is 24:00 . You can insert the availability hours of the day here.
Upcoming Events Duration:
You can select the default time span for the upcoming events to be shown in the calendar. You can select any of the default views for ‘Upcoming Events’ from the Day, Week, or Month.
You can set default ‘Lookup Record’ entity.
You can select entities related to the contact you want to include in the calendar. Entities related to contact are Leads, Opportunities, Case, Quote, Sales Order, Invoice.
If you want to share calendar to another Admin User, select ‘Yes’.
By selecting ‘Yes’, the expired activities will be highlighted with ‘red’ alert
You can select entities related to account that you want to include in calendar.
Entities related to account are Leads, Opportunity, Case, Quote, Sales Order, Invoice.
Note: The entities those are added from set up page will be available in the calendar for user to select from.
Activity View Redirection:
You can select the activity view redirection to view the activity details. You can decide where to navigate to check the activity details either in the Popup View or in the CRM View.
‘Popup View’ will display the activity details in the popup while the ‘CRM View’ will display the CRM form details.
Set Activity Visibility:
If you have enabled this option, you can visualize the activities into the calendar that are set as required.
By selecting ‘Yes’, the expired activities will be highlighted with a ‘red’ alert mark.
Note: The entities that are added from the setup page will be available in the calendar for users to select from.
You will get the Default options for the weekend in the calendar.
Enable User Configuration:
Enable this feature to apply the user level setup (Logged In Account) to the calendar.
Note: If this feature is not enabled, then the global level set up will be applied to the calendar.
After configuring the “Calendar Settings”, click on the Save button to apply the changes to the activity calendars.
To configure the Activities of the calendar, navigate to the ‘Activities’ section.
It will include tabs for Task, Fax, Phone Call, Email, Letter, Appointment, Recurring Appointment, Service Activity, Campaign Activity, Bookable Resource Booking and Custom Activity and each of the activity tab will contain following fields:
Task: You can check the checkbox display the Task (activity) in the calendar by default.
Default Color: You can select the default color for the activity to be displayed in the calendar.
Overwrite Color By: You can select Overwrite Color as By Status & By Priority.
If you want to select the color as per the “activity status”, you can select the color for Open, Completed and Canceled status.
Note: For Appointment, Recurring Appointment and Service Activity, you will get the option to select the color for “Scheduled” status.
If you want to overwrite the color as per “priority”, you can select the color for High, Medium, and Low priority.
Tooltip Attribute: You can select the tooltip attributes from the list of different attributes to be included in activity tooltip that appears on hovering the activity in the calendar.
Details Attribute: You can select the details attributes to be included in activity detail that appears on clicking the activity in the calendar, from the list of different attributes available.
For both the list, you can select maximum 10 attributes and minimum one attribute or else it will show validation message stating to select at least one attribute.
Check the boxes besides attributes that you wish to include.
Title Attribute: You can select the title attribute to be displayed as the title of activity in calendar. The ‘Title Attribute’ comes with default selection of Subject You can select only one attribute from the list of different attributes.
Start Date: View the activities on the calendar based on the selection of its action. Select the action for the Start Date.
End Date: View the activities on the calendar based on the selection of its action. Select the action for the End Date.
Note: For the Recurring Appointment activity, you will not get the Start Date and End Date selection.
Email Reminder: You can enable / disable the email reminder for an activity.
On: Choose ‘On’ to enable Email reminder of the activity
Off: Choose ‘Off’ to disable Email reminder of the activity
Note: Once you have enabled the ‘Email Reminder’, you will receive a reminder email for the activity. User who has created the activity will receive the mail on the email address configured during account creation.
Minutes: Enter the number of minutes before which you want to send the reminder for the activity through email to the users included for the specific activity.
Buttons Configuration: Select the action buttons that you need to include in the calendar. These action buttons are the ones which if enabled lets you perform those actions directly from the calendar. Here activities like Task, Fax, Phone Call, Letter, Appointment, Service Activity, Custom Activity have actions buttons for:
> Convert to Opportunity
> Convert to Case
> Mark as Complete
> Mark as Cancel
Note: All the following activities have different action button to perform. You will get the Buttons Configuration as per the configuring the specific activity.
Recurring Appointment: ‘Recurring Appointment’ activity has End Series button in additional.
Email Activity: ‘Email’ has Convert to Lead button.
Campaign Activity: ‘Campaign activity’ has Close Campaign Activity button in addition.
Appointment & Recurring Appointment Activities: You can select the default Required and Optional records (CRM) that will already be selected when the activity is to be created.
You need to enable the checkbox of the Required and Optional CRM records. By clicking on the Search icon, you can select the relevant CRM records from the Lookup Records that will be pre-selected at the time of creating activities.
