{"id":2174,"date":"2020-08-28T05:42:40","date_gmt":"2020-08-28T10:42:40","guid":{"rendered":"https:\/\/www.teamdesk.net\/blog\/?p=2174"},"modified":"2022-04-08T07:44:22","modified_gmt":"2022-04-08T12:44:22","slug":"synchronization-with-google-calendar-via-match-column","status":"publish","type":"post","link":"https:\/\/www.teamdesk.net\/blog\/tips-tricks\/synchronization-with-google-calendar-via-match-column\/","title":{"rendered":"Synchronization with Google Calendar via match column"},"content":{"rendered":"\n

Earlier, we have published an article describing synchronization<\/a> with Google Calendar, where the Google Calendar Event ID plays the role of the match condition. Recently, some of our customers expressed a need to use another match condition to synchronize their database with Google Calendar account. Therefore, we decided to provide a detailed example of the setup you can replicate in such cases.<\/p>\n\n\n\n

Say, you manage a consulting company providing pre-purchase building inspections. Company\u2019s employees should register inspection records comprising unique IDs of inspected buildings. When the inspection record is created, a manager assigns a consultant, who is going to do the inspection. Also, a date and time of the inspection should be agreed and registered in the \u201cInspection\u201d record. At the same time, a corresponding Inspection event should be created (or updated) in a Google Calendar<\/a> account of the company. Moreover, the opposite synchronization (from Google Calendar to TeamDesk database) needs to be configured.<\/p>\n\n\n\n

Thus, the synchronization consists of two parts:<\/p>\n\n\n\n

\u2022 From TeamDesk to Google Calendar
\u2022 From Google Calendar to TeamDesk.<\/p>\n\n\n\n

\"Synchronization<\/figure>\n\n\n\n

Let\u2019s begin from a match column we need for the synchronization:<\/p>\n\n\n\n

1. Match column<\/h3>\n\n\n\n

A match column is a column keeping unique values. It will allow to find corresponding records in Google Calendar and vice-versa.<\/p>\n\n\n\n

In our example we use the \u201cBuilding ID\u201d text column<\/a> as the match column. It keeps the default\/calculate<\/a> formula displayed on the screenshot below. Also, the Unique and Required options are activated in the column settings.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Moreover, we recommend to mark the \u201cRequired\u201d checkbox in all columns participating in the default\/calculate formula, namely in the \u201cType\u201d, \u201cState\u201d and \u201cRegistered #\u201d columns.<\/p>\n\n\n\n

2. Google Calendar ID and formula-text column<\/h3>\n\n\n\n

According to the Google Calendar API<\/a> documentation, to achieve the synchronization, you would need a google calendar ID. In this example, we use teamdesk2015@gmail.com google calendar ID.<\/p>\n\n\n\n

To simplify the usage of this ID in the synchronization, in the \u201cInspections\u201d table we added the \u201cGoogle Calendar ID\u201d column of the Formula-Text<\/a> type. It keeps the calendar Id in quotes in the formula field.<\/p>\n\n\n\n

\"Google<\/figure>\n\n\n\n

3. \u201cGoogle Synchronized\u201d checkbox<\/h3>\n\n\n\n

Since this synchronization must work in both directions (From TeamDesk to Google Calendar and vice -versa), we need to avoid looping. Therefore, we should flag an Inspection record using the \u201cGoogle Synchronized\u201d checkbox column<\/a> with the following Default\/Calculate formula:<\/p>\n\n\n\n

\"Google<\/figure>\n\n\n\n

At first glance, the formula looks strange, but it will effectively drop the flag when any column listed in the formula is changed in any record of the \u201cInspections\u201d table.<\/p>\n\n\n\n

4. \u201cFind Event Trigger is Done\u201d checkbox<\/h3>\n\n\n\n

Now we added the \u201cFind Event Trigger is Done\u201d checkbox column to the \u201cInspections\u201d table. This column is an auxiliary column letting know that the search process with match criterion is complete. Furthermore, when this column is checked, the system triggers either the Create Record action or the Update Record action due to the cascading execution of record change triggers.<\/p>\n\n\n\n

\"Find<\/figure>\n\n\n\n

5. \u201cGoogle Event ID\u201d text column<\/h3>\n\n\n\n

When a matching Event is found in the Google Calendar, TeamDesk should save its Google Event ID value and use it for updating. For this purpose, we created the \u201cGoogle Event ID\u201d text column in the \u201cInspections\u201d table. In addition, we restricted the column width to 300 characters because a Google Event ID value can be quite long.<\/p>\n\n\n\n

