Batch PlanningGoogleAgenda

The batch PlanningGoogleAgenda allows you to transfer registered schedules in Akuiteo in a Google Calendar. This way, users of professional Google accounts can easily see their schedules in Google Calendar without having to do anything manually. The electronic calendars of employees are updated automatically while managing schedules directly in Akuiteo.

This batch can be set up by employee in order to only allow some types of schedules to specific employees. To identify specific employees, a key can be added to each employee record sheet.

Important

The batch PlanningGoogleAgenda does not allow you to transfer modifications done in the Google Calendar toward Akuiteo. If an employee modifies an appointment in his/her Exchange calendar, this modification will not be synchronized with the Akuiteo schedule and will be overwritten the next time the batch is executed. The Akuiteo schedule remains the point of reference.

The interface with Google Cloud must be set up in order to access it and update schedules in Google Calendar when the PlanningGoogleAgenda batch is executed.

Note

The procedures above are done on the Google Cloud application, edited by the Google company. These procedures can be different is an update of the Google Cloud platform is done meanwhile. In this case, refer to your Akuiteo project management for more information.

1 In a web browser, enter the following address https://console.developers.google.com/ and log in as a Google Suite administrator.
2 In the Google Cloud header, click on the Select a project drop down list then click on NEW PROJECT.
3 In the creation screen, fill in the Project name, then click on CREATE.
1 From the left menu, click on Consent screen OAuth.
2 Select the User Type of Internal type, then click on CREATE.
3 Fill in the following mandatory information:
  • Application name: name chosen to identify the application
  • Email address for user help - Email address of an Google Workspace administrator
  • Developer contact details: email address of the developer
4 Click on SAVE AND CONTINUE.
1 From the left menu, click on APIs and enabled services, then on ENABLING APIs AND SERVICES.
2 In the APIs and services search bar, specify Agenda and run the search.
3 From the search results, click on Google Agenda API API, then click on ENABLE.
1 Click on the navigation menu icon next to the Google Cloud logo, then click on IAM and administration > Service account.
2 Click on CREATE A SERVICE ACCOUNT.
3 Fill in the Name of service account with the chosen name to identify the service account. The Service account ID is automatically specified from the name entered.
4 Click on CREATE AND CONTINUE.
5 From the drop-down list Select a role, click on Currently used then on Proprietary.
6 Click on OK on the bottom of the screen to create the service account.
1 From the dashboard of service accounts (IAM and administration > Service accounts), click on the link to open the created service account.
2 From the KEYS tab, click on ADD A KEY > Create a key.
3 In the creation window, select the JSON type and click on CREATE.

The key is created and downloaded. This key will be used in the batch parameters.

DMF

160840 SHOW CHOICE OF TIME AND SCHEDULE INPUT MODE

160841 MODIFY CHOICE OF TIME AND SCHEDULE INPUT MODE

The Employee taken into account in batches including this key field allows you to specify a value key which can be used in the PlanningGoogleAgenda batch. This field is available in the employee record sheet > Employee tab > Choice of time and schedule input mode section.

This key can be assigned to one or multiple employees depending on needs, and allows to identify these employees when the batch is executed.

Example

You want to add the Akuiteo schedules in the calendars of your company's consultants. However, these schedules are useless for the other employees in the company.

You add the BATCH_CONSULT key in the employee record sheet of each consultant. You use this key in the batch setup. When the batch is executed, employees with the BATCH_CONSULT are found and their calendars are the only ones updated with the Akuiteo schedules.

When creating the batch, select PlanningGoogleAgenda in the Batch template drop-down list.

When the batch is executed, schedules are transferred to Google Calendar according to the parameters specified.

The parameters in the following table correspond only to the parameters specific to the PlanningGoogleAgenda batch.

Reference

To view the parameters common to most batches, refer to Setting up the common parameters.

Code Description Type Required
AFFECTATIONS_VALIDEES When the parameter is set to True, the validated allocations are the only ones to be transferred and stored from Akuiteo to Google Calendar. Boolean No
AGENDA_DEFINI

Name of the Google Calendar to use to transfer the Akuiteo schedules.

If empty, the default calendar of the user is used. This parameter enables users to have a specific sub-calendar updated by Akuiteo in their Google Calendar.

String

Ex: CalendarCRM

 No
AJOUTER_VALIDATION When the parameter is set to True, information about the validation is added to the title and comment in the Google Calendar appointment. Boolean No
CODE_COLLAB_EXCLU Employee codes that must be excluded from the Google Calendar transfer when the batch is executed. Each code must be separated by a semicolon.

String

Ex: AAA;BBB;CCC

 No
COULEUR

This parameter is used to associate an Akuiteo action code with a Google Calendar color category. When Akuiteo schedules are transferred to Google Calendar, appointments are created using the color categories that match the action codes.

Enter pairs ACTION CODE: COLOR_NUMBER separated by semicolons.