So any member of your team will get the pre-selection of Required & Optional records as per your requirement.
Similarly, you can select the default Required & Optional for the Recurring Appointment activity.
So when you or your team member adds an Appointment or Recurring Appointment activity, you will get these options pre-selected at the time of creating the activity.
You can also configure language of your choice by clicking on Configure Languages button available on Configurations page.
On configure language page, select the language from dropdown that you wish to configure messages for.
Here, user needs to add translations themselves for the messages in the language of their choice.
Click on save button to save the language translations.
Note: For configuring languages, the user first needs to manage language settings from CRM. Languages that are selected in CRM can be configured for the calendar.
Other Configuration for Calendar 365
Multi-language Calendar labels
You can select the different languages for the labels of the default CRM on the Calendar365.
Navigate to Settings -> Personalization Settings -> select the Language From here, select the language for the User Interface in which you want to see the labels for Calendar 365.
After selecting the language, click the OK button to save the settings. Now, you can see the labels in the Calendar365 as per the selected language.
Dynamic Date Formats
Navigate to Settings -> Personalize Settings -> Formats to select the Date & Time Format to display in the date & time picker of the Calendar365.
Now click on the Customize button, the Customize Regional Options window will open.
You can select the Date Format i.e. MM/DD/YY or DD/MM/YY and Separator.
Based on the format selection here, you will get the date format in date picker of Calendar365.
Assign User Role:
To manage the user roles, navigate to Settings -> Security -> Users.
Now select the users whose roles are to be managed and click on ‘MANAGE ROLES’. This will open a pop up to select roles.
To access AppJetty product entities, assign ‘AppJetty Calendar 365’ role to selected users.
Note: System Administrator will also be able to access AppJetty Product Entities.
To define the color of the activities based on owner that is CRM users. By enabling this option, you can differentiate the user wise activities in different color on the calendar.
By ‘selecting’ the Owner Active checkbox, you will navigate to the Owner’s color Configuration.
You will get the list of the CRM Users. Using the ‘Color picker’, you can choose the color for the specific users.
After selecting the color for the users, click on the Save button to save the configuration.
Note: Owner wise color will appear only in Resource Calendar.
By enabling the “Business Unit”, you can display the “Business Unit” resources of the default CRM under the ‘Resource’ tab of the Resource Calendar.
To manage the unscheduled activities, check the Active box. By default, it is disabled.
On enabling Unscheduled Activities option, you get to manage unscheduled appointments and service activities one without required attendees and assigned resources respectively from the calendar.
To get alerts for conflicting activities based on time, check the Active box to enable conflict management in the calendar. On enabling conflict management, you get alert message when conflicts occur at the time of scheduling of appointments or service activities.
To enable the “Resource Scheduling” module, ‘check’ the check box. After selecting this option, you can select the Default (User Working Hours) or AppJetty Scheduler.
If you have selected the AppJetty Scheduler, the color selections for different activities will be appear. You can differentiate the Available resource, Break & Leave status as per the color combinations.
Based on your selection, working hours of users or your team members will be displayed in the calendar.
To manage the notification reminder of the activities, navigate to the ‘Notifications’ You will get the two options: Notifications for the Calendar page and Desktop Notifications.
Click on the On option to enable.
Notifications: You will get the notification reminder about upcoming activity when you are on the Calendar page.
Desktop Notifications: You will get the notification reminder about upcoming activity as Desktop Notifications
Minutes: Set the minutes to be notified just before starting the activity.
To manage the holidays, navigate to ‘Holidays’ section.
It will include following fields:
Active: Check the checkbox to activate the holidays in the calendar
Color: Set the color to be displayed for the Holiday in the calendar
Google Calendar API Key: Enter the Google Calendar API Key for the holidays to be displayed in the calendar as per your selected country.
Country: Select the country whose holidays are to be displayed in the calendar.
Note: To generate the Google Calendar API Key refer to: https://console.developers.google.com/apis. You can directly navigate to this page from the configuration page by clicking on the available link.
Import: You can import the CSV file of the holidays and display into the calendar. You need to follow the Sample CSV File format to upload the CSV file here.
Once you have uploaded the CSV file for the holidays, click on the Save button and the holidays will be displayed in the calendar.
To activate location suggestions in the calendar, navigate to ‘Locations’ section and check the active box to enable them.
If enabled, you need to enter Google Autocomplete API key that you have in order to get location suggestions.
Note: To generate the Google Autocomplete API Key refer to: https://developers.google.com/places/web-service/autocomplete. You can directly navigate to this page from the configuration page by clicking on the available link.
You can set the default view of the ‘Upcoming Events’ from this section. It will contain following fields:
Duration: You can select the any of the default view for ‘Upcoming Events’ from the Day, Week or Month.
