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#1 2010-01-26 09:55:58

Roland
Administrator
Registered: 2007-11-25
Posts: 1524

Darwin CalendaServer Sync with Outlook: Invite,Accept,Decline,Tentative..

Snow Leopard Darwin CalendarServer and newer..
If invitations are not received by Email in Outlook....
Until now, it was not possible to show the toolbar for accepting a meeting as usual in Outlook.
This is now implemented from version 2.12.16 on!

Here the full documentation of all CalendarServer functionalities (some are new in this version) and how to use it in Outlook/iCal4OL:
(General CalDAV Configuration is documented here: http://ical.gutentag.ch/forum/viewtopic.php?id=28 )

Best use the assistant [Darwin CalendarServer] for autoconfiguration. Manually:
- Tab WHO: enter as fullname your username in Darwin CalendarServer ... and the correct email username@domain.com
- Tab WHAT: 2-Way-Sync with a Web Solution
- Tab HOW: use button  [URL:] to find the correct URL for your calendar collection
- Tab HOW: Field UserID (Kennung): caldav deleted remove darwin inbox firstsimilar 10 [reply] [status].. [tasks] [debug]
  => firstsimilar will be changed automatically to "nosimilar" for second sync, which is necessary! Otherwise similar duplicate events can't get uploaded (again)!
- Tab HOW: [X] Time period with rule: from -31 days (incremental)


- Tab OPTIONS:  [X] Use Outlook Scheduling Tab for attendees (DEFAULT and necessary).  Attendee status will be added and updated in the body of the event
- Tab RUN: to start the sync or configure the "tasktray autostart" feature or use a link from START - All Programs - iCal4OL

- Note for Windows 7 users:
You must activate on tab "Options" under [Enhanced Support]
[X] Use WinInet.dll instead of WinHttp.dll (it's already default)
Due to a bug in WinHttp.dll Version 6, it's not possible to send a reply using the HTTP header "If-Schedule-Tag-Match: xxxxxx". This header name is too long for WinHTTP.
LibCurl.dll is working with Darwin and does use less CPU, though.

=> On OL Scheduling Tab, you can use the internal emailaddress (if username@domain) of an attendee (same @domain as on tab "Who" in your email necessary), or just the username, or see http://ical.gutentag.ch/forum/viewtopic.php?id=136 if you want to use Outlook Contacts (and how it's best done - with info about freebusy).
If you want to send an invitation in OL, the attendees will probably get duplicate(d) invitations, because CalendarServer may send out invitations by email, too.
(The CalDAV-Scheduling can be "mostly" suppressed by using the flag "noinvite"... but try first without it)

=> if you are the organizer, 10 will force the sending of invitation over CalendarServer, even if NO attendee "principal uuid" can get resolved (more secure - depending on the ACL config, Darwin may be able to resolve without "10"). For newer Darwin versions always use this flag!

=> if you are an attendee getting an invitation, the category "Inbox" will be added to the event, automatically (ORANGE)!
     The category is fixed (re-added if necessary!), as long as you do not answer the invitation by a different client, or with the new behavior just below!
     (It may take a sync more after replied, before category "inbox" gets removed - by using a different client or depending on reply option (see below),
      the inbox "event-copy METHOD:REQUEST" will get removed...)

JUST USE THE NORMAL BUTTONS for [Accept], [Tentative], [Decline] in Outlook!

This is possible, too:
=> If you add "accepted" or "accept" in Subject e.g. "meeting accepted" or add a category "accepted" in OL (you can overwrite the category "inbox" for easiest use),
     the event will get uploaded and the organizer informed.
     Reminder, Busy state and Categories (without "accepted") will be saved on the server (valid for yourself only).
     After upload, the text/category "accepted" will get removed in OL again (if you used this special feature) and the event-body will now show your invitation status.

