Delegated appointments

The status of an appointment changes to Delegated after its initiator has marked another attendee as "responsible". Immediately after that the Connector updates the Groupware as follows:

  1. The appointment exported by the initiator is deleted in the Groupware.
  2. In addition, the deleted appointment and the corresponding notifications are removed from the attendees' accounts, if access to these is granted (server needs Groupware access).
  3. Following this, the delegated appointment is exported to the new responsible person. The attendees receive a new invitation that requires confirmation.
  4. If the responsible person declines, the appointment is synchronized back to the initiator in the way described above (back delegation).

Note: If the appointment is delegated to a team, the Connector does not process the appointment until a team member has confirmed or rejected it.

Recommendation

When using the Groupware Connector, the initiator should proceed as follows when delegating appointments:

  • If you want to leave it to another employee to fully handle an appointment, please change the person responsible before saving the appointment. This immediately delegates the appointment, and, after it has been accepted, synchronizes it only for the new responsible.
  • If you would like to prepare the appointment yourself (add attendees, specify agenda, etc.) and want to delegate it only later, you should deactivate the Groupware flags in the attendee list. This prevents invitations or deletion notifications from being sent in the preparation phase if the appointment is already captured by the synchronization job before it is delegated and synchronized for you as the person responsible.