Office-365-integration-guide

1. Prepare Office 365

The purpose of this section is to detail the steps required to prepare Office365 to allow the Embrava DMS to connect and display Room availability on the Embrava Desk Sign.

Two steps are required to prepare Office 365 for a connection with the Embrava DMS:

Register an Azure AD application: Which the Embrava DMS will use to create and read reservations from your Exchange Rooms and display these reservations on the Desk Sign.

Configure Room Properties: Change default settings on the Exchange Rooms to ensure booking information is displayed on the Desk Sign correctly.

These steps are detailed further below:

Register an Azure AD application

For the Desk Sign to manage the availability of a Room in Office 365 (Exchange Online), we must first register an Azure AD application that the Embrava DMS will use to read and create bookings for an Exchange Room.

To register an Azure AD application please follow the steps below:

Select Azure Active Directory.

Select App registrations.

Select New Registration.

Name the application, allow Accounts in your organization to access the application and click Register as shown below. The Redirect URI can be left blank.

Once registered, the application IDs will be displayed as shown below. Please take note of these IDs as they will be used in Section 2 – Connecting Embrava DMS to Office 356

Create a client secret to use the app by selecting Certificates & secrets and clicking New client secret. Enter a description, expiry and click Create. Take note of the value as it will be used in Section 2 – Connecting Embrava DMS to Office 365.

The application requires the following permissions to access the Calendar of a Room in Exchange Online and lookup AD users from badge numbers/employee IDs stored as attributes in Azure AD:

To give these permissions to the application, select API permissions within the application and click Add a permission. Select Microsoft Graph as the API, Application Permissions for the permission type, select all permissions mentioned above and then click Add permissions.

The resulting permissions should look as follows:

Once all the above permissions are added, grant admin consent for the requested permissions by clicking the button highlighted below:

10.

The Azure AD app the Embrava DMS will use to connect to your Office 365 calendar to read and create reservations is now ready.

For more information on registering Azure AD applications please visit:  
https://docs.microsoft.com/en-us/azure/active-directory/develop/howto-create-service-principal-portal

You are now ready to configure your Room properties to ensure reservations are displayed correctly on the Desk Sign.

Configure Room Properties

Once you have created the Rooms within Exchange Online that you want to manage with the Desk Sign, you will need to update some of the Room properties to ensure the Room reservations are displayed correctly on the Desk Sign.

Event Name display

By default, reservations created for a Room only lists the organizer name but not the event name. Use the following steps to ensure the event name is displayed correctly:

Connect to your Exchange Online PowerShell using the instructions listed below:  
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https://docs.microsoft.com/en-us/powershell/exchange/exchange-online/connect-to-exchange-online-powershell/connect-to-exchange-online-powershell?view=exchange-ps

Once you have connected to your Exchange Online PowerShell, please issue the following command to update the event name of your Room reservations: 

Once done, disconnect from your Exchange Online session with the following command:  

Area/Neighborhood display

The Area or Neighborhood is a grouping of workspaces related in function or location. Examples of an Area/Neighborhood may be “Collaboration Village”, “Library”, “South Wing”, and so on. The Area/Neighborhood is displayed above the workspace name on the Desk Sign as shown below:

To set the Area/Neighborhood to be displayed on the Desk Sign, please follow the below steps:

Connect to your Exchange Online PowerShell using the instructions listed below:
  
https://docs.microsoft.com/en-us/powershell/exchange/exchange-online/connect-to-exchange-online-powershell/connect-to-exchange-online-powershell?view=exchange-ps

Once you have connected to your Exchange Online PowerShell, please issue the following command to update the event name of your Room reservations:

Once done, disconnect from your Exchange Online session with the following command:  

Note: This Set-Place update to a mailbox may take up to 24 hours to appear through the Microsoft Graph API and be displayed on the Desk Sign.

Your Room properties have now been set for correct display on the Embrava Desk Sign.
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This completes the Office 365 preparation steps. You are now ready to connect your Embrava DMS to your Office 365 instance.

2. Connect Embrava DMS to Office 365

The purpose of this section is to describe how to connect the Embrava DMS to your Office 365 instance.

Use the following steps to connect the Embrava DMS to your Office 365 instance:

Follow the Wizard until you get to Step 2 – Connect your Platform. Select Office 365 / Exchange as your Platform and click Next as shown below:

Enter the Client ID, Secret Key and Tenant ID using the information gathered when registering the Azure AD app in Section 1 – Prepare Office 365.

For User Directory, you have two options:  
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a. Embrava DMS – Select this option if you are storing users and badge numbers in the Embrava DMS. See Section 4 – Add Users for details on how to manage your users in the Embrava DMS. 
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b. Active Directory – Select this option if you are storing your users and badge numbers in Azure AD. Enter the following details so that the Embrava DMS can access your Azure AD instance to lookup users from badge numbers and employee IDs:  
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• Standard Attribute: Select this option if your badge numbers and employee IDs are stored in a standard Azure AD attribute. The Badge number field and Employee ID field dropdowns are displayed for you to select the standard attributes that hold your badge numbers and employee IDs.

• Custom Attribute: Select this option if your badge numbers and employee IDs are stored in a custom AD attribute. Enter the Custom Attribute Object ID, Badge number field and Employee ID field as per the custom attributes you have created. See below for an example of how to determine these values.

• If your badge number custom attribute has the following name:

extension_1cad31b961gg11112984f29e0fe1daba_badgeNum
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The following values can be determined –
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Custom Attribute Object ID: 1cad31b961gg11112984f29e0fe1daba

Badge number field: badgeNum

Once the above details have been entered and connection tested, click “Save” and the Embrava DMS will connect to your instance of Exchange Online (Office 365).

You are now ready to map Desk Signs to Rooms in Office 365.

3. Map Desk Signs to Rooms in Office 365

The purpose of this section is to illustrate how Desk Signs are mapped to Rooms in Office 365.

For a Desk Sign to manage the availability of a Room in Exchange Online (Office 365), the Desk Sign must be mapped to that Room within the Embrava DMS.

Use the steps below to map Desk Signs to Rooms in Office 365:

Select “Devices” in the main menu, create a new Device by clicking the “Add Device” button or update an existing device by clicking the Edit icon on the Desk Sign you wish to assign to a Room as shown below:

When adding a new device, enter the serial number of the Desk Sign as the ID and the email address of the Room as the Room Email Address as shown below:

Note: Newly created Rooms in Exchange Online may take up to 4 hours to become visible to the Microsoft Graph API so that it can appear in the Embrava DMS.

Repeat steps 2-3 above for all Desk Signs you would like mapped to a Room.

Now all your Desk Signs are mapped to Rooms in Office 365, you must now add users to your Embrava DMS so that any reservations for Rooms your users create will then be displayed on the Desk Signs.

4. Adding Users

The purpose of this section is to describe how users and their badge numbers are added to the Embrava DMS.

Note: If you are storing both users and badge numbers in Azure Active Directory you do not need to complete this step.

When integrating with Office 365, all user data is held within the organizations Active Directory. To add a user to the Embrava DMS and assign them a badge number and employee ID so that they can tap a security badge or enter an ID to book a space, please follow the steps below:

Select “Users” in the main menu and click “Add User” as shown below:‍