On-premises Microsoft Exchange Server: Show Highfive Meetings on your Dolby Conference Phone

 

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Do you want to see your conference room’s calendar events on your Dolby conference phone? We have just the feature for you!

 

Highfive's on-premises Microsoft Exchange Server calendar integration will let you tap-to-join meetings that your conference room is booked for, right from your Dolby device.

 

 

Contents

 

 

Requirements
 

If you meet the following requirements, you can set up this integration for your team:

 

Highfive

  • You are a Highfive administrator.
  • You are on the Highfive Plus or Premium meeting room plans. (The older Professional and Professional Plus plans are supported, too. Essentially, you need to have a Dolby Conference Phone as part of your Highfive room(s).)


Microsoft Exchange

  • You can log in as an Exchange administrator with access to:
  • Your meeting rooms are properly configured as directly bookable resources.
  • Your meeting rooms are included in room lists. You can follow this procedure to set this up: Office 365 and Large Lists of Room Resources.
  • Your Exchange Web Services (EWS) endpoints must be enabled and reachable by Highfive. There cannot be any firewall policies blocking remote access to your Exchange server endpoint ports.
  • You have a valid Exchange server certificate that can be delivered when Highfive requests calendar information using the EWS API.
  • Your bookable room resources are contained in a Room List.  

 

  

Setup
 

Important: Before starting, contact Highfive Support at help@highfive.com to request that we enable this integration for your account. You will not be able to set the integration up until this is complete.

 

The configuration of this integration involves steps on both your Exchange Server and the Highfive Admin Dashboard. 

 

Exchange Server

 

1. Open the Exchange Administration Center (EAC) and Exchange Management Shell on the Windows server side by using Microsoft Remote Desktop.

 

2. Rooms are required to be in a resource list for proper integration between Highfive and Exchange.  This can be done by executing the command below within the Exchange Management Shell. This must be done for each room to be used with Highfive. In the script, testroom1 will be the room resource you are adding to the list, and server.com will be the fully qualified domain name (FQDN) where your Exchange Server is installed.

Add-DistributionGroupMember -Identity "HighfiveList" -Member testroom1@server.com

 

3. A new Exchange user must be created for Highfive to access all of your room calendars. It is highly discouraged to use an existing Exchange user or administrator, because permissions may be too wide or can be changed when executing the commands during this setup procedure. Microsoft documentation explaining how to create a user can be found here.

 

4. The new Exchange user can be set up with permissions that allow them to see all room calendars by executing the commands below within the Exchange Management Shell. In the script, highfiveuser will be the Exchange user that you configured, and server.com will be the fully qualified domain name (FQDN) where your Exchange Server is installed:

$mbxs = Get-Mailbox | Where {$_.ResourceType -eq "Room"}
foreach ($mbx in $mbxs) {
    Add-MailboxFolderPermission -Identity "$($mbx.Alias):\Calendar" -User highfiveuser@server.com -AccessRights Reviewer
}

 

5. Verify that the correct permissions were granted to highfiveuser for every room with this command, using the same substitutions as with step 4:

$mbxs = Get-Mailbox | Where {$_.ResourceType -eq "Room"}
foreach ($mbx in $mbxs) {
    Get-MailboxFolderPermission -Identity "$($mbx.Alias):\Calendar" -User highfiveuser@server.com | Format-List -Property *
}

  

6. If the permissions are correct, the following output will be displayed for each room. In this example, testroom1 is the name of the room in Exchange Server:

PSComputerName     : win-pqfa6cd669v.server.com
RunspaceId         : 23b8fa5d-1002-41b9-b42c-087ba6bcdf9d
PSShowComputerName : False
Identity           : server.com/Users/testroom1:\Calendar
FolderName         : Calendar
User               : highfiveuser
AccessRights       : {Reviewer}
IsValid            : True
ObjectState        : New

 

Here are the specific fields that are important for this integration:

  • Identity - This points to each room's calendar folder. The server's FQDN and room alias should appear along with the \Calendar folder.
  • User - This is the highfiveuser, who has access to each room's calendar.
  • AccessRights - Should be Reviewer.

