Skip to main content
Cartegraph Campus

Cartegraph for Zapier Example: Add Microsoft Office 365 Calendar Entry When OMS Task Is Created

You must have administrator rights to access this feature.

This feature may not be available in every package. Not sure if you have this feature or you want to learn more about it? Send us a message at support@cartegraph.com.

This example shows how to connect Cartegraph OMS to Office 365 using Cartegraph for Zapier. In this example, we will add an entry to a Microsoft Office 365 calendar when a task is created in Cartegraph for everybody assigned to the Task along with a scheduled start and a scheduled stop.

Structure Updates in Cartegraph OMS

  1. In Cartegraph OMS, use Structure Manager to add these two fields to the Tasks recordset:
    • Scheduled Start: DateTime field.
    • Scheduled stop: DateTime field.

Add the Scheduled Start and Scheduled Stop fields to the Task Setup section of the Tasks Detail view in Layout Manager when creating a task.

Create Connection

Now we will create the connection to Cartegraph and Office 365 using Zapier.

  1. Go to https://zapier.com/ and set up a free account or access your existing account.
  2. Click Make a zap.
  3. Enter a Name for your zap such as "Cartegraph Task Assignments to Office 365 Calendar."
  4. In the App Event section, start to type Cartegraph in the Search Apps field and select Cartegraph.
    GetImage trigger.png
  5. Select Record Event Occurred for the Trigger Event and click Continue.
  6. Select an account to use or create an account. This includes the URL to the Cartegraph site and a user name and password.
  7. Once the account is created and selected to use for the zap, click Continue.

Set Up the Trigger

The next step is to set up the trigger:

  1. Select Work for Record Category.
  2. Select Task for Record Type.
  3. Set up the automation that displays in Cartegraph Automation Manager including the trigger Event Type:
  • Select After Create & Update for the Event Type.
  • Type the automation name such as "Cartegraph Task Assignments to Office 365 Calendar."
  • Click Continue.

  1. Click Test trigger to perform a test in Cartegraph to verify everything is set up correctly.
  2. Once the test is run, you will get a success message that a record was found. Click Continue.
  3. Now, we need to set up an action to find the record that was created or updated to get all of the assignments. Search for Cartegraph in the apps and select it.
  4. Select Find a Record for the Action Event. Click Continue.
    FindaRecordinCartegraph.png
  5. Select the account to use and click Continue.

Set Up the Action

The next step is to set up the action.

  1. Select Work for Record Category.
  2. Select Task for Record Type.
  3. Select Assignment for Child Line Record Type.

Set Up Filter for Task

The next step is to set up the filter to get the correct Task record created or updated.

  1. Select Oid for Field To Filter On.
  2. Click in the Value field. Select 1. Oid. This is the Oid that is found from the first app in the zap (trigger).
  3. Select Assignments>Labor ID for the Fields to Output.
  4. Select Email Address for Labor ID - Choose Option Fields Through A Lookup
  5. Select False for Should this Step Be Considered A "success" When Nothing is Found?
  6. Click Continue.
    SelectOutputZap ex.png
  7. Click Test & Continue.
  8. Click the + icon to add another action step. Select Microsoft Office 365 from the listed apps. If it does not display for the suggested apps, search for it.
  9. Select Create Event for the Action Event. Click Continue.
    CreateEvent for ActionEvent.png
  10. Select the Microsoft Office 365 account to use. Click Continue.
    ChooseMS365Acct.png

Set Up the Action

  1. Select the Calendar Group if the calendar is a group calendar.
  2. Select the Calendar to add the event.
  3. Type in the Subject for the event. Select the 1. Task ID field to include in the subject.
  4. Select the custom Scheduled Start date/time field created earlier for Start.
  5. Select the custom Scheduled Stop date/time field created earlier for Stop.
  6. Select False for All Day Event.
  7. Type in the Description or select the fields to include in the event.
  8. Select 2. Assignments > Labor ID > Email Address.
  9. Select 1. Address Number and 1. Street for Location.
  10. Select Busy for Show As.

Select a Category.

  1. Click Continue. Then click Test & Continue.
  2. Once the test is successful, click Turn on Zap.

An automation is created in Automation Manager with the name entered earlier. Optionally, you can set a filter for the new automation in Automation Manager

Whenever you create or update a Task and a scheduled start and scheduled stop, an entry will be added to the Microsoft Office 365 calendar for everybody assigned to the Task.