Viewing Shared Calendars
To collaborate on call planning and scheduling, users can display another user's calendar activities with their own calendar activities in My Schedule. For example, two users are assigned to accounts in the same territory. When planning calls for the week, they view each other’s calendars to avoid making redundant visits to accounts in the shared territory.
Optionally, when Integrating My Schedule and Microsoft Outlook Calendars is enabled, shared calendars can be configured to display external calendar events as well.
Who can use this feature?
- Browser Users
- Users do not require an additional license
- End Users, Managers
Configuring Viewing Shared Calendars for
End Users, Managers
To configure this feature:
- Ensure Configuring Call Planning is complete.
- Navigate to Admin > Users & Groups > Permission Sets.
- Select the appropriate permission set.
- Navigate to Objects > preferences__v > Fields.
- Grant users edit field permission to the calendar_share_recent_items__v field on the preferences__v object.
- Navigate to Business Admin > Objects > veeva_settings__v.
- Populate the display_external_calendars_to_mgrs__v Veeva Setting with the number 1 (optional). This enables end users and managers to view external calendar events from shared calendars when Integrating My Schedule and Microsoft Outlook Calendars is enabled.
When this setting is enabled, managers can also view external calendar events from their reports’ calendars using Manager View.
Using Viewing Shared Calendars as
End Users, Managers
To provide easy access to relevant calendars, the last ten calendars viewed display under Recent Calendars in the My Schedule sidebar. Select the check box next to the user’s name to view their calendar. Only one shared calendar may be selected at a time.
Calls and activities from the shared calendar display along with the logged-in user’s activities in My Schedule. Activities from the shared calendar display with a black border.
All shared calendar activities are read-only for the current user. Visibility to shared activities is based on standard object-level security—for example, if a user does not have read object permission for the em_event__v object, Events Management records do not display in My Schedule.
Shared calendars are not supported for Call Cycle View. Additionally, unassigned presentations do not display when viewing other users’ calendars.
To view additional information about a user, hover over the user name. A popover displays identifying information.
Searching for Shared Calendars
To search for another user’s calendar which is not displayed in Recent Calendars, enter the user’s name in the Shared Calendar search bar and select the appropriate user. Searches are executed against the name__v field on the user__sys object. The search includes all user__sys records for which the user has at least read access.
Alternatively, select the binoculars icon from the search bar to conduct an advanced search. Search for and select the appropriate user. Columns displayed are based on the list layout for the user__sys object.
