Subscribing to iCal

Subscribing to iCal

Subscribing to an iCalendar (iCal) feed of work items allows you to view and update tasks directly from your Outlook, iPhone, Lotus Notes, Google and other calendar.

Note: This feature is not available for users with the Social license type.

Where to Subscribe to iCal Feeds

Users can subscribe to iCal feeds for work items belonging to themselves, specific resources, managed resources, or specific work items.

Subscriptions to iCal feeds can be done on the following screens:

  • Settings
    • My Profile Tab
    • User Maintenance Tab
  • Work Items
  • Current Project
  • Resources

How to Subscribe to iCal Feeds

Clicking on a "Subscribe to iCal Feed" link anywhere within the Clarizen application will open a pop up window.

iCal feeds for individual users will only show tasks assigned to the specific users.

When subscribing to iCal feeds for work items, you will have the ability to select what work item types within the project you would like to view (Projects, Milestones, Tasks).

After selecting the contents of the calendar (if applicable), choose the calendar application from the drop down as specified below.

Outlook

Make sure the Outlook option is selected from the drop down menu and then click on "Subscribe"

Depending on your browser security settings, a web browser dialog window may open requesting approval to access a program, click "Approve" or "Yes".

With Microsoft Office Outlook, a dialog window will open, click Yes to allow adding your Internet Calendar to Outlook and to subscribe to updates.

The first time you add the Internet calendar to Outlook,

you will be asked to enter your Clarizen username and password (make sure you choose the "remember me" option, if you don't want to be prompted for your credentials again).

Note: Subscribing to Internet calendars is only supported from Outlook 2007 and later versions

Apple iPhone

Make sure the Other Calendars option is selected from the drop down menu and click "Subscribe".

Copy and paste the iCalendar feed URL into an email and email it to your iPhone email address.

Open the email message in the iPhone.

Copy the URL within the message.

Go to the iPhone's Settings and select "Mail, Contacts, Calendars" and select "Add Account",

choose "Other" and then click on "Add Subscribed Calendar" under the "Calendars" header.

Paste the copied URL in the Server field and press Next.

Make sure you enter your Clarizen username and password in the relevant fields and set Use SSL to ON.

Press Next and Save.

You can now see the iCalendar in your list of Calendars.

Apple iCal

Make sure the Other Calendars option is selected from the drop down menu and click "Subscribe".

Copy the iCalendar feed URL into your clip board.

Open the iCal application. Select the Calendar menu and then select "Subscribe".

Paste the copied URL into the Calendar URL field.

Click Subscribe to load the feed into your calendar.

After the iCal feed is loaded, you can optionally change the settings if needed.

The first time you add the Internet calendar to the iCal you will be asked to enter your Clarizen username and password.

Your calendar feed should now appear in the sidebar and calendar entries should appear in your calendar.

Lotus Notes 8.5

Make sure the Other Calendars option is selected from the drop down menu and click "Subscribe".

Copy the iCalendar feed URL into your clip board.

Go to Lotus Notes. In the Views panel of the calendar navigator, click My Calendars and then Add a Calendar.

Choose iCalendar feed from the Add drop down menu in the Add a Calendar box.

Paste the copied URL into the URL field.

Type the name you would like to give to the calendar in the Label field.

Set any other options you want and click OK to finish.

The first time you add the Internet calendar to the Lotus Notes you will be asked to enter your Clarizen username and password.

Google Calendar and Other Web Based Calendars

Clarizen allows you to subscribe to iCal feeds with web based calendars such as Google Calendars with requiring Clarizen authentication.

In order to enable this feature a Clarizen Admin must first turn off the "Enable authenticated only iCal Subscription" setting within the

System Settings under the Organization, Users, Licenses category.

Once the setting is set to False, the following steps need to be taken:

Make sure the Other Calendars option is selected from the drop down menu and click "Subscribe"

Copy the iCalendar feed URL into your clip board.

Go to your Google Calendar. In the "Other Calendars" section on the right hand side, click on the "Add" drop down and select the "Add by URL" option.

Paste the copied URL into the URL field, and then click the "Add Calendar" button.

The Calendar will then be imported from the provided URL.

For Mac users

You can subscribe to any user’s calendar or to any project’s schedule via an iCal feed, that allows the tasks to show up in Windows-based Outlook or any other iCal-supported calendar tool. The problem is that Outlook for Mac (through Outlook 2011) does not support iCal feeds.

There are two options to resolve this:
1. If you use Mac’s native Calendar app, it supports iCal out of the box and therefore enables you to subscribe to Clarizen iCal feeds. Simply get the iCal feed in Clarizen (for example, on your user profile, click on Subscribe to iCalendar > Choose other calendars > Subscribe       and copy the iCal feed that pops up). Then, in Calendar, File > New Calendar Subscription, paste the feed and click Subscribe. On the next screen, select the appropriate options and click OK.
2. If you use Microsoft’s Outlook 2011 with Exchange Server (2010, 2013 or Office 365), you can set this up via Outlook Web Access. Log in to your Outlook Web Access portal (not Outlook on the Mac), go to Calendar, right click My Calendars > Add Calendars and supply the       iCal feed. Click OK. This will sync with your Outlook for Mac.

If neither option fits your needs, you may be able to sync Outlook with Mac’s Calendar and then add the feed to Calendar.

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