--- title: Hearing scheduling and calendar sync summary: Create/update/delete hearing schedules and sync Exchange calendars. status: draft owner: SAIF Documentation Generator last_reviewed: 2026-08-26 library: SAIF.Business.Claim.Legal reference_type: embedded operation_id: hearing-scheduling-and-calendar-sync trigger: A save or delete is performed on clsLegalSchedule --- # Hearing scheduling and calendar sync Persists a legal-case hearing schedule and keeps the assigned attorney/ALJ Outlook/Exchange calendars in sync with the schedule's lifecycle. | Field | Value | | --- | --- | | **Operation ID** | hearing-scheduling-and-calendar-sync | | **Trigger** | Save or delete on `clsLegalSchedule` | | **Inputs** | Schedule fields (type, status, date/time, attorney, ALJ, hearing location, duration) | | **Outputs** | Persisted schedule row, Outlook/Exchange calendar appointments | | **Primary components** | `clsLegalSchedule.BeforeInsert`/`AfterInsert`/`BeforeUpdate`/`AfterUpdate`/`BeforeDelete`/`AfterDelete`, `clsLegalSchedule.UpdateCalendars`, `clsLegalSchedule.RemoveFromCalendars` | | **Entry point** | `SAIF.Business.Claim.Legal\LegalNet\clsLegalSchedule.vb` | ## Steps 1. Rule validation runs on `Save()`, checking these real conditions on the object's fields: - `Rule_ValidTypeCode`/`Rule_ValidStatusCode` — `ScheduleTypeCode.Trim.Length > 0` and `ScheduleStatusCode.Trim.Length > 0`; either field left blank blocks the save ([BR-SC-001](../business-rules.md#br-sc-001-schedule-type-and-status-are-required)). - `Rule_ValidDate` — only runs when `IsSetorReset` (status is `Set` or `Reset`) and the object is dirty; requires `ScheduleDate > Today` ([BR-SC-002](../business-rules.md#br-sc-002-schedule-date-must-be-in-the-future-for-schedules-in-set)). - `Rule_ValidAttorney` — fails when both `IsAssignedToOutsideCounsel` (an other-firm ID is set) and `IsAssignedToSaifAttorney` (a non-blank, non-"0" attorney employee ID is set) are true at the same time ([BR-SC-003](../business-rules.md#br-sc-003-a-schedule-may-not-have-both-a-saif-attorney-and-outside)). - `Rule_ValidOutsideCounsel` — fails when `AssignedOtherFirmID > 0` but `AssignedPersonID = 0`, or when `AssignedOtherFirmID = 0` but `AssignedPersonID > 0`; a firm and an attorney-at-the-firm must both be set or both be blank ([BR-SC-004](../business-rules.md#br-sc-004-outside-counsel-requires-both-a-firm-and-an-attorney)). - `Rule_ValidScheduleDate`/`Rule_ValidTime` — require `ScheduleDate > Date.MinValue` and `ScheduleTime.TimeOfDay.Hours > 0` ([BR-SC-005](../business-rules.md#br-sc-005-schedule-date-and-time-are-required)). - `Rule_ValidTimeRange` (LevelTwo) — requires the scheduled hour to be between 7 and 18 inclusive ([BR-SC-006](../business-rules.md#br-sc-006-schedule-time-must-be-between-700-am-and-600-pm)). - `Rule_ValidTimeDuration` (LevelTwo) — when `DurationCode = "AM"`, the hour must be in `[7, 12)`; when `DurationCode = "PM"`, the hour must be in `[12, 18]`; any other duration code passes without a time-range check ([BR-SC-007](../business-rules.md#br-sc-007-duration-must-be-consistent-with-the-scheduled-time)). - `Rule_ValidDuration` — requires `DurationCode.Trim.Length > 0` ([BR-SC-008](../business-rules.md#br-sc-008-duration-is-required)). 2. On insert: `Create()` (invoked before `BeforeInsert`) sets `LegalCaseID` from the criteria, assigns a new `ScheduleID` from the `SCHEDULE_SEQ` sequence, stamps `CreateDate = Now` and `CreateUser` from the portal user, and defaults `ScheduleStatusCode = "SET"`. `BeforeInsert` then builds the insert parameter list from every schedule field (type, status, keep-attorney flag, date/time, ALJ, hearing location, attorney/other-firm/person IDs, duration, assigned/reminder dates, schedule text), clearing the attorney employee ID to empty when it is `"0"` and clearing the other-firm/person IDs to empty when they are `0` so blank associations aren't stored as literal zeros. The framework issues the insert stored procedure, and `AfterInsert` checks the `RowsAffected` return parameter: if it is not exactly `1` it adds an `InsertError`, otherwise it marks the object no longer new. Calendar sync is not triggered directly from `AfterInsert` in this class — `UpdateCalendars()` is available as a public method that callers (such as the assignment process) invoke to push schedule data into Outlook/Exchange. 3. On update: `BeforeUpdate` builds the same field list as `BeforeInsert` (minus create-only fields, plus `UpdateUser`/`UpdateDate`, which `OnSave()` stamps to `Now`/the current portal user just before the base save runs) for the update stored procedure. `AfterUpdate` performs the identical `RowsAffected <> 1` check, adding an `InsertError` message (the same error key/text as the insert path is reused here) on failure or marking the object clean on success. `UpdateCalendars()` calls `clsAssignmentProcess.updateOutlook("CASE", LegalCaseID, UserID)`, which re-reads the case's `clsOutlookFields` rows and, for each one, rebuilds a `saifAppt` keyed by `"S" + ScheduleID` (zero padded to 8 digits): the subject is composed from schedule-type initial, status code (when not `HearingSet`), claim