PD35L Desk Manager
“
Product Information
Specifications
- Product Name: Outlook Add-In
- Version: 3.7.0-3.5.0
- User Guide Version: 2.0
- Issue Date: 20-05-2024
Product Usage Instructions
1. Getting Started with Outlook Add-In
4.1 Installing Outlook Add-In
Follow the installation instructions provided in the user guide
to install the Outlook Add-In.
4.2 Configure Outlook Add-In
Configure the settings of the Outlook Add-In according to your
preferences by following the steps outlined in the user guide.
4.3 Profile
Set up your profile within the Outlook Add-In to personalize
your experience and access relevant features.
4.4 Find a Person
Use the search functionality to find a person within your
organization using the Outlook Add-In.
4.5 Desk Booking
Book desks for your workspace using the Outlook Add-In with
options for map view or list view.
4.5.1 Booking Desk using Maps View
Follow the steps provided to book a desk using the map view
feature for easier selection.
4.5.2 Booking Desk using List View
Alternatively, book a desk by selecting from a list view of
available desk options.
FAQ
Q: How do I provide feedback within the Outlook Add-In?
A: To provide feedback, navigate to the “Feedback” section
within the Add-In and follow the prompts to submit your
feedback.
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3.1.0
Part 5 – Outlook Add-In
(Ver.3.7.0-3.5.0)
Document Version: 2.0 Issue Date: 20-05-2024
BRTSYS_AN_048 PDM User Guide – Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000119 Clearance No.: BRTSYS#080
Table of Contents
1. About This Guide ………………………………………………………………………………………. 3
2. Intended Audience…………………………………………………………………………………….. 3
3. Document References ……………………………………………………………………………….. 3
4. Getting Started with Outlook Add-In ……………………………………………………………4
4.1 Installing Outlook Add-In ………………………………………………………………………………………… 4
4.2 Configure Outlook Add-In……………………………………………………………………………………….. 5
4.3 Profile ……………………………………………………………………………………………………………………. 7
4.4 Find a Person…………………………………………………………………………………………………………. 8
4.5 Desk Booking…………………………………………………………………………………………………………. 9
4.5.1 Booking Desk using Maps View…………………………………………………………………………………………………….10
4.5.2 Booking Desk using List View……………………………………………………………………………………………………….14
4.5.3 Other Booking Functions………………………………………………………………………………………………………………16
4.5.3.1 4.5.3.2
View and Edit Booking ………………………………………………………………………………………………………………………….16 Cancel Booking …………………………………………………………………………………………………………………………………….17
4.5.3.3 Extend Booking…………………………………………………………………………………………………………………………………….18
4.5.3.4 End Booking …………………………………………………………………………………………………………………………………………19
4.5.4 My Bookings ………………………………………………………………………………………………………………………………..20
4.5.5 Feedback ……………………………………………………………………………………………………………………………………..21
4.5.6 About …………………………………………………………………………………………………………………………………………..22
5. Appendix ………………………………………………………………………………………………… 23
5.1 Glossary of Terms, Acronyms & Abbreviations ……………………………………………………… 23 5.2 List of Figures………………………………………………………………………………………………………. 23 5.3 List of Tables ……………………………………………………………………………………………………….. 23
Revision History ……………………………………………………………………………………………. 24
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BRTSYS_AN_048 PDM User Guide – Outlook Add-In Version 2.0
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1. About This Guide
This guide explains the usage of PDM Outlook Add-Ins. The screenshots used are for illustration purpose only.
2. Intended Audience
The intended audience are System Integrators, Technical / Administrative users who will assist in realizing the capabilities, functions, and the full benefits of the product.
3. Document References
Document Name
BRTSYS_AN_044_PDM User Guide – 1. Introduction
BRTSYS_AN_045_PDM User Guide – 2. Installation and Configuration BRTSYS_AN_046_PDM User Guide – 3. PDM Management Console and Desk Viewer BRTSYS_AN_047_PDM User Guide – 4. Mobile Client App and PanL PD35L Display
Document Type
Application Note/User Guides
Format PDF
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4. Getting Started with Outlook Add-In
4.1 Installing Outlook Add-In
The Microsoft Outlook Add-In provides an alternative option for users to view and book desk(s) from the calendar aside from the mobile app. 1. Extract or unzip the PDM- Add-In package file provided and execute the .exe file. Ensure that
.net framework v4.6.6 or newer is preinstalled. Click setup.
