Downloaded the latest Collaboration Calendar HERE.
Latest features on the Collaboration calendar
One-View
- The one-view is a consolidated one stop shop for all your events and calendars. Create and Manage events from one-view
- Designed to bring all your calendars together for better visual and event management
- Catch conflict resolution, which becomes apparent, with an aerial view of your entire event landscape
- You can filter the calendars out and in just like you would the events
- A drop-down with a list of all the calendars that you own and those shared with you
- All Out of Box features are available on the one-view continuing the experience of a single calendar
Create a calendar from a ServiceNow Table
- Create events from data, on a ServiceNow table
- Just point the calendar to a table and set the default fields
- Select a field as the title, start date and end date from the ServiceNow table
- Automate all events from the data of the chosen ServiceNow table to create a read-only calendar
Share a calendar with the entire company
- Just flip a switch, the public button, and share a calendar with everyone in your company
- Holiday calendar , Company All hands and so many more!
INTRODUCTION
A VISUAL ONLINE COLLABORATION CALENDAR FOR TEAMS TO DRIVE EFFECTIVE COLLABORATION AND PROVIDES A SINGLE VIEW AND CAN BE SHARED WITH EVERYONE.
Calendar App is an enterprise collaboration tool to plan, organize and share events, resources, assets and anything else that has to be organized across a group of people and time. You can share the calendar with your team and group of people so that there is one destination where everyone can come for their collaboration needs.
What is the problem and how does the Calendar app solve these problems?
Most calendars are designed for individual use and there is a need for groups and teams to be able to visualize work at a team level. Moreover, individual calendars are not visible to team members, and it becomes difficult to plan shared resources/content at a team level. Also, sharing information about events and assets with teams does not scale with existing calendars
Solution: Collaboration Calendar App by ServiceNow
Using the collaboration calendar available on ServiceNow platform, teams can now visualize, manage, and share calendars across teams, individuals and groups. The calendar is fully customizable and users can add and configure using custom fields and assign color coded categorize to visuals several different calendars. Easily share a calendar with an individual or a group of users from within the app. Invite them to collaborate on your calendar. There is also an easy link that can be used to share.
What are some popular applications (use cases) for Calendar
Here are some of the scenarios where the Calendar app can help
- Do you have trouble managing teams and resources on a project?
- Holidays are around the corner, and you donāt know who is OOO when?
- You work with Content and need to organize and plan across geos, themes, and leaders?
- You are in workplace services, and need to deploy resources, or need a tool to book assets?
- Best of all, need one source to share and collaborate across all your team members?
- Build a Release plan across multiple projects
- Plan for reserving Assets (projectors, printers)
- Events and Communications planning and organizing content for social media or communication
What value proposition and benefits does it deliver
- Employee Productivity and Collaboration
- Employee experience: Manage admin functionality with ease in a visual tool (coming soon)
- Ease of use and organization: Centralized portal for all collaboration calendars
Key Features
- A Dashboard view to manage and view all calendars
- Create events using front end tool for flawless experience
- Tag events with categories
- Color code calendar events for easy visualization
- Time-zone option
- Share Calendars
- Quick access link to calendars
- Hide/Unhide calendars (coming soon)
- Filter, Search and Sort on topics and calendars
- Front end GUI interface for admin functionality ā Coming soon in next release
- Create custom fields to configure calendar
- Tag your events with user defined categories and custom fields (example, geographic, projects, departments, etc.)
- Connect to your ServiceNow eco-system to create customized events using other data residing on the platform.
HOW TO USE THE CALENDAR
Calendar App ābuilding blocks
Common Terminologies
Calendar
Categories
Events
Custom Fields
A calendar will have categories which can be color coded to distinguish between different categories. An event has to be tagged to at least one category. An event will have default out of the box fields and you can add custom fields on the event.
Category: A way of organizing calendar, as well as categorizing and color-coding events
Event Fields: Information you need to create an event
Out of Box- Default fields
Custom: User-defined fields
A calendar must have at least one category
An event has to be assigned to at least one category
You can assign multiple categories to an event
Getting Started on HOW TO USE THE CALENDAR
Step 1: Create Calendar using your ServiceNow platform instance
Login to the Platform and search for āCalendarā in Filter Navigator
Click on āCreate Newā. New Calendar record form is displayed
Name - Calendar Name that will be displayed on the top left of calendar front-end
Language - Default Language in which the calendar is displayed. Currently, the only supported language is English
Time Zone - This is the time zone for your calendar and all its events
Color - Choose a color for your calendar. This Calendar will be displayed on Dashboard with this color code
Owner - This defaults to the calendar creator. More users can be assigned this role
Set multiple categories per event - If this feature is enabled, the event modal allows the assignment of multiple categories to one event.
Use default table - This enables the users to save all calendar information in the set of default tables.
Step 2: Create Categories
Open your calendar and click on āLoad Related Listā. Now you will see all the other tabs you can use to complete your calendar set-up.