number, claimant name, schedule time, and either the ALJ name or the free-text schedule note, with `" - WT 3"` appended for weight-3 cases and `" - CONSOL"` appended for consolidated cases; the appointment's mailbox (`UserName`) is the assigned attorney's mail ID; start and end times are derived from `DurationCode` (`AM` → 8:00 AM–12:00 PM, `PM` → 1:00 PM–5:00 PM, `FULL` → 8:00 AM–5:00 PM same day, any multi-day duration code → 8:00 AM start through 5:00 PM on `ScheduleDate + (DaysNum - 1)` days); if the schedule date is in the future and the status is `Postponed`, `Cancelled`, or `Dismissed` the appointment is deleted instead of upserted. The actual Exchange call (`clsAssignmentProcess.callSaifExUpdate`) then creates or updates the appointment via `clsExchangeUpdate.UpdateAppointment` — there's no separate lookup step to decide create-vs-update; the Exchange service resolves that by the appointment's `ExID`. In non-production environments the mailbox ID is remapped to one of several fixed test mailboxes (`ztstatt2`/`ztstatt3`/`ztstatt4`) based on the first letter of the real mail ID, so calendar writes never reach a real attorney's mailbox outside production ([BR-SC-009](../business-rules.md#br-sc-009-a-case-may-have-only-one-schedule-in-set-or-reset-status)). 4. On delete: `BeforeDelete` builds the delete stored-procedure call keyed by `ScheduleID` and writes an audit-log entry ("Deleting Schedule Record From Oracle") recording the schedule ID and user ID; it performs no additional business validation beyond that. `AfterDelete` checks `RowsAffected <> 1` (adds a `DeleteError` on failure) and otherwise marks the object new and calls `RemoveFromCalendars()`. `RemoveFromCalendars()` only acts if the object is dirty and the attorney employee ID's *original* (pre-change) value is non-blank: it resolves that original attorney's mail ID, builds an appointment ID of `"S" + ScheduleID`, and calls `callSaifExUpdate` with the delete flag set, searching an Exchange window from the original schedule date through 7 days later. For multi-day durations (`DurationCode` ending in `"DAY"`), it repeats the delete once per day, appending a zero-padded day suffix (`-00`, `-01`, and so on) to each appointment ID so every day's calendar entry is individually removed. 5. `GetLegalSecretaryID(inAssignedAttorneyID)` runs `SELECT secretary_emplid FROM attorney_profile WHERE profile_emplid = :ID` for the given attorney ID (or the `OUTSIDECNCL` constant when the schedule is assigned to outside counsel), returning an empty string if no row is found; it backs the `LegalSecretary` property, not the calendar appointment itself. `GetALJName()` runs `SELECT last_name || ', ' || first_name FROM legal_person WHERE legal_person_seq_num = ` and returns an empty string if no match is found; its result is what `updateOutlook` uses to append `" - "` to the appointment subject when an ALJ is assigned. ## Process flow ```mermaid flowchart TD Start(["Save or delete
clsLegalSchedule"]) --> Rules{"Rules valid?"} Rules -->|No| Err(["Save blocked,
errors surfaced"]) Rules -->|Yes| Op{"Operation?"} Op -->|Insert| BI["BeforeInsert:
build insert params,
blank zero IDs"] --> Ins["Framework insert"] --> AI["AfterInsert:
check RowsAffected,
MarkNew"] Op -->|Update| BU["BeforeUpdate:
build update params"] --> Upd["Framework update"] --> AU["AfterUpdate:
check RowsAffected"] --> UC["UpdateCalendars:
rebuild Outlook appt
via updateOutlook"] Op -->|Delete| BD["BeforeDelete:
audit log entry"] --> Del["Framework delete"] --> AD["AfterDelete:
check RowsAffected,
MarkNew"] --> RC["RemoveFromCalendars:
delete Exchange appt(s)"] AI --> EndOk(["Save complete"]) UC --> EndOk RC --> EndOk ``` ## Failure and edge-case behavior - `AfterInsert`/`AfterUpdate`/`AfterDelete` check `RowsAffected <> 1` and raise an error message (`InsertError` on insert/update, `DeleteError` on delete) when the check fails, consistent with the library's optimistic-concurrency pattern. - `RemoveFromCalendars()` only removes an appointment when the object is dirty and the attorney employee ID had a non-blank original value; a delete with no prior attorney assignment leaves no Exchange appointment to remove and is a no-op. - Non-production environments redirect calendar mailbox operations to one of several fixed test mailboxes (`ztstatt2`/`ztstatt3`/`ztstatt4`, selected by the first letter of the real mail ID) rather than the real attorney/ALJ mailbox. - `callSaifExUpdate` and `findAppointment` swallow Exchange-service exceptions with `clsLogError` when running in a web request context, but re-throw them when running in batch mode (no `HttpContext.Current`).* ## Related documentation - [Operations and processes](../operations-processes.md) - [Business rules](../business-rules.md) - [Database tables](../database-tables.md) - [SQL catalog](../sql/index.md) > **Note:** Statements marked with `*` were inferred from code structure, naming > conventions, or contextual evidence where direct confirmation was not available > in source artifacts. ## Sources - `SAIF.Business.Claim.Legal\LegalNet\clsLegalSchedule.vb` - `SAIF.Business.Claim.Legal\LegalNet\clsAssignmentProcess.vb`