Print this page

How to import and export events from one Public Calendar to another Public Calendar?

Knowledge Article Number 000188433
Description There may be a time that you will receive a request to move event records from one Public Calendar to another Public Calendar. It can only be done declaratively using Data Loader, but only Insert query will work. If you will use Update or Upsert, it will give you an error "invalid cross reference id". 
Resolution Step 1: Obtain the OwnerId (Calendar ID of Public Calendars) by doing these steps:
 
·         Click on the Home tab
·         Click the first icon under the Calendar (Single User View)
·         Click “Change” located on the upper right of the Day View
·         Select Public Calendars & Resources for “Search within”
·         Click on the name of the Public Calendar
·         Get the 15-digit calendar ID from the address bar (URL)
OR
·         Open one of your activities under “Open Activities” related list or any closed activities under “Activity History” related in any record
·         Click on the “Single User View” icon
·         Click “Change” located on the upper right of the Day View
·         Select Public Calendars & Resources for “Search within”
·         Click on the name of the Public Calendar
·         Get the 15-digit calendar ID from the address bar (URL)
 
Step 2: Export the Event records using Data Loader, and edit the file afterwards
 
·         Click on Export button
·         Click to select the Event (Event) object
·         Type in the name of the file in “Choose a target for extraction” box. Make sure to add “.csv” at the end of the filename.
·         You may click Browse button to select where you want to save the exported csv file
·         Click on the Next button
·         Click on “Select all fields” button
·         Open the csv file that was exported. You will notice that the Calendar ID (OwnerID) and Event Record ID (ID) are now 18 digits instead of 15 digits. This is the algorithm of Salesforce in order for excel to recognize the record ID
·         Edit the file and type in the Calendar ID of one of your Public Calendars that which you obtained from Step 1 to the “OwnerId” column of the records. The Calendar ID you put in the OwnerId column refers to the public calendar where you are going to copy the events
·         Save the file
                                                 
Step 3: Import the edited file
 
·         Click on Insert button. Update or Upsert will not work. It will give you an error “invalid cross reference id”
·         Click to select Event (Event) object
·         Browse for the location of your csv file
·         Double click the filename
·         Click on Next. You will see the Data Selection Initialization
·         Click on OK
·         Click on Create or Edit Map button
·         Click on Auto-Match Fields to Columns button
·         Click on OK
·         Click on Next
·         Select where you want to save your success and error file
·         Click on Finish button
 
Step 4: Delete Event records from the source Public Calendar to avoid duplicate event records
 
·         Edit your exported file and make sure it contains only Event records that you want to delete based on the OwnerId (Calendar ID).
·         In your Data Loader, click Delete button
·         Select Event (Event) object
·         Browse for the file
·         Click Next and follow the succeeding prompts




promote demote