Configuring Pexip Infinity for VMR Scheduling for Exchange

The URL used to connect to Exchange Web Services (EWS) on the Microsoft Exchange server.

• For Office 365 deployments this will be https://outlook.office365.com/EWS/Exchange.asmx
• For Exchange on-prem this will usually be https://<exchange_server>/EWS/Exchange.asmx
  • If you have multiple Exchange servers in your deployment, this can be the URL of EWS on any one of the servers.
  • If you are using a load balancer, this can use the FQDN of the load balancer within the URL (e.g. https://<load_balancer>/EWS/Exchange.asmx).

The username of the service account to be used by this VMR scheduling for Exchange integration.

This is the username you assigned when Creating a service account for Exchange on-premises or Creating a service account for O365.

• For Office365 deployments, the format is usually name@domain.
• If you are using NTLMv2, this must be in the format name@domain.
• For other on-premises deployments, the format may be either domain\name or name@domain, depending on your domain.

A single service account can be used by more than one VMR scheduling for Exchange integration.

Enable this option to authenticate the service account using OAuth 2.0. This option is only supported for Exchange in Office 365. Leave this option disabled to continue using basic authentication. If you select this option, you must sign in to the service account after completing and saving your configuration.

As of October 2022, Microsoft will stop supporting and fully decommission basic authentication for EWS to access Exchange Online (for more information, see Microsoft's announcement). We therefore strongly recommend that for Office 365, all new deployments authenticate the service account using OAuth 2.0, and all existing deployments are updated to enable this option as soon as possible.

(Available if OAuth for the service account has been enabled)

Enter the Application (client) ID that was generated for you by Azure when you saved the App Registration (see Taking note of configuration).

(Available if OAuth for the service account has been enabled)

Enter the Redirect URI that you used when Enabling OAuth authentication for Office 365.

This must be in the format https://<Management Node Address>/admin/platform/msexchangeconnector/oauth_redirect/.

The OAuth redirect URI is the page on the Administrator interface to which the Pexip Infinity administrator will be returned after they have successfully signed in to the service account. Because it is a page on the Management Node, this URI is internal to your deployment and only needs to be accessible from the administrator's web browser; you do not need to make it externally accessible. This URI must be the same on Azure and Pexip Infinity in order for Azure to validate the sign-in request.

(Available if OAuth for the service account has been enabled)

Enter the URL of the OAuth 2.0 authorization endpoint (v1) (see Taking note of configuration).

Ensure that you use the URL for ... endpoint (v1), not ... endpoint (v2).

(Available if OAuth for the service account has been enabled)

URL of the OAuth 2.0 token endpoint (v1) (see Taking note of configuration).

Ensure that you use the URL for ... endpoint (v1), not ... endpoint (v2).

(Available if OAuth for the service account has not been enabled)

The password of the service account to be used by this VMR scheduling for Exchange integration.

This is the password you assigned when Creating a service account.

The name of the equipment resource that is to be used by this VMR scheduling for Exchange integration.

This is the name you assigned when Creating an equipment resource in Exchange on-premises or Creating an equipment resource in O365.

An equipment mailbox must only be used by a single VMR scheduling for Exchange integration.

The email address of the equipment resource that is to be used by this VMR scheduling for Exchange integration.

This is the email address you assigned when Creating an equipment resource in Exchange on-premises or Creating an equipment resource in O365.

A jinja2 template that is used to generate the name of scheduled conferences. The name is used by the Management Node to identify the conference, and may also appear to conference participants (depending on the endpoint being used).

Note that conference names must be unique, so a random number may be appended if the name that is generated is already in use by another service (Virtual Meeting Room, Virtual Auditorium, Virtual Reception, scheduled conference, Media Playback Service, or Test Call Service).

Default: {{subject}} ({{organizer_name}})

Accepted variables:

• subject
• organizer_email
• organizer_name
• alias
• numeric_alias

A jinja2 template that is used to generate the description of scheduled conferences.