\"Google<\/figure>\n\n\n\n

6. \u201cEvent Begins Timestamp (from Google)\u201d column.<\/h3>\n\n\n\n

The last auxiliary column we need to create is the column of the Timestamp<\/a> type. Let\u2019s name this column \u201cEvent Begins Timestamp (from Google)\u201d. It is going to be used for the synchronization from Google Calendar to TeamDesk. The column stores \u2018Event Begins Timestamp\u2019 values of events created or updated directly in the Google Calendar app.<\/p>\n\n\n\n

\"Event<\/figure>\n\n\n\n

7. Record Change Triggers (From TeamDesk to Google)<\/h3>\n\n\n\n

To make the synchronization form TeamDesk to Google we created three record change triggers<\/a>.<\/p>\n\n\n\n

Please note, that the order of the triggers is important. Besides, we apply the cascading execution for record change triggers.<\/p>\n\n\n\n

\"Triggers\"<\/figure>\n\n\n\n

The first \u201cFind Event\u201d trigger locates a corresponding event by searching for \u201cBuilding ID\u201d text value in Google calendar events. In case the matching Building ID value is found, the \u201cGoogle Event ID\u201d column gets filled in and the second trigger \u201cUpdate record in Google Calendar\u201d gets activated. If no results are found, the third trigger \u201cCreate record in Google Calendar\u201d fires and a new even gets created in Google Calendar.<\/p>\n\n\n\n

Let\u2019s review each trigger settings in details.<\/p>\n\n\n\n

8. \u201cFind Event\u201d Trigger<\/h3>\n\n\n\n

As we mentioned above, this trigger searches for a \u201cBuilding ID\u201d text value in the Google Calendar events.<\/p>\n\n\n\n

Please note, that according to the Google API documentation<\/a>, the search process can be performed in all the fields belonging to any event stored in Google Calendar. It means that it\u2019s not possible to restrict the search by any single field, such as event\u2019s \u201cSummary\u201d field, for example, where Building ID is stored. That\u2019s why, while creating events in Google Calendar, please make sure that Building ID unique value is specified in one event only.<\/p>\n\n\n\n

The trigger settings<\/a> are displayed on the screenshot below, please look at the \u201cMatching\u201d section.<\/p>\n\n\n\n

\"Find<\/figure>\n\n\n\n

Also, please take a look at the \u201cFind Event ID\u201d call URL action<\/a> added to the trigger. The action settings are provided on the following screenshot:<\/p>\n\n\n\n

\"Find<\/figure>\n\n\n\n

As you can see, the URL field comprises the \u201cBuilding ID\u201d column. A value stored in this column is queried in the related Google Calendar.<\/p>\n\n\n\n

Moreover, the \u201cExecute Triggers\u201d option comprises the \u201cYes\u201d value. Therefore, the action allows cascading execution of two other record change triggers.<\/p>\n\n\n\n

Please notice, that the action includes two assignments. The first one inserts a found google event id value into the \u201cGoogle Event ID\u201d column, the second activates the \u201cFind Event Trigger is Done\u201d checkbox.<\/p>\n\n\n\n

9. \u201cUpdate record in Google Calendar\u201d trigger<\/h3>\n\n\n\n

When the Event comprising the matching \u201cBuilding ID\u201d value is found in Google Calendar and the Google Event ID value is added to the \u201cGoogle Event ID\u201d field of the \u201cInspections\u201d record in TeamDesk, the \u201cUpdate record in Google Calendar\u201d trigger is activated automatically. It happens due to the \u201cExecute Triggers\u201d option, that is checked in the \u201cFind Event ID\u201d call URL action described in the item #8.<\/p>\n\n\n\n

The trigger settings are shown on the following screenshot:<\/p>\n\n\n\n

\"Update<\/figure>\n\n\n\n

The settings of the \u201cCall URL (Update Event in Google Calendar)\u201d action are displayed on the screenshot below:<\/p>\n\n\n\n

\"Update<\/figure>\n\n\n\n

Also, please pay your attention to the assignments added to the action.<\/p>\n\n\n\n

10. \u201cCreate record in Google Calendar\u201d trigger<\/h3>\n\n\n\n

In case an Event comprising the corresponding \u201cBuilding ID\u201d value cannot be found in Google Calendar, the \u201cGoogle Event ID\u201d column value is left blank in the Inspection record and the \u201cCreate record in Google Calendar\u201d trigger fires automatically because of the \u201cExecute Triggers\u201d option<\/a> is activated in the \u201cFind Event ID\u201d call URL action, that is described in the item #8.<\/p>\n\n\n\n

