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Content
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1️⃣ Overview
Application Permission are used to connect a 3rd party application to M365. In this guide, we will show you how you can register the application and give the rights to access the agendas of the meeting rooms. For the connection between the Roomz portal and the application, you will need the client secret, the application ID, and the tenant ID. These details can be obtained by following the guide.
Securing with Mail Enabled Security Groups
| Note |
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To ensure security and prevent the application from accessing all calendars, we use Mail Enabled Security Groups. These groups restrict the application's access to only the necessary calendars. It is crucial to follow the guide carefully to configure these groups correctly, ensuring that permissions are properly set and that the application does not compromise the privacy of other calendars. By carefully following this guide, you will ensure a secure and efficient integration of the Microsoft calendars with ROOMZ while maintaining strict control over access to sensitive data. |
2️⃣ Register the ROOMZ Application
The first step involves creating a ROOMZ application on Microsoft Azure to enable access to the agendas.
A. Open Microsoft Azure Portal and log in with an administrator account.
B. Once logged, search for Azure Active Directory:
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C. On the left panel, search for App registrations:
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D. Click on + New registration:
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E. Specify the name of the application (e.g. ROOMZGraph) and the first option Account in this organizational directory only
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F. Click on API permissions:
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G. If you already have a permission, you can remove it.
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H. Then click on + Add a permission, and select Microsoft Graph:
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I. Choose Application permissions:
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J. In the list of permissions, select Calendars.ReadWrite: and then click Add permissions:
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K. Click on Grant admin consent for your company:
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L. Once accepted, it should appear as follows:
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M. Click on Certificates & secrets:
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N. Click on + New client secret:
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O. Specify the desired expiry date. When the secret expires, you'll need to renew it and update it in the ROOMZ Portal. Currently, the longest possible period is 2 years (even when selecting the "Custom" option). We recommend setting the expiry to 24 months.
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P. Here you will find the Client Secret. This information will be required for the connector, you should copy it for example in your Notepad. It is important that you copy the Value of the client secret, and not the Secret ID
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Q. When you click on "Overview" now, you will find the Application (client) ID and the Directory (tenant) ID. These two values will also be required for the connector, so please copy them too.
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The registration of the ROOMZ application is done.
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3️⃣ Limit access to meeting rooms only
With the previous configuration, the application is permitted to access the agenda of all resources and users within the organization.
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The following commands have to be executed using Exchange Online PowerShell with admin rights. Once executed, it might take up to 15 minutes before being effective.
A. Execute the following command and connect to your Microsoft365 using an admin account.
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| Expand | ||||||||||
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Install or start Exchange Online PowerShell Module. You can install the Module directly in the PowerShell on your Computer:
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B. Create a Mail-enabled security group with the following command. Here the name of the group is RoomzResources. You have to replace the PrimarySmtpAddress with a valid domain name.
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C. Fill this group with the necessary rooms. Don't forget to change the name "RoomzResources" if you have used a different name, and replace my-room by the identifier of your meeting room :
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| Code Block |
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Get-Mailbox| where {$_.RecipientTypeDetails -eq "RoomMailbox"} | foreach {Add-DistributionGroupMember -Identity RoomzResources -Member $_.UserPrincipalName} |
D. Apply an application access policy with the following command. Replace the myAppId with the Application (client) ID from the previous section. Replace RoomzResources with the name of the group you created.
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E. In order to reduce the propagation time required by Microsoft Azure, this command can accelerate the process:
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The application is now restricted to access only the agenda of the group RoomzResources, which contains only meeting rooms needed. If you create new meeting rooms, please re-execute the command at point 5️⃣ .
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4️⃣ Meeting Title & Private Flag
By default, when a user is sending an invitation for reserving a meeting room, Exchange will only store the name of the organizer in the agenda of the meeting room. The meeting's title and the private flag are not stored.
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When a meeting is private, the display will show the information as follows:
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5️⃣ Add a new resource to the Mail enabled security group
You can add the new room using PowerShell commands with the ExchangeOnline Module in PowerShell (2.1) or by using the graphical interface in the M365 Admin Center (2.2).
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| Code Block |
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Add-DistributionGroupMember -Identity "RoomzResources" -Member myROOM |
Graphical user interface
Login to the Admin Portal of M365 and browse to “active teams and groups” :
Select Mail-enabled security and sear for ROOMZ Ressources, click on Members and View all and manage members:
You can now click to add members and search for your new resources and add them to the group. (it could take up to 24h until the resource in the ROOMZ Portal is green)
