BRTSys PANL Room Manager Instruction Manual

Instruction Manual for BRTSys models including: PANL Room Manager, PANL, Room Manager, Manager

PRM User Guide - 5. Outlook Add-In

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BRTSYS AN 041 PRM-User-Guide-–-5.-Outlook-Add-In

3.1.1

Part 5 - Outlook Add-In
(Ver.2.6.0-3.2.0)

Document Version: 2.0 Issue Date: 04-07-2024

BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073
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..................................................................................................... 6 4.3 Login to PRM.......................................................................................................................... 8 4.4 Booking Meeting Room......................................................................................................... 9 4.5 Dashboard............................................................................................................................ 13 4.6 Notifications......................................................................................................................... 14 4.7 About .................................................................................................................................... 15 4.8 Tutorial ................................................................................................................................. 16
5. Appendix ............................................................................................................... 17
5.1 Glossary of Terms, Acronyms & Abbreviations ............................................................... 17 5.2 List of Figures...................................................................................................................... 17 5.3 List of Tables ....................................................................................................................... 17
Revision History .......................................................................................................... 18

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073
1. About This Guide
This guide explains the usage of PRM Outlook Add-Ins. The screenshots used are for illustration purpose only.
2. Intended Audience
The intended audience will be 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_037_PRM User Guide - 1. Introduction
BRTSYS_AN_038_PRM User Guide - 2. Installation and Configuration BRTSYS_AN_039_PRM User Guide - 3. PRM Management Console BRTSYS_AN_040_PRM User Guide - 4. PRM and PanLHub Supervisor Console BRTSYS_AN_042_PRM User Guide - 6. PanL PD100 Touch Display

Document Type
Application Note / User Guide

Format PDF

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073
4. Getting Started with Outlook Add-In
4.1 Installing Outlook Add-In
The PRM Outlook Add-In provides an alternative option for users to view and book room(s) from the calendar aside from the PanL display or through Outlook Web Access. Users can also view room info and include catering or equipment ordering when sending meeting requests. 1. Extract or unzip the PRM- Add-In package file provided and execute the .exe file. Ensure that
.net framework v4.7.2 or newer is preinstalled. The installer can be found in the DotNetFX472 folder. Click setup.
For Outlook Add-In Update: To install a new updated version if previous Outlook add-in version is already installed, uninstall it from installed programs under Control Panel and follow the same steps to install a new Outlook Add-In version. 2. If the updated Outlook Add-In version is already installed, then an appropriate message is displayed. Click [Close].
If the Outlook Add-In is installed for the first time, the Microsoft Office Customization Installer window is displayed, click [Install].

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073 3. Upon successful installation, an appropriate message indicating the same is displayed. Close the
message window and restart Microsoft Outlook for the add-in to take effect.
4. To verify if Add-In is successfully installed, click File Options. The Outlook Options window is displayed. Click on Add-Ins tab and verify whether PanL Room Manager is displayed as part of the Active Application Add-Ins.

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073
4.2 Configure Outlook Add-In
Upon installing the Add-In and restarting Outlook, the PRM Add-In functions should appear as part of the ribbon menu. To configure the Add-In Settings 1. From the outlook ribbon, click PRM New Meeting to view the PRM Add-In Meeting interface.
2. Go to Settings.
3. The Settings interface is displayed with the PRM Server details (if available).

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073 4. To select a different PRM Server, click on the dropdown control.
If the PRM Server details are not available as part of the dropdown list, then click on [Refresh] to discover the PRM Server in the network. Once it is discovered, select the required PRM Server from the dropdown list. If the PRM Server still could not be discovered, enter the PRM Server URL manually and click [Verify] to verify the connection. Upon successful verification, an appropriate message indicating the same is displayed.
Select the SSL Validation checkbox to enable validation of the server certificate by the clients. By default, the checkbox is unchecked indicating that the validation is disabled. 5. Click [Apply] to save the changes (if any).

