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Calendar Appointments with Multiple Attendees

The following paragraphs describe how SSSE handles calendar appointments that have multiple Attendees in Microsoft Exchange or multiple Participants in the Siebel application.

Calendar Items Created in Siebel Business Applications

If an SSSE user who is enabled for synchronization creates a calendar item in a Siebel application, that user is listed in the Owner field of the Calendar Detail form for the item.

If the calendar item has multiple participants, all the participants who are employees are listed in the Employees field in the Calendar Detail form.

If any participants are contacts, rather than employees, they are listed in the Contacts field in the Calendar Detail form.

Employee participants can view the original calendar item in their Siebel calendars.

Calendar Items in Siebel Business Applications Synchronized with Microsoft Exchange

When SSSE synchronizes a calendar record that was created in a Siebel application with Microsoft Exchange, SSSE maps the value of the Siebel Owner field to the Exchange Organizer field.

SSSE maps the values listed as Employees and Contacts in the Siebel Calendar Detail Form to Exchange Attendees.

NOTE:  Only the employees and contacts who have email addresses are synchronized with Microsoft Exchange as attendees for the appointment.

SSSE writes the Siebel calendar appointment directly to the Exchange calendar folders of the sync-enabled participants.

Special Handling When Siebel Owner Is Not Enabled to Use SSSE

If a Siebel user, who does not have SSSE synchronization enabled, creates a Siebel calendar item that includes SSSE-enabled participants, the following facts are true:

• The Siebel calendar item is synchronized with Microsoft Exchange for all Siebel employee participants who have synchronization enabled. If the owner modifies the item in the Siebel application, the changes are synchronized for these same participants.
• The Siebel calendar item is not synchronized with Microsoft Exchange for nonemployee contacts, because synchronization cannot be enabled for contacts.
• Provided that email addresses are correctly configured, the Owner for the Siebel calendar item is synchronized to be the Exchange Organizer for the sync-enabled participants' Exchange calendar items, even if the Siebel Owner does not have synchronization enabled.
• If any sync-enabled attendee modifies the calendar item in Microsoft Exchange (for example, to change the Start Date or Subject), the change is synchronized with the Siebel application, where it is visible to all Siebel participants, including the item Owner.

Calendar Items Created in Microsoft Exchange

If an SSSE user who is enabled for synchronization creates a calendar appointment in Microsoft Outlook, that user is listed in Microsoft Outlook as the Organizer of the appointment.

Additional participants are listed as Required Attendees or Optional Attendees, regardless of whether the attendees are employees or contacts.

A copy of the original calendar appointment is stored for each attendee who is using Microsoft Exchange client software. From this point on, any attendee can modify his or her own copy of the appointment. The attendee can choose whether or not to notify other attendees (including the organizer) of the change to his or her copy of the appointment.

If other attendees are notified of a change to a calendar item, the notifications provide information about the change that one attendee has made, but the notification has no effect on the data stored in other attendees' copies of the appointment.

Calendar Items in Microsoft Exchange Synchronized with Siebel Business Applications

When SSSE synchronizes a calendar appointment that was created in Microsoft Outlook with a Siebel application, a corresponding Siebel calendar item is created as soon as SSSE synchronizes any SSSE-enabled participant for the appointment.

At synchronization, the value of the Exchange Organizer field is mapped to the value of the Siebel Owner field, provided that the Organizer has a corresponding employee record in the Siebel application.

The values listed as Exchange Attendees are mapped to the Employees or Contacts fields in the Siebel Calendar Detail form, depending on whether or not each Attendee's Microsoft Exchange email address matches the email address for a Siebel employee record.

NOTE:  Exchange Attendees must be specified on the Scheduling tab of the Microsoft Outlook calendar item. SSSE does not support entering attendees using the Contacts field on the Appointment tab of the calendar item.

Employee participants can view the calendar item in their Siebel calendars. The calendar appointment is created regardless of each participant's Accept/Decline status.

Provided that the Organizer is sync-enabled, the data that appears in the Siebel calendar item is updated if the Organizer modifies the appointment in Microsoft Exchange, and subsequent synchronizations propagate the modifications to the Attendees' copies of the appointment in Microsoft Exchange. If Attendees other than the Organizer modify their copies of the appointment in Microsoft Exchange, those modifications are not synchronized with the Siebel application.

If any Attendee modifies the Siebel calendar item, subsequent synchronizations propagate the modifications to Attendees' copies of the appointment in Microsoft Exchange.

Special Handling When the Exchange Organizer Is Not Mapped or Enabled to Use SSSE

If the Organizer who creates an Exchange calendar appointment in Microsoft Outlook is not enabled to use SSSE, and is not an employee recognized by the Siebel application, then SSSE uses the value of the Generic Siebel Organizer setting as the Organizer when synchronizing the appointment in the Siebel application. If, additionally, the administrator has not configured a value for the Generic Siebel Organizer setting, then SSSE does not synchronize the calendar appointment. For more information about the Generic Siebel Owner setting, see Configuring the Generic Siebel Organizer.

NOTE:  If the Organizer who creates an Exchange calendar appointment in Microsoft Outlook is not enabled to use SSSE, then Siebel users cannot use their Siebel calendars to update the Siebel calendar item that is produced by synchronization of the appointment. Users are also unable to update the item in Microsoft Exchange; only the meeting organizer can do that.

Special Handling When an Exchange Attendee Is Not Enabled to Use SSSE

As long as at least one Microsoft Exchange participant is enabled to use SSSE, the calendar item is synchronized with the Siebel calendars of all valid employee attendees, even if some of those attendees do not have synchronization enabled.

Similarly, valid employee attendees are listed in the Employee field of the Calendar Detail form for the item.

A contact who is an Attendee for an Exchange calendar appointment is listed in the Contacts field of the Calendar Detail form for the synchronized item, provided that SSSE finds the contact already listed in the Siebel database. An unknown contact attendee is not listed in the Contacts field of the Calendar Detail form.

NOTE:  If an Exchange calendar appointment has any Attendees who are not enabled to use SSSE, whether those users are Siebel Users or contacts, then the Siebel user interface treats the record as read-only. The Organizer must make any updates to the item in Microsoft Exchange, and then SSSE must synchronize the changes in the Siebel application.

Special Handling When an Exchange Attendee Deletes or Declines an Exchange Meeting

The results of deleting or declining a Microsoft Exchange meeting depend on whether or not the attendee has SSSE synchronization enabled:

• If the attendee has synchronization enabled, declining or deleting a Microsoft Exchange meeting causes SSSE to remove that attendee from the Siebel calendar item.
• If the attendee does not have synchronization enabled, declining or deleting an Exchange meeting does not cause any change in the Siebel calendar item's list of attendees, regardless of whether the change in Microsoft Exchange is made in the attendee's folder or in the Organizer's folder.

For additional information on how SSSE tracks appointment attendees, see the description of the AddAttendee parameter in Tuning SSSE Siebel Profile Parameters.

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About Using SSSE with Calendar Records