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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 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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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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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
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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)
Create the booking system in the ROOMZ Portal
Once your booking system is ready, it's time to add it to your ROOMZ Portal. Click on Add Booking System and choose your connector
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Give your connector a Friendly Name, and fill all the required information. You can then click Save
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Find out more about the "Show image in attachments" option : Microsoft Exchange: Show images - ROOMZ Support - Wiki (atlassian.net)
If you are using Microsoft 365 you can enable the option Instant booking with online meeting. If activated, an instant reservation from the ROOMZ display will create a Microsoft Teams Online meeting.
Click on Add Resource and fill in the Name of the Resource, and the Resource ID (very often, its email address).
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You can click Test all and check the correct setup of your connector.
Everything’s green ? Great !
Something’s not working ? Just click on the Status Indicator to know more about the error
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In case of an error, you can easily Edit your Resource and test the connectivity again
Once all the tests are OK you can move on to the next step !
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