Save: After configuring the Views, Activities & other relevant options, click on ‘Save’ button to save all the configurations settings for Calendar 365.
Calendar View & Functionalities
Calendar 365: “Calendar View & Functionalities”
Microsoft Dynamics CRM 2016(v8.0) and above (online and on-premises) and PowerApps
Edge (v12) and above
Firefox (v29) and above
Chrome (v33) and above
Safari (v7.1) and above
Opera (v20) and above
To open the Calendar 365, following steps must be followed:
Go to AppJetty -> Calendar 365
Here, you get two calendars: Resource Calendar & Customer Calendar.
Resource Calendar: It is for User and Facility/Equipment.
Customer Calendar: It is for Contacts and Accounts.
If you want to manage activities for the Users/Teams, Bookable Resource or Facilities/Equipment, select Resource Calendar while to manage activities for Contacts/Accounts (clients), select Customer Calendar.
Calendar page would load, and all the activities will be displayed in the calendar as per the default configuration made from the settings.
The calendar is separated in two: Resources Calendar and Customer Calendar.
To view the navigate to ‘Resources’ section on the left-hand side of the calendar
Resource Calendar: “User/Teams”, “Resource Booking” and “Facilities/Equipment” resources can be found in Resource Calendar.
If User/Teams option is selected as resource, it displays list of users in multiple selection dropdown. User/Teams is a user and a member of your organization.
If you have selected the User/Teams as “Resources”, the list will be displayed, and you can enable/disable the Users/Teams by selection.
If Business Unit option is selected as “Resources”, it displays the business units of the organization like departments or divisions that have separate products, customers, and marketing lists.
If Bookable Resource option is selected as “Resources”, it displays list of Bookable Resource in multiple selection dropdown. A Bookable Resource in Field Service is anything that needs to be scheduled. Scheduling Board for Field Service & Project Service Automation.
If Facilities/Equipment is selected as “Resources”, it displays list of facility/equipment in multiple selection dropdown. If the resource is a physical space that needs to be scheduled, such as a building or room, select Facilities/Equipment.
As you select the “Resource”, you will get the records based on that.
Customer Calendar: You will get “Accounts” and “Contacts”.
If Contact is selected as resource, it displays list of contacts in multiple selection dropdown. These are available only when contacts are selected from the dialog box.
If Account is selected as resource, it displays list of accounts in multiple selection dropdown. These are available only when accounts are selected from the lookup dialog box.
Based on Customers selection, activities in the calendar will be displayed.
Note: Only the system administrator can view the calendar along with the activities of all the users or resources. Other users can view the calendar of only their team or an individual depending on their respective role.
– Activities that have account or contact mentioned within regarding field, those activities are viewed in calendar upon selection of that account or contact, respectively.
By clicking on the “Entity Calendar”, you will check the entity records on the calendar as you have configured under the “Entity calendar” from the Calendar setup.
From the left navigation, by clicking on the “Entity Calendar” dropdown, you will get the list of Entities that you have configured.
Once you select the “Entity”, the “Lookup Records” side window will open to select the CRM records.
Click on the ‘search’ icon (magnifying glass) from the Lookup Records to get the CRM records for the selected entity to display the entity records.
You can select the multiple CRM records that are required to get their activity records. You can also expand the Lookup Records with more search options by clicking on the “Advance lookup”.
After selecting the CRM records from the list, click on the Add button.
The selected records will be displayed in the Filter dropdown. The entity records will be displayed for the selected CRM records on the calendar.
As per entity attribute selection, you will get the values for the selected entity, and based on that the CRM activity records will be displayed on the calendar.
You can also filter the data on the calendar by selecting its status i.e. Active and Inactive.
You can save the entity calendar for your future use, and it can be shared with your team members as well.
Owner wise Colorized activity
If you have enabled the owner wise color option and set the specific color to different owners, the activities of the different owners will appear on the Calendar based on the Owner’s color.
On the Calendar, user can see the colorized activities based on the selected color for the specific owner (users). e., the orange color activities belong to the user Milenia Den, the green color activities belong to the Joseph Den and the blue color activities belong to the Kat Den.
These Color specific activities option helps admin or users to clarify the activities.
– The user can see different color combinations activities for specific users only under Resource Calendar.
– Once you have selected the Owner Color option, the individual color of the activities will be disable and the user wise colorized activities will display on the calendar.
Setup for Tooltip Attribute & Tooltip view:
To setup the Tooltip view of activity, navigate to Setup and you will find the ‘Tooltip Attribute’ option in all the activity.
Tooltip on Calendar
Hover the mouse on the activity, then the activity details can be seen in tooltip view.