Default: Scheduled Conference booked by {{organizer_email}}

Accepted variables:

• subject
• organizer_email
• organizer_name
• alias
• numeric_alias

A jinja2 template that is used to generate the subject field of scheduled conferences. This will be shown on the Management Node when viewing information about the conference, and by default will use the subject line of the meeting invitation so the default should be deleted or amended if you do not want administrators to be able to view the meeting subject.

Default: {{subject}}

Accepted variables:

• subject
• organizer_email
• organizer_name
• alias
• numeric_alias

The prefix to use when generating aliases for scheduled conferences.

Note: this must be between 1 and 8 characters long.

The length of the random number suffix part of aliases generated for scheduled conferences.

This must be a number between 6 and 15.

Default: 6.

The set of Identity Providers used to authenticate participants attempting to join scheduled conferences. If this is blank, participants will not be required to authenticate.

For more information, see About participant authentication.

(Available when an Identity Provider Group has been selected)

Determines whether participants joining a SSO-protected service from devices other than the Connect web app (for example SIP or H.323 endpoints) are allowed to dial in to the service.

• Disallow all: these devices are placed in a waiting room where they must wait to be admitted by a Host.
• Allow if trusted: these devices may join the service if they are locally registered. They must still enter a Host PIN or Guest PIN if either is required. All other devices are placed in a waiting room where they must wait to be admitted by a Host.

For more information, see About participant authentication.

Default: Disallow all

The number of minutes before the meeting's scheduled start time that participants will be able to join the VMR.

Range: 0 to 180.

Default: 30.

The number of minutes after the meeting's scheduled end time that participants will be able to join the VMR.

Range: 0 to 180.

Default: 60.

The theme used by all conferences scheduled using the add-in. For more information, see Customizing conference images and voice prompts using themes.

Default: <use Default theme> (the global default theme is used).

Enable this option to allow users who do not have an existing Pexip Infinity User record (Users & Devices > Users) to access the Outlook add-in. When these users sign in, Pexip Infinity will create a new user record for them.

Disable this option to allow only those users with an existing User record to access the Outlook add-in.

The authorization URI of the OAuth application used to authenticate users when signing in to the Outlook add-in.

Azure

This will be in the format https://login.microsoftonline.com/<UUID>/oauth2/v2.0/authorize

• To find this in Azure, see Taking note of configuration.

AD FS

This will be in the format https://<Federation Service Name>/adfs/oauth2/authorize

• To find this in AD FS with Windows Server 2016 or later, see Determining Federation Service Properties

• To find this in AD FS with Windows Server 2012, see Determining Federation Service Properties

The token URI of the OAuth application used to authenticate users when signing in to the Outlook add-in.

Azure

This will be in the format https://login.microsoftonline.com/<UUID>/oauth2/v2.0/token

• To find this in Azure, see Taking note of configuration.

AD FS

This will be in the format https://<Federation Service Name>/adfs/oauth2/token

• To find this in AD FS with Windows Server 2016 or later, see Determining Federation Service Properties

• To find this in AD FS with Windows Server 2012, see Determining Federation Service Properties

The client ID of the OAuth application used to authenticate users when signing in to the Outlook add-in.

• To find this in Azure, see Taking note of configuration.

• To find this in AD FS with Windows Server 2016 or later, see Creating a Native Application

• For AD FS with Windows Server 2012, you can either use the default client ID shown here, or enter the one you generated earlier. For more information, see Adding the OAuth 2.0 Client to AD FS.

(Applies when an Auth Provider of AD FS has been selected)

The URL which identifies the OAuth 2.0 resource in AD FS.

• For AD FS with Windows Server 2016 or later, this should be the identifier you gave when Creating a Web API Resource.

• For AD FS with Windows Server 2012, this should be the identifier you gave when Creating a Relying Party Trust.

(Applies when an Auth Provider of Azure has been selected)

The client secret of the OAuth application used to authenticate users when signing in to the Outlook add-in.

