Bookmarks & Sharing

Overview

Bookmarks

Calendars help us tell stories, and bookmarks let you quickly check in on the stories you're following. Bookmarks let you save calendar filters and views (including analytics). A bookmark can be just for you, shared within your DayBack group (your company), or shared with the public.

Public Bookmarks (Shares)

Make a bookmark public to share your schedule with folks who don't have access to your DayBack. When you make a public share you'll be creating a URL that contains exactly what you currently see on screen in DayBack. All your filters are respected, making it easy to share just a subset of your calendar.

And any changes you make to your events in DayBack will be synced with the share so your URL is always up to date.

Public bookmarks (shares) are great for:

Sending project schedules to your customers

Giving contractors access to their schedules

Publishing the schedule for a conference or site visit

Sharing plans with your family and friends

In this article

Creating Bookmarks

To create a bookmark, click "Bookmark/Share" in the upper right of DayBack Calendar, then click "Bookmark or Share This View."

"Share with"

By default, bookmarks are just for you and other users in your DayBack group won't be able to see them. 

Select "My DayBack Group" to add this bookmark to the Bookmark/Share menu for everyone in your group. 

"Public" shares are available to everyone in your DayBack group AND get their own public URL that you can send to folks who don't have DayBack accounts or don't have access to your calendar sources. An example would be sending a contractor their production schedule even though they don't have a license to your Salesforce org.

"Switch to this date..."

Most often, you'll want to leave the option to "Switch to this date..." set to OFF. With this set to OFF, the bookmark will snap your view and filters to those you've saved but leave you focussed on whatever date you were looking at. So if your bookmark is "Projects Due" you'll see the projects due today, or this week, or wherever you're currently looking.

If, however, you're bookmarking a specific project or event, you may want to turn the date switch ON. So if your bookmark is for a project starting in June of 2025, clicking the bookmark will take you to that date no matter what date you were last looking it.

Favorites ⭐️

Keep your favorite bookmarks at the top of the list by giving them a star. Bookmarks tagged this way are only favorites for you, the start doesn't apply to everyone in your group so they can all have their own list of favorites.

URLs

You can navigate directly to a bookmark by entering the URL into your browser's address bar, or send it as a link. When a bookmark is created or edited, you'll see the URL in the bookmark details and an option to copy that URL to the clipboard.

For public bookmarks, this link will open for anyone in a unique public view. For bookmarks shared with the group or for yourself, these will open in your DayBack account and load the bookmark as if you had clicked the "Visit" button in the bookmarks menu.


Here's an example of a non-public bookmark URL, where  1593203345200U3927404528 is the bookmark ID, which can be used with app actions  :

https://app.dayback.com/#/?bookmarkID=1593203345200U3927404528

Default Bookmarks

Snap to a bookmarked view when opening DayBack

Specify a bookmark in an app action and you can have complete control over what users see when DayBack first opens. This article contains example code for launching a company-wide default bookmark while adding specific bookmarks for those users who may have unique workflows: Open to a Default Bookmark for Each User.

Sharing Your Schedule: Creating Public Bookmarks

When creating a bookmark, select "Public" as the share-with setting and you'll see some additional options.

Once you click "Create Share" your share is ready to go and you'll see a URL you can copy and email to anyone who needs to see this schedule.


Click "Visit" and you'll get a preview of exactly what your recipients will receive.

Some tips:

Date Ranges. The share captures exactly what's in view when you select "Share this view", but you can extend the view using the "Extend view" option if you want to include events further into the future than the existing share includes.

(This option is only available for Public shares, for all views except Horizon view, and can only be configured when you are first creating a share.) As a tip, if you'd like to share the longest date range for your projects, share from Horizon view.

Views. Recipients will open the share to exactly the same view you shared, so if you share from month view, that's what they'll see first. They can then navigate to other views if they need to see hourly schedules or focus on individual days.
Filters. Shares respect your filters, enabling you to share  just part of your calendar. Events that are filtered out of view  will not be included in your share. Recipients will see your list of filters (statues and resources) and will be able to filter your share further than you have. Here's an example:
If you share a schedule with just the resource filter set to "Dr. Thomas", the doctor receiving your share can still filter the share by status to see just their "confirmed" appointments. 
If you share a schedule with the resource filter set to "Dr. Thomas" AND the status filter set to "confirmed", the doctor receiving your share could turn off the "confirmed" filter but no additional events would be revealed since only confirmed events were shared.
Expiring and Deleting Shares. From the Share menu in DayBack, click "Manage Shares" and you'll see all the views your org has shared. Deleting a share here will prevent recipients from accessing the share again. The share will behave as if it's expired and users will see a note saying the share can't be found.
New Events. Since DayBack keeps a list of events included within a share (see "How it Works" below), it is only able to automatically update changes to existing events in that share. If you create new events that apply to the filters set in the share, and you would like to add those new events, you can do so by manually updating the share. See " updating" for more.
Taking Action from a Share. You can add button actions to shares so that recipients can jump to other pages or complete simple forms. Some ideas and video here: adding button actions to shares.

