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Workplace Calendar Service for Exchange V3 Migration

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Level: Eptura Support / Customer IT

Early Access Migration

If you currently use Workplace Calendar Service V1 (EWS/OAuth) or Workplace Calendar Service V2 (EWS Auth/Graph API/Nylas API v2) then you will need to arrange to complete the steps below to migrate to Workplace Calendar Service V3 (Graph/Nylas API v3/App Permissions).

This will ensure the connectivity with Exchange in anticipation of Microsoft's deprecation of impersonation roles in February 2025. Learn more in Application Impersonation RBAC Role Deprecation in Exchange Online | Microsoft.

Customer Prerequisites

Below are the customer responsibilities for the migration.

  1. Approval by customer’s security team to migrate, as needed.
  2. Engagement of customer’s Microsoft Exchange administrator.
  3. Work with Support to select date/time to migrate per schedule availability.
  4. Preparation and distribution of any internal communications, as needed. 

Customers with an existing Calendar Integration

  • Need to allow for a period of 2-6 hours of service disruption between Eptura and MS Office 365 during the migration process. The old and new service cannot run in parallel.  
  • The length of the migration will be dependent on several factors including, but not limited to proper configuration of the service account, the number of room resource email addresses to be loaded and synced and the number of roomIDs to be mapped. 

Eptura Recommends

  • That email notifications in Eptura Reservations be turned off during the migration and for a period of 1-2 days afterwards as the new integration continues to sync events.  
  • When we move from using one service to another, existing events created in V1 will be ‘cancelled' and V3 will create new events as it syncs with MS Exchange generating confirmation emails. Turning off notifications will reduce the amount of email noise for your end users and confusion over seemingly cancelled events that are not actually being cancelled. 
  1. Secure storage by of the existing OAuth credentials saved in Admin > Reservations > Preferences > Enable exchange OAuth integration for all relevant reservation centers in the event of a rollback.  This step only applies to existing V1 customers. 
    • Azure application ID
    • Client Secret
    • Azure AD Tenant ID
  2. Customer’s Microsoft Exchange administrator authorizes the ‘Eptura Workplace Calendar Service’ Azure app, see the steps in Authorization of the Workplace Calendar Service V3.
  3. Notfiy Eptura Support that you have completed the above prerequisites.

Eptura Support and Engineering

Support and Engineering make sure that required permissions have been granted to the Eptura Workplace Calendar Service app.

During your scheduled migration, Engineering will be responsible for migrating all existing room resource calendars, mapping them to their respective room IDs, and resyncing event data between Eptura Workplace and Exchange.

After this is completed Eptura Support will notify you that the migration has been completed.  Ongoing monitoring will be provided.