 

7. Next, we need to make sure that Exchange Server does not automatically clear out the details from meetings booked to rooms, so that the Highfive connection information can be read from them. Execute the commands below within the Exchange Management Shell:

$mbxs = Get-Mailbox | Where {$_.ResourceType -eq "Room"}
foreach ($mbx in $mbxs) {
Set-CalendarProcessing -AddOrganizerToSubject $false -DeleteSubject $false -DeleteComments $false -RemovePrivateProperty $false
}

 

 

Have a new room? Although the scripts above take care of the necessary settings on existing rooms, they must be set for any new rooms added in the future, as well. Therefore, steps 2, 4 and 7 must be repeated in the Exchange Management Shell every time a new room is created in Exchange Server.

 

Highfive Admin Dashboard
  1. Go to your Highfive Admin dashboard: YourCompanyDomain.highfive.com/domain/dashboard
  2. Go to Integrations and select Exchange Calendar Resources.
  3. Fill in the following fields:
    1. Exchange Server URL - The URL for your EWS endpoint. For example: https://server.com/EWS/Exchange.asmx
    2. User Email Address and Password - Use the Exchange user credentials you created in the section above.
  4. Click Test Configuration to validate your entries. 
  5. If successful, click Apply Configuration to save these settings.
  6. Map your Device names to your Meeting Rooms. The Device name list is generated by Highfive, based on the Highfive devices you have set up. The Meeting Room list is generated by your Exchange Server using the Exchange Management Shell commands that were run in the previous section.
  7. Click Save changes.

 

 

Using the integration

  1. Open or create an Outlook calendar event using the Highfive add-in. Click here to learn more about scheduling a meeting.
  2. In the Invite attendees field, add the name of your conference room as a resource for the event.
    • Important: While you can also add your room to the event's Location field as an option, note that Highfive will NOT be able to read this. You must use the Invite attendees field to send the event to your Dolby conference phone.
  3. Within 2 minutes, your Dolby conference phone will display up to 3 current and upcoming events.
  4. Tapping on a Highfive meeting will allow you to join the meeting. If you tap on an event and do not see the option to join, then the event is not a Highfive meeting. (See FAQ section below.)

 

 

Disabling the integration

  1. Go to your Highfive Admin dashboard: YourCompanyDomain.highfive.com/domain/dashboard
  2. Click the Integrations tab and select Exchange Calendar Resources.
  3. Click Disable Integration.
     

 

FAQ
 

I tapped on an event, but do not see the option to join. What happened?

Highfive connects with your Exchange server to display all events that your room has been invited to, but you will only be able to join events that are Highfive meetings. Highfive meetings include the Highfive connection URL in the meeting details, which happens automatically when scheduled with our Microsoft Outlook add-in. Click here to learn how to schedule Highfive meetings.

 

 

How does the integration decide which events to show?

  • Any scheduled meeting that has the conference room added to the event will be displayed.
  • For security and privacy, meetings scheduled via Outlook Calendar as Private events will have the display name "Reserved" and cannot be joined from the Dolby conference phone.
  • A meeting will continue to be displayed for one (1) hour after its start time. This allows late-starters to still join the meeting from the Dolby conference phone. If you leave a meeting after 1 hour has elapsed, you will not be able to rejoin it from the Dolby conference phone. Instead, you can rejoin from a computer or mobile device, and then move the call up to your TV.

 

 

I don’t see my meeting room name under the Integration Settings page. What do I do?

Highfive receives this information from your Exchange server, so you will need to log into your Exchange Administration Center as an admin and check the configuration of the Exchange user you have selected for this integration. The integration user needs to have Reviewer access rights to be able to see the room, as well as to assure that meeting information isn't removed from meeting descriptions in the calendar. 

 

If you see your other rooms, but not a new one, then steps 2, 4 and 7 from the Exchange Server section above must be repeated to reapply permissions and settings to the rooms.

 

 

We’ve changed our meeting room names. What do I need to do in Highfive to update this?

Go to the Devices page on your Domain Dashboard to rename your Highfive units.

 

 

I accidentally matched the incorrect Meeting Room to my Device. Will this break something?

No, but it can make the Highfive experience confusing for your users. Simply go to your Domain Dashboard and select “Unassigned” or pick the correct Meeting Room name and save your settings to fix this.

 

 

If you have any questions or issues regarding the Dolby conference phone's integration to your on-premises Exchange server, please contact the Highfive Support team at help@highfive.com.

 

Brian Huynh -

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