TANDBERG V 11.8 User Manual

Installation and Usage

TANDBERG

Microsoft Exchange

Integration

V 11.8

D13562 Rev.12

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TANDBERG offers an optional component to fully integrate the TANDBERG Management Suite (TMS) with Microsoft Exchange and

Outlook. This integration gives the users the ability to schedule videoconferences, book meeting rooms and invite participants using their Microsoft Outlook client.

The videoconferencing systems are registered as resources in Ex-

change, allowing end users to view their availability when making the booking.

Functional overview

The integration requires a software component to be installed on the

Microsoft Exchange server. Note that there is no need to update any of the Microsoft Outlook

clients. In a front-end/back-end server scenario, the integration should be

installed on a back-end server. Please see www.microsoft.com for more information about Microsoft

Exchange.

www.TANDBERG.com

Table of ConTenTs

Server Requirements 3

Supported Clients

TMS requirements

Limitations

Technical Description

Installation

Uninstallation 1

Upgrading 1

Post installation setup 1

Making a booking using Outlook 3

Appendix A - Troubleshoot 3

Appendix B - Logging 3

Server Requirements

Server OS

Windows 2000 Server SP3 with Internet Explorer V5.5 or later Windows 2003 Server with Internet Explorer V6.0 or later

Exchange Server

Microsoft Exchange 2000 with Microsoft Exchange service pack 3 Microsoft Exchange 2003 plain, service pack 1 or service pack 2

Exchange System Manager must be installed.

Supported Clients

TMS requirements

Limitations

Outlook

Microsoft Outlook 2000 Microsoft Outlook 2002 Microsoft Outlook 2003 Microsoft Outlook 2007 Microsoft Outlook Web Access

TMS

TMS V 9 for limited functionality, to get full functionality TMS V 11.7 or later is

required

Only one Exchange server can connect to TMS per Active Directory domain. If

there are multiple domains that are integrated with the same or different TMS server(s) (in one forest), it is recommended to hide the resources between the domains. TMS will not correctly build a call route if the resources in a single meeting are split between the different domains.

All resource accounts representing Videoconference systems in one TMS Ex-

change Integration must have mailboxes on the same Exchange server. This server cannot use Exchange Clustering, but the server can work as a link between a clustered Exchange solution and the TMS server. The Resources will however be accessible to all users in the same Exchange organisation.

Different versions of a custom form in one Exchange Organization is not supported by Microsoft. However, the 8.0 Exchange Integration Component can use the 9.0 version of the custom form and vice versa.

The group permisssions used on the calendars are not compatible with

the “Windows 2000 mixed” domain level. You need to raise the domain level to “Windows 2000 Native” or higher. If you have to support NT4 servers and need “Windows 2000 mixed” domain functional level, you have to apply your own set of permissions on the resource calendars by logging on to each mailbox using Microsoft Outlook.

Technical Description

Both TMS and Exchange have their own database for booking information. For Exchange the database contains resource availability based on free/busy information for resource accounts. This information is stored in Exchange mailboxes and public folders.

TMS knows the resource availability based on its SQL Server database. That

means that there are two different systems that are separate, but must show the same resource availability.

Two Exchange terms are important in the Exchange Integration; sinks and syn-

chronization. A sink is a Microsoft concept in Exchange where the sink is a

‘hook’ which allows another process to be ran when calendar data is written.

This is used for intercepting meeting reservations in Exchange, making sure

that the meeting is validated and stored in TMS before the meeting is stored in Exchange. A result from a sink is either true or false, so if true is returned the meeting is booked in Exchange as well. If it is false, an e-mail is sent to the requester describing why the meeting could not be booked on the TMS server, and the meeting booking is aborted.

A synchronizer is used to ‘sync’ the data between the TMS server and Ex-

change. Meetings that are booked in TMS will be duplicated in the Exchange database by the synchronizer. This syncronizer is run every 5 minutes, making sure that meetings created in TMS are also copied to Exchange. In addition, each time a meeting is booked in TMS, an e-mail is sent to the TMS-service account. The TMS-Service mailbox has a sink installed that triggers the syncronizer when it receives e-mails.

