How to configure Coexistence

This guide is for the IT administrator and explains how to connect an exchange service account with Pronestor Planner.

Table of contents

• Requirements
• Connecting the service account with Pronestor Planner
• Connecting the exchange rooms to Pronestor Planner
  • Disableing email notifications during the import
  • How to import the rooms
  • Sign explanations
  • Possible issues
  • Enabling the email notifications for future bookings
• Re-importing meeting rooms

Requirements

• Administrator and facility manager rights in your Pronestor Planner solution.
• A service account with application impersonation rights in exchange. We recommend it is set to password never expires. Please see our guide on the service account How to create the service account for Pronestor and Exchange integration
• All users have to be in your Pronestor Planner solution. We recommend importing users to avoid human error. Please see our guides on Active Directory integration and Azure Active Directory integration
• o365/Exchange mail notifications for rooms should be enabled as default - this is recommended to ensure that all mails from Exchange reaches the user.
• For cloud: coexistence has to be enabled. Ask Helpdesk@pronestor.com to enable it if it isn't enabled already.
• For on-premise: Coexistence has to be installed, see this guide Link
• Exchange Web Services must be reachable from Pronestor.
• We can only connect towards one exchange environment, so all the users, calendars, meeting rooms and the service account has to be in the same exchange environment.
• All calendars, meeting rooms, and users must have their primary smtp set to the original and not an alias.
• AutoDiscover on Exchange must be reachable from Pronestor - here are some guides on setting it up:
  In general regarding AutoDiscover:
  https://msdn.microsoft.com/en-us/library/office/jj900169(v=exchg.150).aspx
  How to test/validate:
  https://testconnectivity.microsoft.com
  http://blogs.technet.com/b/rmilne/archive/2014/10/02/how-to-check-exchange-autodiscover-srv-record-using-nslookup.aspx

Connecting the service account with Pronestor Planner

Log onto your Pronestor Planner solution, with administrative rights.

Click "Settings"

Click "Other settings"

Add your email domain to the "Attendees" filter and click "Save"

Click "Exchange"

If you tick the exchange online box, Pronestor uses a default URL which is normal for those with exchange online

Fill out URL, Username, Password, and Domain if necessary

Fill out a fallback user. If the meetingowner isn't a user in Pronestor Planner, this user will be set as the owner.

Click "Save and test the connection"

Connecting the exchange rooms to Pronestor Planner

Disabling email notifications during the import

During this step we will import the rooms and import the meetings connected to the rooms. Every meeting imported will send out an email notification to the meeting owner. So during the import, we recommend that email notifications are disabled.

You can enable the email notifications in Pronestor.

• Go to administration -> settings
• Click Email
• Ensure that the box "disable all email notifications" is Blue
• Click save
• 

How to import the rooms

Go to "Resources"

Click "New resource"

Click "Yes"

Fill out the meeting rooms email address

Click "Validate"

Fill in the desired settings for the meeting room

Click "Save"

Repeat for each meeting room you want to import.

Sign explanations

When a room is imported it takes some time (depends on the amount of meetings that needs to be loaded) for Pronestor to import all the meetings in the room's calendar. To the left of the room resource name a status icon will be displayed.
There are the following states:

•  Room calendar has been succesfully imported / the meeting room is integrated with Exchange and everything is working correctly.
•  Room calendar is currently being imported
•  Pronestor is currently synchronizing with the Exchange calendar
•  Pronestor has received an error message from Exchange. Pronestor will try to recover from this state
• Connection to the Exchange server has been lost. Troubleshoot by verifying that the Exchange server is up and running and, subsequently, that the Microsoft Exchange information in Administration --> Settings --> Exchange integration is correct
• The exchange account can't find the meeting room. Please check that the meeting room exists and that the exchange account has application impersonation rights towards the meeting room.

Possible issues

If the meeting room was recently created or changed in Exchange, there might be some replicationtime before it becomes available for use.

You can force the replication serverside. See for example this guide https://docs.microsoft.com/en-us/powershell/module/exchange/update-offlineaddressbook?view=exchange-ps

Enabling the email notifications for future bookings

We recommend that you get email notfications from both Outlook and Pronestor since Pronestors notifications contain more information, for example about catering and equipment.

You can enable the email notifications in Pronestor.

• Go to administration -> settings
• Click Email
• Ensure that the box "disable all email notifications" is grey
• Click save
• 

Re-importing meeting rooms

It is possible to re-import meeting rooms at a later date. This is practical if your users weren't properly imported during the first import.

During a re-import Pronestor reads all the appointments connected to the meeting room in exchange. If a meeting got defaulted to the default user during the last import, and the meeting owner is properly in Pronestor now, the old meeting is deleted and a new meeting is created with the correct meeting owner. This is a great way to fix meetings so they have the correct host.

It can be resource heavy so it is recommended that it is done outside business hours.

To re-import a meeting room:

• Go to Administration - Resources
• Click on the pencil under actions for the meeting room
• Click on the button "Re-import"
•