In this article we will explain the automated steps related to Google Calendar.
Google Calendar is an online calendar provided by Google. In addition to personal use, it can also be shared by multiple people if you use Google Workspace. You can use the API to perform various operations, and the auto-step we are going to introduce here also uses the API.
For more information about Google Calendar please visit the official Google help page.
About the auto-step of linking with Google Calendar
Auto-steps related to Google Calendar include [Google Calendar: Event Started] and [Google Calendar: Insert Event], which are included as standard in Advanced and higher editions, and [Google Calendar Get events list (schedules)] which can be added as an add-on for Professional and above. In this article, we will focus on [Google Calendar: Event Started].
Start: Google Calendar: Event Started
A Process will start when the start time of a Google Calendar appointment has passed. You can also save information such as the event title, start/end time, description, etc. to the process Data Item.
In order to use this auto-step you need to link your Google account that accesses Google Calendar with your Questetra BPM Suite (user) account. Please follow the steps below to set this up.
Setting up Google Connectivity
Setting up a workflow platform
This should be done by a user with System Administrator Authorization.
Open the System Settings page and go to Google Connectivity. On this page enter your Google Workspace domain. (If you have already set up your domain please skip this step.)
Press “Save” to complete the configuration.
This will allow you to use Google connectivity features such as single sign-on in your environment.
In your account settings, you will see an option to link your account with Google.
First, open your account settings and click on Google Connectivity.
On the page that opens check the button in the “Google Calendar” section. If the button says “disconnect” then your account is already connected to your Google account. If so, you don’t need to do anything else.
If the button says “connect”, the connectivity has not yet been set. In this case please click on the button. On the page that opens, sign in to the Google account you want to link and click “Allow” on the subsequent screen.
Now you’re ready to connect. You can also read more about Google connectivity here.
Target Google calendars[Start: Google Calendar: Event Started] will load the events in the specified (or primary if unspecified) calendar and start the process. Therefore, if you want to start a specific App, you will need a dedicated calendar for each event placed in each App.
Google Calendar comes with one calendar per account by default. This is called your primary calendar. This calendar can be overlaid with other calendars, such as a shared calendar for your company. You can also create and add new calendars. We will use this feature to create a calendar specifically for launching the App.
To add a new calendar, go to “Other Calendars” in the left menu of the calendar screen and select Create New Calendar. This will take you to the settings screen where you can enter a name for the calendar, and click “Create”. The name of the calendar you have just created will be added to My Calendars in the left menu; click on it to select it. Click the options icon, select “Settings and sharing” and on the screen that appears, in the “Integrate Calendar” section you will see the Calendar ID string. This string is used to set [Start: Google Calendar: Event Started].
This is an application to check the behaviour of [Start: Google Calendar; Event Started].
Create and [Release] this App, then add an appointment to your calendar to see that the new Process is started after the appointment start time.
The Data Items are prepared to store the data to be retrieved at the start of the Process.
|Data Item||Type||Required||[Confirmation] Process||Description|
|Title||ー||No||Display only||The title of the Process|
|Appointment ID||String-type (single line)||No||Display only||The ID of an individual appointment in the calendar.|
|Start time||Datetime-type||No||Display only||The start time of the appointment.|
|End time||Datetime-type||No||Display only||The end time of the appointment.|
|Appointment title||String-type (single line)||No||Display only||The title of the appointment.|
|Appointment description||String-type (multiple lines)||No||Display only||The content of the appointment description field.|
|Appointment URL||String-type (single line)||No||Display only||The URL to display the appointment.|
This allows you to view the event in a browser that does not have access to the calendar.
The settings for [Start: Google Calendar: Event Started] are as follows
|C1: User who connects to Google Calendar *||Yes||Specifies who will connect to Google Calendar. The specified user must be set up to work with their Google Calendar.|
|C2: Calendar ID||No||The calendar to be monitored is specified by its ID, which can be found in the calendar settings for the target calendar. If not specified, the primary calendar will be used.|
|C3: Data item to save Event ID *||Yes||Specifies the Data Item to store the appointment ID. This time, select “Appointment ID”.|
|C4: Data item to save Event Start Datetime||No||Select a Data Item to save the start time of the appointment.|
|C5: Data item to save Event End Datetime||No||Select a Data Item to save the end time of the appointment.|
|C6: Data item to save Event Title||No||Select the Data Item to save the appointment title.|
|C7: Data item to save Description||No||Select the Data Item for which you want to save the appointment description.|
|C8: Data item to save Event URL||No||Select the Data Item to save the appointment display URL.|
Once the App is released it will start monitoring the specified Google calendar. The first time it accesses the calendar it will only fetch the appointments and will not start any Process; the second and subsequent accesses will start a Process for each appointment that is past its start time at the time of polling.
Clicking on the magnifying glass icon in the upper right-hand corner of the Property Settings screen opens the Event Details screen which lists the Auto-Processing Log (Process Log) for the operation of the Process in question. You can check the details of the process log for polling and Process Start.
If you see “Polling by Start Event Failed” in the Auto-processing log, please review your settings.
The following screen capture shows an example of a Process being started from an appointment, with the appointment starting at 15:30 and the Process being started at 15:36. The text entered in the title and description of the appointment has also been copied into the Data Item.
That’s all for now.