Zoom - Room System (Cisco/Polycom or Zoom Room) Exchange (2010) Resource Configuration

This KB includes the necessary tasks that must be completed in order to configure Cisco/Polycom rooms to fully function with Zoom.

Issue/Question

• Can I schedule a Zoom meeting in Outlook to include a room system (Cisco/Polycom system or Zoom Room)?
• How do I configure a room system to work in Zoom?
• Can my video conferencing system work with Zoom?
• Can I automatically connect a room system to a Zoom meeting?
• Can I schedule a Zoom meeting in Outlook to include my room system?
• How do I configure the Exchange resource so a room system can easily connect to a scheduled Zoom meeting?

Environment

• Oregon State University
• Exchange Admin User
• Zoom with Outlook/Exchange
• Cisco/Polycom (H.323/SIP) room systems
• Zoom Rooms
• Zoom Meetings

Cause/Explanation

Complete the two steps below to schedule and join Zoom meetings from a Cisco/Polycom (H323/SIP) device or Zoom Room with a simplified one-touch connection. This process provides the ability to invite a room system to a scheduled Zoom meeting in Outlook. When a room system is invited to a Zoom meeting in Outlook, the room system will provide a one-touch to connect experience at the scheduled meeting time. This enhanced experience saves users from needing to join the meeting from the room system manually. This article focuses on the second step, configuration, and permissions.

• Step 1 - Create your room calendar adhering to the OSU Exchange Naming Standard {https://oregonstate.teamdynamix.com/TDClient/KB/ArticleDet?ID=59258}
• Step 2 - Set up the Exchange Resource, set calendar delegate, and notify OSU Zoom Support as documented in this article
  • 2.1: Configure the exchange resource/room calendar per Zoom's documentation
  • 2.2: Grant calendar delegate to the Zoom Service Account (svc-exch-zoom@oregonstate.edu)
  • 2.3: Notify zoom.support@oregonstate.edu and include the required equipment information (required information listed below)

Information on configuring the resources for Zoom (Step 2) is below. 
Differences between Enhanced User Experience and Standard User Experience: https://oregonstate.teamdynamix.com/TDClient/KB/ArticleDet?ID=86411
See Zoom's documentation for additional detail: https://support.zoom.us/hc/en-us/articles/204598395-Setting-Up-Zoom-Rooms-with-Microsoft-Exchange-2010.

Resolution

Step 2.1 - Configure the Exchange Resource

1. Launch Exchange Management Console
2. Select “Mailbox” under “Microsoft Exchange”  > “Microsoft Exchange On-Premises "(your_server's_domain)” > “Recipients Configuration”
3. Right-click the first room and then click “Properties”
4. Click the "Resource General" tab
5. Check the box to enable the "Resource Booking Attendant" (Calendar Processing)
6. Click "Apply"
   
7. Switch to “Resource Information” and un-check the following options (if not already unchecked):
   • Delete comments
   • Delete the subject
   • Add the organizer's name to the subject
   • Remove the private flag on an accepted meeting
8. Click "Apply" to save the changes.

Note: If the resources are not configured per Zoom's documentation, it could potentially change the "enhanced" experience to a "standard" experience. Standard Process/Experience - DOES NOT match Zoom's configuration - Requires users to manually dial into their scheduled Zoom meeting from the room equipment Enhanced Process/Experience - DOES match Zoom's configuration - Allows one-tap connecting from the room equipment to a scheduled Zoom meeting Ensure calendar processing is enabled, and settings match the above window. If calendar processing is disabled on a room/resource, this disables the automatic booking of the room equipment when scheduling a Zoom Meeting in Outlook. As a result, people would need to manually dial to join from a Cisco/Polycom/Zoom Room into the scheduled meetings.  If the recommended settings do not work with your internal processes, contact zoom.support@oregonsate.edu to discuss the impact of not adhering to the recommended settings.

Step 2.2 - Grant Calendar Delegate

Specify delegates of the mailbox:

1. Switch to “Resource Policy”
2. Select "+Add..."
3. Add the Zoom Service Account: svc-exch-zoom@oregonstate.edu 
4. Click "Apply" to save the changes.

Note: Adding the Zoom Service Account will not affect any scheduling access currently controlled via groups, that control will continue to function.

 

Step 2.3 - Notify OSU Zoom Support and Provide Room/Equipment Information

• Once step 2.1 and 2.2 are complete, email zoom.support@oregonstate.edu the following information:
  • Cisco/Polycom Equipment or Zoom Room
  • Exchange Resource Name
  • Building Name
  • Room Number
  • Room Name (if applicable)
  • Equipment's IP Address
  • Equipment Serial Number (provide if possible)
  • OSU's Zoom support team will reach out if the Cisco/Polycom equipment's username and password is not on file (with OSU Zoom Support or UIT Customer Experience).
• Emailing the information to zoom.support@oregonstate.edu will automatically assign a TeamDynamix ticket. Please reference this number if inquiring about the request.

OSU's Zoom support team will verify the resource naming and configuration when received. The room system(s) will be added to Zoom's Admin Web UI and a test call will be scheduled and conducted. This process is typically completed within 5 business days 

 

For assistance, contact the Service Desk.