Setup for Detail Attribute & Attribute view:
To setup the Detail view of activity, navigate to Setup and you will find the ‘Detail Attribute’ option in all the activity.
Activity Detail view on Calendar
To view the ‘Activity Details’, click on the activity, then the details can be seen in detail.
Left side panel options
To manage the activities which are to be displayed in the calendar, navigate to ‘Activities’ section on the left-hand side of the calendar.
Thereafter, check the checkbox besides the activity to display the particular activity in the calendar. Here it will show only those activities that are enabled from the configurations page.
To view the activities as per their statuses, navigate to ‘Status’ section and check the checkbox besides each option to display the activities with statuses in the calendar.
Note: If you have selected the Overwrite Color by Status in activity configuration, the status of activity can be displayed in that color which is selected in ‘Overwrite Color’ option.
Now to view the activities as per the priorities, navigate to ‘Priority’ section and check the checkbox besides the priority.
This would overwrite the actual color of the activity and display the activity in the color as per the priority of the activity.
Weekends & Holidays
To enable / disable weekends in the calendar navigate to the ‘Weekends’ section.
To enable weekends select ‘On’ button.
To disable weekends, select ‘Off’ The columns of ‘Saturday’ and ‘Sunday’ will disappear.
To enable holidays in the calendar, navigate to the ‘Holidays’ section and check the checkbox.
By checking the checkbox besides ‘Holidays’ section, you can view all the holidays in the calendar which is by default in black colored background.
Note: Holidays will be displayed as per the country selected by the admin from the Calendar 365 Configurations.
Left Side Panel Options
– To manage the activities which are to be displayed in the calendar, navigate to ‘Activities’ section on the left-hand side of the calendar.
– Thereafter, check the checkbox besides the activity to display the particular activity in the calendar. Here it will show only those activities that are enabled from the configurations page.
– To view the activities as per their statuses, navigate to ‘Status’ section and check the checkbox besides each option to display the activities with statuses in the calendar.
Note: If you have selected the Overwrite Color by Status in activity configuration, the status of activity can be displayed in that color which is selected in ‘Overwrite Color’ option.
– Now to view the activities as per the priorities, navigate to ‘Priority’ section and check the checkbox besides the priority.
– This would overwrite the actual color of the activity and display the activity in the color as per the priority of the activity.
– To enable / disable weekends in the calendar navigate to the ‘Weekends’ section.
– To enable weekends select ‘On’ button.
– To disable weekends, select ‘Off’ button. The columns of ‘Saturday’ and ‘Sunday’ will disappear.
– To enable holidays in the calendar, navigate to the ‘Holidays’ section and tick the checkbox.
– By ticking the ‘Holidays’ checkbox, you will get the drop-down list of holidays if you have added the multiple CSV files of the holidays.
– Here, you will get the default selected holidays if you have selected any default from the Holidays configuration.
– You will see all the holidays in the calendar which is by default in a black-colored background. If you have selected the specific color for the holidays from “Calendar Configuration → Holidays” in the “Color” field, you will get the Holidays details in that color.
Note: Holidays will be displayed as per the country selected by the admin from the Calendar 365 Configurations.
To view a list of upcoming events, navigate to ‘Upcoming Events’ section, from here you can select the type of view and view the upcoming events as per the ‘Day’, ‘Week’ or ‘Month’ format.
Upcoming events will be displayed based on resource selected.
Example: If account is the selected resource type, it displays upcoming activities related to the accounts selected.
Activity Grid View of Calendar
To get list view of all activities, navigate to ‘list’ button on the calendar and along with that select time span from Day, Month or Year from the dropdown.
By clicking on ‘List’ icon, the list of events will be displayed Day wise by default. You can change to Week or Month.
List view works based on small calendar available on left side of the calendar view. You will get the list of events based on day/date selected in the smaller left side calendar.
For Day span, it shows list of events that fall under the days that are selected.
For Week time span, it shows list of events that fall under the week in which the selected day is part of.
For Month time span, it displays events of months to which the selected day is part of.
From list view, you can perform multiple actions like:
Exporting records to CSV, Excel, PDF
Printing records and Set Regarding for the selected records.
Set Regarding under Grid View
To set regarding for the records, select the records and click on Set Regarding button.
This opens set regarding record dialog box to select record from the look up dialog box.
After selecting click on ‘Save’ button to set regarding for the record. As you click on Save button, the popup message will be appeared to set regarding,
Resource Scheduler (Manage Working Hours)
In the Calendar365, you can enable the “Resource Scheduler” from the settings and you can schedule the activity based on the added working hours.
If the “Default (User Working Hours)” option is selected, User only can view the working hours on the AppJetty Calendar view based on the default CRM user option.
