Sync status dashboard and Auto-repair
About Auto-repair and the Sync status dashboard
When an Eptura Engage booking or Microsoft Exchange event falls out of sync, Eptura Engage automatically attempts to repair the booking and restore alignment. Auto-repair attempts to resolve the synchronization issue 3 times; if unsuccessful, the booking and/or Exchange event is flagged on the Sync status dashboard, where the administrator can view detailed information about the affected bookings and events to investigate the issue and decide on the appropriate action.
What causes an out-of-sync booking? Occasionally, a brief network interruption, timing conflict, or transient system error can prevent a synchronization update from completing successfully. As a result, a booking may exist in Exchange without a corresponding booking in Eptura Engage, or vice versa.
Auto-repair - how it works
When a booking notification is passed through the Eptura Engage Microsoft 365 integration, such as booking creation or update, a tracking record is created and stored for 48 hours. Activity is tracked between Exchange and Eptura Engage in both directions.
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Every hour on the hour, Auto-repair checks the tracking records created in the past hour and, for each booking record, compares the related bookings across Eptura Engage and Exchange. If an out-of-sync condition is detected, a repair is attempted. If the repair is unsuccessful after 3 tries, the booking and/or event is flagged on the Sync status dashboard. |
Good to know
- Auto-repair runs once every hour on the hour
- Auto-repair runs 3 times, and if the issue is not resolved, the out-of-sync booking or event is flagged on the Sync status dashboard
- Auto-repair can track and repair bookings regardless of whether the user or the room is the organizer
- Only future bookings are auto-repaired
- Only future bookings created or updated after the Auto-repair feature was enabled are processed
- Auto-repair does not generate any email notifications to users.
- An email notification might be sent to attendees by Exchange when an out-of-sync booking is repaired
Sync status dashboard
The Sync status dashboard helps administrators identify bookings and events that are out of sync and could not be resolved automatically by the auto-repair process. Administrators can view detailed information about the affected bookings and events to investigate the issue and decide on the appropriate action. Depending on the situation, they can manually correct the booking or event, or delete an out-of-sync booking or remove an out-of-sync room from an event directly from the dashboard.
To open the Sync status dashboard in the Eptura Engage web app, go to Application setup > Exchange room mapping, and select the Sync status tab.
Filtering the Sync status list
The out-of-sync bookings are listed in the table. The list can be filtered by:
- Sync issues - Show all sync issues, or filter by Eptura Engage or Exchange synchronization issues
- Room - Show sync issues for a specific Exchange room or Eptura Engage meeting space. Only rooms/spaces associated with sync issues are shown.
- Tenant - Show issues for all Exchange tenants, or select a specific tenant
- Search box - To find specific bookings, enter at least 3 characters of the booking title. Matching bookings appear as you type.
About the Sync status list
The table shows the following information for each booking:
- Recurring booking icon - The icon is shown on the left for recurring bookings. Click the icon to reveal future bookings in the series.
- Booking Title - The title of the Eptura Engage booking or the Exchange event. Use the Search box to find specific bookings
- Start - The start date and time of the booking or series instance
- End - The end date and time of the booking or series instance
- Location - The country, location, and floor for the booked meeting space or Exchange room
- Room - The name of the Eptura Engage meeting space resource or the name of the Exchange room. Use the filter to list a specific meeting space or Exchange room
- Tenant - The name of the Exchange tenant. Use the filter to list a specific tenant
- Organizer - Depends on where the booking was created:
- In Eptura Engage - the name of the user who created the booking
- In Exchange by user - the organizer is the user who created the event in Outlook and invited the room
- In Exchange by room - the organizer is the Exchange room
- Sync Issue - Shows whether the sync issue was found in the Engage booking or Exchange event. Use the filter to show only Engage or Exchange synchronization issues
Viewing more details and taking further action
More details about the booking or event, along with the actions that can be taken, are shown in the side panel. The details shown depend on the source of the sync issue - either an Eptura Engage booking or an Exchange event - and the available actions depend on whether it is a single or recurring booking.
Eptura Engage synchronization issues
Click the booking title or the arrow on the far right to open the Booking details side panel.
The booking details shown and actions available for Eptura Engage bookings depend on whether the booking is a single booking, the first booking in a recurring series (Q3d), or an instance of a recurring series.
