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Calendar: Events, Recurrence, and Google/Outlook Sync

Equipe Ontologie
Equipe Ontologie

Managing business processes often means managing deadlines, milestones, and recurring events. The new Calendar module in Ontologie lets you schedule events directly within your workspace, link them to your entities, and sync everything with Google Calendar or Outlook.

Why a built-in calendar​

Until now, planning tasks related to your ontologies was done in external tools (Google Calendar, Outlook, spreadsheets). This fragmentation created several problems:

  • No link to your data: events in your external calendar are not connected to your entities.
  • No business recurrence: generic calendars do not handle the recurrence rules specific to your processes.
  • No unified view: to see what is planned, you have to juggle multiple tools.
  • No automation: there is no way to trigger a workflow when an event occurs.

The Calendar module brings scheduling directly into Ontologie with bidirectional links to your data.

What's new​

Event management​

Create, edit, and organize your events directly within your workspace:

  • Calendar view: day, week, month — with filters by type, linked entity, or calendar.
  • Multiple calendars: create several calendars per workspace (e.g., "Project milestones", "Maintenance", "Team meetings").
  • Linked events: associate an event with one or more entities in your ontology. The event appears in the entity's detail view and in the calendar.
  • Reminders: set up email or notification reminders before each event.

Practical example: you create a "Quarterly data model review" event linked to your "Main Ontology" entity. All workspace members see the event in the calendar and can navigate directly to the relevant entity.

Advanced recurrence​

The Calendar module supports full recurrence following the RFC 5545 standard (the same one used by iCal and Google Calendar):

  • Frequencies: daily, weekly, monthly, yearly.
  • Advanced rules: "every 2nd Tuesday of the month", "every last business day", "every 2 weeks excluding holidays".
  • Exceptions: remove or reschedule individual occurrences without breaking the series.
  • End date: number of occurrences or a cutoff date.

Occurrences are generated dynamically — you do not need to manually create each event.

Practical example: you schedule a "Data quality review" on the first Monday of every month for a year, with an exception for August (vacation). The calendar automatically displays the 11 occurrences.

Google Calendar and Outlook sync​

Connect your Ontologie calendar to your external calendars for a unified view:

  • Import: events from your Google Calendar or Outlook appear in the Ontologie calendar.
  • Export: events created in Ontologie are synced to your external calendar.
  • Bidirectional: changes are propagated in both directions.
  • OAuth2 authentication: secure connection with no password sharing.

Synchronization happens in real time. Imported events are visually distinguished from native events.

Practical example: your team uses Google Calendar daily. By enabling sync, your Ontologie project milestones automatically appear in each member's Google Calendar, with a direct link to the relevant entity.

Integration with Workflows and Agents​

The calendar is not just a scheduling tool — it integrates with the rest of the platform:

  • Workflow blocks: 4 new blocks in the Workflow Builder to create, modify, list, and delete events.
  • Agent tools: AI agents can query the calendar, create events, and send reminders.
  • Triggers: trigger a workflow when an event approaches or when a new occurrence is generated.

Practical example: a "Compliance reminder" workflow triggers automatically 7 days before each regulatory review deadline, sends an email to the team, and creates a task in the workspace.

Getting started​

  1. Navigate to Calendar in the main menu of your workspace.
  2. Create a calendar (e.g., "Project milestones") or use the default calendar.
  3. Add an event by clicking on a date or using the "New event" button.
  4. Set up recurrence if the event repeats.
  5. Link the event to entities via the "Linked entities" field in the form.
  6. Enable sync in Settings > Integrations > Google Calendar or Outlook.

The calendar is accessible to all workspace members. Configuring sync requires administrator access.

Next steps​