But if the “AppJetty Scheduler” option is selected, User can add the working hours from AppJetty Calendar and schedule the activity based on the Working Hours. You can also manage the working hours, break timings and the leave in Calendar365.
Set the Working hours for default CRM users:
To set and edit the working hours in CRM, navigate to Advanced Settings -> Security -> Users -> Select user for which you want to set working hours.
Besides the Username click on the down arrow and select Working hours.
By clicking on Work Hours, the default calendar of CRM will display with the records of the selected user if already inserted.
Now, by clicking on Set Up option, you can schedule the work on weekly basis or for one day by selecting the date.
You can select the Start & End Time including Break.
Later, you can also edit and delete the scheduled work hours.
Similarly, you can schedule the work for weekly basis by selecting the working days.
If you have selected the Default (User working hours) in “Resource Scheduling” option, you will get the working hours on the AppJetty Calendar which is set in CRM default calendar.
Note: You can only view the Working hours which is set in CRM default calendar of the user.
Add the Working hours in AppJetty Scheduler:
If you have selected the AppJetty Scheduler in “Resource Scheduling” option, you can add the working hours with availability and manage the leaves on the AppJetty Calendar.
You will get the Color combinations in the Calendar as per you have set from the Calendar settings. You can differentiate the availability and manage leaves by the colors.
First, you need to select the Resource Scheduler in the “Views” option from the right panel.
By clicking on the Resource Scheduler, you will get the “Availability” options as per Calendar settings.
By selecting the Resource Scheduler, the Calendar with work scheduled records will display if already inserted else you can add the working hours on the AppJetty Calendar.
After selecting the required details for the Working Hours, click on the Create button to setup the working hours.
You can also setup the working hours for the more than one day by selecting the Recurring Type and selecting the Date Range with time duration.
From here you can select the Activity:
Marks as Available: Time slot for working hours.
Mark as Break: Time slot for break timings.
Mark as Leave: To create a leave.
Select Recurring Type for scheduling work for One Day or Weekly/Monthly basis (recurring).
Select the Starting & Ending Date & Time and select the required Owner.
After selecting all the details, click on the Create button to add the work schedule.
Once you create the working hours, it will display on the calendar as per date & time duration.
Create Activity as per Working Hours:
By clicking on the date & time for scheduling work, the Create Activity popup will appear to select the details related to schedule.
From here, you can again edit the Slot by clicking on Update Slot button if require.
In this way, you can schedule the work for the resources(users) based on their availability.
If the leave is added by the team member (CRM users), it will be approved by the team manager (CRM users with Dynamics administrator rights).
Once the leave is added by the team member, the manager will also get an Email notification regarding the leave application.
The team member can see the Leave Approval status as per the Leave color combination from the calendar settings.
You will get the Leave requests of your team members (CRM users). From the Calendar header, you will find the leave icon.
You will get the popup named “User Leaves” with the leave requests of your team members (CRM users).
You can Approve/Reject the leaves as per your requirement.
When you approve, you will get the approve message on the screen.
Your team member will get the Approve status in their Working hours resource.
But when you reject the leave, you can insert the Reason behind that.
Your team member will get the Reject status in their Working hours resource.
Multi-language Calendar Labels
You can see the default CRM labels and Calendar365 captions in different languages based on the language settings in Personalization Settings from the CRM side and in the Settings from the Calendar365 side.
Note: To display the labels & caption in the same language, you must select the same language on the CRM side and Calendar365.
Calendar inside entity record
You can enable the calendar of the Calendar 365 for an individual CRM entity record. You will get the activities on the calendar inside the specific entity record from the DynamicsCRM backend side.
For that you need to configure the Form and the web resources for the entity. You need to follow the below steps to configure the calendar view inside the individual Entity record details:
Navigate to the DynamicsCRM Settings -> You will find the “Customize the System option” to create & modify the entity components.
By clicking on ‘Customize the System’, a new browser tab (Power Apps) will open to configure the components.
Click on the Entity (i.e. Account) -> ‘Forms’ to configure the record calendar.
Insert the Tab as per the layout that you want to be displayed. e. One Column. It will add a tab to the entity form.
Once the new tab is inserted in the entity form, double click on the tab, a “Tab Properties” popup will appear.
Insert the “Name” & “Label” for the form and press OK button.
Add “Web Resource” to the form that will display the record calendar inside the tab of the entity record.
Now, click on the Web Resource (double click), to configure the properties. Select the Web resource from the Lookup Records. Insert Web resource, Label, Name.
Select aoc_recordCalendar as Web resource.
You need to select the Formatting for the Layout to adjust the calendar in the proper format.
You need to select the Formatting for the Layout to adjust the calendar in the proper format. Press OK to save the properties.
Now, navigate to the entity record (account entity), you will find the record calendar there.