For more information, see Creating and configuring a new App Registration in Azure.

A jinja2 template that is used to generate the joining instructions that are added by VMR Scheduling for Exchange to the body of the meeting request when a personal VMR is being used.

Default:

{% if domain_aliases %}
    {% set alias = domain_aliases[0] %}
{% elif other_aliases %}
    {% set alias = other_aliases[0] %}
{% else %}
    {% set alias = numeric_aliases[0] %}
{% endif %}
{% if (not allow_guests) and pin %}
    {% set meeting_pin = pin %}
{% elif allow_guests and guest_pin %}
    {% set meeting_pin = guest_pin %}
{% else %}
    {% set meeting_pin = "" %}
{% endif %}
<br>
<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
<b>Please join my Pexip Virtual Meeting Room in one of the following ways:</b><br>
<br>
From a VC endpoint or a Skype/Lync client:<br>
{{alias}}<br>
<br>
From a web browser:<br>
<a href="https://{{addin_server_domain}}/webapp/#/?conference={{alias}}">https://{{addin_server_domain}}/webapp/#/?conference={{alias}}</a><br>
<br>
From a Pexip Infinity Connect client:<br>
pexip://{{alias}}<br>
<br>
{% if numeric_aliases %}
From a telephone:<br>
[Your number], then {{numeric_aliases[0]}} #<br>
<br>
{% endif %}
{% if meeting_pin %}
Please join using the PIN <b>{{meeting_pin}}</b><br>
<br>
{% endif %}
</div>

Accepted variables:

• aliases
• domain_aliases
• numeric_aliases
• other_aliases
• addin_server_domain
• name
• description
• service_type
• pin
• allow_guests
• guest_pin

A jinja2 template that is used to generate the text that will be inserted into the Location field of the meeting request when a personal VMR is being used. The output of this should be a single line of text.

Default:

{% if domain_aliases %}
    {% set alias = domain_aliases[0] %}
{% elif other_aliases %}
    {% set alias = other_aliases[0] %}
{% else %}
    {% set alias = numeric_aliases[0] %}
{% endif %}
https://{{addin_server_domain}}/webapp/#/?conference={{alias}}

Accepted variables:

• aliases
• domain_aliases
• numeric_aliases
• other_aliases
• addin_server_domain
• name
• description
• service_type
• pin
• allow_guests
• guest_pin

A jinja2 template that is used to generate the name of the personal VMR, as it appears on the button offered to users when selecting which VMR to use. By default, this uses the Name configured for the user's personal VMR.

We recommend that the output is a single line.

Default:

{{name}}

Accepted variables:

• aliases
• domain_aliases
• numeric_aliases
• other_aliases
• addin_server_domain
• name
• description
• service_type
• pin
• allow_guests
• guest_pin

A jinja2 template that is used to generate the text that will appear when hovering over the button offered to users when selecting which VMR to use. By default this uses the Description configured for the user's personal VMR.

Default:

{{description}}

Accepted variables:

• aliases
• domain_aliases
• numeric_aliases
• other_aliases
• addin_server_domain
• name
• description
• service_type
• pin
• allow_guests
• guest_pin

The FQDN of the reverse proxy or Conferencing Node (which can be either a Proxying Edge Node or Transcoding Conferencing Node) that provides the add-in content. This reverse proxy or Conferencing Node must:

• be reachable by all Outlook clients, whether they are located on an internal network or on the public internet
• have installed a valid, trusted certificate; in particular, there must be a server certificate with a subject name that matches the FQDN, and which is signed by a trusted root CA.

Pexip's Reverse Proxy and TURN Server v3 and later supports the VMR Scheduling for Exchange feature; we recommend v5 for additional security.

If you do not have a reverse proxy in your deployment, you can choose any Conferencing Node that meets the above criteria.

The name of the organization which provides the add-in.

Default: Pexip.

