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on ā11-11-2021 11:33 AM
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.
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If we are using a custom table for our events how do we get the categories to work? I have added a field to my table that references the calendar category table (list type field) and added the categories under the related list under my calendar but it's not working. Any ideas?
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Categories event field is out of the box field for the calendar. You need not to create another event field for that. Once events from the custom table are tagged to the categories of the calendar, it should work.

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Hello!
Is anyone getting this error when clicking the calendar url?
I've followed the installation instructions and updated to latest version today.
Is it not finding a UI page?
Thanks,
Alex
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Hi Alex,
Looks like the url displayed in the text box below "The page you are looking for could not be found" in the screenshot attached by you is jumbled up and it should be in below format:
/esc?id=collaboration_calendar&sys_id=<sys_id_of_calendar>
Please can you help me with some more information through below questions?
Question 1. On clicking of the Calendar url field link as shown above after upgrading to newer version is it jumbling up the url as shown above on your screenshot? If yes let us know we can take a look on this scenario.
Question 2. Let me know if you are able to access the calendar by clicking on it directly from calendar dashboard or not as per below screenshot
Question 3. Which portal are you using is it "esc" or some other portal page?

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Hello!
I fixed this issue by changing the portal suffix to my portal.
But now I am experiencing another issue - I cannot add Calendar entries.
I input all the details and click submit but nothing appears on the calendar. Any ideas?
Thank you!
Alex
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Hello it looks like the date time format on your profile could be different .
Please change your date time format to default one then try
"The default date format is: yyyy-MM-dd."
"The default time format is: HH:mm:ss".
An enhancement for supporting multiple date time formats will be launched soon. then you can download the latest patch for it.
Let me know if above helps you

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Hi there,
Thanks so much for the fast response, it's now working perfect! š
My last query (I think), do you know how/if it's possible to remove the grey space around the calendar -
So the portal background will show?
Thanks again,
Alex
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You will need to edit the code on the widget. It is designed by default to look like this with spaces on all the corners. and was designed to work on esc portal by default.
In the widget the extra space is added in css or client side code i dont remember exactly right now but will update you further.
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Hello Alex,
A latest version of Collaboration Calendar has been released to allow
support for other date time formats and ability to open calendar on any portal than esc.
You can install the latest version 1.1.3 for this.
Let me know if this helps you.
Thanks

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Hi there,
For some reason I cannot install the latest version on by dev instance.
When trying to do it through the store is says it's not compatible.
On prod it states there is an update available but I cannot update on prod without updating on dev first.
Our Dev instance is on San Diego and prod is on Quebec, is this maybe the issue?
Thanks,
Alex
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Ok yes currently the Collab Calendar app only supports Quebec and Rome.
We will enable support for Sandiego soon.
Is there any other non prod instance available which is in rome /quebec? you can try on that first.
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Hi Alex,
Just checking in on this conversation. Please let us know if you need any further help.
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Hello - As we head into the 3rd week of July I just wanted to reach out to you to see if you currently believe this will be available for San Diego soon? Thanks
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HI
Apologies for the delay. We have a release date of July 28th fixed. WIll keep you posted if that changes.
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The latest version of the Collaboration calendar is now available for San Diego. Please check out the latest features is here
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Hi
The latest version with cool new features, for San Diego, is live now. Appreciate your patience

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Hi there,
I have a few questions on the Calendar -
- I have chosen the task table to use in order to display all change requests. However for event start and end I can only pick the actual start and actual end fields - can I choose the planned start/end field instead?
If I use the change request table for the above I can't select short description for the title. - Can you add a calendar category to the records e.g. all change requests records are category 'Change Request' ?
Thanks!
Alex

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Also when i manually add an event on the calendar it appears, but once refreshed it disappears!
Allow event creation is ticked.
Thanks!
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Hi Alex,
Using the change request table is the better option. It will draw all the parent table fields as well and short description should be available at the Comments and Description field. The title is more focused on the fields that come with the source table. The "Number" for example.
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Would be happy to meet with you and check this issue.

