Updating a Shared Bookmark

Overview

DayBack's shared schedules are kept in sync in three ways: automatic updates, manual updates, and via the Update Shares API.

Automatic Updating

When you edit events directly within the DayBack Calendar interface, any changes you make to existing events will be synced to shares in real-time. This synchronization happens in the background without requiring any additional action from you.

Naturally, we recommend making all substantial changes within the DayBack interface. This allows you to see your schedule in context, see when resources may be over-scheduled, and work at longer time scales so deadlines don't sneak up on you.

However, sometimes edits are made outside the DayBack interface, such as on other Salesforce pages or in Basecamp. If new resources or new events are added that apply to the share's filters, you can use manual updating to ensure everything is current.

Manual Updating

Manual updating helps you catch up on edits made outside the DayBack interface. To manually update:

Select "Bookmark/Share" from tabs at the top right of DayBack's screen.
Click "Manage Bookmarks/Shares."
Choose the share you want to update and click "Update."

This process will focus on the shared events by switching your date and view to match that of the share, applying any filters you included. It will then refresh the share's content to match your view, including any edits you've made, new events created, or events deleted.

Other Options...

Using the Update Shares API

DayBack offers an API for updating shares, which can replace manual updates. This API can be triggered by Salesforce actions or server-side scripts in FileMaker, ensuring that any event changes automatically update the public version. The API is available to customers on the Plus plan for an additional yearly fee. It currently requires SeedCode developers to deploy (there is no public documentation yet) as part of an implementation package. If this kind of automation is of interest to you, please get in touch.

Using Salesforce Connect

Bookmarks are ideal for situations where the schedule isn't changing very often, or when you only have one bookmark to update, instead of one per contractor or technician.

However, for frequently changing schedules and setups with multiple external technicians who each need to see a personalized and constantly changing picture of their scheduled events, we recommend using DayBack's Salesforce Connect. This feature allows technicians to see a live, always up-to-date view of their schedule without needing bookmarks. Technicians can also make changes to certain fields, such as entering notes or updating the status. A DayBack license is required, but a Salesforce license is not necessary, making this a cost-effective solution for large-scale Salesforce implementations.

For a feature comparison between Salesforce Connect and bookmarks, visit: Calendar Sharing in Salesforce.

Limitations and Edge Cases

There are a few scenarios where the behavior of updating a share might not be immediately obvious:

Automatic Updates: These only sync events that were originally included in the share. Events created after sharing are only sent to the share when you manually update it.
Editing Events: When you edit an event, DayBack waits until the edited event is retrieved from the original source (e.g., Salesforce or FileMaker) before syncing the changes to the share. This ensures that any changes made after saving, such as those from triggers or formulas, are reflected in both DayBack and the share.
Deleting Events: Deletes made in DayBack are automatically synced to the share. Deletes made outside DayBack are synced when the share is manually updated.
Manual Updates by Different Users: In the rare case that a user with different privileges (different profile or permissions) performs a manual update, the updater's view is shared in the update. This could include more or fewer events than the original share author's view. Administrators can limit who can share events, restricting it to administrators or turning sharing off altogether. If this rare scenario occurs in your setup, you may wish to consider extending sharing permissions only to certain users.
Event Included in Multiple Shares: Edits to an event are applied across all shares during both manual and automatic updates. However, if an event is deleted, it is removed from all shares only during automatic updates. Manual updates will remove the event only from the share being updated, not from all shares.
Filter Criteria Changes: If you edit an event so that it no longer matches the filter criteria of a share, the event remains shared but will not show up in the recipient's default share view with the filters applied. During a manual update, the item will be unshared if it no longer matches the share's filter criteria.

To verify that an edit has been synced to your share, you can click on a share at any time from "Share / Manage Shares" to view the share as the recipient would see it.