Office 365 integration

The integration between Gfacility and Office 365 is accomplished through a 2-legged approach using an app registration. An app registration is essentially an application registered with Azure Active Directory (AAD), which provides an identity for the application to access the necessary resources.

To set up the integration with Office 365, you'll need to create a new app registration in the Azure portal. Once the app registration is created, we can use the application ID and client secret to configure the integration between Gfacility and your Office 365.

Understand the 2-legged approach

The 2-legged approach means that the application (in this case, Gfacility) will authenticate itself using its own identity to access the resources in Office 365. There is no need for separate authentication for the user, as the application has the necessary permissions to access the resources on behalf of the user. This approach is more secure than the 3-legged approach, as it reduces the number of parties involved in the authentication process.

Step 1: Create an app registration in the Azure portal

It is recommended to create an app registration for the integration with Gfacility. This ensures that the integration is independent of other applications or services that may use the same app registration , and also provides more control and security for the integration.

To create an app registration, follow these steps:

• Log in to the Azure-portaal.

• Go to App-registrations.

  

• Click + New Registration.

  • Enter a name for the app registration.

  • Select the appropriate supported account type, such as Accounts in this organization directory or Accounts in each organization directory.

  • You can leave redirect URI blank.

  • Click Register.

• Make a note of the Application (client) ID and the Directory (tenant) ID that you can refer to on the app registration page.

• Under Manage, click Certificates & Secrets.

• Click + New Client Secret.

  • Enter a description for the secret.

  • Select the expiration date for the secret. Make a note of the expiration date so that you can send us a new one in a timely manner once the current certificate expires.

  • Click Add.

• Make a note of the value of the client secret, as it will not be displayed again.

Step 2: Assign permissions to the app registration

After creating a dedicated app registration in the Azure portal, the next step is to assign the appropriate permissions to the app registration to enable the integration with Gfacility. The permissions required may vary based on your specific requirements, so be sure to assign the right permissions that match your needs.

• Go to the App registration you created and under Manage , click API permissions.

• Click + Add a permission  and choose Microsoft Graph.

• Click Application Permissions.

• Add the necessary permissions as described below.

• Click V Grant admin permission.

User integration

The synchronization between Gfacility and Office 365 allows you to automatically create new users in Gfacility. To enable the user integration, you need to grant  the following assigned applicationpermissions to the app registration.

• User.Read.All

Places

The synchronization between Gfacility and Office 365 enables you to automatically create new locations in Gfacility and to be able to reserve them via Gfacility. To enable the Places integration, you need to grant  the following assigned applicationpermissions to the app registration.

• Place.Read.All

How does the Places integration work?

With the Places - Location link, a seamless integration is realized in which bookable rooms in Outlook are automatically created and updated in Gfacility. It is important to emphasize that the link is a one-way street, namely from Outlook to Gfacility. This means that when a space is created or modified in Outlook, this information is automatically synchronized in Gfacility.

The following location-related data is automatically generated or updated from Outlook:

• Name

• Code

• Capacity

• Link to the Outlook Space

• Parent (parent location)

The system also provides for the automatic creation of parent locations, such as Building and Floor, if they are not already present in Gfacility. This ensures smooth and consistent integration of location information between Outlook and Gfacility.

Outlook events

The Outlook Calendar Events integration enables Gfacility to sync and manage events from the Outlook calendar, including events from room calendars. This integration is required if you want to use Gfacility's scheduling, analytical, or meeting room board features with Outlook calendar events. The following assigned applicationpermissions are required for app registration to access Outlook events from Office 365:

• Calendars.Read

• Calendars.ReadWrite

Step 3: Provide the details to your Gfacility administrator

To set up the integration with Gfacility, you will need to provide us with the following information:

• The Application/Application (client) ID of the Azure AD app registration that you created.

• The tenant/directory (client) ID of your Azure AD directory.

• The client secret (value) that you generated for the Azure AD app registration.

Once we have this data, we can complete the installation process for you. Please ensure that you provide this data to us securely, as it contains sensitive information that should not be shared with unauthorized parties.

How the integration works

All integrations work according to the following frequency:

• Users: once a night.

• Locations: once a night.

• Events: real-time.