Microsoft Exchange Integration for Workspace Insights

Important Note! If your organization uses TMS Exchange Extension (TMSXE) for integration with Exchange, it is likely that the below configuration steps have already been completed. In most cases Vyopta can utilize the TMSXE user account and distribution list to automatically ingest the room list and calendar data. If you have TMSXE in place, consult with your Vyopta sales engineer before proceeding with the steps in this section. 

Prerequisites

• Customer access to an Exchange Administrator

Technical Requirements

• Exchange 2013 or 2016

Exchange Config Step 1 - Create a Service Account for Exchange Web Services (EWS)

Integration with Microsoft Exchange requires your Exchange Administrator to set up a service account for EWS used to query scheduled meeting data.

• Create an Exchange Service Account with a mailbox enabled for the account (mailbox is required) and document it's email address and password.
• Configure application impersonation on the Exchange Service Account
• Make sure the Exchange Service Account is allowed to use EWS by setting the 'EwsEnabled' setting on the mailbox if required.
• If your organization has configured an 'EwsApplicationAccessPolicy' to 'EnforceAllowList' then please add VyoptaRooms* as an allowed 'user agent string' in Exchange. Note: you must ensure the asterisk/wildcard is added to the end of the user agent string when adding using the Set-CASMailbox command.   

  Set-CASMailbox -Identity svcVyoptaAnalytics -EwsApplicationAccessPolicy EnforceAllowList -EwsAllowList "VyoptaRooms*".

Note: If you are running a hybrid environment with Exchange 2013 or above be sure to create the service account in the appropriate environment.

Exchange Config Step 2 - Create a Room Distribution List in Exchange

Vyopta Workspace Insights utilizes an Exchange distribution list to identify which room resources are queried for scheduled meeting data.

• Create a new room distribution list and document it's email address, i.e. VyoptaRoomsDL@company.com
• Add all rooms applicable for scheduled meeting data collection to the newly create distribution list.

Note: Depending on your environment you may not be able to setup a new room distribution list for use with Vyopta Workspace Insights. For these environments you can instead provide a CSV file that maps the individual ExchangeResourceID to a specific room name. You will be responsible for updating and maintaining this file over time if there are any room changes made or required.

Exchange Config Step 3 - Add Exchange to the Vyopta Data Collector 

To start collecting Exchange data you will need to add the Exchange Collector to your current data collector by performing the following:

1. Log into your Vyopta account (requires someone with Admin privileges) 
2. Select the Admin Portal from the Product Selection menu
3. Select Infrastructure and New Infrastructure
4. You'll see a list of available infrastructure like the one below (your view may contain a different set of options). Exchange should be an option. 
5. Select the proper Calendar option and fill in the required fields:

Exchange

Add Exchange User Agent String to the Source System (if required)

If your Exchange/O365 environment has configured an 'EwsApplicationAccessPolicy' to 'EnforceAllowList' then you will need to set a configurable parameter by performing the following:

1. Find the Exchange Infrastructure you just added and select the edit icon
2. Expand the box titled Additional Settings
3. Add the following in the User Agent field where the userAgent string equals the string provided to or by your Exchange Administrator:

van.exchg.userAgent=VyoptaRooms;

6. Click the Save button to apply your changes.
7. Navigate to the Infrastructure section of Admin Portal and locate your Exchange system.
8. Toggle the system off and wait for 1 minute then toggle it back on.

Add Exchange Distribution List

If you configured an Exchange Distribution List as per above you will need to manually add it by performing the following:

1. Find the Exchange Infrastructure you just added and select the edit icon
2. Expand the box titled Room Distribution Lists
3. Add the following to the Room Lists field where the address equals the name of the distribution list you configured above: 

ExchgRoomsSync.poll.roomListAddress=VyoptaRoomsDL@company.com

6. Click the Save button to apply your changes.
7. Navigate to the Infrastructure section of Admin Portal and locate your Exchange system.
8. Toggle the system off and wait for 1 minute then toggle it back on.