You will get the new tab as you have configured. By clicking on it, you will get the record calendar. You can check the calendar activities for the individual records.
Create an Activity
To create activities, click on the date on the calendar that you want to add the Activity to.
As you click on the Date, ‘Create Activity’ popup will be appeared on your screen:
Activity: Select the type of activity you want to create.
Subject: Enter the subject of the activity.
Regarding: Mention the Account, Contact, or any other record with which activity is concerned.
Clicking on Search icon in the ‘Regarding’ text area, “Lookup Record” dialog opens from where user can select the record for activity.
Select any Account, Contact or any other record which is required in Activity. After selecting from the list, click on Add The selected record will be displayed on ‘Regarding’ text filed.
Selected record can be seen in Regarding edit box.
Start Time: Set the Start Date and Time of the activity.
End Time: Set the End Date and Time of the activity.
Priority: Set the priority of the activity. Priority can be High, Normal, or Low.
Description: Enter the description of the activity.
Owner: Displays name of the owner who created the activity.
After pressing Create button, if there is no error, a confirmation message will be highlighted on your screen.
Now you can view the added activity in your calendar.
Quick Create Activity (CRM Form)
If you have enabled the Quick Create Form option from “Calendar Configuration > Advance Settings”, you will get the CRM backend view (CRM Form view) to create the activity.
You will get a drop-down list of the activities that are enabled. Select the activity and click on the CREATE
After clicking on the “CREATE” button, you will be navigated to the CRM backend view (CRM Form) where you have to insert and select the details to add a new activity.
After inserting and selecting the required details, the activity will be created.
Note: The “Quick Create Form” setting is also provided at the user level. So, you can manage the Quick Create Form” options for the specific user from the “User Calendar Configuration”.
All day event for Appointment
If the user is adding the “Appointment” activity, they will get an option to enable the All Day Event for displaying the appointment activity whole day.
‘Tick’ the checkbox of the All Day Event when you are adding the “Appointment” activity to set the appointment activity for all day.
Every “all day” appointment will be seen in the top of day/week/ day view in the All day slot.
Create a Custom Activity
To create a Custom Activity, click on ‘Configuration’ icon.
Click on ‘Custom Activity’ tab under ‘Activities’ section.
Now click on ‘New’ button to create a custom activity.
Thereafter, following fields will appear under ‘Custom Activity’ tab:
Select required ‘custom’ activity from the drop-down list of Entity.
Read Only: If you tick the checkbox ‘Read Only’, no one will be able to edit the custom activity except for admin.
As you click on Save button, you will get a popup message of activity successfully added.
You can ‘Edit’ and ‘Delete’ the Custom activities you have created.
If the custom activity is not selected as Read Only, any of the users can edit and perform the action for custom activity.
If the custom activity is selected as Read Only, the users cannot edit and perform any action for the custom activity.
Attachment for Activity
Attachments facility is given only for the Email, Appointment and Custom Activities.
To add an attachment for the activity, you will find Attachment By clicking on + icon, Add Attachment popup will appear.
Now choose the file to be attached as attachment and click on ‘Attach’ button.
On clicking Attach button, attachment will be shown in “Create Activity” dialog box along with delete icon. Clicking on ‘Delete’ icon will remove that activity.
Thereafter click on Create button to complete activity creation with attachment.
‘Attachment’ icon will be displayed on the activities in the calendar for which the attachments were added.
View & Manage Activity
To view detail of any activity, simply click on activity.
Clicking on the activity, the detail dialog box contains all those fields and actions buttons that are enabled from the ‘Configurations’ page will appear.
User can perform multiple actions such as:
Edit the activity
Share an activity to other user via email
Re-assign activity to another user or team
View activity in CRM
Delete the activity.
From this Activity Detail dialog box, you can perform resultant action for the activity.
You can perform actions:
Convert to opportunity
Convert to case
Convert to lead’ (Only for email activity)
For ending the activity, you can perform action like Mark as complete, Close campaign activity (Only for campaign activity), End series (Only for recurring appointment).
Click on ‘Note’ icon to view and add any notes.
By clicking on ‘Notes’ icon, you can check the details of added notes for this activity.
You can attach the file if required.
Note: All the CRM users can check and add notes.
Click on ‘Edit’ icon to edit any created activity.
On clicking edit icon, it opens activity details in edit view.
Update or change the details and then click on Update button to save changes to the activity.
Click on copy activity icon, to copy activity details. Clicking on copy icon you can edit all the details if required.
Click on Create button to complete the activity creation. If you don’t edit and save it as it is, it would create a duplicate of the activity.
If activity is to be shared to other users via email, click on share icon available in the activity detail pop up.
Clicking on icon, it redirects to CRM page to email the activity details.
