Content
Updated by Niels Lindenthal 1 day ago
**As** an OpenProject user and participant to multiple meetings
**I want to** be able to see all my meetings in my calendar software
**so that** I don't miss anything and know that the dates are all up to date
**Acceptance criteria**
Currently, .ics files generated by Meetings is unreliable. A meeting moderator doesn't know what actions automatically send invites to all users and has no way to disable it if they're using a separate tool (like Open-Xchange) OpenXchange) to handle meeting invites.
This is set 1 to fix the problem of unreliable meeting invites and transparent black box behaviour and give users more clarity. The goal is eventually have full CalDAV support: <mention class="mention" data-id="63465" data-type="work_package" data-text="###63465">###63465</mention>
**Acceptance criteria**
* There is an action called 'Subscribe to calendar' in the kebab menu on the my meetings page, and in the settings.
* It makes it possible to add 'OpenProject {Instance name}" as a new calendar in the user's external calendar tool, like OpenXChange, Outlook or Apple Calendar
* This calendar will be read-only; no interactions like accepting/declining invitations will be possible
* This generates a new iCal subscription token for meetings, using our usual token creation form but with the following copy:
* **Step 1:**
* Title: New iCal subscription token for meetings
* Banner: _we don't need it here yet (the user doesn't yet don't know what URL we're talking about)_
* Text: "This token will generate an iCal subscription URL that lets you view all your meetings in an external calendar application."
* Input field with label: "Token name"
* Placeholder text: ''
* Caption: 'You can name it after where you will use it, such as"My phone" or "Work computer."'
* **Step 2:**
* Title: An iCal meeting subscription token has been generated
Text: "Treat the following URL as you would a password. Anyone who has access to it can view all your meetings."
* A copyable read-only text field with the generated token URL
* Banner (warning): "This is the only time you will see this token. Make sure to copy it now."
* Change source text of existing translation: `my.access_token.token_value_warning`
* For individual .ics files:
* We continue to leave the option open
* For one-time meetings, change phrasing from "Send email to all participants" to "Send email invite to participants"
* When creating or editing meetings, there is a checkbox called 'Send calendar update to participants'. This is:
* Unchecked by default
* Has a caption: "Enabling this will send all participants an email with a new .ics file with the most up to date meeting information"
* If checked, show a Danger dialog:
* "This will email all participants a new calendar invite but will not remove their old one. If you make changes to the meeting afterwards, it will not be reflected until you send them an updated .ics. Are you sure you want to continue?"
**Technical notes**
* _To be discussed_
* _\[open\] Any way to detect duplicates for when the user is subscribed to the calendar and tries to add an individual .ics event to their calendar?_
**Permissions and visibility considerations**
* _To be discussed_
**Translation considerations**
* _Key terms and phrases in the key languages_
**Out of scope**
* <mention class="mention" data-id="63465" data-type="work_package" data-text="###63465">###63465</mention>
**I want to** be able to see all my meetings in my calendar software
**so that** I don't miss anything and know that the dates are all up to date
**Acceptance criteria**
Currently, .ics files generated by Meetings is unreliable. A meeting moderator doesn't know what actions automatically send invites to all users and has no way to disable it if they're using a separate tool (like Open-Xchange)
This is set 1 to fix the problem of unreliable meeting invites and transparent black box behaviour and give users more clarity. The goal is eventually have full CalDAV support: <mention class="mention" data-id="63465" data-type="work_package" data-text="###63465">###63465</mention>
**Acceptance criteria**
* There is an action called 'Subscribe to calendar' in the kebab menu on the my meetings page, and in the settings.
* It makes it possible to add 'OpenProject {Instance name}" as a new calendar in the user's external calendar tool, like OpenXChange, Outlook or Apple Calendar
* This calendar will be read-only; no interactions like accepting/declining invitations will be possible
* This generates a new iCal subscription token for meetings, using our usual token creation form but with the following copy:
* **Step 1:**
* Title: New iCal subscription token for meetings
* Banner: _we don't need it here yet (the user doesn't yet don't know what URL we're talking about)_
* Text: "This token will generate an iCal subscription URL that lets you view all your meetings in an external calendar application."
* Input field with label: "Token name"
* Placeholder text: ''
* Caption: 'You can name it after where you will use it, such as"My phone" or "Work computer."'
* **Step 2:**
* Title: An iCal meeting subscription token has been generated
Text: "Treat the following URL as you would a password. Anyone who has access to it can view all your meetings."
* A copyable read-only text field with the generated token URL
* Banner (warning): "This is the only time you will see this token. Make sure to copy it now."
* Change source text of existing translation: `my.access_token.token_value_warning`
* For individual .ics files:
* We continue to leave the option open
* For one-time meetings, change phrasing from "Send email to all participants" to "Send email invite to participants"
* When creating or editing meetings, there is a checkbox called 'Send calendar update to participants'. This is:
* Unchecked by default
* Has a caption: "Enabling this will send all participants an email with a new .ics file with the most up to date meeting information"
* If checked, show a Danger dialog:
* "This will email all participants a new calendar invite but will not remove their old one. If you make changes to the meeting afterwards, it will not be reflected until you send them an updated .ics. Are you sure you want to continue?"
**Technical notes**
* _To be discussed_
* _\[open\] Any way to detect duplicates for when the user is subscribed to the calendar and tries to add an individual .ics event to their calendar?_
**Permissions and visibility considerations**
* _To be discussed_
**Translation considerations**
* _Key terms and phrases in the key languages_
**Out of scope**
* <mention class="mention" data-id="63465" data-type="work_package" data-text="###63465">###63465</mention>