What does this integration do?
This integration allows district admins to sync events from one Microsoft Office 365 to their instance of iiQ Events in order to create, update, and delete events in iiQ based on changes made in Microsoft Office 365. Following are a few key points to keep in mind:
It is recommended that districts use a district-wide Microsoft Office 365 for this sync.
This integration is API-based and syncs every hour.
Supported Use Cases & Business Requirements
Reads event data from one synced Microsoft Office 365 calendar (one calendar for the entire district).
Title, Location, Building, and Room data (if booked in Office 365), Start Time, End Time, Description
Writes event data back to Office 365 for events created in iiQ.
Writes changes to events in iiQ back to synced events in Office 365.
Deletes events in Office 365 after they are deleted in iiQ.
Write-back of recurring events to Office 365
“Pull” Sync
Reading and pulling in data from Microsoft Office 365 into Incident IQ
Event Data: Events in a synced calendar from Microsoft Office 365 are imported and synced in iiQ at the appropriate location, date, and time.
This should include the start date/time and end date/time.
Site → Location Mapping: Events in Microsoft Office 365 that do not have a corresponding location are not included in iiQ.
Event Deletion: Upon sync, any previously synced events that are now deleted events in Microsoft Office 365 are indicated in iiQ.
Event Creation (continuous): Upon sync, any new events since the last sync that are not in conflict are brought into iiQ.
Event Updates (continuous): Upon sync, any edited events since the last sync show their edits in iiQ
Sync Conflict Resolution: Upon sync, if a new or edited event is now at conflict in iiQ, admin is aware there is a conflict, and the event is not brought into iiQ.
Sync Logging: Admin is aware of any events imported from Microsoft Office 365.
“Push” Sync
Reading and pushing data from Incident IQ into Microsoft Office 365.
Event Data: Events created in iiQ are imported and synced in Office 365 at the appropriate location, date, and time.
Location Mapping: Events in iiQ that have a corresponding location are able to be mapped to a corresponding Location and Room in Office 365.
Resource Mapping: Events in iiQ that have a corresponding “Building” or “Room” are able to be mapped to a corresponding Location and Room in Office 365.
Event Deletion: Upon sync, any previously synced events that are now deleted in iiQ will be deleted in Office 365.
Event Creation (continuous): Upon sync, any new events created in iiQ since the last sync are created in Office 365.
Event Updates (continuous): Upon sync, any edited events in iiQ since the last sync reflect these changes in Office 365.
Sync Conflict Resolution: Upon sync, if a new or edited event was unable to be created in Office 365 due to missing mapping, this will be included in error logs and the sync error notification.
Sync Logging: Admin is aware of any events created, updated, or deleted in Office 365.
Data Flow
This integration only supports syncing with one authorized calendar from Microsoft Office 365 and has the ability to read:
Event Data of the first 999 read events
Title
Description
Start Date/Time & End Date/Time
Location of the event
Free-form text values
Mapped resource values for events
Resource Data
All “building” resource data (used for mapping)
All “room” resource data (used for mapping)
This integration only supports syncing with one authorized calendar from Microsoft Office 365 and has the ability to write:
Update any of the following event Data for events created in Microsoft Office 365 if “Edit Microsoft Office 365 events in iiQ” is enabled
Title
Description
Start Date/Time & End Date/Time
Location of the event
Free-form text values
Mapped resource values for events
Create new events and include event Data for events created in iiQ if “Enable iiQ Events to Microsoft Office 365 write-backs” is enabled.
Title
Description
Start Date/Time & End Date/Time
Location of the event
Free-form text values
Mapped resource values for events
Write events back to Microsoft Office 365 that were booked for more than one room.
If 2 or more rooms are booked for a building, both rooms should be included in the text string written back to O365 for Event Location
If rooms are booked at multiple buildings, all physical addresses should be included
If 2 or more rooms booked for the same event in iiQ, any mapped resources for those rooms should be reserved for the event in O365 Calendar.
