Syncing with Microsoft Exchange

If the Maximo® Real Estate and Facilities Room Reservation Perceptive app displays the option, the user can select Sync with Exchange to convert a Maximo Real Estate and Facilities reservation into a full Microsoft Exchange event that displays in Microsoft Outlook. The Perceptive app communicates to Exchange by using the Microsoft Graph API to create an Exchange event.

About this task

When Maximo Real Estate and Facilities reservations are created without using the Reserve Perceptive app or the Room Search add-in for Outlook, Maximo Real Estate and Facilities sends an email notification to the reservation owner. By default, the email includes an iCalendar (.ics) calendar event invitation for the reservation. This invitation initially shows as "Tentative" in the user's Outlook Calendar until the user chooses to accept or decline the invitation.

You can suppress the creation of the .ics calendar event invitation in the email. Enable the Suppress Event Invite for Workspace Reservations option in Application Settings > Reservation Settings, or in My Profile > Preferences.

You can specify whether a workspace reservation shows as free or busy in the reservation owner's Outlook Calendar. By default, workspace reservations are shown as free. Enable the Workspace Reservation Busy Status option in Application Settings > Reservation Settings, or in My Profile > Preferences.

Procedure

  1. From the Perceptive app, review the reservation from Maximo Real Estate and Facilities and select Sync with Exchange. The reservation owner receives an email notification that the calendar event was replaced by a new event.
  2. The invitation shows as "Tentative" in the reservation owner's Outlook Calendar, where they can accept the invitation.
  3. If the .ics calendar event invitation was not suppressed in the email, the reservation owner sees two Outlook Calendar entries for the event:
    • The entry that the owner created by syncing with Exchange in the Perceptive app.
    • The entry from the .ics invitation.
    The reservation owner can remove the .ics invitation from the email notification or the calendar without affecting the synchronized entry.