This article describes how to prepare an existing Exchange Server to be used as the Calendar Service integration in the Flowscape Solution. This document will not include any instructions on how to setup a new Exchange Server.

Exchange Server

Service account

The Service account is used to sync, book rooms, and cancel meetings from the Flowscape Solution. 

Create a new user account that will be used as a Service account with the following requirements:

• Make sure to add both first name and last name.

• The account is enabled.

• Also make sure this account has a mailbox.

• Make sure to set "Password should never expire".

• Don't forget to disable MFA.

• Make sure that the Service account has the same email address in the AD for the “email” attribute as in Exchange.

Once we are done with this step, we should have the following information. Make sure to store the values somewhere safe since they will be used when setting up the integration in the Flowscape Solution in the next step.

• Service Account Username

• Service Account Email

• Service Account Password

Room resources

If you already have room resources setup in Exchange you can skip this step. If not, you need to create a room resource for each room you want to include in the Flowscape Solution.

Once we are done with this step, we should have the following information:

• Room Resources Email Address

Mailbox permissions

In order to be able to book, extend and end meetings the Service account needs to be granted "FullAccess” rights to each of the room resources that you want to include in the Flowscape Solution. Follow the instructions on how to do this in this link:

https://learn.microsoft.com/en-us/exchange/recipients/mailbox-permissions?view=exchserver-2019

Impersonation

For the Service account to be able to access the mailboxes and "act as" the mailbox owner, the Application Impersonation role has to be granted.

If you want to limit the scope of the Application Impersonation for specific rooms and users, make sure to include the service account itself in the list.

The service account requires Application Impersonation for

• the rooms and users that will be used in the Flowscape Solution and

• the service account itself (otherwise bookings made by the Service account will not work).

https://learn.microsoft.com/en-us/exchange/client-developer/exchange-web-services/how-to-configure-impersonation

Get the hostname

We will also need the hostname of the Exchange server to setup the endpoints.

• Exchange Server Hostname (Example: “mail.customer.com”)

If you have successfully completed the tasks above, you should now be able to provide the information below. This information will be required when installing the Flowscape Solution. Fill in the information and send it to your Flowscape contact person:

• Service Account Username

• Service Account Email

• Service Account Password

• Room Resources Email Address

• Exchange Server Hostname