⚠️ The behavior of Microsoft calendar synchronization is changing, and main user actions are required by 31 August – Read more

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

☑️ Activities created in Severa are transferred to the Microsoft calendar
☑️ Entries made in the Microsoft calendar are transferred to Severa as activities

Before enabling the synchronization, it is important to note the following:

• 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 must enable the synchronization for themselves in their own profile if they want to use it
• 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. The steps require Exchange server administrator access. Below you can find different options for the servers in use.

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

1. Add Impersonation extended right to that user on all Client access servers
2. 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:

1. Add full access rights to that user
2. Create management scope for the delegate user with mailbox recipient filter
3. 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

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 formatting 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.

When you have finished setting up the settings, enable the synchronization from the toggle in the top right corner. If connecting causes error messages, ensure that all settings are done in the Microsoft admin tool. Also verify that both email addresses and passwords are correctly written. Once synchronization is enabled at the company level, the user can enable synchronization for themselves through their own profile.

When synchronization is enabled in Severa settings, each user must enable calendar synchronization for themselves if they want to use it. It is not possible to activate synchronization for another user. Synchronization is enabled from the user’s own profile:

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

1. During the first synchronization, entries are matched based on the subject/activity name, start date, start time, end date, end time and recurrence.
2. In the first synchronization, entries older than 30 days are not synchronized unless they are recurring entries with future occurrences.
3. Once the first synchronization is completed, only changes are synchronized.

Synchronization is activated by specific actions in Severa:

• 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.
• If the user is not logged in to Severa, the calendar is not synchronized.

Limitations and notes for entry synchronization

There are certain limitations for synchronized entries that should be noted:

• It is not possible to restrict what calendar entries are synced from Microsoft Exchange.
• All Microsoft Exchange calendar entries are synchronized to Severa, and all activities marked for synchronization are synchronized from Severa to Microsoft Exchange.
• 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.
• Activities of type project task are not synchronized.

Did you find it helpful? Yes No

Send feedback