Configure Rooms and Resources for EMS for Microsoft Exchange

This section provides information on configuring rooms and resources for EMS for Microsoft Exchange.

ClosedConfigure Resource Mailboxes in Microsoft® Exchange

Consult your Microsoft Exchange documentation for instructions on configuring room and equipment resource mailboxes.

The character string used for the room description in EMS should not be included in the name of the resource mailbox in EMS for Microsoft Exchange. Including this character string in the name of the resource mailbox could result in the room description getting stripped from the string in the location field for some versions of Outlook.

For example, in EMS if you have a room named Denver 599, then the Exchange resource should be named denver.599.

Best practices for Exchange configurations: 

  • Microsoft Exchange resource mailboxes must be set to automatically accept/decline invitations by setting Accept or decline booking requests automatically for Booking requests under Booking Delegates section of the mailbox configuration or by using the Booking Attendant.

  • Enable the Hide from address lists option under the General section of the mailbox configuration to forbid users from booking a room or resource outside of EMS.

  • Ensure Allow repeating meetings is enabled to allow recurring bookings.

  • Enable Allow conflicting meeting requests option under the Resource Policy section of the mailbox configuration to ensure resources are properly booked for recurring meetings. Without this setting, any exceptions to a recurring meeting will result in the entire series being declined.

  • Allow up to this percentage of individual conflicts – the maximum percentage of occurrences in a series that can be unavailable before the room mailbox will decline the entire series.

    We recommend setting this to 100% so that applications like EMS for Outlook can properly use EMS conflict resolution. Individual occurrences are always declined for that date if the room is not available.

  • Allow up to this number of individual conflicts – the maximum number of occurrences in a series that can be unavailable before the room mailbox will decline the entire series.

    We recommend setting this to a high value so that applications like EMS for Outlook can properly use EMS conflict resolution. Individual occurrences are always declined for that date if the room is not available.

  • Room mailbox settings can also be set using the Set-CalendarProcessing cmdlet in Exchange Online Powershell.

    For more information refer to: https://docs.microsoft.com/en-us/powershell/module/exchange/mailboxes/Set-CalendarProcessing?redirectedfrom=MSDN&view=exchange-ps&view=exchange-ps

  • Modify Resource Policies to replicate EMS booking rules, including Booking window and Maximum duration.

  • Use a Mail flow rule to suppress email confirmations from resource mailboxes. Be sure to enable the rule prior to using the Exchange Sync utility.

ClosedConfigure a Room for EMS for Microsoft Exchange

To configure a room for EMS for Microsoft Exchange:

  1. From the Desktop Client, select Configuration > Facilities > Rooms.

    The Rooms dialog opens.

  2. Filter the Rooms dialog to display the rooms you would like to edit.

  3. Select a room and click Edit.

  4. On the Exchange Integration tab, enter the email address as it was configured in Microsoft Exchange.

    There are multiple fields for email addresses on this tab. If a room contains multiple device features, enter all the corresponding email addresses.

  5. On the Everyday User Process Templates tab, ensure the room is using process templates with Enable Integration to Microsoft Exchange enabled.

    Learn how to Configure Everyday User Process Templates.

  6. Click OK

ClosedConfigure Fixed Resources in a Room

To configure fixed resources in a room for EMS for Microsoft Exchange:

  1. From the Desktop Client, create a Category:

    1. Navigate to Configuration > Administration > Categories

    2. Click New.

    3. In Description, enter a name for your Category

    4. From Category Type, select Resources w/o Service Orders.

    5. From Default Time In Use, select Event Time.

    6. On the Everyday User Applications tab, verify that the Display to Everyday Users checkbox is cleared.

    7. On the Buildings tab, to map this category to a building, select a building and click the Select (>) arrow.

    8. Click OK

  2. To create a Feature:

    1. Navigate to Configuration > Facilities > Features.

    2. Click New.

    3. In Feature, enter a Feature name. 

    4. To make the feature available to everyday users, select Available to Everyday Users and verify the Tied to Resource checkbox is cleared.

    5. Click OK

  3. Create a Resource for each room:

    1. Navigate to Configuration > Resources and select your Category from the field. 

    2. Click New.

    3. In Description , enter a description that details the Resource.

    4. Clear the Available to Everyday Users checkbox. 

    It is not necessary to select the Maintain Inventory checkbox for fixed resources.

    1. On the Exchange Integration tab, enter the email address as it was configured in Microsoft Exchange.

      There are multiple fields for email addresses on this tab. If a room contains multiple device features, enter all the corresponding email addresses.

    2. Click OK

  4. To add the feature to a room, edit the room in EMS Desktop Client:

    1. Navigate to Configuration > Facilities > Rooms.

      The Rooms dialog opens.

    2. Filter the Rooms dialog to display the room you want to edit.

    3. Select a room and click Edit.

    4. On the Features tab, select your feature with the Select (>) arrow. 

      The Resource Selector dialog opens.

    5. In Category, choose the specific category for that room.

    6. Click Select

    7. Click OK

ClosedConfigure Mobile Resources (Without Service Orders)

To configure mobile resources without service orders:

  1. From the Desktop Client, create a Category:

    1. Navigate to Configuration > Administration > Categories

    2. Click New.

    3. In the Description field, enter a name for your Category (e.g., Mobile Surface Hubs). 

    4. From the Category Type field, select Resources w/o Service Orders.

    5. From the Default Time In Use field, select Event Time.

    6. On the Everyday User Applications tab, ensure the Display to Everyday Users checkbox is selected.

    7. On the Buildings tab, map this category to a building by selecting a building and clicking the Select (>) arrow.

    8. Click OK

  2. Create a Resource for each mobile device:

    1.  Navigate to Configuration > Resources and select your Category from the field.

    2. Click New.

    3. In Description, enter a description that details the Resource.

    4. Select the Maintain Inventory checkbox.

    5. Enter the Quantity Available as 1.

    6. Ensure the Available to Everyday Users checkbox is selected.

    7. If you want users to be able to choose the resource while making a booking, check the Available at Checkout box. If you prefer users to add the resource after making a booking, leave this selection unchecked.

    8. On the Exchange Integration tab, enter a single email address as it was configured in Microsoft Exchange.

      Though there are multiple fields for email addresses in the Exchange Integration for resources, when configuring a mobile device resource, the device must be configured to a single Exchange equipment mailbox in order to properly enable third-party endpoints.

    9. Click OK

  3. Add the categories you created to the appropriate Everyday User Process Templates.

    The Everyday User Process Templates must be configured with Enable Integration to Microsoft Exchange enabled. For instructions on creating process templates, please see Configure Everyday User Process Templates.

ClosedView Configuration Information

Once you have configured your rooms and resources for EMS for Microsoft Exchange, you can view reports for these EMS for Microsoft Exchange rooms and resource in EMS Desktop Client.

EMS for Microsoft Exchange Room Report

To create and view a report for EMS for Microsoft Exchange rooms:

  1. From the Desktop Client, select Configuration > Facilities > Rooms.

    The Rooms dialog opens.

  2. Filter the Rooms dialog to display the rooms you want to view in the EMS for Microsoft Exchange report.

  3. Click Print.

  4. Select Exchange Mailboxes from the field.

    An EMS for Microsoft Exchange room report is generated and opens.

EMS for Microsoft Exchange Resource Report

To create and view a report for EMS for Microsoft Exchange resources:

  1. Navigate to Configuration > Resources and select your Category.

    The Resources dialog opens.

  2. Click Print.

  3. Select Exchange Mailboxes from the field.

    An EMS for Microsoft Exchange resources report is generated and opens.