*NOTICE* If you have version 40.13 or above, please refer to this article: https://support.synergysky.com/hc/en-us/articles/19115439892764-Join-By-ID

Introduction

The Join by ID feature for CONNECT allows users to join MS Teams, Google Meet and Zoom meetings from their video system by using the native Meeting ID as found in meeting invitations. This connecting feature do require the meetings to be processed by Synergy SKY Management Suite by one of the following flows:

• The meeting room is invited to the meeting
• The special room resource for this feature is explicitly invited to the meeting
• The special room resource for this feature is invited to the meeting through externally setup of mail/calendar forwarding, enabling the special room resource to be aware of all MS Teams, Google Meet and Zoom meetings in the organization. Join by ID - Microsoft Exchange Transport Rules

Configuration

This feature requires a new Room resource account in Exchange/Google to process invites for Join by ID feature. This resource account should be set up with the following mailbox permissions:

• AutomateProcessing = AutoAccept
• AllowConflicts = True
• AllowRecurringMeetings = True
• DeleteAttachments = True
• DeleteComments = False
• DeleteSubject = True
• AddOrganizerToSubject = True
• ProcessExternalMeetingMessages = True

Synergy SKY Management Suite configuration

Add the resource mailbox to Suite in the Config Tool.

The section can be found under JOIN named Join By ID

IMPORTANT: Do not modify SIP Domain for Macro unless specified by SynergySKY.

Note: It is recommended to test booking the Join by ID resource to confirm this resource is processing meetings before proceeding to configure the Transport Rules.

Enabling Macro for Cisco Video Systems

The Synergy SKY Management SUITE includes the Join By ID macros and an uploading mechanism for Cisco video systems.

To enable the macro to be pushed to your video system, navigate to Video Systems under General Settings. Click edit on your Cisco video system and scroll to macro section:

Please ensure that the video system supports macros.

Organization wide enablement

To enable this feature on an organizational level, and making full usage of its benefit please see Join by ID - Microsoft Exchange Transport Rules

Augment Join by ID with Microsoft Exchange Transport Rules

This feature can be enabled across an entire organization by using transport rules (also known as mail flow rules) to identify and take action on messages that flow through your Exchange organization. Transport rules are similar to the Inbox rules that are available in Outlook and Outlook on the web. The main difference is transport rules take action on messages while they are in transit, and not after the message is delivered to the mailbox. Transport rules contain a richer set of conditions, exceptions, and actions, which provides you with the flexibility to implement many types of messaging policies. More documentation can be found on the Microsoft documentation pages.

The example below shows how to set up a transport rule which forwards platform specific meeting invites to the room resource account, and a second transport rule to remove the acceptance emails sent by this room resource account to avoid the appearance of the room resource account in the meeting participant list.

Transport Rule #1 for MS Teams

To add the resource account as BCC to all MS Teams meetings.

1. Log into the Exchange Admin Center and navigate to Mail Flow and Rules.
2. Select 'Add a rule' and choose 'Create a new rule' from the list

3. Set the following rule conditions

• Name
• Apply this rule if: 'The subject or body' and ' subject or body includes any of these words'
  • Add the sentence "Microsoft Teams" to the list of words
• Do the following: 'Add recipients' and 'to the BCC box'
  • Add your resource account to the recipient list
• Except If: 'The message headers' and 'includes any of these words'
  • 'subject' message header includes 'canceled'

Example: 

4. Choose 'Next'

5. Select 'Enforce' on 'Rule mode'

6. Select 'Next'

7. Select 'Finish', on the 'Review and finish' page.

8. Note: Make sure to enable the rule as all new rules are by default disabled.

Transport Rule for Zoom meetings

Duplicate the above rule and change trigger words in bullet 3 from  "Microsoft Teams" to "Join Zoom Meeting"

Transport Rule for Google Meet

Duplicate the above rule and change trigger words in bullet 3 from  "Microsoft Teams" to "Join with Google Meet"

Transport Rule #2

To delete all acceptance/tentative/declined notifications sent from the dedicated resource account

1. Log into  the Exchange Admin Center and navigate to Mail Flow and Rules.
2. Select 'Add a rule' and choose 'Create a new rule' from the list

3. Set the following rule conditions

• Name
• Apply this rule if: 'The sender' and 'is this person'
  • Add your resource account to the sender list
• Do the following: 'Block the message' and 'delete the message without notifying anyone'

Example:

4. Choose 'Next'

5. Select 'Enforce' on 'Rule mode'

6. Select 'Next'

7. Select 'Finish', on the 'Review and finish' page.

8. Note: Make sure to enable the rule as all new rules are by default disabled.

Tidy up Touch Panels (Cisco Video Systems)

In order to tidy up the amount of Icons on a Cisco touch panel we recommend to do the following.

For Webex Control Hub

Apply a device template on the required devices. A device template is made in Webex Control Hub -> Devices -> Templates

Example:

For non Webex Control Hub

Apply the following configuration parameters: