Create a personal authentication mode connection with Microsoft Exchange Online

  • Release version: Washingtondc
  • Updated November 28, 2024
  • 3 minutes to read
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    Summary of Create a Personal Authentication Mode Connection with Microsoft Exchange Online

    This guide provides administrators with the steps to establish a personal authentication mode connection with Microsoft Exchange Online to synchronize reservations and events in the Outlook calendar. A user-level authentication token is generated for creating, updating, or canceling reservations.

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    Key Features

    • User-Level Authentication Token: Enables user-specific actions for reservations in Outlook.
    • System-to-System Integrations: For actions not triggered by users, system credentials are used for synchronization.
    • Subsource for Reservations: The new subsource, snwsdrestapi, is utilized to identify REST API-originated reservations.
    • Strict and Normal Mode Configurations: System property settings are automatically adjusted post-upgrade based on previous configurations.
    • Reservation Restrictions: Specific rules apply for blocker, on-behalf, and group reservations in personal authentication mode.

    Key Outcomes

    By configuring the personal authentication mode, you can:

    • Synchronize reservations seamlessly with Microsoft Exchange Online and ensure accurate event management.
    • Understand and navigate the restrictions on creating, updating, and canceling reservations based on mode settings.
    • Utilize personalized connection settings for better integration with Microsoft Exchange Online and enhance user experience in workplace reservations.

    As an admin, establish a personal authentication mode connection with Microsoft Exchange Online to synchronize reservations. A user-level authentication token is generated that enables you to create, update, or cancel reservations to synchronize events on the outlook calendar.

    Integrations

    System-to-system integrations would be used for all actions that aren’t triggered by the user and that must be synchronized with Outlook. For all other user-triggered actions, the user's personal token is used.

    Subsources to cater reservations

    A new subsource, sn_wsd_rest_api, has been introduced to distinguish the reservations originating from the REST API. This action enables the use of system-to-system credentials to synchronize the reservations with Outlook in personal authentication mode.

    Handling upgrade scenarios

    If the Strict mode is enabled for active calendar providers before the upgrade, the system property is automatically set to Strict after the upgrade.

    If the Normal mode is configured for active calendar providers before the upgrade, the system property is automatically set to Normal after the upgrade.

    The Strict Mode check box is no longer displayed in the calendar provider, because the corresponding column has been deprecated in the calendar provider. To configure the Strict mode, you must set the system property sn_wsd_rsvsync.sync_integration_mode at instance level.

    Strict mode can now be configured using the system property at the instance level. For more information, see Set Workplace Calendar Synchronization properties.

    Reservation restrictions

    Review the restrictions for creating, updating, or deleting user reservations, as well as for blocker and group reservations, when personal authentication mode is enabled.

    Table 1. Restrictions
    Reservation type Description
    Blocker reservations Blocker reservations are created in delegated user's calendar with the requested for user as an invitee when Personal mode is enabled.

    If the sn_wsd_rsv.blocker_user system property specifies a blocker user, the system creates the reservation in the delegated user's calendar and adds the blocker user as an invitee.
    Onbehalf user reservation The This reservation is for field is not displayed in personal authentication mode. In personal mode, you can't create Onbehalf user reservations, as you don’t have access to other user's calendar. However, you can create on-behalf reservations for non-synchronized rooms.
    Group reservations Group reservations aren’t supported in Personal mode for synchronize-enabled rooms, even if the Enable group reservations check box is selected in the reservable module. You can create group reservations for non-synced rooms.
    Create reservation The following restrictions apply when creating reservations from the Workplace Service Delivery portal, event planner, Quick Reservation, and Now Mobile:
    In Personal mode
    If the requested-for user doesn’t match the session user, the reservation can’t be created.
    In Strict or Normal mode
    Reservations can be created without any restrictions.
    Update or cancel reservation The following restrictions apply when updating or canceling reservations from WSD portal, event planner, and Now Mobile:
    In Normal mode
    All reservations can be updated or canceled.
    In Personal authentication mode
    • If the Sync mailbox of the reservation is set to other (reservation created in the delegated user calendar), the reservation can be updated or canceled in delegated user calendar.
    • If the Sync mailbox is set to user, the following rules apply:
      • If the reservation is edited or canceled from sources other than WSD Portal, Quick Reservation, WSD Mobile, or Event Planner, it can’t be updated or canceled.
      • If the session user (the person who is updating or canceling the reservation) doesn’t match the requested-for user, the reservation can’t be edited or canceled.
      • If a personal token doesn’t exist for the user updating or canceling the reservation, the reservation can’t be updated or canceled.
      • In all other cases, the reservation can be updated or canceled.
    Note:
    All the above reservations that can’t be updated or canceled appears grayed out in the schedule view of event planner workspace.
    In Strict mode
    Users can only update or cancel a reservation if the Sync mailbox is set to other in strict mode.