To automate the Add Event action, use the following guidelines to set up the template fields. Any fields denoted with a red asterisk require a value.
In the example below, the Add Event action is executed once the matter is moved to a new stage in the pipeline. For example, a matter might be moved from pre-trial to discovery. Once this move is saved, a workflow with the "Matter moved to stage" trigger will execute.
The Meeting title and Description fields will allow you to enter a value or select a value from the trigger record or the record referenced in previous steps. A value must be selected from predefined values for the remaining fields.
Click the icon to display your choices for the selected field. Click the down arrow and then click on a field to select that value.
Meeting title*: Enter a brief descriptive title for the meeting or click the icon in the field to select from other available values. Note that because this action is step 3 in the workflow, the option to pull values from the trigger or from steps 1 or 2 is available.
Description: Enter a short description of the meeting topics or include the agenda, as applicable. Or, click the icon to select a value from the trigger record or the record referenced in previous steps.
Calendar: Select the calendar to be used to schedule the event (meeting). Calendars for all users will display in the list, including team calendars, if applicable.
Matter: Click the down arrow to select an existing matter from the list or click Use a Custom Value (advanced) for more options.
Use a Custom Value (advanced): If you select this option you will be prompted to select the Matter Id value from the trigger record or from the record referenced by the previous step if this is not the first step.
Participant: Click the down arrow to select the name of the first participant in this event (meeting) from a list of existing users and contacts in your database. Or, click Use a Custom Value (advanced) for more options.
Use a Custom Value (advanced): If you select this option you will be prompted to select the participant value from the trigger record or from the record referenced by the previous step if this is not the first step.
Add Participant: Click this link to include additional participants in the event (meeting).
To delete a participant, click the trash can icon to the right of the participant name.
Start/End: Specify the start and end dates for the event.
Two methods are available to populate date fields in the Event action record.
Method 1: Click anywhere on the Start date field to open a calendar and select a date. The calendar will display the current month with the current date selected. Use the scroll bar to the right of the calendar to move up or down to display a different month, if necessary. Click the date to select it and then click Done. Repeat the same steps for the End date.
Method 2: Click the box next to Based on another date for more date selection options. You can define a date to occur before or after a specific number of business or calendar days.
Click the down arrow next to After/Before to toggle between the two options.
Click on the Task due field to select a value for the number of days.
Click the down arrow next to Business days/Calendar days to toggle between the two options.
Click the Done button to save your changes. If you need to delete a date previously selected, click the Remove button. Click Cancel to abandon any changes made.
In the example below, the Start date has been set to occur 2 business days after the trigger date. In our example, this means the event will be scheduled 2 days after the date the workflow is triggered.
Start Time/End Time: Enter the time in the following format: HH:MM AM/PM. Or click the clock icon to open a clock from which you can select the time the meeting is scheduled to begin and end.
Click on the number that represents the hour and then click the position on the clock that represents the minutes. As you click on the clock the hours and minutes will update in the blue box. The active selection (hours or minutes) will be in white text. Select AM or PM and click Ok to set the time.
Click the Save button to record the changes to the action.