When the Calendar radio button is selected as the Outlook Sync Type, the Task form will dynamically change to show the calendar version of the task form.
The Calendar synchronization option should be used if you want to add an appointment for yourself to your calendar or if you want to schedule a meeting and invite others to it.
To enter an Outlook Calendar task:
During creation of a new task, click the Calendar radio button. The form re-displays with the appropriate Outlook Calendar fields for data entry; behavior of these fields is consistent with Outlook.
Enter the information for the calendar display and Save your changes.
Meeting Organizer
The person creating the Advance Web task will be identified as the meeting organizer in both Outlook and Advance Web. This is indicated by a new Organizer field that shows on the Task Responsible form for tasks synchronized as Outlook calendar entries. This field is display only and is maintained automatically by Advance Web. The user can not change this value.
If the meeting organizer does not assign him/herself as the initial Responsible ID in the task form, Advance Web will automatically create a Task Responsible record for this person, marking them as the organizer. This calendar entry will also show up automatically on the organizer’s Outlook calendar.
Anyone ‘invited’ to this meeting in Advance Web who is not the organizer (on the Task Responsible form for the task), will automatically receive an e-mail invitation in Outlook to the meeting. This is consistent with the notification method used by Outlook when someone is invited to a meeting. The responses made to this invitation in Outlook do not impact the task responsible assignments in Advance Web. These are purely for Outlook purposes.
Calendar Modifications
Modifications made to Calendar entries in Outlook that originated from Advance Web can only be made by the ‘Organizer’. Advance Web will restrict non-organizers from modifying or deleting the task or any task responsible resources associated with the task.
Private Indicator and Reminder Information
Both the Private and the Reminder information (check box and reminder minutes) are only passed to meeting attendees as part of the initial meeting invitation. However, if the meeting organizer subsequently changes these fields in Advance, these updates will only apply to the organizer's view of this calendar item, not the invited attendees. These are not fields that the organizer can maintain for anyone other than him/herself after the initial invitation is created. This is consistent with standard Outlook behavior.
See Also:
Exchange Task and Calendar Integration