Click on Calendar Categories tab, and then āNewā to create a new category
Name ā Enter the name of the category, ex- Project-1, EMEA Comms, Sales Team
Color - Choose a color for this category. All events associated with this Category will be displayed in this color on the Calendar
Order- This allows you to control the order in which the categories will be displayed in the left pane of the calendar. Display is in ascending order.
Step 3: Manage Out of the Box Event Fields settings (if needed)
You can rename, disable, mark as mandatory and reorder the Out of Box Event fields
Mandatory - If true, an event cannot be created or edited without this field being populated.
Active -If true, the field shows on the events modal page
Show on Event Title - If true, the contents of the field will be shown in event pop-up
Order- Can be used to determine the display position on Event Modal
Step 4: Create Custom Events (if needed)
You can create your own custom fields for any specific needs by clicking on āNEWā
Name ā Event field Name
Label- Event field Name that will be displayed on the Event Modal
Internal Name - can be same as āNameā but with no spaces
Type- Event Field type. For this Pilot it can be text, choice (dropdown) or True/False
Order- can be used to determine the display position on Event Modal
Customer Field Choices:
If you have created a choice type custom field, you can define the values (dropdown values) by clicking on āNewā Event Field Choices related lists
Enter all the information and click on Submit. Create as many options as needed. Order will determine the order in which these are listed in the dropdown
Step 5: Create/Edit events
Access the Calendar through the URL or Dashboard
Calendar Front-End
Create an Event
You can create an event by clicking on the date or clicking on āNew Eventā button
Enter all the applicable values in Out of Box fields
If you had created any custom field as active, it will be displayed on this modal
It is mandatory to assign a category to an event.
You can assign multiple categories to an event
You can create an All day, recurring or a single timed event
Click on Save to create your event
Edit an Event
Search for an Event
You can search the calendar with a keyword within a given duration
By default, the start date is six months in the past and the end date is six months in the future
Select/Deselect Categories and Filter Events
You can deselect the categories you donāt want to see on your calendar. Events associated with that category will not be displayed.
You can filter the events. Filtering applies only to the events currently on your screen.
All Out of Box and Custom fields can be filtered on. Only the events that match the keyword(s) entered in the field will be displayed
You can also use a combination of filters (AND condition)
Step 6: Share
To share your calendar, click on āCalendar Available Forā tab, then click on āNewā
You can assign 3 types of permissions here:
Can read: Provide Read-only access to all events
Can contribute: Allow others to create/edit/delete all events
Can manage: Allow others to manage categories, event fields and all other attributes of the calendar
This can be done by selecting a user criteria or creating a new criteria for specific users or groups
If you donāt create a record here to provide explicit permission, others cannot view your calendar.
Step 7: Access Calendar Dashboard
You can navigate to Dashboard from Platform view to access all Calendars created and shared with you.
What else do I need to know?
You need to have calendar admin role to be able to create a calendar
It is recommended to create a new user criterion to assign viewing or editing permissions
Examples of how to use calendar app for popular use cases
Team Members vacation planner
Add each team member as a category. All events for vacation or out of office will be displayed in a unique color for each team member
Schedule Resources
To schedule resources across projects, add one category for each worker, and share the calendar with the team so that they know their assignments
Book engineering resources across projects and catch any possible overlapping and conflicting priorities (Future Release)
Building a Release plan across multiple projects
To manage multiple projects with the detailed plans of each project while keeping an overview of all projects, create a category for each project. You can also use custom fields to visualize the various attributes within each project.
Availability of Assets ā Book projectors, equipment, and any bookable resources
add a category for each resource so to easily identify when it is available, and members can book the available slots
Events planning (similar to employee comp)
If you want to organize events and need to present the program in topics to your audience, add a category for each topic so that people can filter to see only the topics of interest.
Good morning!
I've deployed collaboration calendar in our DEV instance and it looks great! Running into a small hitch however--I can't seem to share or modify the available for of the calendar.
My user has both user_criteria_admin and sn_collab_calendar_admin roles.
I can see that Omit Edit is toggled on by default for the Available For related list:
However, if I go to the calendar and choose the Share option, these links aren't functional -- they only respond like plaintext
Has anyone encountered this behavior? I've reviewed the installation instructions and this thread, perhaps I missed activating a scheduled job or missing a cross-scope permission (not seeing any errors to that effect however)?
Tagging @Mamta and @Krishna Nagara1 for visibility š
Thanks @Krishna Nagara1 -- I believe I have followed the installation steps to completion:
- my user has collab_calendar_admin and user_criteria_admin roles
- both system properties are enabled
If you have any other guidance, or if you're available to meet tomorrow or Friday I'd really appreciate it!
Hi @GChanner and @lawrencemgann
To enable sharing the calendar from the front end please make sure the user criteria table has the can read, can edit and delete enabled at the Application Access tab. The steps is outlined on page 9 of the configuration document. Please let me know if you have any further questions. We will look into the filter issue and get back
Thanks @Krishna Nagara1 -- I've enabled application access to the user criteria table and still do not have the option to set available for on neither the back end nor portal view -- any other ideas? I'm happy to grant a product member access to the instance to take a look if there's time for a support meeting.
