On this page we’ve collected all information about our Outlook Room Booker for TOPdesk. This is the starting point to gather all information around requirements, configuration, user rights and all specific information. Not only for the connector itself, but we also explaining and guiding you (as much as possible) with the configuration of TOPdesk and your Exchange/Office365 environment. After every item a ‘+’ is added, use this to read more!
For an introduction and an overview of all the possibilities and/or example(s):
Our Outlook Room Booker consists of 2 primary elements:
This is the core of our connector and makes sure your Exchange/O365 bookings are in sync with TOPdesk and vice-versa.
Get in sync!
When implementing the Outlook Room Booker in your environment, it would be handy to use/re-use meetings that are already there. Outlook Room Booker can gather information from both ways, combine this and get this in sync. Any conflicts that occur are collected and presented in an Excel sheet, which we can provide you after running this. This is and additional feature and not mandatory for the Outlook Room Booker to function.
Service Account Right(s)
-Exchange/O365: We need an Exchange service account with Impersonation rights. More info can be found here!
-TOPdesk: Please have a look at the TOPdesk configuration to get an overview of all needed TOPdesk API access rights
Saas / On-Premise
The Outlook Room Booker is initially delivered via SaaS only. Scope4mation delivers this service and it is included in the Outlook Room Booker subscription (licensed per year). We’re partnering with a Dutch Cloud Hoster, CloudVPS. Hosting and storage is based in the Netherlands, if you would like to know more, e.g. about the legal side, please click here. In exceptional cases it is possible to implement the Outlook Room Booker On-premise. To give you optimal service and to monitor the service best, we strongly advice you and your organisation to implement the Saas version.
Before we can synchronize meetings, we need to make sure that the Rooms defined in Exchange/Office365 match with the Rooms in TOPdesk. Since the definition of a Room is in basic different between the 2 platforms, it is mandatory to inform the Outlook Room Booker about this. This, most of the time is a 1 time action and is the only way to get the Rooms in sync.
At this moment we need from the customer environment the following information:
– Deliver a list of all Exchange/Office365 Rooms that need to be synchronized on Meeting level with TOPdesk
– Deliver a list of all TOPdesk Rooms that need to be synchronized on Meeting level with Exchange/Office365
Deliver us the lists, we consolidate these into 1 list in the required format, we send it back and you need to Map the Room in Exhange/Office365 with the one in TOPdesk. Send it back and you’re ready to go! In case of adding a new Room in Exchange/Office365, just let us know, we can update (only with Saas) your Outlook Room Booker connector easily. Our experience is that there are (when a location is mapped) there won’t be too much changes anymore.
Semi-Automatic [UNDER DEVELOPMENT]
At this moment we’re developing functionality to retrieve a list of Rooms and additional information from Exchange and from TOPdesk. For this function to use, Impersonation rights won’t be enough. since these rights can only be used to edit meetings in Room calendars. Also because Rooms (in Exchange: Mailboxes) are not easily accessible from the outside and therefore we need more rights than only Impersonation. Hence we will make sure rights only have to be enabled during initial configuration and updates. Alternately if this is not an option you can also fall back to manual.
Service Account Right(s)
– Manual : No additional rights are needed since we match everything manually
– Semi-Automatic: Synchronize Booking Rights (Impersonation) + Account needs access to: Get-Mailbox Cmdlet
TOPdesk Specific Information
To make our Connector function in the optimal way, it needs to have access to your TOPdesk environment. In order to ensure the necessary access, but also to inform you what we want to achieve, the following articles will most probably be of help:
Exchange / Office 365 Specific Information
To make our Connector function in the optimal way access is needed to your Exchange / Office365 environment. But we have ensured that this does not violate or compromise your security policy. We have accurately defined the minimum rights that are required. In order to ensure the necessary access, but also to tell you what we want to achieve, the following articles will most probably be of help:
Way of Working
We’ve bought the Outlook Room Booker and what will be next?
2. Room Mapping Input will be discussed
3. Project is planned and dates are agreed
4. Scope4mation provides a list of prerequisites.
2. Sends back the Room Mapping info from Exchange/Office365 and TOPdesk
(or when agreed in #2 On-Premise, NOTE: IT details are needed and extra meeting needs to be scheduled)
2. We will enable the subscription license
3. We will combine the Room Mapping information and Send it back to the Customer
2. Import it in the Outlook Room Booker
3. Enable the Outlook Room Booker
4. Verify the process with the Customer
5. Customer will sign-off the implementation (via email, confirmation is enough)
I have question!
If you have a question and your answer / scenario or option is not there: Feel free to contact us via the chat button at the bottom of the screen or contact us via our contact form ! We’re happy to get in touch with you!