ACTIVATEEXCHANGEBOOKING - Detailed description

Overview

Parameter:ACTIVATEEXCHANGEBOOKING
Category: RE
Default value: 0
Product: eTASK.Room Reservation

What does this parameter do?

ACTIVATEEXCHANGEBOOKING enables or disables an information section in the meeting room form that allows meeting rooms in the eTASK FM portal to be linked to rooms on the Microsoft Exchange Server. This feature is part of eTASK.SmartReservation and forms the basis for synchronizing room bookings between eTASK and Microsoft Exchange.

What is this parameter used for?

• Prepare Exchange integration: Displays the necessary configuration fields for linking eTASK rooms to Exchange mailboxes

• Enable room assignment: Administrators can assign each meeting room to a corresponding Exchange room

• Establish synchronization basis: Room bookings between eTASK and Exchange can only be synchronized after activation and assignment

• Enable Outlook integration: Enables bidirectional room booking between eTASK and Microsoft Outlook

• Central control: Enable or disable Exchange functionality for all meeting rooms

Technical Details (for Administrators)

Format: Integer
Default value: 0

Valid values:

• 1 = Info area is displayed in the meeting room form

• 0 = Info area is hidden (default)

Important notes:

• Enabling this feature alone is not sufficient—Exchange connection parameters must also be configured

• The info area appears in the form for each meeting room after activation

• Deactivation hides the info area but does not delete existing assignments

• A working Exchange server connection is required for use

• Applies exclusively to eTASK.SmartReservation (room reservation module)

Interaction with other parameters:

• Works in conjunction with other Exchange configuration parameters for connection and authentication

• Is a prerequisite for Exchange room booking synchronization

When should you change this value?

Set the value to 1 (enable) if:

• You use Microsoft Exchange Server for room bookings

• Room bookings need to be synchronized between eTASK and Outlook

• Employees should be able to book meeting rooms via Outlook

• Bidirectional synchronization of room bookings is required

Leave the value set to 0 (deactivated) if:

• No Microsoft Exchange Server is in use

• Room bookings are managed exclusively via eTASK

• Integration with Outlook is not desired

• The Exchange functionality is not licensed or configured

• Exchange integration is intentionally omitted

Important Notes

1. License required
   Exchange integration is part of eTASK.SmartReservation. Ensure that you have the appropriate license before activating this parameter.

2. Further configuration required
   Activating this parameter only displays the configuration area. For Exchange integration to function properly, Exchange server connection parameters, authentication data, and permissions must also be configured.

3. Administrator rights on Exchange required
   The Exchange user used for synchronization requires appropriate rights to the room mailboxes on the Exchange Server.

4. No automatic synchronization
   Enabling this parameter does not start automatic synchronization. Rooms must be assigned manually, and synchronization must be explicitly initiated.

5. Existing assignments are retained
   If you set the parameter back to 0 , existing assignments are not deleted; instead, the configuration area is simply hidden.

Security

No, this parameter has no direct security implications.

Practical example

Initial situation: A company uses both eTASK for facility management processes and Microsoft Exchange/Outlook for email and calendar management. Employees should be able to book meeting rooms directly from Outlook, while administration continues to be handled centrally via eTASK. Currently, the Exchange configuration section is hidden in the meeting room form.

Configuration:

Parameter: ACTIVATEEXCHANGEBOOKING
Vorher: 0
Nachher: 1

After the change:

• A new "Exchange Assignment" information section appears in the form for each meeting room

• Administrators can assign each room to an Exchange room mailbox

• Fields for selecting Exchange rooms and for synchronization are displayed

• The prerequisite for bidirectional room booking synchronization is now in place

• Additional Exchange parameters must now be configured (server, authentication, etc.)

Result: Once configuration is complete, employees can book rooms via both eTASK and Outlook. The systems synchronize automatically, preventing double bookings. Administrators retain central control via eTASK, while end users can use the familiar Outlook interface.

Alternative scenarios:

Scenario A - eTASK bookings only:

• Companies without an Exchange Server or those deliberately opting out of Outlook integration

• ACTIVATEEXCHANGEBOOKING = 0

• All room bookings are made exclusively via eTASK

• Simpler configuration, no additional dependencies

Scenario B – Hybrid use:

• Main location with Exchange integration, branch offices without

• ACTIVATEEXCHANGEBOOKING = 1

• Central rooms synchronized in Exchange, local rooms only in eTASK

• Flexible adaptation depending on the location’s infrastructure

Recommended setting

For environments with Microsoft Exchange:1(enabled)

Reason:

• Makes optimal use of existing Exchange infrastructure

• Increases user acceptance through Outlook integration

• Prevents duplicate bookings through synchronization

• Employees can use familiar tools (Outlook)

• Centralized management is maintained via eTASK

• Integration of advanced eTASK functions into Exchange bookings (catering, resources)

For environments without Exchange:0(disabled - default)

• Avoids unnecessary configuration fields

• Reduces the complexity of room management

• No dependency on Exchange infrastructure

• Simpler administration

Tip: Enable this parameter only if you plan to implement full Exchange integration and all necessary prerequisites are met (license, Exchange server, permissions). A partial configuration can lead to confusion. Document the Exchange assignments for the rooms so that you can trace the configuration if necessary.