- View on grid - Click to open the Booking grid for meeting spaces and show the booking
Overview:
- Room name - Name of the Eptura Engage meeting space resource
- Title - Booking title
- Organizer - Full name of the user who created the booking
- Email - Email address of the organizer
- Series start - The first date and time of a recurring series. This field is only shown for the first booking in a series
- Series end - The last date and time of a recurring series. This field is only shown for the first booking in a series
- Start - Booking start date and time
- End - Booking end date and time
- Series - Yes or No, depending on whether the booking is part of a recurring series or not
- Multi-room - Yes. This field is only shown for multi-room bookings
Engage booking details:
- Booking ID - Eptura Engage booking ID
- Group - Eptura Engage resource group
- Booking source - Booking method, for example:.
- CondecoWeb - booking made using the Eptura Engage web app
- Recurrence ID - Eptura Engage recurrence ID. This field is only shown for recurring bookings
- Created date - Date and time the booking was created
- Individually edited - Yes or No
- VC ID - Eptura Engage VC ID. This field is only shown if video conferencing was added to a booking
- Added to Outlook:
- Yes - The user selected the 'Add to Outlook calendar' option for the booking (or it is enabled by default).
- No - The user did not select the 'Add to Outlook calendar' option, so the booking was automatically synchronized directly with the Exchange room calendar.
Actions for Eptura Engage bookings
When any of the actions described below are taken to delete a booking or series, a warning is displayed advising that the booking(s) will be permanently deleted and that a cancellation email will be sent to the organizer and attendees. These actions cannot be undone. Click Confirm Delete to continue or click the X to cancel and keep the booking.
Actions for single bookings (non-recurring):
- Delete from Engage - Booking is permanently deleted from Eptura Engage, and a cancellation email is sent to the organizer and attendees
Actions for recurring bookings:
- Delete series - Permanently deletes all bookings in the recurring series. A cancellation email is sent to the organizer and attendees.
- Delete instance - Permanently deletes the single instance from a recurring series. A cancellation email is sent to the organizer and attendees.
Exchange synchronization issues
Click the booking title or the arrow on the far right to open the Booking details side panel.
The booking details shown and actions available for Exchange bookings depend on whether the booking is a single booking, the first booking in a recurring series, or an instance of a recurring series.
Overview:
- Room name - Name of the Exchange room
- Title - Event title
- Organizer :
- User is organizer - Full name (as stored in Eptura Engage) of the user who created the booking
- Room is organizer - Exchange room name
- Email - Email address of the organizer
- Series start - The first date and time of a recurring series. This field is only shown for the first event in a series
- Series end - The last date and time of a recurring series. This field is only shown for the first event in a series
- Start - Event start date and time
- End - Event end date and time
- Series - Yes or No, depending on whether the event is part of a recurring series or not
- Multi-room - Yes. This field is only shown for multi-room events
Exchange booking details:
- Created date - Date and time the event was created
- Is room organizer - Yes or No, depending on whether the event was created directly in the Exchange room calendar or not
- Room booking type:
- occurrence - an instance of a recurring series
- singleInstance - a single event
- exception - an instance of a recurring series that has been individually edited
- Room series master ID - The ID of the first event in the series. This field is only shown for events that are part of a recurring series
- Room event ID - ID of the event created directly in the Exchange room. This field is only shown when the room is the organizer
- User event ID - ID of the event created in the user's calendar. This field is only shown when the user is the organizer
Actions for Exchange events
When any of the actions described below are taken to delete either an event, series, or instance of a series, a warning is displayed advising that the room will be permanently removed from the event(s) and that a cancellation email will be sent to the organizer and attendees. These actions cannot be undone. Click Confirm Delete to continue or click the X to cancel and keep the event.
Actions for single events (non-recurring):
- Delete from Exchange - The room is permanently removed from the Exchange event. A cancellation email is sent to the organizer and attendees
Actions for recurring events:
- Delete from Exchange - Clicking this action shows 2 further options:
- Delete series - Permanently removes the room from the entire recurring series. A cancellation email is sent to the organizer and attendees.
- Delete instance - Permanently removes the room from the single instance of the recurring series. A cancellation email is sent to the organizer and attendees.