Salesforce Public Calendar and Resource

In salesforce we can create an event and that event get displayed on salesforce calendar but what will happen when you want to block an event in some conference room and do not want that conference room should get block by another event on same day and at same time.

             We can acheive that using salesforce resource which is actually a very little but useful functionality of Salesforce which is always been overlooked. Using this functionality we can manage office resource, projectors, meetings etc.

As according to Salesforce : 

"In contrast to users’ individual calendars, public and resource calendars are for managing group activities or shared resources. You can create an unlimited number of calendars."

To add public calendar or resource :

1. Go to Setup > Customize > Activities > Public Calendar and     Resources.

2. Either create new Public Calendar or Resources.

3. Give a Name and check Active checkbox.

4. Save it.

 You can also set up sharing setting for Public Calendar and sharing setting by clicking sharing button 

Now we have sucessfully added the Resource now we can use this while creating an Event.

1. Go to Event Creation page.

2. Scroll to bottom of the page there is a button call "Add Invitees ".

 

3.  Click Add Invitees, a window will open which will give you option to select the public calendar, resource.

 

4. In Event drop down list select Resource.

5. Select Resource and click insert Selected and click on Done.

6. On click of Done that Resource appears in the list.\

7. Follow same step to invite User, Contact, Leads. 

8. Now save that Event.

9. Now try to create another Event in same time slot on same day for same resource, salesforce wont allow you to same the event and throws an error.

 

NOTE: You can also view on the events and appointment of the public calendar and resources in a calendar view. Go to your Salesforce calendar, click on the change button beside the little house icon at the top of your calendar. In the Search Within dropdown, select Public Calendars and Resources and you will be able to select the calendar that you want to see. Useful and easy!