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EIOBoard Integration with Outlook and Exchange

Overview

This document will cover how EIOBoard integrates with Microsoft Outlook and Microsoft Exchange.
Customer-Hosted customers can integrate with their Exchange server so that it synchronizes
calendar events with the EIOBoard server, allowing users’ statuses to change automatically based on
the events in Exchange. Both EIOBoard-Hosted customer and Customer-Hosted customers also
have the option to synchronize with their local Outlook calendars (regardless of whether or not an
Exchange server is used). This client-side synchronization is available to any user who uses the
EIOBoard stand-alone application or the EIOBoard Outlook Add-In

Exchange Calendar Sync

EIOBoard allows you to synchronize Exchange events with EIOBoard using EWS (Exchange Web
Service). This means that future statuses will be automatically created for EIOBoard users so that
their statuses will be changed automatically. For example, let’s say you have a meeting next
Wednesday from 2:00PM to 4:00PM, and you have created an event for this in Exchange.
EIOBoard’s Exchange Sync feature will import this event into EIOBoard so that your status will
change to “Meeting” automatically at 2:00PM. You will also have the option to change your status
back to “In” (or even your previous status) at 4:00PM. This configuration will be discussed in the
following sections.
Please note that Exchange Calendar Sync is only available for Customer-Hosted customers
because it requires communication between the EIOBoard server and Exchange Server. Also, the
Exchange Server must be running Exchange 2007 or later. Client-side synchronization is available
for all customers and is discussed in the Outlook Calendar Sync section

Connect to Exchange

In the EIOBoard Server, go to Management > Settings. The Exchange Sync. tab of the server
settings allows you to configure connection settings for synchronizing EIOBoard with your Microsoft
Exchange email server. An example of this window can be seen below.

 

 

In order to connect to Exchange, you will first have to check Enable Exchange Sync. Then you will
be able to input the rest of the required information so that EIOBoard can connect to Exchange:
Service URL, Domain Name, Username, and Password. You must use a username that has access
to all other Exchange mailboxes in order for EIOBoard to access these user’s events. By clicking
Test Connection, you can confirm that EIOBoard can connect to Exchange with the supplied
information.
For details on how to configure Exchange Permissions, please Click Here.

Exchange Sync Configuration

The Exchange Sync tab of the main EIOBoard Server window allows you to configure how events
are imported from Exchange. Multiple templates can be saved and configured here (one per
organization). So if multiple organizations are being used in EIOBoard, each organization can have
different Exchange Sync settings.
To create a template for an organization, simply select the organization (at the top), configure the
settings specific to this organization, select each user to sync with (on the right), and click Save
Template. This template will now be run based on the user-defined Schedule, or the user can click
Start Manual Sync to sync these users’ calendars manually. If you do a manual sync, you can
view the status of each users’ synchronization by going to the Manual Sync Log tab

 

There are 4 different event types in Outlook (“Free”, “Tentative”, “Busy”, and “Out of Office”). Each
event type can be linked to any EIOBoard status so that each event will change a user’s status. For
example, as seen above, the “Busy” Outlook status is mapped to the “Meeting” EIOBoard status. So
whenever the user adds an Outlook event of type “Busy”, the event will also be added to the user’s
EIOBoard account with the Meeting status. When the event is over, it will return to “[Previous
Status]”, meaning that the user’s status will change back to the last status once the Meeting is over.
Below is a list of all other options in this window:

  • Set Comment for All Events to Blank (Ignore Subject): Regardless of the details a user gives
    to an event, the EIOBoard comment will show up blank
  • Set Comment for Events Marked as Confidential to “Confidential Event”: Events marked as
    “Confidential” in Outlook will not show the comment in EIOBoard (“Confidential Event” will be
    shown instead)
  • Set Comment for Events Marked as Personal to “Personal Event”: Events marked as
    “Personal” in Outlook will not show the comment in EIOBoard (“Personal Event” will be shown
    instead)
  • Set Comment for Events Marked as Private to “Private Event”: Events marked as “Private” in
    Outlook will not show the comment in EIOBoard (“Private Event” will be shown instead)
    Show Appointment Location in Status Comment: If an Appointment Location is specified in
    the Outlook Event, this location will also be appended to the end of the EIOBoard comment

Once all the events are synced from Exchange to EIOBoard, no user interaction is required. Each
users’ statuses will be automatically updated based on their Exchange events, even if they are not at
their computer!

Outlook Calendar Sync

If your organization does not have an Exchange server or if you are EIOBoard-Hosted, users can
still sync their local Microsoft Outlook events to EIOBoard. In the EIOBoard application or add-in,
simply open up the Settings and follow the instructions in the following sections. Then you Outlook
events will change your EIOBoard status automatically, just as described for Exchange sync.