Matching numbers for each color as follow:

  • 1: #A4BDFC (lavender)
  • 2: #7AE7BF (sage green)
  • 3: #DBADFF (grape purple)
  • 4: #FF887C (pale pink)
  • 5: #FBD75B (banana yellow)
  • 6: #FFB878 (mandarin)
  • 7: #46D6DB (peacock blue)
  • 8: #E1E1E1 (anthracite)
  • 9: #5484ED (blueberry)
  • 10: #51B749 (basil green)
  • 11: #DC2127 (tomato red)

Example

INTERNAL:3;BILLABLE:6;TELEFACT:10

Notes

Colors are only assigned to an appointment at the creation of it. If the action code is modified, the color will have to be manually modified in Google Calendar.

String

Ex: INTERNAL:3

 No
APPOINTMENT_DESCRIPTION

Fields codes to be included in the appointment description in Google Calendar. Each code must be separated by a semicolon.

The following values are available: CodeAffaire, NomAffaire, CodeClient, NomClient, CodeLot, LibelleLot, CodeSousLot, LibelleSousLot, Tache, CodeAction, LibelleAction, Lieu, Commentaire

In the Google Calendar description, the fields must be displayed as follow:

Label of 1st field: value

Label of 2nd field: value

And so on.

String

Ex: CodeAffaire;NomClient;
CodeAction;
Comment

 Yes
EXCLURE_AFFAIRE_ABSENCE When the parameter is set to True, leave projects are excluded from the Google Calendar transfer. Boolean No
EXCLURE_AFFAIRE_EXTERNE When the parameter is set to True, external projects are excluded from the Google Calendar transfer. Boolean No
EXCLURE_AFFAIRE_INTERNE When the parameter is set to True, internal projects (except for leaves) are excluded from the Google Calendar transfer. Boolean No
EXCLURE_COLLAB_CANDIDAT When the parameter is set to True, external employees are excluded from the Google Calendar transfer. Boolean No
EXCLURE_COLLAB_EXTERNE When the parameter is set to True, external employees are excluded from the Google Calendar transfer. Boolean No
EXCLURE_COLLAB_NE_PAS_RELANCER

When the parameter is set to True, employees that cannot be sent reminders about their time input are excluded from the Google Calendar transfer.

For these employees, the No reminders about time input box is checked in the Employee tab > Choice of time and schedule input mode section.

 Boolean No
EXCLURE_PLA_DEVIS When the parameter is set to True, schedules created from quotations are excluded from the Google Calendar transfer. Boolean No
EXTERNAL_APPLICATION_KEY

Specify the content of the JSON file retrieved when creating the Google Workspace key.

Reference

For more information about the creation of the key, see Setting up the interface with Google Cloud and Creating a key.

 String Yes
FILTRE_CLE_COLLAB

Batch key used to filter the employees taken into account for the Google Calendar transfer. If multiple keys are entered, each key must be separated by a semicolon.

If a key is entered, employees must have this key specified on their record sheet to be taken into account. If the parameter is empty, there is no filter applied and all the employees are taken into account.

Reference

For more information about batch keys, refer to Preparing employee record sheets.

String

Ex: BATCH_CONSULT

 No
FILTRE_CODE_COLLAB

Employees codes used to filter the employees taken into account for the Google Calendar transfer. If multiple codes are entered, each code must be separated by a semicolon.

If the parameter is empty, there is no filter applied and all the employees are taken into account.

String

Ex: AAA;BBB;CCC

 No
FILTRE_COLLAB_OPERATIONNEL When the parameter is set to True, active employees are the only ones taken into account for the Google Calendar transfer. Boolean No
MESSAGE_VALIDATION_DESCRIPTION Message added in the comment of the Google Calendar appointment if the schedule validation is active. String No
MODE_PURGE When the parameter is set to True, appointments are cleared. This clearing deletes all schedules transferred with Akuiteo from the working range in the Google Calendar calendar, before actually transferring schedules. Boolean No
PERIODE_NB_JOURS_APRES Number of days taken into account after the current date. It reduces the number of schedules to be transferred.

Number

Ex: 30

 Yes
PERIODE_NB_JOURS_AVANT Number of days taken into account before the current date. It reduces the number of schedules to be transferred.

Number

Ex: 10

 Yes
PREFIXE_VALIDATION Prefix added in the title of the Google Calendar appointment if the schedule validation is active.

String

Ex: SCHED

 No
SOCIETES Company codes to filter the schedules transferred depending on Akuiteo company. If multiple companies are entered, each company must be separated by a semicolon.

String

Ex: COMPANY1;COMPANY2

 No
TITRE_EVENEMENT

Fields codes to be included in the appointment title in Google Calendar. Each code must be separated by a semicolon.

The following values are available: CodeAffaire, NomAffaire, CodeClient, NomClient, CodeLot, LibelleLot, CodeSousLot, LibelleSousLot, Tache, CodeAction, LibelleAction, Lieu, Commentaire

In the Google Calendar appointment title, fields are displayed one after the other, separated by a space.

String

Ex: CodeAffaire;NomClient;
CodeAction;
Comment

 Yes