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Vyopta Workspace Insights Deployment Guide For Exchange / O365 and Google Calendar with Admin Portal

Joe Williams
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Overview

 

 

Vyopta Workspace Insights is natively designed to integrate with

  • Microsoft's Exchange platform - currently, Exchange 2013 and newer are supported including Microsoft Office 365. 
  • Google's Calendar (GCAL).

This deployment guide walks you through the requirements and provides instructions on how to setup room scheduling data, room resources and establish room to endpoint mapping.

Vyopta Workspace Insights integration utilizes three (3) main components to enable the Workspace Insights features and analytics. Vyopta Workspace Insights also supports adding additional Rooms metadata attributes (optional) that can be provided by the customer in CSV format to provide additional information such as max room capacity, location, structured tags, etc.

  1. Rooms List (aka Room Resources) sourced from one of the following:
    1. Room Distribution List from Exchange/O365
    2. Google Calendar Resource list
    3. Alternative method - Customer provided CSV file to map Room Resources by ID 
  2. Mapping of endpoint data to the rooms list:
    1. Mapped manually in Vyopta's user interface
    2. Sourced from customer provided CSV file(s) that map rooms from Item #2 above to Endpoints
  3. Room Scheduling Data sourced from one of the following:
    1. Exchange/O365 utilizing EWS service account
    2. Google Calendar 
    3. Alternative method - Customer provided scripting of reoccurring CSV files to provide ongoing scheduled meeting data* 

*Note: for environments where scheduled meeting data will be provided via automated CSV export please contact your Vyopta Customer Success Manager for more detailed information on the requirements and how to get started.

The following prerequisites need to be met prior to deploying Vyopta Workspace Insights:

  • Vyopta Data Collector V 4.4 or above installed, configured and operational (required for collecting non-call activity known as NCA data)
  • Advanced Analytics subscription (Cloud)

Process Flow

The diagram below outlines the process that is used to determine the appropriate installation and configuration requirements depending on individual customer requirements for Vyopta Workspace Insights.

Vyopta_Workspace_Enablement_Template_-_Google_Slides.png 

Office 365 Configuration for Workspace Insights

The following article describes how to configure your O365 instance to integrate with Vyopta. 

Office 365 Configuration for Workspace Insights

Exchange Configuration for Workspace Insights

The following article describes how to configure your Exchange server to integrate with Vyopta. Microsoft Exchange Configuration for Workspace Insights

 

Google Calendar Configuration for Workspace Insights

The following articles describes how to configure your Google Calendar integration in Vyopta

How to add a Google Calendar in Vyopta for Workspace Insights

Room to Endpoint Mapping for Workspace Insights

Overview

In order to correctly display Workspace Insights data you will need to map Exchange/O365/GCAL rooms to video endpoints. This can be accomplished in two ways: 1) manually mapping Rooms to Endpoints in the Web UI, or 2) bulk import using a CSV file which is placed in the upload folder on the data collector server.

See the table below which lists the pros and cons of these two possible ways to map Rooms to Endpoints.

Mapping Method

Pros

Cons

Web UI

Fast, easy to use for getting started right away.

Does not scale with a large number of Room/Endpoints

CSV Import

Scales easily to very large number of endpoints.

May take extra time to develop and execute a script to output CSV file in required format

 

Using the Tech Insights Analytics Web UI to Manually Map Rooms to Endpoints

  1. Log into https://vanalytics.vyopta.com as an ORG Administrator.
  2. Change your Module view to Workspace Insights.
    mceclip0.png
  3. Click Settings on the bottom left side navigation bar.
  4. On the Settings page click the Rooms sub-tab view.
  5. On the Rooms settings page you will see a list of all room names as sourced from your Exchange Distribution List or your Room Resource List. 
  6. Click the edit button on a Room listed and then choose from the available endpoints to assign to that resource.mceclip1__1_.png
  7. Repeat as needed. 

Using the CSV Import Method to Map Rooms to Endpoints

To get started you will need to review the Appendix section of the document which contains detailed information how to proceed in developing your CSV file for upload to Vyopta for mapping Rooms to Endpoints.

For Vyopta Workspace Insights integration, at minimum your CSV will need to contain the following attributes below. Refer to the above document for specific details. In addition, you should consider adding additional fields as needed such as location information, structured tags, etc. which can be used to segment rooms and endpoints data and views in Tech Insights Analytics.

Minimum fields required:

  • EndpointKey
  • EndpointKeyType
  • RoomKey (ExchangeResourceID)

Note: Your Rooms to Endpoints mapping file must be CSV UTF-8 and named as follows: Endpoint_Metadata_DATE_TIME.csv, i.e. Endpoint_Metadata_20180601_1622.csv

Copy your Rooms to Endpoints CSV file to the data collector server Upload folder

Once you have developed your CSV import file for mapping Rooms to Endpoints you will need to copy the file to the data collector upload folder by performing the following:

  1. Log into to your Windows server running the Vyopta Data Collector using RDP.
  2. Identify the location of your 'CustomData\Upload' path location, i.e C:\Vyopta\CustomData\Upload
  3. Copy your csvfile into the 'CustomData\Upload' folder on the server 
  4. This file once uploaded will disappear from the folder (usually in just a few minutes)
  5. Note, the file will be processed nightly with your ORGs data so you'll need to wait overnight to see the data in Tech Insights Analytics. 

