Working with Delegated Calendars in Litify Inbox

The Delegated Calendars feature allows users with delegated permissions to create,view, and edit calendar entries in the MS Outlook calendars of other users, and then save them to Litify records.

Prerequisites & Permissions

In order for Delegated Calendars to work properly, you will first need to confirm the following:

  • That both users (the calendar owner and the user with the delegate access) are active Litify Inbox Users.
  • That both users belong to the same MS Exchange instance and the same Litify organization.
  • The calendar Owner granted Calendar Editor permissions to the delegated user.

Setting Up Delegated Calendars in MS Outlook

Detailed information about how to set up Delegated Calendar permissions in Outlook can be found on the official Microsoft Support official site, per product version:

The available delegate permissions are:

  • Author: With this permission, the delegate can read and create items, and change and delete items that they create, but not the items created by the Calendar owner.
  • Editor: With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that the Calendar owner created.
  • Reviewer: With this permission, the delegate can read items in your folders. This permissions type is insufficient for managing Delegated Calendars with Litify Inbox

Managing Calendars

Managing calendar entries using the Delegated Calendars feature with Litify Inbox requires Author or Editor permissions to be set up. To grant this access, follow these steps:

  1. Click File.
  2. Click the Info tab. 
  3. Click Account Settings.
  4. Click Delegate Access.
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  5. Expand the picklist next to Calendar.
  6. Select which level of permissions you would like to grant. 
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  7. Click OK.

The Delegate can see my private items setting allows a Delegate with Editor or Author permissions to view, as well as modify, items which the Calendar owner marked as private. With this setting enabled a Delegate can also remove the private mark from calendar items.

Granting Access

Delegated Calendar permissions can be set up individually by doing the following: 

  1. Navigate to the MS Outlook Calendar view. 
  2. Click on the Folder tab. 
  3. Click Calendar Properties.
  4. Select Permissions tab
  5. Click Add to start sharing with a new user or group.
  6. Highlight the user or group that you are sharing with, and adjust their permissions by clicking the appropriate radio button.
    • The required permissions level for Revenue Inbox Delegated Calendars management Can Edit or Delegate.
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  7. Click OK.

Setting Up Delegated Calendar Access in Litify

Users’ ability to share their calendars in Litify depends on the Org-Wide Sharing Setting defined for Calendars.

To check the sharing model for calendars navigate to Setup > Sharing Settings.

There are the following types of calendar sharing settings available:

  • Hide Details: Others can see whether the User is available at given times, but can not see any other information about the nature of events in the User's calendar.
  • Hide Details and Add Events: In addition to the sharing levels set by Hide Details, Users can insert events in other User calendars.
  • Show Details: Users can see detailed information about events in other User calendars
  • Show Details and Add Events: In addition to the sharing levels set by Show Details, Users can insert Events in other User calendars.

Select the sharing type with Add Events for the users to be able to add events to calendars not owned by them.

The preferred option is Show Details and Add Events.

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