2. Once the installation pop up appears, click [Install].
3. Upon successful installation, an appropriate message indicating the same is displayed.
4. Restart Microsoft Outlook for the add-in to take effect.
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4.2 Configure Outlook Add-In
Using a valid MS-Outlook email account, log in to Outlook calendar, the Add-In should appear as a tab on the top bar. To configure the Add-In Settings 1. From the top bar menu, click PDM > Configuration.
2. Add/update the following information, as required o By default, the PDM Server URL/IP is displayed. To access a different PDM Server URL/IP, click [Switch Server]. Enter the New URL/IP manually (if the Outlook client PC is not part of a local PDM network) or click on the Discover button to detect the PDM Server URL/IP automatically and click [Change].
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Document Reference No.: BRTSYS_000119 Clearance No.: BRTSYS#080 o Click [Sign in with Microsoft] to login with the Microsoft account. o Alternatively, click Use another account to select another account.
o Based on the selected Microsoft account, the Default country and Default building are automatically populated.
o Upon adding/updating the settings, click on [Save]. A message is displayed to indicate if the settings were updated successfully or not.
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4.3 Profile
The Profile interface displays the user profile and booking statistics pertaining to the user.
To access the User Profile
1. From the top bar menu, click PDM > Profile.
2. The User Profile interface is displayed. This interface provides the details of the logged in user –
Username, Favorite Desks
Email Address and Booking Statistics (such as
Successful Bookings Past 7 Days/ Past 4 Weeks / Past 12 Weeks / Past 6 Months and a pictorial
representation of the statistical data).
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4.4 Find a Person
This interface is used to find a person and book available desks near to that person. To find a person 1. From the top bar menu, click PDM > Find a Person.
2. Find a Person interface is displayed. Input the following fields Date, Time, and Person Name. Click [Find Person]. If the search is successful, an appropriate message is displayed.
3.
the nearby bookable desks (if any) are displayed.
4. Tap on the location icon to view the details (i.e., person name, desk name, location info, desk booking status and booking time).
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4.5 Desk Booking
The Desk Booking interface is used for booking desk(s). Users can book desk(s) either in Maps View or List View. By default, the desk booking interface is opened in Maps View. Users may switch between Maps View and List View depending on their requirement. To access desk booking interface 1. From the top bar menu, click PDM > Desk Booking.
2. The desk booking interface is opened in Maps View.
Bookable Desks
3. The pre-configured Country, Building and Location are displayed on the top panel. 4. The location map is displayed with bookable desk(s) indicated in GREEN. Refer to Table 1 – Desk
Status for the various Desk statuses.
Desk Status Bookable Desk Selected Desk
Indicated By
Color Green Blue
Booking In-Progress
Red
Booking Pending for Claim
Orange
Inactive Desk Table 1 – Desk Status
Grey
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4.5.1 Booking Desk using Maps View
To book a desk using Maps View 1. Set the date, start time, and end time of the booking in the Date, From, and To fields
respectively. Select amenities if needed. If you wish to find a specific desk, you may also enter the Desk Name. Click [Find Desk]. Available desks with the selected amenities and/or matching desk name will be displayed. Select one more bookable desk(s) (indicated in GREEN).
Bookable Desks
2. The selected desk(s) are indicated in BLUE. The selected desk and the booking date and time are displayed under List of bookings. Click [Next].
Desk Selected
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3. The following booking related attributes are displayed. Change the attributes as required
Time Set the desk booking start time and end time by clicking on the Set Time. To change the start time / end time, drag the edge of the time slot on the calendar window as shown above. The date of the booking can also be changed by clicking the time slot and dragging it to another day on the calendar window. A greyed-out slot will indicate that the desk is already booked at that time slot.
Reminder Outlook notification reminder before the booking starts. By default, it will follow the reminder time settings under PDM Console > Configure > Policy.