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Hi there,
Could we please arrange a call? It would be really appreciated!
https://www.linkedin.com/in/alex-logan-149037157/
Thanks,
Alex
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Sure. Will send an invite.
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Hello,
We have been using the Collaboration Calendar for a while now and it is working well. Once of the things that we have noticed is that when we use it embedded in Microsoft Teams using the HTML widget it can get cutoff a bit on the left-hand side. It would be best if there would be a way for the alignment to not disappear on the left. The scroll bar at the bottom does not allow for a person to scroll left to see the part that is cut off.
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hi @Raymond Coates ,
Thank you for reaching out. We will check this. The iframe dimension may be intervening with the calendar over all width.
Thanks
Krishna
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@Raymond Coates - what HTML widget are you using to get this in Teams?
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I see a new version of the Collaboration Calendar has been released. I cannot recall if the Outlook Spoke piece is new or not to ingest stuff from M365 but it looks new to me. Anything else new? I don't see any updated release notes?
Thanks.
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HI @Raymond Coates - you are correct, the team added Outlook Integration for this release; the team has also optimized the code in various places as well as enabled the following
- Reduce context switching by bringing all your Outlook calendar events alongside events from other calendars in One View
- Allows search on events across multiple calendars in One View
- Displays all calendar events in the user's preferred time zone in One View to effectively manage conflicts
- Allows the table view result to be sorted per columns
Please give it a shot and let us know your thoughts!
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hi team,
any way that this would be able to be adapted to manage the creation / update of business calendars and schedules combination?
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Hi Please can you elaborate more about above
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@Geert_Swillens The Collaboration Calendar is able to display date/time data from existing tables within the ServiceNow platform, so if you have a pre-existing table that stores event-type data such as a list of holidays with a Datetime field, a calendar can be created with those two data points. If the data changes, the next time the calendar is viewed, the changes will be reflected in the Collaboration Calendar.
We encourage everyone to request a free download.
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We have been using the Collaboration Calendar in a wallboard capacity and in a tab in a Microsoft Teams channel. We have received feedback from the team on a couple points.
- Can we have an option built into the Collaboration Calendar for refreshing the data on a regular basis? In both the wallboard and Microsoft Teams channel tab situations the data isn't refreshed regularly. Someone has to manually refresh the data, or the tab has to be configured using an extension in the browser to force the refresh. This is fine for the wallboard scenario but does not solve the issue within the Microsoft Teams tab. For the Microsoft Teams scenario a person is required to navigate away and back to the tab to get it refreshed.
- This feedback is primarily focused on the Week view of the calendar but might apply to other views as well. The data pills do not wrap the text. When viewing the Week view on a desktop or a wallboard we would like the Event Title to wrap in the data pill to take advantage of the vertical space on the display. There seems to be a lost opportunity here.
Thank you.
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Hi @Raymond Coates ,
Thank you for reaching out with your feedback . I will get back to you on this.
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Hi @Raymond Coates ,
Firstly this is great feedback.
1) The initial thought on a scheduled refresh can affect performance based on the load of the queries and number of calendars. This is something that is coming off of our experience. Hence this dint include this in to the design.
2) The UI customization is also something that we have placed in the "user customization space". A CSS change here will solve for this.
That being said I have taken these into the backlog. Thank you again and keep them coming!
Thanks
Krishna

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Calendar Sharing - Am I able to create a group or do I have to give permissions all one by one?
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Hi @J Lalonde
You can share with an entire group. On any calendar you can click on the 3 dots and open the share modal. Here you will see options to add an individual user and/or a group.
Please make sure to
1) Enable the system property "Show Share modal on click of share button on dashboard" (sn_collab_calendar.openShareModal)
Hope this helps.
Thanks
Krishna Nagaraja
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Please share steps to integrated outlook Calendar using Azure. and How to fetch the data in servicenow Collaboration Calendar oneview
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Hi @Community Alums ,
The complete step-by-step configuration is available on the ServiceNow stores' innovation lab. It is under the Supporting Links and Docs Installation Details - Collaboration Calendar v1.4.0.pdf
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Hi @Krishna Nagara1 ,
I had gone through this file. But the problem. I am unable to install Powershell Exo V2 module.
Also after completing all the steps.
From where we have to fertch the data that exactly not understanding.
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Hello @Krishna Nagara1 -
I am having an issues sharing the calendar(s). I have adjusted the property to "show the share modal on click", but the option to add a user or group do nothing when clicked. I also do not see the "new" option in the platform view when viewing the calendar record. I am an admin and also assigned the sn_collab_callendar roles to my user. I assume its something simple I am missing or maybe a bug on the version we are on (Tokyo Patch 4b)
Thanks,
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hi @Brad Lieberg ,
Thank you for reaching out. Apologies for the inconvenience. Is the share modal not working for new calendars after you turned on the property or the one before that. We have identified a bug will be fixing this.
The available for could be a list control level issue. Can you please try and configure the list control to show the new button?
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For the share modal the issue is happening for both existing and new calendars.
Looks like by default the following are checked in the list control. Unchecking resolves the issue. Also once I have adjusted the list control the share modal works as well!

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Hello, Can we display the /esc?id=calendar_one_view "Calendar - via the following:
- One View via a Micrsoft SharePoint page?
- How to display to non-ITIL users?

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We have recently upgraded our dev instance to Utah Patch 4 and currently using the collaboration calendar. We have been testing and have found when we go to import calendar we cannot see any further lists via the "Source table for events" as per below screenshot as we can only see the "User [sys_user] table. Has anyone got advice on how to make the other tables appear?
Our production instance is still on Tokyo and i can still see the other tables on the list.
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Hi @Jerry kk Wong ,
Sorry to hear that. Have you checked the ACLs and roles in the dev instance? Just checking here. If already we can get on a call to solve this.

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@Krishna Nagara1 - can you advise which name within the ACL for the Collaboration calendar?

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Hi @Krishna Nagara1 ,
Our developer has further performed checks and advised, "this looks like a change from ServiceNow's side itself. Previously (and currently in production) the source table doesn't appear to have any restrictions/filter on it, however in the newer version it has a script calling to filter the tables.
The problem we would face in updating that script, or reverting it to how it was, could be big during later upgrades.
The filter it is applying is to the sys_dictionary table and this is the filter:
ctive=true^internal_type=glide_date_time^ORinternal_type=glide_date^ORinternal_type=calendar_date_time^ORinternal_type=schedule_date_time^element!=sys_created_on^element!=sys_updated_on
Now, if I run that as a filter on the table itself, or run it as a background script it does return multiple tables, including "incident".
So that function itself is working. However, there is a default filter (same as production) for sys_user, so - whilst this function is working technically, i don't believe it is in the way they had hoped or, it's not working the way we would expect.
I did a test by commenting out the filter and then it allowed 3 tables to appear:
Calendar Categories, Group and User.
Could we arrange a call to with you to confirm if this is a new function with version 1.5.0 as our production is still on 1.4.0?
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hi @Jerry kk Wong ,
Sure. Lets get on a call next week. We will triage this too. Please send me your availability. Thank you!