Localist is able to connect with Outlook to automatically import data from your organization’s account via the ICS feed provided by Outlook.
In this article you’ll find:
- ICS Import Data
- Importing an ICS Feed
- Important Feed Import Details
- ICS Export Data
- Exporting an ICS Feed
ICS IMPORT DATA
- Title (SUMMARY)
- Date (DTSTART)
- Start and end time (DTSTART + DTEND)
- Description (DESCRIPTION)
- Location (LOCATION)
- Room number
IMPORTING AN ICS FEED
1. In your admin dashboard, navigate via Events > Feeds
2. Select +Add Feed
3. Description Fields
- Name: This should be used as a general description for the feed.
- Feed URL: This is where you enter the URL to the RSS feed.
- Skip Pending: By default, all events in the feed will be automatically posted. Uncheck this option to send all events to the pending queue for additional approval.
- Taxonomy Overrides: These drop downs will match your platform’s filters. Selecting from the drop downs will apply the filter to every event in the feed.
- ShowAdvanced Options
- Username / Password
- Match Instances: If selected, event instances that have been added to Localist, but are no longer present in the feed, will be removed. Here’s a breakdown:
- If checked: Event A on Oct 1 is imported —> Upon next import Event A is now listed for Oct 2 and Oct 1 is no longer present in the feed —> The live event in Localist is updated from Oct 1 to Oct 2.
- If not checked: Event A on Oct 1 is imported —> Upon next import Event A is now listed for Oct 2 and Oct 1 is no longer present in the feed —> The live event in Localist is updated to now have two instances – both Oct 1 and Oct 2Essentially, this functionality is only applied to instances of events that are still in the feed. If an entire event is remove from the feed then Localist will not make any updates or deletions and the event will stay in the last-imported state unless manually modified.
Note: Upon saving, the feed will initially import once. After the initial import, the feed will import once a day and overnight.Changes will not be reflected in Localist until the nightly import.
IMPORTANT FEED IMPORT DETAILS
Feed Data Takes Precedent
1. Data imported by a feed into Localist will always take precedent over data that has been added or updated in the Localist event. Only the following 3 details can be locked and cut off from further updating:
- Event Place
2. All other details that are brought in via a feed must be changed at the feed source. If it is changed in any way in Localist then the changes will only stick until the next feed import, at which time it will revert back to the data in the feed.
- Exception: If a piece of data is not provided by the feed then any changes or additions in Localist will stick even after the next import. For example, if the feed only provides name/date/time/description/place then anything else, such as a tag or custom field, will remain as updated in Localist.
3. If fields in a feed match fields in Localist then the data must match exactly to what is saved in Localist. It is not possible to assign aliases or alternative spellings. For example, place names must match the place landing pages and filters must match the taxonomy on your platform in order to connect properly.
Deleting a Feed Event
1. Deleted in Localist: If an event has been imported to the calendar then deleted, it will reappear if it is sent back over through the feed. Since feed data takes precedent, if the event is present in the feed then it will be re-added to Localist.
- Exception: If an event is rejected from the pending queue then it will not re-appear. If the event is deleted while still in the pending queue then it will be re-imported into the queue.
2. Deleted at the feed source: If an event is removed from the feed source, the event in Localist will not be removed. This is because it is impossible for Localist to determine wether the event has been deleted/cancelled or if the event is just not present in the feed. In this case you will need to delete the instance in the feed and in Localist.
ICS EXPORT DATA
Subscribed feeds cover 13 months: from 1 month ago to 1 year from now.
The first 1,000 events in that date range. For example, if there are 1,000 events in the first 6 months then the feed’s initial pull will only cover that date range.
- Start and end time
- Room Number
- Category (Event Types in Localist)
EXPORTING AN ICS FEED
2. Per-event basis
3. My Plans: A user can subscribe to only events that they’ve RSVP’d to via the I’m Going button.
4. Group or Place Landing Pages: When on the landing page, select View Full Calendar… then use the subscribe box displayed under the filters on the right side.
There are some limitations placed on Outlook’s end that force exports to behave differently than iCal or RSS exports:
- Outlook doesn’t allow subscribing to an ICS file with multiple events, such as a the filter results. Events will be added, but they will not be connected so the events won’t update to reflect future changes. If you copy the link to the ICS file and manually subscribe to it in Outlook then the events will be added and updated accordingly.
- Windows Outlook handles importing an ICS file with one event in the ICS adds a single event to a calendar, but multiple events in the ICS as a new calendar. The ICS we generate for a single event always contains all instances of the event so it’s up to the calendar program how it’s imported.