Workspace Insights Supplemental Metadata (Required for Room Capacity Utilization)

Overview

The room metadata files are a CSV, comma separated, flat files that contains additional attributes to categorize rooms to support customer reporting needs if required. To get started you will need to review the Appendix section of the document which contains detailed information how to proceed in developing your CSV files for upload.

Note: Your Rooms metadata files must be CSV UTF-8 and named as follows:  

  • Source File 1: Room_Metadata_DATE_TIME.csv,, i.e. csv
  • Source File 2: csv (optional)

Copy your Rooms metadata CSV file(s) to the data collector server Upload folder

Once you have prepared your CSV import files for supplemental Rooms metadata you will need to copy the files to the data collector upload folder by performing the following:

  1. Log into to your Windows server running the Vyopta Data Collector using RDP.
  2. Identify the location of your 'CustomData\Upload' path location, i.e. C:\Vyopta\CustomData\Upload
  3. Copy your csvfile into the 'CustomData\Upload' folder on the server
  4. Copy your csv file into the 'CustomData\Upload' folder on the server
  5. This file once uploaded will disappear from the folder (usually in just a few minutes)
  6. Note, the file will be processed nightly with your ORGs data so you'll need to wait overnight to see the data in Advanced Analytics.

Appendix

Room Resources Source File Data Definitions

Source File:  Room Resources File

The room resources file is a CSV, comma separated, flat file that contains the unique room identifier from Exchange/O365 ExchangeResourceID and the display name of the room.

File Name:  Resources.csv

File Location:  C:\Vyopta\CustomData

File Format:  CSV UTF-8

Formatting Note: Do not include column headers! The first column should be the RoomID and the second column is the associated Room Name.

Data Element

Format

Required?

Description / Example

RoomName

VARCHAR(1000)

Yes

e.g. “Hall of Justice” or “New York Boardroom”

RoomKey

VARCHAR(255)

Yes

Primary Key (must be unique), ExchangeResourceID

Note: Columns must be ordered as per the order above.  

Rooms Endpoint Mapping Source File Data Definitions

Source File:  Endpoint Metadata File

The endpoint metadata file is a CSV, comma separated, flat file that contains additional attributes to categorize endpoints to support customer reporting needs. For Vyopta Workspace Insights this file is used to map endpoints to rooms. You can optionally request an endpoint extract CSV file from your Vyopta Customer Success Manager or assigned Engineer to assist in getting started. 

Filename:  Endpoint_Metadata_DATE_TIME.csv

File Location:  C:\Vyopta\CustomData\Upload

File Format:  CSV UTF-8

Data Element

Format

Required?

Description / Example

EndpointKey

VARCHAR(255)

Yes

Primary Key (must be unique)

EndpointKeyType

VARCHAR(255)

Yes

“EMAIL” for email address (john.doe@company.com)

“URI” for endpoint URI (john.jabber@company.com)

“CUCM” for CUCM Device Name (SEP Device ID)

“SERIAL” for endpoint serial number

“TMS” for TMS ID

RoomKey

VARCHAR(255)

Yes

ExchangeResourceID

 

Workspace Insights Supplemental Metadata Source File Data Definitions

Source File 1:  Room Metadata File

The Workspace Insights supplemental metadata file is a CSV, comma separated, flat file that contains additional attributes to categorize rooms to support customer reporting needs.

Filename:  Room_Metadata_DATE_TIME.csv

File Location:  C:\Vyopta\CustomData\Upload

File Format:  CSV UTF-8

Data Element

Format

Required?

Description / Example

RoomKey

VARCHAR(255)

Yes

Primary Key (must be unique), ExchangeResourceID

MaxRoomCapacity

INT

No

e.g. 5

Address

VARCHAR(1000)

No

e.g. “1965 Anderson Lane”

City

VARCHAR(255)

No

e.g. “Austin”

Country

VARCHAR(255)

No

e.g. “United States”

StructuredTag01

VARCHAR(255)

No

e.g. “ABC-123-XYZ"

StructuredTag02

VARCHAR(255)

No

e.g. “ABC-123-XYZ"

StructuredTag03

VARCHAR(255)

No

e.g. “ABC-123-XYZ"

StructuredTag04

VARCHAR(255)

No

e.g. “ABC-123-XYZ"

StructuredTag05

VARCHAR(255)

No

e.g. “ABC-123-XYZ"

StructuredTag06

VARCHAR(255)

No

e.g. “ABC-123-XYZ"

StructuredTag07

VARCHAR(255)

No

e.g. “ABC-123-XYZ"

StructuredTag08

VARCHAR(255)

No

e.g. “ABC-123-XYZ"

StructuredTag09

VARCHAR(255)

No

e.g. “ABC-123-XYZ"

StructuredTag10

VARCHAR(255)

No

e.g. “ABC-123-XYZ"

 

Source File 2 :  Attribute Mapping File (optional)

The attribute mapping file is a CSV, comma delimited, flat file that contains information mapping display column names to the structured tags, user defined columns specified in the metadata file

Filename:  AttributeMapping.csv

File Location:  C:\Vyopta\CustomData\Upload

File Format:  CSV UTF-8

Data Element

Format

Required?

Description / Example

attributeType

VARCHAR(255)

Yes

e.g. “Room”

key

VARCHAR(255)

Yes

e.g. “StructuredTag01”, “StructuredTag02”,  etc.

displayValue

VARCHAR(255)

No

e.g. “Department”,”Business Unit” etc.

 

 

 

 

 

 

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