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073
4.3 Login to PRM
To login to PRM 1. From the PRM ribbon, click Login.
2. The PanL Room Manager login interface is displayed. To switch to a different PRM Server, click on the hyperlink or [Change] to access the settings interface. Alternatively, upon selecting a different PRM Server (if any) and clicking [Change] will also switch back to the settings page.

3. Click [Sign in with Microsoft] to login with the Microsoft account. Pick an existing account. Alternately, click Use another account to select another account.

Upon successful login, the Meeting Room booking interface is displayed.

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
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4.4 Booking Meeting Room
To schedule a meeting and add rooms/equipment/catering items 1. From the PRM ribbon, click Meeting.
2. The Book Meeting Items interface is displayed.
3. Add Meeting Room (s) / Equipment / Catering Item (s) to the meeting appointment using the steps given below To add room(s), a. To select room(s), click on the checkbox available next to the room name.

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073 b. The meeting room information will be displayed.
c. The newly added room is displayed as part of the meeting appointment window.

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073 To add equipment(s), d. Click on Equipment tab. A list of equipment (if any) is displayed. The search box can be
used to search for the desired equipment. Click on the checkbox and select the required equipment.
e. Click on [Equipment Schedule] to view the equipment calendar and check for the availability.

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073 To add Catering Items, f. Click on Catering tab. A list of catering items (if any) is displayed. The search box can be
used to search for the desired catering item. Click the checkbox and select the required catering item. Select the required quantity.
4. Upon adding the required room(s) / equipment(s) / catering item(s) to the meeting invitation, select the Meeting Start Time / End Time; enter the Meeting Subject / Meeting Agenda and click [Send]. An email notification will be sent to the list of participants/attendees.

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073
4.5 Dashboard
The PRM dashboard displays insightful statistical information on a weekly, monthly, or yearly basis specific to the login user. To view the dashboard,
1. From the PRM ribbon, click Dashboard.
2. The User Dashboard interface is displayed. This interface provides the meeting statistics Booking details, if any, on a daily/weekly/monthly basis and a pictorial representation of the statistical data. It also displays the Quota Consumption (Room Quota / Equipment Quota).

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
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4.6 Notifications
To view the notification updates related to meeting room, equipment, and catering items, 1. From the PRM ribbon, click Notifications.
2. The list of notifications, if any, are displayed in the table.

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4.7 About
To view about the PRM Outlook Add-Ins version 1. From the PRM ribbon, click About.
2. The product related information such as Version Number, Privacy Policy, Software License, Open-
Source Licenses, and copyright are displayed. Click on the respective links to view the details.

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
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4.8 Tutorial
To quickly get started with the PRM Add-In 1. From the PRM ribbon, click Tutorial.
2. The Tutorial interface is displayed. Click [Next] to navigate through the tutorial steps or click [Close] to close the tutorial.

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5. Appendix

5.1 Glossary of Terms, Acronyms & Abbreviations

Term or Acronym PRM SSL URL

Definition or Meaning The PanL Room Manager is designed to support from large to small organizations to automatically handle meeting room booking issues such as room booking conflicts, ghost bookings, under-utilized rooms, etc.
Secure Sockets Layer is an encryption-based Internet security protocol.
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

5.3 List of Tables

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Revision History

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BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In Version 2.0
Document Reference No.: BRTSYS_000112 Clearance No.: BRTSYS#073
BRTSYS_AN_041 PRM User Guide - 5. Outlook Add-In BRTSYS_000112 BRTSYS#073 https://brtsys.com/prm/ Send Feedback

Revision Version 1.0 Version 2.0

Changes
Initial release for PanL Room Manager (PRM) V2.5.0 Updated release for PanL Room Manager (PRM) V3.1.1 (Outlook Add-Ins 2.6.0-3.2.0)

Date 14-08-2023 04-07-2024

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