Considerations for Using Events and Calendars in Salesforce Classic | Salesforce
Considerations for Using Events and Calendars in Salesforce Classic
Be aware of these considerations for creating, updating, owning, and inviting others to events in Salesforce Classic.
Available in Salesforce Classic in: All Editions Except Database.com
Events with invitees not available in: Personal Edition
Permission to Edit Other People’s Events
Your org’s calendar sharing model and your personal calendar sharing control permission to edit other people’s events. However, regardless of these settings, managers in the role hierarchy can always edit events owned by people who report to them.
Permission to Edit Public Calendars and Resource Calendars
The calendar sharing model controls permission to edit events in public and resource calendars.
Changes to Fields in Single Events and Their Series
If you change a field in a single event and then change that field in the series, the series change overrides the change to the single event.
Declining Event Invitations
If you decline an event that you’ve been invited to, Salesforce removes the event from your calendar. Only the event owner can delete an event with invitees.
Notification for Deleted Event Series
If an event owner deletes a series of recurring events, every invitee receives an email notification that the series of events has been canceled.
Handling of Past and Future Events in Deleted Series
If you delete a series of events, you delete only future events. Events that have already happened aren’t affected.
If a series is deleted and it contains events that occurred in the past, the series isn’t moved to the Recycle Bin. As s a result, the series can’t be restored from the Recycle Bin.
If a series is deleted and it doesn’t contain past events, Salesforce moves the series to the Recycle Bin. Individual events that were part of the series aren’t moved to the Recycle Bin.
Handling of Series Restored from Recycle Bin
If you restore a series from the Recycle Bin, single events are created. Those single events contain both the details defined by the series and any changes or additions made to them individually before the series was deleted.
Deleted Public Calendars
If you delete a public calendar, Salesforce doesn’t put it in the Recycle Bin.
Recurring Events ()
Effects of Changes to an Event Series and Single Events in a Series
Change to any fields in an event series overrides changes previously made to single events.
If you change the following settings, the status of invitees for future events is reset to Not Responded. You lose messages sent with invitees’ responses and other changes to single future events. Triggers and workflows are also reset, and links to future events break.
All-day event checkbox
Start or end time
Recurrence start or end date, if you send updates to invitees
If you don’t send updates, and you only extend the recurrence end date, then future events aren’t affected.
Display of Original and New Start or End Time for a Changed Series
If the organizer changes the scheduled time of an event in a recurring series, the calendar views and the Home tab’s Calendar section show the updated time. However, the detail page of the single event continues to show you the original time until you accept or decline the series.
Maximum Number of Single Events in a Series
Click Calculate max end date to enter the maximum end date allowed for the frequency that you selected.
Duration of Events
If your Salesforce admin has enabled multiday events, then you can create events up to 14 days long, except recurring events. When you create a recurring event, the maximum duration of the single events in the series is 24 hours. After you create the series, you can change the duration to up to 14 days if your Salesforce admin has enabled multiday events.
If you create a recurring event and you leave the reminder checkbox selected, you receive a reminder for each single event in the series.
Attachments to Events
You can attach files to a series of recurring events. After you create a series, you can add or delete attachments to each single event in the series.
Attachments are displayed on the event detail page only, not on the detail page for other records that the event is related to. If you don’t see the Attachments related list on the event detail page, ask your Salesforce admin to add it to the event page layout.
Inviting People and Scheduling Resources
Access Requirements for Inviting People and Resources
You need at least read access to the contacts and leads that you invite to an event. You need at least “Add Events” on a resource to invite it to an event.
Permission to Edit Events with Invitees
identifies an event with one or more invitees. You can edit an event that you’ve invited people to only if you own the event. If the event isn’t a recurring event, you can assign it to a different person.
If you want to send an email update, you can send it to all invitees or only to the people you added or deleted during editing.
Declining an event removes it from your calendar. The event owner doesn’t receive an email notification when an invitee accepts or declines an invitation.
Maximum Number of Invitees
The maximum number of invitees for regular events is 1,000. However, for recurring events, the maximum is 100.
Relating Events to Multiple Contacts (Shared Activities)
Maximum Number of Related Contacts
You can relate an event to up to 50 contacts (but only one lead) in the Name field, including one primary contact. If you don’t see next to the Name field, ask your administrator to enable Shared Activities.
No Support for Recurring Events or Multiple Event Owners
You can’t relate multiple contacts to a recurring event series or an event owned by multiple people.
Assigning Events to Coworkers
Default Event Owner
By default, an event is assigned to the user who creates it. To assign independent copies of a new event to multiple people, click next to Assigned To. Inn the window that opens, click the Multiple Users tab. The Assigned To field isn’t available in Personal Edition.
Events in Chatter
New Events in Chatter Feeds
If a new event is related to a record like a lead, account, or custom object, the event appears in the feed for that record. On any record that you follow, you see feed items for all events, regardless of who created them.
Creating Events in Feeds
Your Salesforce admin specifies whether you can use Chatter to create events for different types of records. For example, some people can view but not create events in the feeds for accounts that they have access to.
No Recurring Events in Chatter
Your Chatter feed doesn’t display recurring events, either in series or singly, and you can’t follow recurring events in Chatter.