Working With Events
At times, you might need to schedule Resources for activities that are unrelated to specific Jobs, such as calls, meetings or training sessions. To support these scenarios, you can create one-time or recurring daily, weekly, or monthly Events. Records for all Event recurrences are automatically generated at creation time.
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• To avoid performance issues, by default, a maximum limit of 50 records are generated when you schedule a recurring Event series. This limit is configured in the currently active System Setting record, and can be adjusted by your system administrator.
• Update handling and behavior varies depending on whether you create recurring Events in Service Board or on the Salesforce side. In Salesforce, a single Event series record contains settings for all occurrences, whereas in Service Board, the settings for each Event occurrence are stored in a single record. Therefore, to ensure proper sync, you must update Event occurrence settings on the platform where the series was created. To determine whether a recurring Event series was created in Salesforce, check the Edit Event dialog box in any occurrence. If all Recurring Event fields are blank, log into Salesforce and open the related Event Series record to confirm that recurrence settings are configured.
• If configured, Service Board automatically adjusts Event start times when you create new Events or drag and drop to update single Events in cases where Travel Time to Location values conflict with scheduled times for previous Appointments or Events in the same work shift.
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In some cases, when you update individual Events, the parent Event series is split into multiple independent series and populated with new Events that replace previously open occurrences. When you update individual Event recurrences, in the Update Recurring Event dialog box, the fields you modify and the options you select for how you want your changes applied affect how the related Event series is handled in Service Board. You can choose the following options to apply your changes:
• Update only this occurrence: Changes are applied only to the Event record that you are currently updating.
• Update this occurrence and all following occurrences: Changes are applied to the Event record that you are currently updating, plus the Event records for all future occurrences.
• Update all occurrences in the series: Changes are applied to all Event records in the series.
When you update single occurrences, in most cases, all Events remain in the same series as long as you do not update the Repeat or Repeat Every field values and select Update only this occurrence or Update this occurrence and all following occurrences. When you update the Recurrence Start or Recurrence End field values without changing any other recurrence-related field values, no new series is created. When you update other recurrence-related field values, however, in some scenarios new series are created that are then managed independently of each other. When you delete Events, the option you select is applied to delete either only the current Event, the current and all following Events, or all Events in the same series.
For example, updates to a daily recurring Event that starts on 30 August and ends on 5 September are handled as follows:
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Example
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Action
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Result
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1
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Update the Name field value for the 1 September occurrence and select Update only this occurrence.
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The change is applied only to the 1 September occurrence, and no new series is created.
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2
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Update the Event Start and Event End field values for the 1 September occurrence and select Update this and all future occurrences.
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The 1 through 5 September occurrences are removed, and a new series is created with the updated recurrence settings.
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Update the Type field value for the 1 September occurrence of the newly created series and select Update all occurrences in the series.
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Changes are applied to only the newly created series.
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3
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Update the Recurrence End field value to 7 September and select Update this and all future occurrences.
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Changes are applied to add two more daily Events to the series, and no new series is created.
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4
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Update the Name field value for the 1 September occurrence and select Update only this occurrence.
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The change is applied only to the 1 September occurrence, and no new series is created.
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After the Name update for the 1 September occurrence, update the Name field value for the 31 August occurrence and select Update this and all future occurrences.
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The change is applied only to the 2 through 5 September occurrences, but not the previous update to the 1 September occurrence.
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5
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Update the Name field value for the 31 August occurrence and select Update only this occurrence.
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The change is applied only to the 31 August occurrence, and no new series is created.
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After the Name update for the 31 August occurrence, update the Repeat field value to Weekly and the Recurrence Start field value to the following Monday for the 1 September occurrence and select Update this and all future occurrences.
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The 1 through 5 September occurrences are removed, and a new series is created with the updated recurrence settings.
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Update the Name field value for the first occurrence of the newly created series and select Update all occurrences in the series.
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Changes are applied only to the newly created weekly series.
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6
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Update the Name field value for the 1 September occurrence and select Update only current occurrence.
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The change is applied only to the 1 September occurrence, and no new series is created.
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After the Name update for the 1 September occurrence, update the Name field value and change the Recurrence End field value to a later date for the 31 August occurrence, and select Update all occurrences in the series.
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