Keeping Shares in Sync

Once you create a share, any changes made to the shared events inside DayBack will be synced to that share. This only applies to changes made in DayBack's interface: changes made outside DayBack (in your other Salesforce pages, or in Basecamp, for example) won't be synced until that event is again edited in DayBack's interface or until you manually update the share.

To manually update a share, select it from Share / Manage Shares and click "Update". This will snap your view to the view and filters of the share and re-sync every event in view. This lets you refresh the share with edits made outside the DayBack interface. See " updating" for more.

We hope DayBack is the place where you'll make all the changes to your schedule as it's the place you can see all your calendars together, view resources side-by-side, and work at longer time scales so deadlines don't sneak up on you.

If you want to double-check that an edit has been synced to your share, you can click on a share at any time from Share / Manage Shares to view that share as the recipient would see it.

Public Bookmarks: How it Works

When you make a share, the calendar sends each of the visible events to DayBack's servers: almost like exporting your events. The share also records the current view, date range, and filters you have employed. This "exporting" doesn't happen for bookmarks shared with your DayBack group or bookmarks that are just for you; it's only done for public bookmarks.

When a recipient opens a shared URL, DayBack reads the shared events from the "export" on our server instead of from your original data source (like Google, FileMaker, or Salesforce). Share recipients have no access to your original data source and no access to events that weren't visible when you made the share.

When exporting an event, DayBack only sends the information you can see in the view you shared, along with the information you can see in the event's popover (what you see when you click on an event). Other attributes of the event, or attributes of records related to the event, aren't exported to the share.

As you edit events in DayBack, the calendar looks to see if the event is part of a share. If the event is shared, DayBack re-exports the event to DayBack's server, keeping the share in sync with your changes to the event. Shares themselves don't poll DayBack's sever for changes so someone viewing a share while you make a change would need to click "refresh" to see your change take effect.

Embedding Public Shares in a Web Page:

You can embed any Public Share you have created in your web pages using an iframe. The Embed Code can be found under the Public URL sub-menu once you have created your share:

Frequently Asked Questions

Can recipients edit shared events? No. Recipients of a share URL will be unable to edit those events. 

Do recipients need to have accounts in my Salesforce org? No. Folks opening a share URL don't need any information from your Salesforce org and DayBack never hits Salesforce when folks open a share. 

If an event is linked to a contact, is that contact information shared? The share only includes the information you can see in DayBack. So if you have linked a contact to an event, your share recipient will be able to see the contact's name when they click on the event, but they won't have access to any other facts about the contact unless you've included those in the event's display.

Can I password protect a share? No. Anyone with the share URL can open it. If you've shared something by mistake you can delete the share from Share / Manage Shares. The share URLs are not guessable and include random elements, so folks likely won't be able to find your shares without you giving them the URL. 

Who can create a share? By default, only administrators of your DayBack account can create shares. But Administrators can change this, enabling sharing for everyone, or turning off sharing completely. 

Can I remove the share menu for all users? Yes. In Administrator Settings you'll see a section named "Views". Within that, simply enter "Share" beside "Hide menu items".

What timezone are shares shown in? Shares normally show up in the recipient's time zone. So if you're in California and you share an event that's at 2pm your time, a share recipient in New York would see that as a 5pm event. That's normally the way you want things to work for meetings, phone calls, and appointments. But sometimes you want the share to always show in a certain timezone--say you're sharing a conference schedule and the conference is in California: you probably want all the events to show in the local California time, regardless of what time the recipient is in when they're viewing the share. To do this, you'll see a "show in timezone" switch when you're creating a share. Note that you can only select to lock a share to a timezone when you're creating the share; it can't be changed after the share is created, though recipients will see a timezone selector on their end so they can manually choose to view the share in a different time if they need to.

Can I style shared views differently from how they appear in my DayBack? Yes. By default, your share will pick up any CSS modifications you've made to DayBack. But you can also make style changes that only affect shared pages by wrapping them in the class ".share-only" =)

Can I filter a share? Yes. Filters work in public shares almost the same way the work in your original instance of DayBack. There are just a couple of differences. When you make your bookmark, if you haven't selected any filters then all the resources and statuses you see in the left-hand sidebar will be visible in the share. If you've selected a couple of status or resource filters, then only the ones you've selected will be visible in the share's left-hand sidebar. The other difference in behavior concerns how the text filter works when you're filtering by calendar name. If you look at the Calendar's tab in the left-hand sidebar, you'll see individual calendar names in the regular DayBack view, but in the share, these calendar names are all collapsed into the name of the share. So you can't filter public shares by "calendar name" since all events are in the same calendar according to the share. The trick is to filter on a field value in the event (maybe a custom field you create for this purpose) instead of the original calendar name.

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