Mapping OpenAir Users and Exchange User Mailboxes

After you have entered the necessary information to connect OpenAir Exchange Manager with your OpenAir account, Active Directory or Azure Active Directory, and Exchange Server or Online, you can map OpenAir employee (user) records with the corresponding Exchange user mailboxes.

To map OpenAir users and Microsoft Exchange users manually:

1. In OpenAir Exchange Setup, click File > Update.

   If user mailboxes are stored in on-premise Exchange Server organizations and you checked the Use EWS Autodiscovery box on the Integration Settings form, a dialog appears.

   • To retrieve only the missing Exchange user mailboxes, click Yes.

   • To retrieve all Exchange user mailboxes, click No.

   Note:

   By default, OpenAir Exchange Manager fetches all Exchange user mailboxes when using the Autodiscover service to retrieve the correct EWS endpoint for each user. This can take a long time depending on the number of users. To save time, you can perform an incremental update and fetch only the missing Exchange user mailboxes. For more information about EWS endpoint autodiscovery, see Connecting OpenAir Exchange Manager with On-Premise Exchange Server.

   You can add and remove Exchange user mailboxes manually or import them from a CSV file at any time. See Editing Exchange User Mailbox Information.

   The OpenAir Exchange Setup window lists OpenAir users and Exchange user mailboxes in the mapping table. OpenAir Exchange Setup maps OpenAir employee (user) records and Exchange user mailboxes with a matching email address automatically. The mapping table shows [Select ...] under the Microsoft Exchange column when there are no user mailboxes matching the email address on the OpenAir employee (user) record.

2. Map OpenAir employee (user) records and Exchange user mailboxes that do not have a matching email address manually. Repeat the following steps for each row showing [Select ...] under the Microsoft Exchange column:

   1. Click [Select ...].

   2. Select the user mailbox for the OpenAir user. The mapping table shows the name and email address recorded on the OpenAir employee (user) record under the OpenAir column.

   

3. For each OpenAir user – Exchange user mailbox pair, select which types of OpenAir transactions you want to export. If you have enabled the synchronization of OpenAir bookings and Exchange calendar events (bidirectional integration), choose whether to synchronize OpenAir bookings and Exchange calendar events for each user. Each export or synchronization feature is represented by a different color dot in the mapping table

   • A blue color dot indicates that OpenAir bookings for this user are exported to the Exchange user mailbox as calendar events.

   • A green color dot indicates that OpenAir time off requests (schedule requests) for this user are exported to the Exchange user mailbox as calendar events.

   • A purple color dot indicates that OpenAir task assignments for this user are exported to the Exchange user mailbox as calendar events.

   • A red color dot indicates that calendar events in the Exchange user mailbox are imported into OpenAir as bookings for this user if the synchronization of OpenAir bookings and Exchange calendar events (bidirectional integration) is enabled.

   Click under the color dot columns turn each integration option on or off for each user.

   Tip:

   Select multiple rows and click the column header to change the integration option for all selected users at the same time.

   For more information about the bidirectional integration, see Configuring the Synchronization of OpenAir Bookings and Exchange Calendar Events.

4. Click File > Save.