Calendar Shared

[tothewine]

I have to share my calendar with my meeting with another user how do i do it?

[victor]

Most likely you are asking about Shared Calendar: https://docs.espocrm.com/user-guide/...hared-calendar.
The point is that a Shared Calendar is a calendar that a user can create on their own in the Calendar entity in order to be able to view the events of users of specific Teams.

For example, User A created a Shared Calendar and wants to grant access to this calendar to User B. There is no such possibility.

However, User B can create his own Shared Calendar, and User A can add Team C (which User B is a member of). In this case, User B will see events created by User A in his own Shared Calendar (adding to this event Team C, which User B is a member of).

[tothewine]

Specifically, I use espocrm for my call center, I created an entity "appointments" where operators enter "appointments" assigning to a sales consultant (team "Sales Consultant") and I was interested in having the call center operators (team "call center operators") be able to view the calendar of each sales consultant. How can I do it?

[victor]

Add both teams to the record you are creating.

- The main point of Shared Calendar: if I want to see my colleague's entry, then my colleague must add the event team to which we belong together.
- Or he must add my team to the entry, to which he does not belong.
- After that, both I and my colleague (each separately) must create their own Shared Calendar, where the entries where our team is marked will be displayed.

You can see a specific example in point 3 of this post: https://forum.espocrm.com/forum/gene...361#post115361

[wu-lee]

Thanks for this information - I too am trying to understand how the shared calendar facility works.

However, my experiments don't seem to entirely correlate with the above. So I'm wondering if someone can clarify what is meant to happen, and whether I am doing something incorrectly?

Firstly, calendar events (say, specifically a meeting) have:
- Exactly one assigned user (who seems to be an attendee by implication - if they're removed from the list of attendees, they get added back by EspoCRM)
- Zero or more assigned teams
- One or more attendees (who are users, contacts, or leads)

And a user account has:
- One personal calendar, with day/week/month views.
- Zero or more shared calendar views, which are one of a day/week/month view, and for one or more teams.

(An aside: in practice it seems like users need to be Admins to run EspoCRM, so most of my experience is as an Admin user. I've not yet tested visibility/editability for non-admin users.)


For my experiments, a user's personal calendar just shows events (meetings) which they're an attendee of. Fine.


From the above (and the linked thread), the implication seems to be that a shared view will show:
- events the current user is an attendee of, and/or
- events which are assigned to the teams associated with the view.

But this is not what I've found.


To give a specific scenario I can reproduce: an admin user Alice creates a meeting event, selects another person Bob as the assigned user, and additionally assigns a team Editors to it. Alice is not a member of any teams.
- Bob is a member of the Reviewers team, but not Editors
- Let there also be a user Carol, who is a member of Editors.

What I'd expect from my reading of the posts above is that the event will be visible to:
- any user's shared calendar which is associated with the team Editors (so Carol),
- plus the personal calendar of the assigned user Bob.
- (But *not* to the event creator Alice, as they're not an attendee, nor are they in the Editors team. It does seem to be possible to create events like this: the event disappears after a page refresh.)

What seems to happen in practice (with EspoCRM v9.3.4) is that the event is only visible:
- to the assigned user Bob,
- plus the teams that the assigned user Bob is a member of (so Reviewers, not the Editors!)

This seems unintuitive, and makes it hard to create events intended specifically for a given team to see.

Unless I'm mistaken, the implication seems to be:
- You can set yourself as the assigned user, then *all* teams you're a member of will see the event in their shared calendars
- You can assign other users as attendees, then *all* the teams they're members of can see the event in their shared calendars, and the specific users will see it in their personal calendars.
- You can assign a team, but this has absolutely no effect on the event's visibility. (Nor even the editability, AFAICT)

Can anyone comment on this? Specifically: is this working as intended?

[wu-lee]

The documentation isn't hugely clear, but in re-reading it does seem to be saying what I've found. See https://docs.espocrm.com/user-guide/...-and-calendar/

There's a note which says:

The Shared view displays events of users of a selected team. It doesn't necessary display events assigned to that team (e.g. event is assigned to the team, but doesn't assigned to any user of that team).

[wu-lee]

I advise you to create test users and teams to be able to compare in practice how and when events are displayed in calendars.

This is exactly what I did: create users and teams, and check how they appeared in calendars.