To reassign activity, click on activity. It opens a dialog box. Click on icon.
Select the user or team from look up records box to which the activity is to be reassigned.
Note: To reassign any activity to any user or team, they should have roles defined or else it will prompt error message.
Clicking on ‘View’ icon, the activity record will be shown on CRM page with all the details.
Clicking on ‘Delete’ icon, the activity can be deleted from the Calendar page permanently.
Clicking on Delete icon, a warning pop up message will appear to confirm the action.
You can search any activity by three options: Subject, Regarding and Description that are inserted in the activities.
Select any search option among three and click on search icon and it will show all activities with that keyword in the search text box.
It will display only those activities that full fill search criteria based on selection of Search options.
Activity Summary (Workload)
If you have enabled the Workload Report from the Calendar settings, only then you will get this ‘Report’ icon. By clicking on it, you can get the activities for the specific filter.
You will redirect to the new Webpage named “Activity Workload”. You can filter & search the activities as per the Date selection & User/Team selection.
By default, you will get the listing of the records based on the “Activity Type” as per the current day (date). You can select the following filter options:
From – To: It’s a date range, you can get the activity records between the date selection.
Activity Status: Filter the activities based on its Status: Open, Completed, Cancelled, Scheduled & All.
User/Team: Select the required team members (user/team) to check their activities as well if any.
Filter: Click on the Filter icon to get the activity results as per the selected details.
Refresh: Reset the filter selection. By clicking on the ‘Reset’ icon, the activity records will disappear, and the current date activity records will be listed.
Activity Type: You will get the activities under the Activity Type. By clicking on the ‘+’ icon, you will get the activity records.
Activity Count: You will get the total count how many activity records for that Activity Type.
Activity Duration: You will get the total Duration (Hrs) of all the activity records for its type.
Here the filter options are selected for the specific date range. By clicking on the Filter icon, you will get the activity records in under the Activity Type.
By clicking on the ‘+’ icon, you will get the activity records as per the Activity Type.
You can see all the activities with some details in the gird view. You can check the activity details by clicking on the ‘view’ icon.
To create recurring appointment, select activity type as ‘Recurring Appointment’.
After Inserting all the required details. Click on Set Recurrence button to set recurring details.
By clicking on ‘Set Recurrence’ button, the pop-up named Set Recurrence will appear.
Insert the details as below:
Appointment Time: Select Start/End Time
Recurrence Pattern: Daily/Weekly/Monthly/Yearly
Daily: Select day intervals or select weekdays.
Weekly: Insert week(s) on selecting Days.
Monthly: Insert Date of every month or select interval of days/week/weekends.
Yearly: Select Month with a date or select interval of days/weeks/weekends by selecting a month.
Range of Recurrence:
Start Range: Select starting date
End Rage: Insert the ‘number of occurrences’ when it will end or ‘End by’ selecting a particular ‘date’ or selecting ‘No End Date’ if the ending date is not defined.
After inserting and selecting all the details, click on Set button to save recurrence and then click on Create button to complete the recurring appointment creation.
Now you can see the recurring activities in the calendar as per Set Recurrence details.
On creating all the activities except Custom activity, if scheduling of any activity conflicts with the same activity it shows alerts only if enabled from the backend configurations.
On clicking Ignore and Save button, activity gets saved but with conflicting error message on the activity. Clicking Cancel button, scheduling gets cancelled and you again get to re-schedule date and time of the activity.
Note: You get scheduling alerts for all the activities except Custom activity. And it works only if conflict management is enabled from configuration page.
If you have enabled the Unscheduled Activates option from the configuration and the ‘Appointments’ and Service activities’ don’t have any required attendees and assigned resources, the Unscheduled Activities button will appear on the header in the Calendar page.
It opens dialog box with list of Unscheduled Activities.
This list comprises of two activities based on activity type selected. Start and End date filters to filter activities along with search box to search activities.
If activity type is ‘appointment’, it shows all the appointments that don’t have any required attendees assigned.
To assign attendees to an appointment, select appointment as the ‘activity type’ from the dropdown, select activities and click on Set Required button.
Clicking on ‘Set Required’ button, it will open dialog box to select required attendee.
Select the attendee as required and click on Save button.
Upon saving, attendees get assigned and that activity gets removed from the list of unscheduled activities.
If ‘activity type’ is service activity, it shows all the service activities that don’t have resources assigned.
To assign resources to the service activity, select service activity as the activity type from the dropdown, select the service and click on Set Resource button.
Clicking on ‘Set Resource’ button, it will open dialog box to select required resources. Select them as required and click on Save button.
Upon saving, resources get assigned and that activity gets removed from the list of unscheduled activities.