The display name of the add-in.

Default: Pexip Scheduling Service.

The description of the add-in. Maximum length: 250 characters.

Default: Turns meetings into Pexip meetings.

The name of the group in which to place the add-in button on desktop clients.

Default: Pexip Meeting.

The label for the add-in button on desktop clients.

Default: Create a Pexip Meeting.

The title of the supertip help text for the add-in button on desktop clients.

Default: Makes this a Pexip Meeting.

The text of the supertip for the add-in button on desktop clients.

Default: Turns this meeting into an audio or video conference hosted in a Pexip VMR. The meeting is not scheduled until you select Send.

The title of the add-in on the side pane.

Default: Add a VMR.

The description of the add-in on the side pane.

Default: This assigns a Virtual Meeting Room for your meeting.

The label of the button on the side pane.

Default: Add a Single-use VMR.

The message that appears on the side pane when an alias has been obtained successfully from the Management Node.

Default: Success.

The heading that appears on the side pane when the add-in is activated after an alias has already been obtained for the meeting.

Default: VMR already assigned.

The heading that appears on the side pane when the Management Node cannot be contacted to obtain an alias.

Default: Cannot assign a VMR right now.

The heading that appears on the side pane when an error occurs trying to add the joining instructions.

Default: Error.

The message that appears on the side pane when an alias has been obtained successfully from the Management Node.

Default: This meeting is now set up to be hosted as an audio or video conference in a Virtual Meeting Room. Please note this conference is not scheduled until you select Send.

The message that appears on the side pane when the add-in is activated after an alias has already been obtained for the meeting.

Default: It looks like this meeting has already been set up to be hosted in a Virtual Meeting Room. If this is a new meeting, select Send to schedule the conference.

The message that appears on the side pane when the Management Node cannot be contacted to obtain an alias.

Maximum length: 250 characters.

Default: Sorry, we are unable to assign a Virtual Meeting Room at this time. Select Send to schedule the meeting, and all attendees will be sent joining instructions later.

The message that appears on the side pane when an error occurs trying to add the joining instructions of a single-use VMR.

Default: There was a problem adding the joining instructions. Please try again.

The label of the button on the side pane used to add a personal VMR.

Default: Add a Personal VMR

The label of the button on the side pane requesting users to sign in to obtain the list of their personal VMRs.

Default: Sign In

The message that appears on the side pane requesting users to select a personal VMR to use for the meeting.

Default: Select the VMR you want to add to the meeting

The message that appears on the side pane when the user has no personal VMRs.

Default: You do not have any personal VMRs

The message that appears on the side pane when an error occurs trying to obtain a list of the user's personal VMRs.

Default: There was a problem getting your personal VMRs. Please try again.

The message that appears on the side pane when an error occurs trying to sign the user in.

Default: There was a problem signing you in. Please try again.

The message that appears on the side pane when an error occurs trying to add the personal VMR details to the meeting.

Default: There was a problem adding the joining instructions. Please try again.

Select the image file to use as the add-in icon. Images must be in PNG file format and 80 x 80 pixels in size.

Note that Outlook clients may cache the add-in icon, so it may be some time after uploading a new icon that it appears to end users. You can resolve this by deleting the cache.

Default:

A jinja2 template that is used to generate the joining instructions that are added by VMR Scheduling for Exchange to the body of the meeting request when a single-use VMR is being used.

Note that the {{alias_uuid}} variable, which inserts the PXPS: token, must be included.

For examples of templates that use images and other formatting, see Example joining instructions for VMR Scheduling for Exchange.

