Microsoft Exchange sync

Microsoft Exchange calendar synchronization makes coordinating work easier with two-way synchronization between Severa and Microsoft Exchange/Microsoft 365 calendars.

User email addresses must be the same in both systems for the synchronization to work correctly.

Once the synchronization is enabled for the company, each user can enable the synchronization in Severa.

Activities created in Severa are transferred to the Microsoft calendar, and entries made in the Microsoft calendar are transferred to Severa as activities.

Activities of type project task are not synchronized.

Enabling calendar synchronization requires admin permissions to both systems.

• If your company is using Microsoft 365, you can perform all necessary actions directly from Severa.
• If your company is using an Exchange server, start by creating a delegate user on the Microsoft Exchange/AD server.

Creating a delegate credential varies depending on the version of the Exchange server used. Below you can find a few examples.

Exchange server administrator access is required to perform the steps.

First you need to create a delegate user in Exchange/AD and then,

• Add impersonation extended right to that user on all client access servers.
• Add impersonation extended right to that user on all mailbox databases.

After you have created the delegate user, you need to run a script in Exchange Management Shell to give the delegate user access to the mailboxes of all users in the domain.

Grant permissions for Sync Delegate user

Get-ExchangeServer | Where {$_.ServerRole -match "ClientAccess"} | Add-ADPermission -User "Sync Delegate" -ExtendedRights ms-Exch-EPI-Impersonation -InheritanceType None

Get-MailboxDatabase | Add-ADPermission -User "Sync Delegate" -ExtendedRights ms-Exch-EPI-May-Impersonate -InheritanceType All

First you need to create a delegate user in Exchange/AD and then,

• Add full access rights to that user
• Create management scope for impersonation user with mailbox recipient filter
• Grant that user impersonation role for the management scope

With Exchange 2010 it is possible to limit the delegate access to a specific group of users.

The following items are needed to set this up:

<OrganizationalUnitIdParameter> <Fqdn> <serviceAccount> <scopename> <recipientFilter> <impersonationAssignmentName> <ApplicationImpersonation>

Grant full access permissions for Sync Delegate user

Get-Mailbox -OrganizationalUnit <OrganizationalUnitIdParameter> -DomainController <Fqdn> | Add-MailboxPermission -User <serviceAccount> -AccessRights Fullaccess -InheritanceType all

Example: Create the management scope with recipient filter

New-ManagementScope -Name <scopename> -RecipientRestrictionFilter <recipientFilter>

Example: Impersonation role assignment

New-ManagementRoleAssignment -Name <impersonationAssignmentName> -Role <ApplicationImpersonation> -User <serviceAccount> -CustomRecipientWriteScope <scopeName>

Read more about impersonation setup in the MSDN article Configuring Exchange Impersonation.

After creating the delegate user, continue setting up the synchronization in Severa.

Admin permissions are needed to access calendar synchronization settings.

To get started, go to Settings > Integrations > Microsoft Exchange and select Office 365 Exchange as the version.

For authentication to work, the user must be a Microsoft admin for the domain.

1. Click Grant permissions
2. A pop-up will open asking for your Microsoft credentials
   • Use the account that has admin rights for the domain to which the Exchange synchronization is activated
3. Review the permissions request
4. Accept the request to return to Severa
5. Click Enable Microsoft Exchange toggle to activate synchronization

When you have done all the necessary configurations on the Microsoft side, you can set up synchronization settings in Severa.

To get started, go to Settings > Integrations > Microsoft Exchange and select Exchange Server Exchange as the version.

1. Enter the Domain: Organization NetBIOS domain name
2. Enter the Exchange URL: Exchange WebServices (EWS) URL, which has been set on the Exchange server (example format of the URL: https://outlook.domain.net/EWS/Exchange.asmx)
3. Enter the user name for the delegate user
4. Enter the password for the delegate user
5. Select which activity types are synchronized from Severa to Exchange server.

It is not possible to restrict what calendar entries are synced from Microsoft Exchange to Severa.

Private entries from Microsoft Exchange are synchronized to activity type Personal if such an activity type is defined in Severa. All other entries are synchronized to the default activity type defined in Severa.

When you have finished setting up the settings, you can enable the integration from the top right corner. If connecting causes error messages, ensure that all settings are done in the Microsoft admin tool and verify that both email addresses and passwords are correctly written.

Once synchronization is enabled at the company level, users can enable synchronization for themselves through their profile.

When synchronization is enabled in Severa settings, users can enable synchronization. It is not possible to activate synchronization for another user, so each user must do it themselves.

1. Click your name in the top navigation and select My profile
2. Go to Calendar & activities > Calendar synchronization
3. Use the toggle to enable calendar synchronization.
4. When synchronization is enabled, the calendar will be automatically synchronized.

All Microsoft Exchange calendar entries are synchronized to Severa, and all activities marked for synchronization (a list of activity types can be opened by clicking the link) are synchronized from Severa to Microsoft Exchange.

During the first synchronization, entries are matched based on the subject/activity name, start date, start time, end date, end time, and recurrence.

In the first synchronization, entries older than 30 days are not synchronized unless they are recurring entries with future occurrences. Once the first synchronization is completed, only changes are synchronized.

Synchronization is activated by specific actions in Severa. If the user is not logged in, the calendar is not synchronized.

• When navigating from one section to another
• When a calendar entry is modified in Severa
• If calendar synchronization is enabled for any person in the company and you are a participant/owner of the entry. The entry is synchronized even if you do not have calendar synchronization enabled.

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