Known Issue: Events Created in Other User’s Calendar Uneditable in Litify Inbox

Products Impacted

  • Litify Inbox 
  • Litify Calendar

Issue Summary

We have identified a Salesforce limitation related to Events in Organizations that share access to users' calendars. When a User creates a new Event, and either the Related To or Name fields are empty, this new Event becomes private and uneditable by anyone other than the User who created it. This limitation cannot be resolved by granting Edit permissions on the Event Object or by allowing access to the Event creator's calendar.

This is how this Event is displayed to Users who have access to the Event creator's calendar. The Edit and Delete buttons are not available as well as system fields like Created By and Created Date.

Below is an error message Users may receive when they try to save such an Event from a delegated calendar to a Matter or Intake record.

Cause

This limitation is related to Salesforce’s approach to handling Events without a known relationship. The “Related To” and/or “Name” fields must be completed, or the Activity will be deemed private regardless of other sharing settings (such as Calendar sharing).

Workaround

We have designed a workaround that should resolve this issue. Keep in mind that this workaround consists of configurations made both in Litify organization and in the Litify Inbox Admin settings.

Litify Inbox Admin Settings

Your System Admin must add the following setting to the organization level in the Litify Inbox Admin Panel assigned to your Firm.

  1. Log into the Admin Panel.
  2. Navigate to the Organizations Tab and then Self-registered users.
  3. Go to the Settings tab.
  4. Select New and add the Setting Name in the Search Bar. See the table below for this information.

    Setting Name

    Setting Value

    SalesforceEmailAllowedTypesOnShare

    [{"Type":"litify_pm__Matter__c"},{"Type":"litify_pm__Intake__c"}]

  5. Once the setting is selected, enter the Setting Value and click Save (hit the diskette icon).

If your Firm is saving events/emails to Party records, please reach out to Litify Inbox support to reconfirm this setting will not impact items saved to Parties.

Litify Organization configurations

  1. Create a Party with the Individual Record Type.
  2. Give it the Firm’s Name (For example, Demo Firm). 
    • This will create the Party and Contact records that we need. These records should never be removed from the org.
  3. Set up an automated process to add a lookup to Litify Demo Firm Contact when an Event record is created without any value in the Related To field.
    • The condition to trigger the Process should be Related to (WhatId) field is null.
  4. Update the Event record that triggered the Process: Name Id equals Contact Id.
    • Contact Id is the Id of the Contact Record related to the Party created in the previous steps.
  5. Create a permission set that gives View All and Modify All access to for Party and Contact records.
  6. Assign this permission set to the users that need Edit and Delete access to the Events.
    • Without this Users will only be able to edit events, but not delete them.

Warning/Additional Info

With this workaround, Events created in Litify/Outlook that were not initially related to an Intake/Matter record, and that were processed by sync, will show as saved in the Litify Inbox sidebar. You can see an example of this in the image below. 

This happens because these Events get automatically associated with the Contact in the Name field. This is applicable only to Events created without any value in the Related to field.

When an Event is saved to the Matter/Intake record, the respective record is always displayed in the sidebar.

In the case like the one described above, the User must click the Event is Saved message and edit the Related to field to add the record this Event should be saved to. Then after the User refreshes the sidebar they will see that the Event is saved to the Matter/Intake record the User selected. 

Save_Event_from_Delegated_Calendar_to_MatterIntake_record__1_.gif

Litify Support Information

This workaround might not work for everyone. If you have walked through the steps above and are still having trouble, please don’t hesitate to contact Litify Support at support@litify.com (or Submit a Request).

 

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