How to create iCal files for import to Trumba Connect

The iCalendar (a.k.a. .ics) import allows events to be created, updated, or deleted on a Trumba calendar by sending an iCalendar (RFCs 2445 and 2446) format file to the Trumba server through an HTTP PUT operation.

Note The information in this topic assumes that you have familiarity with the iCalendar file format. For more information regarding the iCal file format refer to RFC2445 and RFC2446.

What you'll learn in this topic:

• Basic iCal File with a single event that can be uploaded into Trumba® Connect
• Standard and required iCal fields used by Trumba Connect
• Using Trumba Connect custom fields in iCal files.
• Importing images.

By programmatically uploading iCal files to Trumba Connect, you can update data of existing events without duplication or alteration of other event data. For information about how to upload iCal files into Trumba Connect, see How to programmatically upload iCal files to Trumba Connect.

Basic iCal file that can be uploaded into Trumba Connect

Below is a minimal sample iCal file that can be uploaded to Trumba Connect.

The UID is required in all cases. This allows for existing event data to be modified. It must be unique for new events.

By default, event metadata such as timezone is inherited from the target Trumba calendar. Timezone can optionally be specified at the event level using the appropriate iCal syntax (e.g DTSTART;TZID).

Standard and required iCal fields used by Trumba Connect

The iCal file you publish to Trumba Connect, must contain certain fields and can optionally contain other fields. The table below summarizes how Trumba Connect's event form fields map to the field definitions in the iCal file.

You can import iCal files containing custom fields defined in Trumba Connect. Numeric identifiers are used to for all event types, custom fields and many built in fields. This will ensure that values are imported into the correct fields even if the names of the fields change. This requires you to know the numeric identifiers of the fields you want to import from the iCal file. In order to get all of the numeric identifiers you need, sample exports of your existing data in the Trumba calendar must be performed.

Custom field import

Here are the steps needed to specify custom field values in events to be imported into Trumba Connect.

1. Identify an existing calendar that contains all Trumba Connect event types, images, and custom fields that are to be available for import. If no such calendar exists, create one for this purpose.
2. Create events, one for each event type you want to eventually import. When you're done you should have events that specify values for all custom fields, event types and images.
3. Export the calendar as an iCal (ICS) file. Inspect the resulting exported file. Construct a map of the Trumba Connect custom field ID numbers to the custom field values shown in the file. For example, the following line might appear in the exported iCal file.

To import the above custom field "Comments", ID=10899 must be specified in the iCal import file.

The iCal file being imported requires only the ID and value. The TYPE and NAME attributes are ignored. Hence, the import of the above custom field "Comments" could look like this;

or be simplified as shown below.

Importing images

Images are specified by URL. This can be a URL to an external image on the internet or a URL to an image previously copied into the Trumba servers using the "manage images" feature.

Sample import file

Below is a sample iCal file with custom fields. It imports all of the various types associated with Trumba Connect custom fields and an event image. The NAME and TYPE attributes have been left in the file to provide contextual information.