How to configure Coexistence

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

Requirements
Connecting the service account with Pronestor Planner
Connecting the exchange rooms to Pronestor Planner

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
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 can't find the exchange tab the module isn't installed properly

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"

If you get a red error message: The exchange account isn't filled out properly. Usually it is the password. Note that accounts made in Azure use a key instead of a password.

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.

If you get an error while importing the coexistence meeting room please just press continue. Pronestor will edit the configuration of the meeting room to match what is needed.

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.

Remember: When the room calendar has been succesfully imported, activate the resource in the right side of the respective row.

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.