Recurrence
Set the booking
recurrence pattern (None/Daily/
Weekly/Monthly/Yearly). Refer to
Error! Reference source not
found. for more details about the
recurrence patterns. Upon selecting
the preferred recurrent pattern,
click [Save].
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Frequency None Daily Weekly
Monthly
Yearly
Variant –
–
–
Day X of every Y month(s)
Nth day of the week of every X month(s) On specific day of the month every X year(s) Nth day of the week of a specific month every X year(s)
Description
Meeting will be booked on the specified date.
Meeting will be booked every X day, starting from the start date. Meetings will be booked every X week, on the selected days of the week. At least 1 day must be selected. Meetings will be booked on the specified day every Y month. Occurrences where the date is invalid (e.g. 31 February) will be skipped. Meetings will be booked for the nth occurrence of the specified day of the week every X month Only 1 day of the week can be selected. Meetings will be booked on the specified day every X year. Occurrences where the date is invalid (e.g. 29 February 2001) will be skipped.
Meetings will be booked for the nth occurrence of the specified day of the week and month every X year. Only 1 day of the week and month can be selected.
End options:
Option End on End after X occurrences
Description Bookings will be made until the specific date. There must be at least 1 booking before or on the specified date. A total of X bookings will be made.
Table 2 Recurrence Patterns
Assignee
If
desk(s) is booked
on behalf of another
user, click on the
Assignee field, and
enter
his/her
Username/Email ID.
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Note To add a note to the booking, click on the booking slot in the calendar window and type as required.
4. Click [Add More] if you wish to add more desks or click to remove a desk booking.
5. Upon adding/updating the booking related attributes, click [Book]. A message is displayed to indicate whether booking is successful or not. An email will be sent to the booking recipient(s) notifying that the desk booking(s) is complete.
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4.5.2 Booking Desk using List View
To book desk using List View 1. By default, the desk booking interface opens in Maps View. Change to List View by clicking the
link.
2. A list of desks available in the selected location is displayed. Timeslots of inactive desks will be greyed out. Set the date, start time, and end time of the booking in the Date, From, and To fields respectively. Select amenities if needed and click [Find Desk]. The timeslot is adjusted accordingly and a list of available desks that have the specified amenities is displayed. Tap on + to add desk(s) for booking. The selected desk(s) along with the preferred date and time are displayed under List of Bookings.
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Document Reference No.: BRTSYS_000119 Clearance No.: BRTSYS#080 3. The booking related attributes are displayed. You may change the attributes, as required. Refer
to Booking Desk using Maps View for the details pertaining to setting booking attributes. Click on [Add More] if you wish to add more desks or click to remove a booking. Upon adding/updating the booking related attributes, click on [Book].
A message is displayed to indicate whether a booking is successful or not. An email will be sent to the booking recipient(s) if booking is successful.
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4.5.3 Other Booking Functions
4.5.3.1 View and Edit Booking
To edit the booking details
1. From the top bar menu, click PDM > My Bookings.
2. The booking summary is displayed in the calendar window. You will be only able to edit the
booking that are in
status (time slot indicated in blue color). Double click on the
booking.
3. The booking details are displayed. Click [Edit]. Edit the booking details as required and click [Save] to update the changes, if any. A message is displayed to indicate whether the update was successful or not. An email will be sent to the booking recipient(s) notifying them of the changes.
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4.5.3.2 Cancel Booking
To cancel a booking
1. From the top bar menu, click PDM > My Bookings.
2. The booking summary is displayed in the calendar window. Right click and select
or
double click on a booking. The booking details are displayed.
3. The booking details are displayed. Click [Cancel]. A confirmation message is displayed. Click [Yes] to cancel the booking or [No] to retain the booking. Upon selecting [Yes], a message is displayed to indicate whether the booking cancellation was successful or not. An email will be sent to the booking recipient(s) to notify them of the cancellation.
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4.5.3.3 Extend Booking
To extend a booking
1. From the My Booking interface, right click on the booking that is –
in red color) and select
or double click on the booking that is
the booking details window.
(timeslot indicated
–
to view
RIGHT CLICK MENU
Mouse Right Click to Access this menu
Mouse Double Click to access
2. Select the time to extend the booking. Click [Extend]. A message is displayed to indicate whether or not the booking was successfully extended.” An email will be sent to the booking recipient(s) to notify them of the extension.
