Overview

The following versions of Microsoft Exchange are supported for full calendar and contact integration using forms based and standard authentication to Outlook Web Access (OWA):

• Exchange 2003 (SP2 or higher): Using the WebDAV protocol, authenticating as the delegate account, through your externally available OWA (Webmail) interface.
• Exchange 2007: Using the WebDAV protocol or Exchange Web Services, authenticating as the delegate account, through your externally available OWA (Webmail) interface or your Exchange Web Services URL.
• Exchange 2010 and 2013: Using Exchange Web Services, authenticating as the delegate account, through your externally available Exchange Web Services URL.

For versions of Microsoft Exchange other than those listed above, contact travelcustomersuccess@deem.com for more information.

Due to Microsoft limitations, we suggest that if you are using Exchange 2010, all travelers should be migrated to an Exchange 2010 Server. Calendar Groupware does not work cohesively between Exchange 2010 and earlier versions of Exchange.

Setting Up Exchange

Outlook Web Access or Exchange Web Services must be deployed and available from the Internet. 

Follow these steps to set up Microsoft Exchange:

1. Create the Delegate Account. 

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   Microsoft Exchange integration needs a delegate username and password, which is used to access the user calendar. The delegate account is a regular email account, not an admin account. This is the account that is used for all groupware interaction and has just enough permission to perform calendar and contact integration. The delegate is able to create new events on users’ calendars, but can only modify or delete events it has created. The delegate is able to access a user’s personal contacts (if the contact list is on the server) in order to display them within the service, but cannot change them.

   The delegate account should be visible in the system (we suggest you use the name "Deem Delegate"). 

   Warning: If the account's password expires, the Exchange integration will not work. Create a non-expiring account.

   Your Delivery Manager will need the delegate account credentials prior to obtaining the permission management utility for you. Communicate the delegate account’s username and password to the Delivery Manager in a secure manner: 

   • Send the username as part of Data Collection Form in Step 2 (the next step).

   • Send the password in a separate email to travelcustomersuccess@deem.com or send a request to contact you to communicate the password over the phone. The password is masked and encrypted in our system.

   The delegate will have access to the Access Control List which will have the following attributes enabled:

   • Create documents
   • Delete documents
   • Read public documents
   • Write public documents
   • Replicate or copy documents

   Note: The customer’s IT department has full control of the delegate password. The delegate password is encrypted and stored securely. Deem uses XML-based web services to create, update, and delete calendar entries on behalf of users. These operations are performed using a minimal permission delegate account, ensuring that Deem never has access to end-user account credentials. The services themselves are comprehensively secured through both message authentication and transport security.

   Contact your Deem Delivery Manager or email us at travelcustomersuccess@deem.com for more information on the Delegate Utility.

2. Complete the Data Collection Form (click to download the form). Once completed, email to travelcustomersuccess@deem.com.  

3. Configure and validate permissions. 

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   Permissions need to be assigned to all users who have calendar integration. You will need to create a process for ensuring new users receive the appropriate permissions.

   The delegate account must be given permission to review each user's personal contacts, and to add, modify, or delete calendar events that the delegate account created. Deem provides the Delegate Utility to help manage this process for large user populations. 

   To validate your configuration, your Deem Delivery Manager needs detailed information about your server, the delegate account you wish to use, and the name of the test account you’d like to validate. Please work with your Delivery Manager to provide the required information.

   Deem can then work to complete the configuration of the site and will work with you to run some simple tests to validate that your Exchange integration is configured properly.

4. Assign permissions manually or using the Delegate Utility. 

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   You can use the Delegate Utility to set the appropriate permissions for a large groups of users. Use the links below to read the instructions and download the utility.

   Once you have validated your configuration, you need to rerun the Delegate Utility to establish permission all users who use the Deem services. This step completes the integration; however, you may want to run the Delegate Utility to add new users.

   Using the Delegate Utility for Exchange 2003 or 2007

   Using the Delegate Utility for Exchange 2007 or 2010

   
   

Enabling the Groupware Server in the Partner Dashboard

The Deem Activations team or your system administrator enables enterprise groupware in the Partner Dashboard by following these steps:

1. Log into the Partner Dashboard as the site administrator. 
2. Click the Groupware Servers link under the Settings tab.
3. Click the Add Server link to show the Add Server page and add a server, or click the link for an existing groupware server to show the Edit Server page and edit the server’s settings.
4. If adding a server, enter a Server or Gateway name for easy identification when choosing servers for groups. 
5. Choose the server type from the Server Type drop-down menu. The server type should be one of the following:

   • Microsoft Exchange (WebDav) for enterprise integration with Microsoft Exchange 2007 or older.

   • Exchange Web Services for enterprise integration with Microsoft Exchange 2007 or newer.
6. Enter or choose additional parameters depending on the choice in the previous step, based on the information in the Data Collection Form. For example, you may need to enter the Delegate User mailbox ID and its password.
7. (Optional) You can also enter a Groupware ID in the Groupware ID field, or click the option to use the fully qualified email address as the Groupware ID. This value is used for testing purposes only.
8. Click the Save button to save the server settings.
9. To commit these changes, click the green Changes not applied link in the top right corner of the page, and then click the Commit button.

Assigning the Groupware Rule to a Group

To assign the groupware rule to the group, follow these steps:

1. Log into the Partner Dashboard as the site administrator.
2. Click the Rules tab, and then click the Groupware Rules link.
3. Click the Add button next to the group name (or the Everyone group).
4. Enter a Rule Description that describes the intent of this rule, and click the Activate Rule checkbox.
5. Scroll down to the “Then” section of the page, and click the “Enable groupware access” checkbox.
6. Select the server or gateway name (the name you entered in Step 4 in the previous steps for adding the groupware server) from the Use Groupware Server drop-down menu, and click the “Enable calendar updates on this server” and “Enable address book lookups on this server” checkboxes.
7. Click the Save button to save the settings.
8. To commit these changes, click the Changes not applied link in the top right corner of the page, and then click the Commit button.