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Using Delegated Calendars with SmartCloud Connect

Important

please note that presently this feature is only available in Desktop (.msi) implementations of SmartCloud Connect.

The Delegated calendars feature allows Delegates – SmartCloud Connect users with granted delegate access permissions – to see and manage MS Outlook calendar entries of other users, calendar Organizers (Delegators), also viewing the contextual data from Salesforce about associated records in SmartCloud Connect Sidebar.
When a meeting/appointment is created, modified, moved, or deleted this way, its associated Salesforce records and Salesforce calendar are updated correspondingly through SmartCloud Connect synchronization, so other concerned persons in your Salesforce org can see the changes in the records immediately and react to them.

Please refer to this article for detailed information on how calendar items are saved and auto-shared in Salesforce.

Setting Up Delegated Calendar Access in MS Outlook

Please refer to the following Microsoft guides to learn how to set up delegated calendar permissions in MS Outlook and use this feature:

The following delegated access permission types are available:
Editor: has full calendar management permissions.
Author: has full calendar management permissions, apart from modifying calendar entries created by the Organizer.
Reviewer: this permissions type is insufficient for managing delegated calendars. It only allows viewing calendar entries; no item sharing in Salesforce or linking to Salesforce objects is possible with this permissions type.

Managing calendar entries using the delegated calendars feature with SmartCloud Connect Add-In requires Author or Editor permissions to be set up: File > Info tab > Account Settings > Delegate Access > Calendar picklist.

Delegated calendar permissions can be set up individually: {MS Outlook Calendar view} > Folder tab > Calendar Properties

The required permissions level for SmartCloud Connect delegated calendars management are Can edit or Delegate.

Note

the Delegate can see my private items or Can view private events setting allows a Delegate with Editor or Author permissions to view as well as modify items which the calendar Organizer marked as private. With this setting enabled a Delegate can also remove the private mark from calendar items.

Setting Up Shared Calendar Access in Salesforce

In order to allow events in the Organizer’s Salesforce calendar to be created or modified by SmartCloud Connect via a Delegate’s Salesforce account the necessary shared calendar permissions should also be set up in Salesforce. Please refer to the following Salesforce help articles to learn how to do that: article 1; article 2.

Delegated Calendar Items Sharing in Salesforce

To share a delegated calendar entry in Salesforce (initial sharing), you can either assign it the blue Salesforce category in MS Outlook or find and mark a relevant existing record and then click the Save button at the top of SmartCloud Connect Sidebar. In either case the entry will be saved by SmartCloud Connect synchronization on the following sync session.

Important

regardless of who modifies/updates a calendar entry, for the changes to be saved in Salesforce its Organizer must have one’s SmartCloud Connect synchronization enabled.

Preconditions for Delegated Calendars to Work Properly with SmartCloud Connect

Delegated calendars sync issues may occur mainly on initial entry sharing in Salesforce, caused by either one of the following issues: SmartCloud Connect sync errors, insufficient MS Outlook delegated calendar permissions, insufficient Salesforce permissions.

  • Since initial sharing (creation) of events in Salesforce is performed by SmartCloud Connect synchronization, the Organizer’s sync must be running for the calendar updates made by a Delegate to be applied In Salesforce. If sync is not running for the Organizer, SmartCloud Connect will not be able to save the item created or modified by the Delegate in Salesforce. The corresponding error notification will be displayed that sync is not enabled for the Organizer.

  • Once the corresponding Salesforce event record has been created, its further updates and modifications can be performed directly from via the Organizer’s or Delegate’s SmartCloud Connect Add-In; the changes will be conveyed immediately and will not depend on the sync interval. This way, even if sync is not running for the calendar item Organizer, saving changes to an already existing Salesforce event object can be performed if the Delegate has the permissions to access this event in Salesforce.

  • If the Delegate does not have the permissions to view the corresponding Salesforce event (however, the Add-In can still obtain the Salesforce event ID from MS Exchange), saving will not be allowed with an error notification that the user has insufficient Salesforce account permissions to save this event.
    !!! note “Note” the same error message is displayed if the event was removed from Salesforce and SmartCloud Connect was unable to down-sync this change to MS Exchange.

  • If the Delegate does not have the permissions to modify a corresponding Salesforce event, there will appear an error notification that user has insufficient Salesforce account permissions to update this event, suggesting to contact the Organizer to get the required permissions in Salesforce.

Note

delegated calendars also support using the Send calendar availability and Send meeting time slots features so the Delegate can generate these links for the Delegator’s calendar.

If delegated calendars are set up, a special control will appear on the meeting slots selection calendar page of the Scheduling Assistant so a Delegate can choose if he/she wants to mark time slots in one’s own or the Delegator’s calendar.
The generated message with time slots or calendar availability links based on the Delegator’s calendar will contain a notice that it was created by the Delegate and not the Delegator.