Sync Frequency
Change Detected | Frequency | Sync Flow | Description |
A new event is added in Microsoft Office 365 | Automatic - Hourly | Microsoft Office 365→ iiQ | Any new events created in Microsoft Office 365 will be reflected in iiQ within the next hour, if all conditional requirements are met (see below) |
An existing event is updated in Microsoft Office 365 | Automatic - Hourly | Microsoft Office 365 → iiQ | Any changes to events in Microsoft Office 365 that have already been created in iiQ will be reflected in iiQ within the next hour, if all conditional requirements are met (see below) |
An event is deleted in Microsoft Office 365 | Automatic - Hourly | Microsoft Office 365 → iiQ | Any events deleted in Microsoft Office 365 will be reflected in iiQ within the next hour, if all conditional requirements are met (see below) |
A new event is created in iiQ | Instantly | iiQ → Microsoft Office 365 | Any new events created in iiQ will be instantly be pushed to Microsoft Office 365 if:
|
An event created in iiQ is updated | Instantly | iiQ –> Microsoft Office 365 | Any events updated in iiQ that have previously synced with Microsoft Office 365 will be instantly be pushed to Microsoft Office 365 if:
|
An event created in iiQ is deleted | Instantly | iiQ → Microsoft Office 365 | Any events deleted in iiQ will be instantly removed from the synced Microsoft Office 365 if:
|
An event created in Microsoft Office 365 is updated from iiQ | Instantly | iiQ → Microsoft Office 365 | Any updates to events from iiQ for events that have previously been synced with Microsoft Office 365 will have changes immediately sent to Microsoft Office 365 if:
|
An event created in Microsoft Office 365 is deleted from iiQ | Instantly | iiQ → Microsoft Office 365 | Any deletion of events from iiQ for events that were originally created in Microsoft Office 365 will automatically be removed from the district’s synced Microsoft Office 365 if:
|
Sync Logic
A New Event is discovered during a sync, a new event will be created in iiQ if:
The location for the event in Microsoft Office 365 has been mapped to a corresponding Location and Room Number in iiQ within the Location Mappings tab, AND syncs have been enabled for the mapped location in iiQ.
The mapped Room and Location in iiQ are “available” (as defined by room availability settings in iiQ Events) during the entire duration of the event in Microsoft Office 365.
There are no scheduling conflicts (IE, other events scheduled in iiQ) for that Room and Location during the entire duration of the event.
Changes to an event are detected for an existing event (matching by the event ID as provided by Microsoft Office 365 to the Event Name, Description, Site, Sub-site, Start Time, End Time, or Date; these changes will reflect in iiQ as long as the following conditions are met:
A. The location for the event in Microsoft Office 365 has been mapped to a corresponding Location and Room Number in iiQ within the Location Mappings tab, AND syncs have been enabled for the Site/Sub-site in Microsoft Office 365.
B. The mapped Room and Location in iiQ are “available” (as defined by room availability settings in iiQ Events) during the entire duration of the event in Microsoft Office 365.
C. There are no scheduling conflicts (IE, other events scheduled in iiQ) for that Room and Location during the entire duration of the event.
If an event is deleted in Microsoft Office 365, and this is detected during a sync, the corresponding event will be deleted in iiQ. All associated tickets will be closed as well (consistent with event deletion experience for events created in iiQ).
Field Mappings
Source System: Microsoft Office 365
Target System: Incident IQ
All Microsoft Office 365 Calendar, Events, & Places API endpoints can be found here.
Event Properties in Microsoft O365 | Event Field in iiQ | Purpose |
summary | Event Title | Used to create Event title for the event in iiQ |
id | Event ID | Used for sync matching logic. html link is provided for each event based on its id in Microsoft O365, allows users to view event in Microsoft O365. |
start
| Event Start Date & Time *refers to time zone of a particular event if one isn’t specified for the entire calendar. | Used to determine event start date and time for Events in iiQ. |
end
| Event End Date & Time *refers to time zone of a particular event if one isn’t specified for the entire calendar. | Used to determine the event end date and time in iiQ |
body | Event Description | Used to add event details to the corresponding event in iiQ
|
location | Event location and room number in iiQ | This field captures the geographic location of an event in Microsoft O365 and can be captured as free-form text. Unique string values imported for all events are used for location and room mapping within the app. (1:2 map from Microsoft O365:iiQ) |
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Hannah Bailey - Director, Customer Engagement