=> If you add "tentative" in subject e.g. "meeting tentative" or add a category "tentative" in OL (you can overwrite the category "inbox" for easiest use),
     the event will get uploaded and the organizer informed
     Reminder, Busy state and Categories (without "tentative") will be saved on the server (valid for yourself only).
     After upload, the text/category "tentative" will get removed in OL, and the event-body will now show your invitation status.

=> If you add "declined" or "decline" in subject e.g. "meeting declined" or add a category "declined" in OL (you can overwrite the category "inbox" for easiest use),
     the event will get uploaded and the organizer informed.
     After upload, the text/category "declined" will NOT get removed - at next sync the event will get deleted in Outlook!

=> If you are organizer and add "cancelled" in subject e.g. "meeting cancelled",
     the event will get uploaded and the attendees informed. In another client accessing the same organizer or an attendee calendar, the event will be striked through
     At next sync the event will get deleted in Outlook!
     An attendee using OL with iCal4OL: the event will get CANCELLED added to the subject e.g. "meeting CANCELLED" - or perhaps deleted directly
     (there are two ways: STATUS:CANCELLED or METHOD:CANCEL .. depending on the organizer client application)

=> If you are organizer and delete a meeting directly,
      the event will get deleted in the organizer calendar and the attendees informed. In another client accessing an attendee calendar, the event will be striked through
      An attendee using OL with iCal4OL: the event will get deleted directly...


=> using reply in Field "UserID":
      In short:  will clean out the inbox of processed requests (invitation, which have been answered - and all replies from attendees/organizer)
      Answering an invitation or processing different attendee status, will delete those messages from the inbox, too.  (=> Without "reply" they will stay in inbox! )
      Cancel-Requests will never be cleaned out directly from inbox - only if older than 20 days (so other clients can process this, too).
      Those inbox messages are not available anymore in another client like ICAL, accessing the same calendar.

=> without reply in Field "UserID":
      You need to process all inbox messages in Darwin-WebICAL or ICAL (Mac) or another client - later on! Please respond to invitations in the other client or in OL (as explained above)...


=> I you are using two different clients at the same time (e.g. WebICAL + iCal4OL), the replies of invitation stati will be processed by first client and may get deleted in inbox.
     So the second client can't update anymore the stati - the METHOD:REPLY's are gone..
     With status in Field "UserID" + you are the organizer of the meeting => it will still read the stati (in this case from the main event in calendar store).


If something is not clear yet, please post a reply ;-)

There were several issues, which are now fixed:
- external attendees got an "event cancelled" after organizer update of the meeting, instead of "event update" (parsing bug in CalendarServer must be by-passed)
- comma must be uploaded as \,   (not rfc2445.txt conform, but CalendarServer does need it)
- Repeating invitations with moved/changed occurrences do not work correctly in CalendarServer. If you decline, the exceptions will not get declined.. which can mess up your store. I found "left overs" occurrences, which do not have a master RRULE event anymore. Better delete an occurrence and re-add as single event (for a different time/text), if it's an invitation!
- You status response will get uploaded to the server, even if other attendee responses have been processed (and the event is actually newer on the server).

Last edited by Roland (2010-05-09 07:45:03)

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#2 2010-04-21 08:41:40

Roland
Administrator
Registered: 2007-11-25
Posts: 1524

Re: Darwin CalendaServer Sync with Outlook: Invite,Accept,Decline,Tentative..

Additional notes:

If you are using Office 2007, you SHOULD add a colored category for "inbox" (Orange),  and perhaps for "declined", "accepted" and "tentative", too...
==> Actually this is done now in newer versions by the Assistant on tab "Who"!

For normal run (productive..) use
UserID: caldav deleted remove darwin 10 nosimilar inbox status multiget

It will be faster from 2nd Sync on, after the field "Date/Time last run" is set from previous sync (=incremental) and you (re-)activated "Select time period" with rule "from -31 days (incremental)".
Note: Incremental Sync is only possible, if the TO-Date (in option time period) is empty, due to a logic problem (long time ago added future events, newly matching the From-To-Rule).

