Swyx Knowledgebase

HOWTO

Check Outlook Calendar for Conference Room (CRM) (kb2379)

 

The information in this article applies to:

  • SwyxWare v4.10

[ Summary | Information ]


Summary

From SwyxWare v4.10 on the Conference feature with the so called virtual Conference Rooms is available. This article describes how to connect the access to your conference rooms with an Outlook calendar so that there must be an appointment within the calendar first to be able to enter the room.

This call routing can be done using the Graphical Script Editor as also with the Call Routing Manager. This article describes the script using the CRM.


Information

To setup a conferene room you have to configure extensions for the conference user. By doing this you are able to setup any number of conference rooms which are accessible by any user (internal or external) as long as the extension is known.

It might be of interest to restrict the access of one or all conference rooms. This article will demonstrate how to setup a script checking with an Outlook calendar first if there is an appointment configured.

Please note that the conference user can be connected to just one Windows user account. Therefore there will be one calendar only regardless how many conference rooms you have.

Please note that this article is meant to be an example, the following "restrictions" would of course also be possible:

  • internal or external callers only
  • defined callers only (identified by their caller id)
  • access at certain dates and times only
  • access if there was entered a valid PIN only, see:
    Check PIN for Conference Room (GSE) (kb2377)
  • or combinations of the above

 

The Call Routing Rule(s)

  • Open the Rule Wizard within the Call Routing Manager to create a new rule.
  • Select "The Outlook Calendar says "I am busy"" on the Situation page.
  • Select "Calls from Everyone" on the Calls page.
  • Select "At any Time" on the Times page.
  • Select no exceptions.
  • Create a new sequence of actions "Connect to Conference Room".
  • This sequence of actions just contains one Connect To action to the "Original Destination".
  • Save this rule.

    CRM - Check Outlook Calendar
    CRM - Check Outlook Calendar
    Click to enlarge...

    Sequence of Actions
    Sequence of Actions
    Click to enlarge...

This rule will connect all callers to the conference room if there is an appointment within the conference user's calendar. All calls at other times should be disconnected:

  • Create a new rule.
  • Select "In all Situations" on the Situations page.
  • Select "Calls from Everyone" on the Calls page.
  • Select "At any Time" on the Times page.
  • Select no exceptions.
  • Create a new sequence of actions "Disconnect Call".
  • The sequence of actions consists of two actions:
    • Play an announcement that there is no appointment for the conference room.
    • Terminate the call.
  • Save this rule.

    CRM - Disonnect
    CRM - Disonnect
    Click to enlarge...

    Sequence of Actions
    Sequence of Actions
    Click to enlarge...

 

How to handle several Conference Rooms ?

You are able to configure any number of extensions to the conference user and therefore create any number of conference rooms. If you want to have a call routing for one or the other conference room you have to check for the called conference room within the script first.

Please note that the conference user is connected to one Windows user account only and therefore there is only one calendar available regardless how many conference rooms you have configured.

You have to define a Call Routing Rule for each conference room, just like the first rule in this article but with one small addition to select the conference room:

Rule Wizard - Calls
Rule Wizard - Calls
Click to enlarge...

If you have created such rules for each conference room the disonnect rule will finish your sequence of rules.