Default:

<br>
<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
<b>Please join my Pexip Virtual Meeting Room in one of the following ways:</b><br>
<br>
From a VC endpoint or a Skype/Lync client:<br>
{{alias}}<br>
<br>
From a web browser:<br>
<a href="https://{{addin_server_domain}}/webapp/#/?conference={{alias}}">https://{{addin_server_domain}}/webapp/#/?conference={{alias}}</a><br>
<br>
From a Pexip Infinity Connect client:<br>
pexip://{{alias}}<br>
<br>
From a telephone:<br>
[Your number], then {{numeric_alias}} #<br>
<br>
{{alias_uuid}}<br>
</div>

Accepted variables:

• alias
• addin_server_domain
• numeric_alias
• alias_uuid

The text that is added by VMR Scheduling for Exchange to email messages when the actual joining instructions cannot be obtained.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
This meeting will be hosted in a Virtual Meeting Room. Joining instructions will be<br>
sent to you soon in a separate email.<br>
</div>

A jinja2 template that is used to produce the message sent to meeting organizers when VMR Scheduling for Exchange has successfully scheduled a new single meeting.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
This meeting has been successfully scheduled using the aliases: {{alias}} and {{numeric_alias}}.<br>
</div>

Accepted variables:

• start_time
• end_time
• alias
• numeric_alias

A jinja2 template that is used to produce the message sent to meeting organizers when VMR Scheduling for Exchange has successfully scheduled an edited single meeting.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
This meeting has been successfully rescheduled using the aliases: {{alias}} and {{numeric_alias}}.<br>
</div>

Accepted variables:

• start_time
• end_time
• alias
• numeric_alias

A jinja2 template that is used to produce the message sent to meeting organizers when VMR Scheduling for Exchange has successfully scheduled a new recurring meeting.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
This recurring meeting series has been successfully scheduled.<br>
All meetings in this series will use the aliases: {{alias}} and {{numeric_alias}}.<br>
</div>

Accepted variables:

• start_time
• end_time
• alias
• numeric_alias

A jinja2 template that is used to produce the message sent to meeting organizers when VMR Scheduling for Exchange has successfully scheduled an edited occurrence in a recurring series.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
This meeting occurrence in a recurring series has been successfully rescheduled using the aliases: {{alias}} and {{numeric_alias}}.<br>
</div>

Accepted variables:

• start_time
• end_time
• alias
• numeric_alias

A jinja2 template that is used to produce the message sent to meeting organizers when VMR Scheduling for Exchange has successfully scheduled an edited recurring meeting.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
This recurring meeting series has been successfully rescheduled.<br>
All meetings in this series will use the aliases: {{alias}} and {{numeric_alias}}.<br>
</div>

Accepted variables:

• start_time
• end_time
• alias
• numeric_alias

The text that is sent to meeting organizers when VMR Scheduling for Exchange has failed to schedule a meeting because the alias ID in the meeting email is invalid.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
This meeting request does not contain currently valid scheduling data, and therefore cannot be processed.<br>
Please use the add-in to create a new meeting request, without editing any of the content that is inserted by the add-in.<br>
If this issue continues, please contact your system administrator.<br>
</div>

A jinja2 template that is used to produce the message sent to meeting organizers when VMR Scheduling for Exchange has failed to schedule a meeting because the alias conflicts with an existing alias.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
We are unable to schedule this meeting because the alias: {{alias}} is already <br>
in use by another Pexip Virtual Meeting Room. Please try creating a new meeting.<br>
</div>

Accepted variable:

• alias

The text that is sent to meeting organizers when VMR Scheduling for Exchange has failed to schedule a meeting because the alias for this meeting has been deleted.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
We are unable to schedule this meeting because its alias has been deleted.<br>
Please try creating a new meeting.<br>
</div>

The text that is sent to meeting organizers when VMR Scheduling for Exchange has failed to schedule a recurring meeting because all instances occurred in the past.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
This recurring series cannot be scheduled because all<br>
occurrences happen in the past.<br>
</div>

The text that is sent to meeting organizers when VMR Scheduling for Exchange has failed to schedule a meeting because it occurred in the past.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
This meeting cannot be scheduled because it occurs in the past.<br>
</div>

A jinja2 template that is used to produce the message sent to meeting organizers when VMR Scheduling for Exchange has failed to schedule a meeting because a general error has occurred. The {{correlation_id}} variable is a UUID which can be used to find more information from the administrator log.

