Conference Rooms - Installation and Administration Guide

Installation

Installation

OTRS package installation

The Conference Rooms package for OTRS (.opm file) is responsible for installing all necessary system components including: 


To install the package, login to your OTRS system and open the Admin / Overview page. 

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Find the Package Manager. 

You can use the Filter for Items field to narrow down visible options.


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In the Actions block on the left, click Choose file, upload the opm file and click Install Package

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If you see a notification about an unverified package, click Continue to proceed with the installation. 

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If the installation was successful, you should see a welcome message on the screen.

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The new tab is also visible in the main navigation bar.

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Please note that the installation process might take a while. As long as the installation process is not completed the yellow bar will be displayed on top of the page.

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Installation

Dynamic Fields Configuration

The correct configuration of dynamic fields will allow users to see more information about reservations on the ticket view.


Open the Admin dropdown menu and pick Overview.

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Go to Dynamic Fields in Processes & Automation section


Click on the ReservationID row in the list


Add the URL for reservation in Show link field
Example:
https://example.com/roomReservations/Dashboard?reservationId=[% Data.ReservationID | uri %]&sessionId=[% Env("SessionID") %]
Click Save and finish. 

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Adding dynamic fields visibility to Ticket view

Open the Admin dropdown menu and pick System Configuration


In the search bar type AgentTicketZoom###DynamicField and click Enter. 


We recommend setting visibility for the following dynamic fields:

1. Add new entry by clicking the Plus sign. 
2. Enter Dynamic Field Name (e.g. ReservationID) and enable it. 
3. Repeat this process for other fields

Save the settings by clicking checkmark.

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Settings deployment

Every changes in OTRS configuration needs to be deployed. 


If you have undeployed settings you should see a yellow bar under the main menu. Click it and you will be forwarded to the deyployment page. 

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If you don't see a yellow bar go to the Admin / System configuration / Deployment

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Check out the settings that you want to deploy (checked by default) and click Deploy selected changes

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Write a comment about the changes that you made and click Deploy now.

From now on, information saved in the added dynamic fields will be visible in the ticket, in the "Ticket details". 

Administration

Administration

System configuration

In the system configuration you will find plenty of fields that will allow you to customise your conference rooms system. 

To see all configuration options:

  1. Click on the Admin tab and pick System configuration
  2. Find Intalio Conference Rooms in the Navigation bar
  3. From the dropdown menu choose Frontend -> Base

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ResourcesManagement::AdditionalResources

List of additional resources that are available to pick by the users when they schedule a reservation i.e.

ResourcesManagement::RoomReservationAdminGroup

Defines group name for the Conference Rooms admin users.
Add an agent to this group to gain the Admin permissions. 

Example value: closed successsful

ResourcesManagement::RoomReservationActiveState

Defines the default state of accepted reservation

Example value: closed successsful

ResourcesManagement::RoomReservationNotActiveYetState

Defines the default state of pending reservation

Example value: new

ResourcesManagement::RoomReservationRejectedState

Defines the default state of rejected reservation

Example value: rejected

ResourcesManagement::RoomReservationMinTimeBetweenReservations

Defines the minumum time (in minutes) between reservations. 
The user will not be able to create another reservation in less than e.g. 15 minutes before and after the given reservation. This limitation allows you to prepare the room for the next meeting. 

Example value: 15

ResourcesManagement::RoomReservationDefaultQueue

Defines the default queue for new room reservation ticket. 

Example value: Reservations

ResourcesManagement::RoomReservationRoomTypes

List of possible room types. 
Users will be able to filter rooms based on this parameter. 

Administration

System administrator

Some of the configuration features of the Conference Rooms system are accessible only for the administrators group. 

Read more about configuring Conference Room including administrators group name

Checking if you are an admin

There is a label in the title bar on the dashboard and check config pages that describe your current role. If you see the You are admin label it means that you have the admin rights. 

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Administration

Checking configuration

We created a simple page that allow administrators check out the current Conference Rooms system configuration. 

Go to Conference Rooms' check config page - /checkConfig?sessionId=tpXQ89oXql0BfuPKvfss09wZwC232yHA (remember to update the sessionId parameter). 

Only administrators are allowed to see the page content. Read more about system configuration including setting the administrator group. 

 

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Administration

Adding cities

 

You can manage cities in a few simple steps.


Go to the cities list by opening the Conference Rooms tab in the main menu and clicking City Management

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Click Add city button in the actions block to add a new city. 
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Fill out the city name and make sure that the Validity is set to Yes
Submit the form. 

You should see a new city on your cities list. You can add more cities if necessary. 

Administration

Adding buildings

You can manage buildings in a few simple steps.

Buildings must be placed in the cities so make sure you have added at least one city before proceeding further. 


Go to the buildings list by opening the Conference Rooms tab in the main menu and clicking Building Management

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Click Add building button in the actions block to add a new building.

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Fill out the information about your building and make sure that the Validity is set to Yes
Submit the form. 

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You should see a new building on your buildings list. You can add more buildings if necessary. 

Administration

Adding rooms

You can manage rooms in a few simple steps.

Rooms must be placed in the buildings so make sure you have added at least one building before proceeding further. 


Go to the rooms list by opening the Conference Rooms tab in the main menu and clicking Rooms Management

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Click Add room button in the actions block to add a new room.

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Fill out the information about your room.

Type

Users will be able to filter rooms based on this parameter. 

If you wish to add more room types look for the System Configuration in the manual. 

Room managers e-mail addresses

Users whose e-mail addresses will correspond to the addresses indicated in this field will receive the rights to administer the rooms. They will be able to accept, reject and edit other users' reservations. 

Example value: room.manager1@intalio.pl,room.manager2@intalio.pl

Additional resources

Select resources that are available in this room. You can add more than one by holding Ctrl key (or ⌘ key on a Mac).  

If you wish to add more resources look for the System Configuration in the manual. 

Private

Reservations for private rooms can only be made by local administrators. Regular users will still see private room on the rooms list, but they will not be able to book it by themselves. Contact with room manager will be required. 

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Make sure that you set the Validity to Yes and submit the form.

You should see a new room on your rooms list. You can add more rooms if necessary.