This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
General
Automatically create events in your or your colleague’s Google Calendar after document completion.
Use case: After a new employee has signed a package of documents, you need to carry out a meeting with HR and Manager to discuss the details of the new hire. With the help of the Create event in Google Calendar bot you have to set up this process just once without creating a meeting manually every time you need.
How to set up
When the bot runs by default:
The Create event in the Google Calendar bot activates once the documents are completed by recipients specified in the step after which this bot was added.
To add the bot to your workflow, select where you’d like to put it on the diagram and click the plus icon.
Then, select Bot from the list.
Search for the bot you need by category or using the search bar. Then, install the bot to your workflow by clicking Install bot.
Connection settings
To connect the bot to your Google account, click Connect in the Connection settings section.
Then, select the Google account you need to connect. Alternatively, connect a new account by clicking Add connection.
You’ll be redirected to the page where you have to select your Google account you want to connect. Make sure that you give all necessary permissions to interact with your Google account.
Once connected, proceed to the next section.
Action settings
In the Set event details section, select a calendar for which you want to create an event. In the list, you will have the calendar of your connected account and the calendars you’re subscribed to. After that, provide the event details, such as title, description, and location.
Alternatively, you can set data variables for those fields, and the bot will retrieve information from the document after the completion. To do so, click +Data variable and select document fields or workflow data as variables.
Next, invite participants to the event. Enter their emails manually, use data variables in a similar way as described in the step above, or select them from your contacts by clicking the respective icon.
When using your contacts, tick the addresses you want to invite and click Send to. If needed, you can import your contacts from other email clients by clicking Import contacts.
After that, set up the event start date and time and indicate the time zone.
Similarly, indicate the event’s end date and time. After setting the time, click Select to save changes.
Finally, specify the event duration.
To create an event in someone else’s calendar, go to the Another calendar tab (1) and enter the email address of the needed Google Calendar user. Alternatively, get the email address from data variables (2). In our example, we use the recipient’s email.
Note: To create events in another calendar, you must have permission from another user to create events in their calendar.
1) Go to your Google Calendar and select the calendar you want to share, then click on the three dots near this calendar. In the dropdown, click Settings and sharing.
2) In the Share with specific people or groups section, click +Add people and groups and enter emails of users you want to share calendar with. Select permissions for each added user. To allow a user to create events in your calendar, you must choose either Make changes to events or Make changes and manage sharing permission level.
Conditions
Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.
Advanced settings
In this section, you can set additional bot configurations:
Determine how often the bot will run
Decide what to do with a revision if the bot fails
Add tags to your document to easily locate it
Learn more about adjusting Advanced settings in this article.