Filevine calendaring is dynamic and intuitive. As you create deadlines and events, they are automatically added to the calendars of those involved in the project. In this article we will examine the calendar in brief, with links to more in-depth articles.
**September 2018 Update New!
Where is your Calendar?
There are two types of calendars in Filevine.
1) Every project has a project calendar, which is the projects' own calendar and is accessed by the Calendar Tab.
2) Additionally, every user has a personalized global calendar which can be accessed via the Menu in the top left corner of the screen. The global calendar is also a place for project events to which you are an attendee of and all project deadlines to appear, assuming that you are a follower on that case.
The project calendar displays all events and deadlines for that specific case. They are meant to provide an at-a-glance look of past and future dates. If a user is also a follower on the case, they will see the deadlines of that project in their global calendar also. In order to see the events, you must be listed as an attendee for that event.
How to add events and deadlines to project calendars
Creating Events: To add an event to a project calendar, simply click on any blank space. The screen will display the “Calendar Event” pop-up which will let you choose the attendees, date, time, and details of the event. This event will appear on the project-level calendar for all users who have access to the project, as well as on the global calendar of any person to whom the event is assigned.
Creating Deadlines: Any time you create a deadline in any section of a project, a corresponding all-day event will appear on the project calendar as well as on the global calendar of all followers. These events will have no specific time associated with them but will appear as “all day” events on the day of the deadline.
The Global Calendar
Every user has his or her own calendar which can be accessed via the “hamburger” menu in the top left corner of the screen. This calendar draws from all projects on which you are a follower to display all deadlines and all events that you have been invited on to. Additionally, it is possible to share this calendar with third-party services such as Google Calendar. (related: How to link your Google Calendar or Outlook365 to Filevine)
The Global calendar gives you the best overview of what’s happening with your team. Keep in mind, however, that it will not display any events created by team members on individual projects unless those events have you listed as an attendee. For deadlines, you must be a follower to see any and all deadlines from a case on your global calendar.
How to add events and deadlines to the global calendars
Creating events via the global calendar: Simply click on any blank space to bring up the “Calendar Event” pop-up. From there you can choose the date, time, and details of the event. Any event created in the global calendar must be associated with a project, as there can be no tasks or events without accountability. You can also assign the event to someone other than yourself if that person has shared their calendar with you.
Creating events via project-level calendars: Events created in project calendars will also appear in your global calendar if you are a follower of that project. See above for how to add events to project calendars.
Adding deadlines: Deadlines created in individual projects will appear on your global calendar if you are a follower of that project.
Creating Events via Google calendar: If you have shared your Filevine Calendar to Google calendar, any additions to your Google calendar will also appear in your Filevine global calendar.
How to share your global calendar with other Filevine users
To share your calendar, you must first set up syncing with a Google calendar using the steps above. Once you have set that up, enter the Filevine username or email of the person you want to have access to your calendar under “Who Can View My Calendar?” and select “Invite.”
Anyone with access to your calendar will be able to add and delete events on your global calendar. Be aware, all these changes transfer to your Google calendar instantly. This is the same as giving somebody permission to make changes on your Google calendar.
Update September 2018
Multi-day events - By checking the All Day box for the time of an event, you're able to have your event span across multiple days.
Search for Calendar Events - Both Search Deeper and Search This Project now include calendar events in the search. This will make it easier to track down calendar events that may be in the future or recent past.
Please note the following important details:
- Only events for dates in the future and dates going back 336 hours (14 days) will be searchable.
- The following parts of an event are searchable: the event name, the date (i.e. "Jan", "1", or "2020"), the location, the notes, and the attendees.
- The words in your search need to match the full words of the event. For example, searching for "depo" will not bring up a calendar event with the word, "deposition."
- Once an event is created, it will be searchable within a few minutes.
Frequently asked questions about the calendar
Q: I have created a calendar event for a project but I don't see it on my global calendar.
A: Most likely, the calendar event you created did not have you listed as an attendee. In order for a calendar event to appear on your calendar, you need to be listed as an attendee. Go to the project's calendar, find the event, edit the event, and add yourself to the attendees.
Q: Do I need to have a Google or Office 365 Calendar account to use the Filevine Calendar?
A: No. Even without a linked Google account, you will still have your own individual “global” calendar and you will be able to interact with all project-level calendars.
Q: If somebody shares an event through my Google or Office 365 Calendar, will it appear in my Filevine Calendar?
A: Any events which appear on your MAIN calendar in Google are synced with your Filevine Calendar. If you have multiple calendars in Google (for example: a birthday calendar, a personal calendar, a holidays calendar, or a calendar shared by a coworker) none of those will sync except for your own primary calendar.
Q: Can we import events from other calendars?
A: Yes. The easiest way to do that is to use Google’s import tool (under settings in google) and the imported calendar will sync instantly with Filevine.
Q: Are deadlines added to the calendar?
A: Yes. Deadlines are automatically added into the calendar as soon as you create them. Deadlines remain on the calendar even when completed for your records.