To generate iCalendar invitations that use field values from custom tables, create an import export map that computes the values of the iCalendar fields.

Before you begin

Role required: admin

Procedure

  1. Create the custom table and fields using the Date/Time field type for the fields that map to the ${dtstart} and ${dtend} variables.
  2. In the navigation filter, enter sys_impex_map.list.
  3. Click New.
  4. Set the following fields:
    • Name: Use the following naming convention: icalendar.<table name>. For example, icalendar.u_my_custom_table.
    • Table: Select the custom table you created.
    • Type: Select icalendar.
  5. Right-click the form header and select Save.
  6. In the Field Maps related list, click New.
  7. In the Mapping Entry Wizard, select Mapping to a Database Field.
  8. Create field mappings for dtstart and dtend.
    For example, map the External Name dtstart to theu_meeting_start_time field in u_my_custom_table.
    Note: These variables are required.
  9. Click Submit.
  10. Create field mappings for any of the following iCalendar fields as necessary.
    • dstart
    • dtend
    • location
    • alarm_time
  11. Click Update.

    Here are sample field mappings between iCalendar variables and custom fields in a custom table, u_my_custom_table:

    Table 1. Sample field mappings
    External name Database field Type Map
    dtstart u_meeting_start_time field icalendar.u_my_custom_table
    dtend u_meeting_end_time field icalendar.u_my_custom_table
  12. Create an email template that defines what to include in the iCalendar invitation.
    1. Set the Table field to the custom table you created.
    2. In the Message text field, use the following format to define the iCalendar invitation.
      
      BEGIN:VCALENDAR 
      PRODID:-//Service-now.com//Outlook 11.0 MIMEDIR//EN 
      VERSION:2.0
      METHOD:REQUEST 
      BEGIN:VEVENT 
      ATTENDEE;ROLE=REQ-PARTICIPANT;RSVP=TRUE:MAILTO:${to} 
      DTSTART:${dtstart} 
      DTEND:${dtend} 
      UID:${sys_id} 
      DTSTAMP:${dtstamp} 
      SUMMARY:${u_meeting_summary} 
      END:VEVENT 
      END:VCALENDAR
      
      Note: Mail script is not allowed or processed in meeting invitation email templates.
  13. Create an email notification to trigger the iCalendar invitation and ensure the following fields are set accordingly:
    • Table: Select the custom table.
    • Type: Select Meeting Invitation.
    • Content type: Select Plain text only.
    • Email template: Select the template you created.