Outlook events can be cancelled in bulk from Advanced Search. This feature is helpful for administrators who need to remove calendar events attached to users who are no longer with the firm. When cancelling events linked to cases, you can also choose to archive those events so they remain accessible in the Case Calendar.
NOTE: You must have Enabled permissions to General > Advanced Search. You must also have access to the Organizer's calendar to cancel events. Refer to Cancel Events for more information.
Cancel Events in Bulk
When performing an Advanced Search for Calendar, use the Bulk Actions menu to cancel multiple Outlook events at once.
Navigate to Advanced Search and select Calendar in the Search for dropdown.
Use any desired filters and click Run Search.
Select the events you wish to cancel using the checkboxes in the results grid.
NOTE: Up to 100 events can be cancelled in bulk at a time.
Click Bulk Actions > Cancel Event. Only events with an Event Type of "OutlookEvent" can be cancelled. If both Outlook and Archived events are selected, the Cancel Event option will be disabled.
Cancel Events Without a Case
If the selected Outlook events do not have a Case/Intake associated, the Cancel Event warning will display.
Click Don't Cancel to abort the event cancellation and return to the Advanced Search grid results.
Click Cancel Event to cancel the event from all attendees' calendars. Refer to Cancel Events for more information.
Cancel Events With AND Without a Case
If some or all of the selected Outlook events are linked to a Case, you will see the Cancel Event(s) warning. Events that are linked to Cases can be cancelled AND archived as copies can be saved to the Case Calendar.
Select the Archive linked events and update Status checkbox if you wish to save a copy of this Outlook event in the linked Case/Intake > Case Calendar Tab. Archived events will no longer appear in Outlook.
When the checkbox is selected, use the Status dropdown to set the status of the original event. The Status dropdown shows a list of active statuses from the Appointment Status Mini Directory. Status is an optional field.
Click Don't Cancel to abort the event cancellation and keep the event on all attendees' calendars and return to the Advanced Search grid results.
Click Cancel Events to remove the event from all attendees' calendars.
• Archive linked events and update Status will keep a copy of the original event on the Case Calendar Tab.
An Events Cancellation Batch window will display when events are cancelled.
NOTE: If an issue occurs with the batch file, e.g., insufficient Outlook calendar permissions to at least one of the selected events, the completion window will show the number of event cancellations that failed. Run your Advanced Search query again to see which events remain in the results grid.
Series Events
The following behavior applies when cancelling events that belong to a recurring series:
If a selected event is a series master, the full series will be cancelled.
If a selected event is an exception within a series, only that exception will be cancelled.