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Tasks

Tasks Calendar and External Synchronization

Synchronization of the Hanna calendar and Tasks with Google and Microsoft Outlook.

Last updated 13 days ago

Tasks can be displayed in the internal Hanna calendar and, once integration is configured, synchronized with Google or Microsoft Outlook calendars. These are three related yet distinct approaches.

Hanna Calendar

The internal calendar utilizes Tasks data stored within Hanna. It allows users to select daily, weekly, monthly, or other available views; filter by type and the responsible team member; and open the Task card. This view does not require a Google or Microsoft account.

If you do not see a Task, check the start and end dates, active filters, assignment, and the view permissions.

Hanna to Google or Outlook

An external event is created in the calendar of the specific responsible team member when:

  • the team member has connected the relevant account;
  • an external calendar has been selected;
  • the Task type is included in the lists of synchronized types for both the organization and the team member;
  • the Tasks has valid start and end dates. The title, description, location, dates, reminder, linked CRM record, assignees, and Hanna Task link can be passed to the external event. In the case of Google, a Meet conference can be created if this option is available.

If dates or other synchronized fields are changed, the event is updated via a background process. If an assignee or Task is removed, the system attempts to remove the associated external event as well.

Google or Outlook to Hanna

When reverse synchronization is enabled, team member external events can be created or updated as Hanna Tasks. Before enabling this, you must specify the start date for reading events, the calendar, and the Task type rules.

Safe initial test

  1. Connect a separate test calendar.
  2. Select a single test Task type for synchronization.
  3. Create one Task with a start and end time.
  4. Check the external event's title, time, and link.
  5. Change the time and verify the update.
  6. Create a test external event and verify the reverse sync path, if enabled.
  7. Finally, verify deletion in both directions. Synchronization runs as a background process, so it may take some time. Before enabling it for the entire team, verify the time zone, recurrence, bidirectional change propagation, and conflict resolution behavior using a single entry.

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