If you want to sync tasks, too... add: tasks

If a user does never use ICAL or WebCAL (Outlook only user) add: reply
This will clean out already processed INBOX events and messages (replying invitations and stati messages).

If you encounter a problem, add: debug ... then make a sync and email me the LOG.txt

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#3 2012-06-13 15:10:08

Roland
Administrator
Registered: 2007-11-25
Posts: 1524

Re: Darwin CalendaServer Sync with Outlook: Invite,Accept,Decline,Tentative..

If an invitation does NOT arrive as email - and only was downloaded from the server (by sync), you still can answer on this invitation, even if those buttons are missing in the toolbar!

==> From version 2.12.16 on the normal Outlook buttons for answering invitation ARE visible for newly synced invitations!

There are two additional methods (for Darwin both are working, for other stores only b)

a) You can change the subject of such an invitation from e.g. "Meeting" to "Meeting Accepted" or e.g. "Meeting <accept>"

Following words are supported (including different languages):

"Accepted"
"Accept"
"Akzeptiert"
"Angenommen"
"Zusage"
"Zugesagt"
"Accettato"

"Declined"
"Decline"
"Abgelehnt"
"Rifiutato"

"Tentative"
"mit Vorbehalt"
"mit_Vorbehalt"
"Vorbehalt"
"Temporaneo"

"Delegated"


b) The Assistant should already have added four colored categories:
Inbox       (Orange) ...  invitation
Accepted  (lightgreen)
Tentative  (lightred)
Declined   (red)

Just change the category of this invitation!


==> At next sync, your stati change will get uploaded and the organizer informed!
(This could be supressed by flag "noinvite"... therefore don't use it!)

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#4 2012-06-13 15:13:36

Roland
Administrator
Registered: 2007-11-25
Posts: 1524

Re: Darwin CalendaServer Sync with Outlook: Invite,Accept,Decline,Tentative..

Hier auch noch auf Deutsch (in etwas anderen Worten + zuerst ein Tipp):

Tipp: Damit Sie sehen, welche neue Terminen heruntergeladen werden, sollten Sie auf dem Reiter "Start" die Option:
[X] Fenster mit durch Import veränderten Termine & Aufgaben anzeigen
aktivieren... (siehe auch den Tooltip)


Falls eine Einladung nicht per Email ankommt, sondern nur vom Server heruntergeladen wurde (per Sync), können Sie trotzdem auf diese Einladung antworten, auch wenn evtl. die Schaltflächen dazu in Outlook fehlen.

==> Ab Version 2.12.16 MUESSTEN diese Schaltflächen für neue Einladungen aber immer sichtbar sein! Updaten...

Es gibt zusätzlich 2 Möglichkeiten für Darwin (andere Lösungen nur b):

a) Den Betreff wie zb. "Sitzung" abändern auf "Sitzung Akzeptiert" oder auch "Sitzung Angenommen" oder auch "Sitzung <Zusage>" oder auch "Sitzung Zugesagt".

Mögliche Zusage-Wörter:          Accepted;Accept;Akzeptiert;Angenommen;Zusage;Zugesagt
Mögliche Mit_Vorbehalt-Wörter: Tentative;mit Vorbehalt;mit_Vorbehalt;Vorbehalt
Mögliche Absage-Wörter:          Declined;Decline;Abgelehnt

b) Das Setup sollte schon Kategorien definiert haben, welche "Zugesagt", "Mit_Vorbehalt" und "Abgelehnt" heissen.
Einfach dieser Termineinladung diese Kategorie verpassen!
Diese Kategorien sollten bereits eingefärbt sein = Hellgrün, Hellrot, Rot)
Die Kategorie "Inbox" kann belassen oder überschrieben werden (die Farbe ist Orange = Einladung).
(Logischerweise gelten auch die Wörter oben... )


==> Durch beide Methoden, wird dann der Organizer per CalDAV-Scheduling benachrichtig!
(Das könnte mit dem Flag "noinvite" aber unterdrückt werden - also darauf achten, dass dies nicht verwendet wird..)

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