WebPlatform Documentation

What we want to do

• Integrate WMS and calendar applications allowing the user to view WMS WorkItems within the Outlook calendar.
• Calendar Sync will allow the user to:
  • Publish WorkItems from WMS My WorkItems to their calendar application
  • The user has an option to either publish WorkItems automatically or do not publish
  • WMS WorkItems can be rescheduled within their calendar application

Publishing WorkItems to Calendar

• Go to the “My WorkItems” page in the WMS module
• A new button is available in the grid called “Calendar Sync”
• Click on the “Calendar Sync” button and select the “Automatically Publish WorkItems” option and then click ok
  • A calendar logo with an orange circle and question mark icon will appear in the grid.
    • This means that the WorkItem has synced to your calendar but is awaiting a response (accept or reject)
• You can confirm your WorkItems have synced by opening the calendar option in Outlook and checking whether your WorkItems are visible in your calendar
  
  
• Note: Any new WorkItems will also sync to your Outlook calendar as you have selected the Automatic option

Access the WorkItem

Objective: Your WorkItems are visible in your Outlook Calendar, you can go and access the WorkItem by clicking the link in the appointment

• To open the WorkItem in a web browser, you will need to open the WorkItem Calendar Invite in Outlook
• Click on the WorkItem link in the appointment
• The WorkItem opens in the WebPlatform

Reschedule the WorkItem (propose new time)

Objective: You want to reschedule your WorkItem to a later date.

• Open the WorkItem Calendar Invite in Outlook
• Click on the ‘Propose new time’ option, in the dropdown click ‘Decline and Propose New Time’
• Choose a time you want the WorkItem to be rescheduled to
  • You can reschedule a WorkItem to any time during the day so in this example we are going to reschedule to Friday 23rd August at 8pm
• Click Propose New Time
• An email will open to send a request for the proposal of a new time, click send
  • A new invite will appear in your calendar for the rescheduled time
• In the My WorkItems page on the WorkItem grid you will see the calendar icon for the rescheduled WorkItem

Accept / decline the calendar invite

Objective: You want to accept or decline the calendar invite

• Open the WorkItem Calendar Invite in Outlook
• If you are accepting the invitation click ‘Accept’ and in the dropdown click ‘Send the Response now’.
  • This will update the WorkItem in WMS to show that the WorkItem invite has been accepted.
    • This is displayed with the calendar logo appearing with a green circle and a tick in the grid
  • An updated invite is received which confirms acceptance
• If you are declining the invitation click ‘Decline’ and in the dropdown click ‘Send the Response now’.
  • This will update the WorkItem in WMS to show that the WorkItem invite has been declined.
    • This is displayed with the calendar logo appearing with a red circle and a cross in the grid

Switching off Calendar Sync

• Go to the “My WorkItems” page in the WMS module
• Click on the Calendar Sync button in the grid
• In the dropdown select “Do Not Publish WorkItems”
• This means that any new WorkItems in your WorkItem List will not sync to your calendar