Create iCalendar invitations for custom tables

To generate iCalendar invitations that use field values from custom tables, create an import export map that computes the values of the iCalendar fields.

Before you begin

Role required: admin

Procedure

1. Create the custom table and fields using the Date/Time field type for the fields that map to the ${dtstart} and ${dtend} variables.
2. In the navigation filter, enter sys_impex_map.list.
3. Select New.
4. Set the following fields:
   • Name: Use the following naming convention: icalendar.<table name>. For example, icalendar.u_my_custom_table.
   • Table: Select the custom table you created.
   • Type: Select icalendar.
5. Right-click the form header and select Save.
6. In the Field Maps related list, click New.
7. In the Mapping Entry Wizard, select Mapping to a Database Field.
8. Create field mappings for dtstart and dtend.
   For example, map the External Name dtstart to theu_meeting_start_time field in u_my_custom_table.
   Note:

   These variables are required.
9. Select Submit.
10. Create field mappings for any of the following iCalendar fields as necessary.
    • dstart
    • dtend
    • location
    • alarm_time
11. Select Update.

    Here are sample field mappings between iCalendar variables and custom fields in a custom table, u_my_custom_table:

    Table 1. Sample field mappings

    External name	Database field	Type	Map
    dtstart	u_meeting_start_time	field	icalendar.u_my_custom_table
    dtend	u_meeting_end_time	field	icalendar.u_my_custom_table

12. Create an email template that defines what to include in the iCalendar invitation.
    1. Set the Table field to the custom table you created.
    2. In the Message text field, use the following format to define the iCalendar invitation.

       
       BEGIN:VCALENDAR 
       PRODID:-//Service-now.com//Outlook 11.0 MIMEDIR//EN 
       VERSION:2.0
       METHOD:REQUEST 
       BEGIN:VEVENT 
       ATTENDEE;ROLE=REQ-PARTICIPANT;RSVP=TRUE:MAILTO:${to} 
       DTSTART:${dtstart} 
       DTEND:${dtend} 
       UID:${sys_id} 
       DTSTAMP:${dtstamp} 
       SUMMARY:${u_meeting_summary} 
       END:VEVENT 
       END:VCALENDAR
       

       Note:

       Mail script is not allowed or processed in meeting invitation email templates.

       Table 2. iCalendar invitation template details

       iCalendar template line	Required?	Notes
       BEGIN:VCALENDAR	Yes
       PRODID:-//Service-now.com//Outlook 11.0 MIMEDIR//EN	Yes
       VERSION:2.0	Yes
       METHOD:REQUEST	Yes
       BEGIN:VEVENT	Yes
       ATTENDEE;ROLE=REQ-PARTICIPANT;RSVP=TRUE:MAILTO:${to}	Yes	The ${to} contains the recipients as defined in the notification.
       DTSTART:${dtstart}	Yes	You must use the import export map to map dtstart to a start time field on the custom table.
       DTEND:${dtend}	Yes	You must use the import export map to map dtend to an end time field on the custom table.
       UID:${sys_id}	Yes	You must provide the name of a field that uniquely identifies the record, such as the sys_id or the record number field.
       DTSTAMP:${dtstamp}	Yes
       SUMMARY:${u_meeting_summary}	No	To include a summary from a text field on the custom table, provide the name of the field, such as u_meeting_summary. The summary field value must not contain line breaks. You do not need to create a field mapping.
       END:VEVENT	Yes
       END:VCALENDAR	Yes

13. Create an email notification to trigger the iCalendar invitation and ensure the following fields are set accordingly:
    • Table: Select the custom table.
    • Type: Select Meeting Invitation.
    • Content type: Select Plain text only.
    • Email template: Select the template you created.