Clicking on any activity you will get the detail view with activity actions. You can directly complete any activity by clicking on Mark as Complete/Mark as Close and convert any activity to Opportunity/Case by clicking on ‘Convert to Opportunity’/‘Convert to Case’ respectively.
Mark as Complete
You can directly complete an activity from calendar itself by clicking on Mark as Complete On clicking this button, warning message appears. Click “OK” to complete the activity and its status is updated as Completed.
Mark as Cancel
When you click on Mark as Cancel button for an activity, a warning message appears. Click “OK” to remove from the calendar and its status will be updated as Closed in the CRM.
Convert Activity to Opportunity
Activities like Tasks, Phone calls, Letters, Fax, Custom Activities and Emails can be converted to opportunity from calendar directly.
Convert Activity to Case
Activities like Tasks, Phone calls, Letters, Fax, Custom Activities and Emails can be converted to Case from calendar directly.
Convert Activity to Lead
Only Email activities can be converted to lead.
End series option is available in case of recurring appointment.
On clicking End Series button, you need to select when you want appointment series to end. It can be either “This event” or “Following events from selected date”.
If This Event option is selected, it ends that appointment by selecting ‘Complete’ or ‘Cancel’ the activity. The status will be updated as per selection of Complete or Cancel.
Selecting Following events from selected date option, you need to select series end date and the related status. The status will be updated as per selection of Complete or Cancel.
Deactivate Bookable Resource Booking
By clicking on Bookable Resource activity, the details of Bookable Resource will appear.
You can Deactivate the Bookable Resource Booking by clicking on Deactivate button.
Reminder of Activity
You will receive a notification for reminder of the activity before few minutes from the start time of the activity set from the backend default configurations.
There are multiple views are given in the Calendar 365 to check the activities and as per the schedule.
Time Slot Duration View
If you have set the “Minimum” & “Maximum” time slots from the default configuration of Calendar 365, the users will see the working Time slots on the Calendar page.
The Time slot duration can only be seen for Days & Weeks. By setting the time slots, you can decide the availability and working time for any activity.
Suppose if any activity added before the time slot or after the time slot, it will allow and display the time with the activity title .
The individual different Views also provided to check the calendar activities and plan accordingly.
There are four types of views of Calendar 365 and they are as follows:
Top Down View
Note: You can check all Calendar Views in Resource Calendar and Customer Calendars individually.
Top Down View
This view provides you a Top Down view of the calendar in which you can view a column per member on the horizontal axis and time on the vertical axis, and a plain view of activities. Members can be user/team, account, contact or facilities/equipment depending on choice selected by you.
In addition, you can view the calendar in Top Down View as per the Day, and Week view format.
You can see the activities for the day in the Top Down View.
Day Span View:
You can view the calendar as per the configured Number Of Days from default configurations in Day Span View of Top Down view. You can select days from 2 to 5.
You can see the activities for the week in the Top Down view.
Similarly, in Month View, you will the details month wise with the dates.
Gantt view is used for viewing what activity is scheduled to be done at a specific day/time. Gantt view is a horizontal bar chart that visually represents an activity or task with the start and end dates.
Gantt view in which you can view the Resources or Customers in top down manner and date range in a horizontal display. Here resources can be Team/User & Facilities/Equipment and customers can be Accounts, Contacts, and are displayed based on your selection of calendar view.
In Gantt view, you can also view all or individual Events (Activities) along with its details like Name of the event, Start date, End date and resource name (As configured to view from the configurations page).
In addition, you can view the calendar in Gantt View as per the Day, Day Span, Week or Month format.
You can see the activities for the day in the Gantt view.
Day Span View:
You can view the calendar as per the configured Number Of Days from default configurations in Gantt View.
You can see the activities for the week in the Gantt View.
You can see the activities for the month in the Gantt View.
This view provides you a Timeline view of the calendar in which you can view the simple sequential overview of the calendar- separated by day and the selection of the Users/Teams & Facility/Equipment in Resource Calendar and Accounts, Contacts in Customer Calendar.
In addition, you can view the calendar in Timeline View as per the Day, Week or Month format.
You can see the activities for the day in the Timeline view.
Day Span View:
You can view the calendar as per the configured number of days from Default Configurations in Day Span View.
You can see the activities for the week in the Timeline view.
You can see the activities for the month in the Timeline view.
This view provides you an Agenda view of the calendar in which you can view a sequential list view with grouping options for other resources like accounts, contacts, facilities/equipment or users/teams or by date as per the requirements.
In addition, you can view the calendar in Timeline View as per the Day, Week or Month format.
You can see the activities for the day in the agenda view.
Day Span View:
You can view the calendar as per the configured number of days from Default Configurations in Agenda View.
You can also see the activities for the week in the agenda view.
You can also see the activities for the month in the agenda view.
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