Synchronization Settings

The Calendar Sync tab allows the user to configure how events get synchronized from Outlook. For
example, if you create an event in Outlook each time you have a meeting, it would be a hassle to
enter that into EIOBoard as well. This synchronization makes it so that you only have to enter it in
Outlook, and then EIOBoard will automatically update your status at the time of the meeting using a
Future Status.


By checking Add EIOBoard Future Status to Outlook, you can also sync EIOBoard events to
Outlook. So if you add an event inside of EIOBoard through the Calendar feature (found in the main
toolbar), then these events will also be automatically added to Outlook.


NOTE: Synchronization can be done Manually (from the Synchronize button of the toolbar) or
Automatically (configured in the Auto Sync settings). If you would like to sync events manually, you
have the option to check Prompt for Synchronization on Startup so that you will be asked to
sync all events when EIOBoard starts up

 

Below is a list of all other options in this window. These exact options were already listed in the
Exchange Sync section, but they are listed here as well for convenience:

  • Set Comment for All Events to Blank (Ignore Subject): Regardless of the details a user gives
    to an event, the EIOBoard comment will show up blank
  • Set Comment for Events Marked as Confidential to “Confidential Event”: Events marked as
    “Confidential” in Outlook will not show the comment in EIOBoard (“Confidential Event” will be
    shown instead)
  • Set Comment for Events Marked as Personal to “Personal Event”: Events marked as
    “Personal” in Outlook will not show the comment in EIOBoard (“Personal Event” will be shown
    instead)
  • Set Comment for Events Marked as Private to “Private Event”: Events marked as “Private” in
    Outlook will not show the comment in EIOBoard (“Private Event” will be shown instead)
    Show Outlook Location in Status Comment: If an Appointment Location is specified in the
    Outlook Event, this location will also be appended to the end of the EIOBoard comment

Once all the events are synced from Outlook to EIOBoard, no more user interaction is required.
Your status will be automatically updated based on your Outlook events, even if you are not at their
computer!

 

Auto Sync

The Auto Sync tab allows the user to configure when the Calendar Sync will occur and what
statuses will be mapped. For example, you may want all “Tentative” events in Outlook to change your
status to “Meeting” in EIOBoard. In this case, you would go to the “Tentative” Status section,
check the Automatically synchronize to box, and change the status to Meeting. If you want to
change your status back once the meeting is over, check the Set Auto Return to box and select a
status. “[Previous Status]” means that your status will return to whatever status it was before the
event started. An example of this can be seen below.

 

 

This window allows you to configure a couple different things for automatic synchronization. You
can configure how often (in minutes) events are synchronized at the top. Sync for the next X days means that EIOBoard will only sync events that occur within the given number of days. So an
event three months from now will not be added to the calendar if it is only syncing over the next 14
days. And finally, you can check Do not Synchronize Old Appointments if you do not want to
synchronize your events before today (recommended).

There are 4 different event types in Outlook (“Free”, “Tentative”, “Busy”, and “Out of Office”). Each
event type can be linked to any EIOBoard status so that each event will change a user’s status. For
example, as seen above, the “Busy” Outlook status is mapped to the “Unavailable” EIOBoard status.
So whenever the user adds an Outlook event of type “Busy”, the event will also be added to the
user’s EIOBoard account with the Unavailable status. When the event is over, it will return to
“[Previous Status]”, meaning that the user’s status will change back to the last status once the
Meeting is over.

 

Manual Sync

If you would like to manually sync your EIOBoard events with Outlook, you can do so by going to
Synchronize > Calendar from the EIOBoard toolbar. The Calendar tab displays the Outlook events
that will be synchronized with the EIOBoard Future Statuses. Click the Sync check box next to the
events you wish to add to your EIOBoard Calendar. Then you can configure what status each event
will change to in the In/Out Status column.
When you are ready, click OK at the bottom of the window. This will now add your Outlook events
as EIOBoard Future Status Events.

 

Outlook Contact Sync

If you would like to manually sync your EIOBoard contact information with Outlook, you can do so
by going to Synchronize > Contacts from the EIOBoard toolbar. This will automatically create
Outlook contacts (or update existing contacts) based on the information provided in EIOBoard: the
user’s name, email address, phone number, title, etc.

The Contacts tab displays the EIOBoard Contacts information screen for all users. This allows you
to check each user that you want to add into your Outlook contacts. Simply check each user you
would like to sync to Outlook and then click OK at the bottom.

 

 

You can also synchronize for a Single Contact by right-clicking a user and selecting Contact Sync.
An example of this can be seen below

 

 

When you are syncing a single user, the Synchronize Contact Information screen will come up
and Synchronize for this one contact. You can check or uncheck which information you would like
to be included, if necessary.
Note: If the EIOBoard Contact is not synchronized with the Outlook Contact already, it will try to
match with the Email of an existing user first, then with the Last Name and First Name. Otherwise, it
will create a new contact.

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