3. The booking timeslot is updated accordingly in the calendar window.
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4.5.3.4 End Booking
To end a booking
1. From My Booking interface, right click on the booking that is –
red color) and select
or double click on the booking that is –
details window.
(timeslot indicated in to view the book
RIGHT CLICK
Mouse Right Click to Access this
Mouse Double Click to access
2. Click [End]. A confirmation message is displayed. Click [Yes] to end the booking or [No] to discard the operation. Upon selecting [Yes], a message is displayed to indicate whether the booking was ended successfully or not. An email will be sent to the booking recipient(s) to notify them that the booking has ended.
3. The booking timeslot is updated accordingly in the calendar window (timeslot indicated in grey color).
4. To do a re-booking, right click on the booking summary and select the booking procedure as provided under the section Desk Booking.
. Go through
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4.5.4 My Bookings
The My Bookings interface displays the list of desks booked by the user. To view the list of bookings, 1. From the top bar menu, click PDM > My Bookings.
2. The bookings, if any, are displayed in the calendar view. Double-click on the booking to view the details of the booking. Blue Booked, Orange – Pending Claim, Red – In Progress, Grey Ended.
DESK BOOKED PENDING
BOOKED DESK
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4.5.5 Feedback
The Feedback interface allows users to send feedback about PanL Desk Manager (PDM) solution to the admin user. To send feedback
1. From the top bar menu, click PDM > Feedback.
2. The Feedback interface is displayed with a set of pre-defined feedback options (preset in the PDM console under Feedback Management by the admin). Click and choose any of the options. If the option Other is chosen, the user may type in customized feedback. Upon providing the feedback, click [Send]. A message is displayed to indicate whether the message was sent successfully or not.
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4.5.6 About
The About interface displays the Outlook Add-in version, product developer, and the organization admin contact details. 1. From the top bar menu, click PDM > About.
2. The About interface displays the PDM Outlook Add in Version, as well as the organization admin contact details. It also displays the links for accessing the Software License, Open-Source Licenses and Privacy Policy information.
Refer to the section 4.9.3. Policy Settings in BRTSYS_AN_046_PDM User Guide – 3. PDM Management Console and Desk Viewer at https://brtsys.com/resources/ (Under PanL Desk Manager> Application Notes/Installation Guides/User Guides) for adding the product information.
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5. Appendix
5.1 Glossary of Terms, Acronyms & Abbreviations
Term or Acronym IP OIDC PDM URL
Definition or Meaning The Internet Protocol (IP) is the network layer communications protocol in the Internet protocol suite for relaying datagrams across network boundaries. OpenID Connect is an identity authentication protocol that is an extension of open authorization (OAuth) 2.0 to standardize the process for authenticating and authorizing users when they sign in to access digital services. PanL Desk Manager is a desk booking system that addresses the desk resource allocation problems by enabling organizations to automatically manage hotdesks. A Uniform Resource Locator, colloquially known as an address on the Web, is a reference to a resource that specifies its location on a computer network and a mechanism for retrieving it.
5.2 List of Figures
NA
5.3 List of Tables
Table 1 – Desk Status …………………………………………………………………………………………. 9 Table 2 Recurrence Patterns …………………………………………………………………………… 12
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Revision History
Document Title
:
Document Reference No.:
Clearance No.
:
Product Page
:
Document Feedback :
BRTSYS_AN_048 PDM User Guide – Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000119 Clearance No.: BRTSYS#080
BRTSYS_AN_048 PDM User Guide – Outlook Add-In BRTSYS_000119 BRTSYS#080 https://brtsys.com/pdm/ Send Feedback
Revision Version 1.0 Version 2.0
Changes
Initial release for PanL Desk Manager (PDM) V2.6.0 Updated release for PanL Desk Manager (PDM) V3.1.0 Outlook Add In Version 3.7.0 (3.5.0)
Date 28-07-2023 20-05-2024
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Documents / Resources
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BRT System PD35L Desk Manager [pdf] User Guide PD35L, PD35L Desk Manager, PD35L, Desk Manager, Manager |