Conference Rooms - Installation and Administration Guide
Installation
OTRS package installation
The Conference Rooms package for OTRS (.opm file) is responsible for installing all necessary system components including:
- Database tables
- Dynamic Fields
- Backend files
- Frontend files
To install the package, login to your OTRS system and open the Admin / Overview page. 
Find the Package Manager.
You can use the Filter for Items field to narrow down visible options.
In the Actions block on the left, click Choose file, upload the opm file and click Install Package.
If you see a notification about an unverified package, click Continue to proceed with the installation.
If the installation was successful, you should see a welcome message on the screen.
The new tab is also visible in the main navigation bar.
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.
Dynamic Fields Configuration
The correct configuration of dynamic fields will allow users to see more information about reservations on the ticket view.
Creating a hyperlink for ReservationID dynamic field
Open the Admin dropdown menu and pick Overview.
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.
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:
- ReservationID
- ReservationAdditionalDescription
- ReservationNumberOfPeople
- ReservationIsManagerPresent
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.
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.
If you don't see a yellow bar go to the Admin / System configuration / Deployment.
Check out the settings that you want to deploy (checked by default) and click Deploy selected changes
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
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:
- Click on the Admin tab and pick System configuration
- Find Intalio Conference Rooms in the Navigation bar
- From the dropdown menu choose Frontend -> Base
ResourcesManagement::AdditionalResources
List of additional resources that are available to pick by the users when they schedule a reservation i.e.
- catering
- Internet connection
- videoconference
- projector
- board
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.
- Conference
- Computer
- Other
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.
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.
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.
Click Add city button in the actions block to add a new city. 
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.
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.
Click Add building button in the actions block to add a new building.
Fill out the information about your building and make sure that the Validity is set to Yes.
Submit the form.
You should see a new building on your buildings list. You can add more buildings if necessary.
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.
Click Add room button in the actions block to add a new room.
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.
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.