The trigger settings are shown on the screenshot:<\/p>\n\n\n\n

\"Create<\/figure>\n\n\n\n

The trigger includes the \u201cCall URL (Create Event in Google Calendar)\u201d action that generates a new Event in the Google Calendar.<\/p>\n\n\n\n

\"Create<\/figure>\n\n\n\n

The assignments of the action are needed to prevent the possible loop that could occur during the synchronization process.<\/p>\n\n\n\n

11. Zapier connection tool (From Google Calendar to TeamDesk)<\/h3>\n\n\n\n

To make the opposite synchronization (from Google Calendar to TeamDesk) you need an additional connection tool, since neither Google Calendar can send the data in a format compatible with TeamDesk, nor TeamDesk can accept Google Calendar\u2019s data. Such a third-party tool should be able to transcode the data and call TeamDesk REST API<\/a>. Therefore, you need to setup up REST API token for use in your application with the rights to create new and update existing records in the \u201cInspections\u201d table.<\/p>\n\n\n\n

\"Integration<\/figure>\n\n\n\n

TeamDesk connector utilizing Zapier<\/a> is available as beta version<\/a>, works by invite. It can greatly simplify synchronization setup process. All you would need is a trigger with action zap:<\/p>\n\n\n\n

\"New<\/figure>\n\n\n\n

We chose the \u201cNew or Update Event\u201d trigger.<\/p>\n\n\n\n

On the next step, the Google Calendar account and the calendar should be selected.<\/p>\n\n\n\n

After that we may fill in the second (TeamDesk) part of the Zap.<\/p>\n\n\n\n

\"TeamDesk<\/figure>\n\n\n\n

More details about Zapier to Teamdesk intergation may be found here >>><\/a><\/p>\n\n\n\n

When TeamDesk account is selected in the Zap, the Customize Record fields should be filled in.<\/p>\n\n\n\n

The match column is especially important. In our example we use the \u201cBuilding ID\u201d column as the match column. Moreover, you need to update a \u201cBuilding ID\u201d column value by a \u201cSummary\u201d column value, when an event is added or updated. Therefore, the \u201cSummary\u201d must be specified in the \u201cBuilding ID\u201d field of the created zap.<\/p>\n\n\n\n

\"Match<\/figure>\n\n\n\n

Also, select the following options in the following fields:<\/p>\n\n\n\n

\"Location<\/figure>\n\n\n\n
\"Google<\/figure>\n\n\n\n
\"Consultant<\/figure>\n\n\n\n
\"Event<\/figure>\n\n\n\n

When it\u2019s done, turn on the Zap.<\/p>\n\n\n\n

\"Zap<\/figure>\n\n\n\n

12. Time Zone checking<\/h3>\n\n\n\n

To avoid time shifts, your TeamDesk user account<\/a> and the Google Calendar time zones settings should coincide.<\/p>\n\n\n\n

13. Default\/Calculate Formulas in the Date and Time columns<\/h3>\n\n\n\n

Whereas the Event Begins timestamp value is received from the Google Calendar to TeamDesk, we recommend using the Default\/Calculate<\/a> formulas in the \u201cInspection Date\u201d and \u201cInspection Time\u201d columns. These formulas allow extracting date or time value from a timestamp. As the result, the columns will be filled in automatically after getting data from Google Calendar.<\/p>\n\n\n\n

For example, the \u201cInspection Date\u201d column with Default\/Calculate formula:<\/p>\n\n\n\n

\"Inspection<\/figure>\n\n\n\n

The \u201cInspection Time\u201d column with Default\/Calculate formula:<\/p>\n\n\n\n

\"Inspection<\/figure>\n\n\n\n

This concludes TeamDesk to Google Calendar synchronization by match column setup process.<\/p>\n","protected":false},"excerpt":{"rendered":"

The detailed example how to use a match condition to synchronize your database with Google Calendar account.<\/p>\n","protected":false},"author":3,"featured_media":2799,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[2],"tags":[191,189,190,127],"class_list":["post-2174","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-tips-tricks","tag-calendar-synchronization","tag-google-calendar","tag-match-column","tag-online-database"],"yoast_head":"\nSynchronization with Google Calendar via match column - TeamDesk Blog<\/title>\n<meta name=\"description\" content=\"How to synchronize your online database with Google Calendar account via match column. 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