Impacts on the Exchange server

In order for the Exchange Integration to function, the installer must make some changes to the Exchange environment and server. The following changes are made by the installer:

Creates a Windows service for the synchronizer to run as – runs as

•

LocalSystem Creates a tms-service account in the current Windows domain

•

Uses a strong password, can be changed via Conguration Tool

–

Creates mailbox for the tms-service account and congures the required

•

settings and sinks Adds 6 role-restricted COM+ components. These run as tms-service

•

Creates an address book in Exchange that will automatically list all TMS

•

integrated rooms

Can be safely removed

–

Creates a new local Windows user account named tmsconfuser on the TMS

•

Server (Normal Windows User privileges only)

Alternatively the installer can use a pre-dened account on the TMS

–

server Assigns the tmsconfuser a special Exchange Integration Account

–

permission in TMS

Creates some registry values, among others, an encrypted representation of

•

the password of the TMS server user Creates 2 Security Groups

•

One for users who can book, and one for ‘admins’ who can access other

–

people’s bookings in resource calendars

Logging

TANDEBERG log les are available at the installation directory of the integra-

tion. These log les include nearly all of the program activities, but the main

ones of interest are:

Installation

•

Account Creation

•

Syncronizer Logs

•

Calendar Sink

•

Microsoft log les can be accessed through Event View under Administrative Tools.

Installation

Before you start installing the TMS Exchange Integration component on the Exchange server, make sure you are logged in as a user that has the following permissions:

- Is a Domain Administrator for the local domain

- Is a Local Machine Administrator

- Is an Exchange Administrator

You will also need a set of user credentials that is

- Is an Site Administrator in TMS

- Is an Administrator of the Windows Server TMS runs on

Close all other applications running on the server.

Download the TMS Exchange Integration software package to the server (or insert the CD ROM into your CD ROM drive), and start the installation program

(setup.exe) for the TMS Exchange Integration. The installer will search for an already installed version of the TMS Exchange

Integration component. If one is present, the installer will start the uninstall wizard. After the uninstallation, the setup needs to be launched again, to start installation of the new version. See section Upgrading for further information about upgrading.

The installation of the TMS Exchange component may require the instal-

lation of the additional Windows components (Windows component update). A list of the components will be shown and installed automatically.

A reboot of the server might be required after the installation.

1 Not Necessary if using previously created tmsconfuser account - you

just need the username/password of the existing account to be used

At this stage a picture might display a list of

the components that need to be installed

before the installation of the TMS Exchange Integration can continue. These components will be automatically installed.

The TANDBERG installer will prepare the installation wizard.

A welcome window will appear on the screen. Press the ‘Next’ button.

Read and accept the License Agreement.

Select the destination folder where Setup will install the les. Click ‘Next’ to

accept the suggested path, or ‘Browse’ to change the path.

The installer will create a service account with a mailbox on the Exchange

server. Select which store on the Exchange server you would like to use from the scroll-down menu, and click ‘Next’.

If choosing an existing TMS account,

this account needs to be congured for

Exchange booking capabilities. Go into the Users tab of TMS, of the particular user, and set ‘Exchange Integration Service Account’ to ‘Yes’.

Also make sure that the account is a member of a group that has the ‘Book on behalf of’ option set, under the ‘Misc’ paragraph in the Groups header in TMS. If the installer

creates the account, this conguration will

be completed automatically.

The Exchange integration uses credentials from an account that is dened

in this step. Either let the installer create this user for you, or if you need more control of the user, choose an existing TMS account.

The Exchange server needs to be able to

reach port 80/HTTP or port 443/HTTPS on

the TMS server (in case of rewall issues).

Enter the IP-address or host name of the TMS server, and the user name

and password to an account that has at least local computer admin rights on the TMS server and Site administrator rights in TMS. HTTPS can now

be used between the servers. If this is enabled a trusted root certicate

needs to installed on both servers.

Users in your organization that should have access to booking of videoconferences using Exchange/ Outlook should be granted access to

the rst group, while admins should be

granted access to the second group.

The Exchange Integration will create 2 security groups in the domain. Press

the ‘Next’ button to accept the default values suggested by the installation wizard. They will be created as domain local groups.

The next page allows you to put all the TMS-Exchange integration users

and groups in a separate container in Active Directory. If you want to put them under an Organizational Unit (or create a new Organizational Unit), click on the ‘Browse AD’ button. Otherwise click on the ‘Next’ button.

Post-install moving of the users and groups to a different Active Directory Container/organizational unit through

“Active Directory Users and Computers”

is not supported.

If you clicked on the ‘Browse AD’ button you can specify which Organizational

10.

Unit to use, or create a new Organizational Unit.

Conrm the settings dened in the installation process and select ‘Next’ to

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start copying les.

The installer will now start to copy les and perform necessary operations.

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