Default:

<div style="font-size:11.0pt; color:#000000; font-family:Calibri,Arial,Helvetica,sans-serif;">
We are unable to schedule this meeting. Please try creating a new meeting.<br>
If this issue continues, please forward this message to your system administrator, including the following ID:<br>
CorrelationID="{{correlation_id}}".<br>
</div>

Accepted variable:

• correlation_id

Enable this option to override the default locations from which the add-in JavaScript and CSS are served. This option is intended for use in deployments that are fully offline (where Outlook users will not have internet access) and therefore these resources must be available locally.

If you enable this option, you must host these files on your own internal server, and enter the URLs for each in the relevant fields below.

We recommend contacting your Pexip authorized support representative before enabling this option.

(Available if Use custom add-in sources has been enabled)

The URL used to download the Office.js JavaScript library.

(Available if Use custom add-in sources has been enabled)

The URL used to download the Microsoft Fabric CSS.

(Available if Use custom add-in sources has been enabled)

The URL used to download the Microsoft Fabric Components CSS.

(Available if Use custom add-in sources has been enabled)

Optionally specify additional URLs from which to download JavaScript script files.

These URLs will be used in preference to any other URLs specified elsewhere for the same resource. In particular, we recommend that you specify here the URL for MicrosoftAjax.js.

Each URL must be entered on a separate line.

(Required for single-use VMRs and personal VMRs)

An FQDN or URL which can be used to access a page containing the Exchange Metadata for your Exchange deployment. This page provides the public key of the Microsoft Exchange Server Auth Certificate used by the add-in to verify user identities.

If a FQDN is supplied, the default URL path https://<FQDN>/autodiscover/metadata/json/1 will be used.

This URL must be reachable by the management node.

If you have a hybrid Exchange and Office 365 deployment, you must include outlook.office365.com in the list of domains as well as the domain of one of your Exchange on-premises servers.

If your Exchange deployment uses more than one domain or URL (for example, if you have an on-premises Microsoft Exchange deployment with more than one Microsoft Exchange server, or your Exchange server has more than one FQDN), and they use separate signing certificates, you must include all the FQDNs of all the Exchange servers in your deployment. To do this, select Add another Exchange Metadata Domain or URL and add the FQDN of each.

Inserts the FQDN configured in the Add-in server FQDN field. This FQDN is used by Connect apps as part of the address to use when connecting to the meeting. For more information, see Creating preconfigured links to launch conferences via Connect apps.

Inserts the full alias that was generated for the VMR that will be used for this meeting. This is in the format:

<prefix><random_number>@domain.

Inserts the PXPS:- ID. For more information, see PXPS:- and TOK:- security tags.

The Single-use VMR joining instructions template must contain this variable.

Used in the Reject general error template only

Inserts a UUID which can be used to find more information about the error from the administrator log.

Inserts the end time of the meeting, as per the meeting request. (This time does not include the Join after buffer.)

Note that this will use the format hh:mm on DD/MM/YYYY, e.g. 15:30 on 31/07/2017; this format cannot be changed.

Inserts the numeric part of the alias that was generated for the VMR that will be used for this meeting. This is in the format:

<prefix><random_number>.

Inserts the start time of the meeting, as per the meeting request. (This time does not include the Join before buffer.)

Note that this will use the format hh:mm on DD/MM/YYYY, e.g. 15:30 on 31/07/2017; this format cannot be changed.

Inserts the subject line of the meeting invitation sent by the meeting organizer.

Note that this information will be visible to anyone with access to the Management Node, so do not use this variable if privacy is an issue.

Inserts the FQDN configured in the Add-in server FQDN field. This FQDN is used by Connect apps as part of the address to use when connecting to the meeting. For more information, see Creating preconfigured links to launch conferences via Connect apps.