Outlook Out of Office Synch

Description

This custom workflow leverages the Microsoft Graph API to automatically sync Out of Office settings from Outlook to Matrix42. With this feature, users only need to set their Out of Office times in Outlook, and the information will be updated in Matrix42, ensuring consistent availability status across platforms without duplicate entries.

Scope of the extension

The installation of this extension provides a specially developed workflow in the Automation Engine that retrieves Outlook absence data via the Microsoft Graph API. The associated Engine Activation ensures that this process is carried out regularly and automatically. The solution is supplemented by its own workflow steps, flowcharts and the integration of the necessary service connection. Role-based access controls can also be adapted to ensure secure use within the organization.

Set up Service Connection

Before the extension can be used, an app registration is first required in the Azure portal. This is used to enable Matrix42 to access the users’ calendar data via the Microsoft Graph API. The app requires at least the MailboxSettings.Read authorization. As soon as the app is registered, it is integrated into Matrix42 as a service connection. A detailed step-by-step guide on how to set up the app can be found in the official Matrix42 Help Center at the following link: https://help.matrix42.com/030_ESMP/030_INT/Business_Processes_and_API_Integrations/Service_Connections

Customize Service Connection in the Workflow

Once the service connection has been successfully created, it must be stored in the corresponding workflow. To do this, open Administration - Services & Processes - Workflow Studio - Manage Workflows and search for the definition with the name “Engine Activations - Sync User Mailbox Settings (Graph API)”.

In the preview view of this workflow, select the option “Edit in Studio”, whereupon the Workflow Studio opens. Click on “Check out” to activate the editing mode.

Within the workflow structure, navigate through the nodes “Get Users”, ‘Flowchart’, “Try Get Mailbox Settings” to the inner “Flowchart”.

Double-click on the “Get Mailbox Settings” activity to open it. Now add the previously created service connection in the properties of this activity. Finally, the workflow is checked back in and released so that the changes take effect.

Activate Engine Activation

To ensure that synchronization is carried out regularly, the corresponding Engine Activation must be activated in the administration area. This can be found under Services & Processes - Engine Activations. After activation, the stored workflow is automatically executed according to the preset schedule.

If desired, you can adjust the schedule individually in the processing dialog - for example to daily or hourly execution.