Exchange Web Services Module

The Exchange Web Services Module integrates the platform with Microsoft Exchange Servers (ex: Office 365 Exchange) in the form of pre-built steps that search and send emails, manage calendar events and contacts, and set availability with out-of-office replies.

Setting up Exchange Connection Properties

All Exchange Module steps use an ExchangeServerDefinition input with the following properties. This is used to identify the exchange server used for the connection. 

Exchange Web Services Steps

Exchange Web Services steps can be located in the Toolbox under Integration > Exchange Web Services. 

Search Emails

The Search Emails step takes in a string input and searches emails on the Exchange Server for that string.

Fetch Exchange Emails

The Fetch Exchange Email step fetches all emails with the full email information including the body and any attachments that match the string from the Search Emails step. 

To prevent requesting large duplicate attachments, avoid using this step repeatedly with the same Email ID.

Send Exchange Email

The Send Exchange Email step sends an email to a recipient with a subject, body, and attachments. The From address will be populated using the User Email Address field found under the Exchange Server input.

Send Exchange Reply

Send Exchange Reply sends a reply to an email.

Forward Exchange Email

The Forward Exchange Email step forwards an email to designated recipients.

Get User Availability

The Get User Availability step returns True if the requested user has no appointments during the given time period and False if they have at least one calendar event during that period. 

Get Out Of Office State

Returns information about any automatic replies a given user has set up.

Set Out Of Office State

Sets the Out Of Office properties for a given user on Exchange.

Search Exchange Calendar

The Search Exchange Calendar step searches for calendar events with the specified start and end dates/times and retrieves all data about the calendar event or appointment.

Create Exchange Calendar Item

The Create Exchange Calendar Item step allows users to create and send calendar invites.

Update Exchange Calendar Item

The Update Exchange Calendar Item step allows users to update a calendar event item. 

Delete Exchange Calendar Item

The Delete Exchange Calendar Item allows users to delete calendar event items.

The Search Exchange Contacts step retrieves all contact data that matches the search string specified. 

Create Exchange Contact

The Create Exchange Contact step allows users to create contacts on the Microsoft Exchange Server.

Update Exchange Contact

The Update Exchange Contact step allows users to update contact information on the Microsoft Server. 

Delete Exchange Contact

The Delete Exchange Contact step allows users to delete a specific contact on the Microsoft Exchange Server. 

Subscribing to Exchange Events

Some users who want to find out whether a new Exchange email or calendar appointment has been created write a scheduled job that calls Search Emails periodically and looks for emails added since that previous run of the job. This involves making calls to Microsoft Exchange even when no new items are there to be found, which can increase network traffic. 

A better practice is to create Exchange Event Handlers to subscribe to folders like Inbox and Calendar, and Exchange Event Flows that are run when the Exchange server notifies Decisions that something has happened in that folder. The Microsoft Exchange module allows a user to create multiple handlers and Flows to handle these events. Each handler subscribes to Exchange server events when created and is automatically re-subscribed at Decisions Services Manager startup time.

The Exchange module adds a special system folder at System > Jobs and Events > Exchange Event Handlers:

Create Exchange Event Handler

The Create Exchange Event Handler defines the events to be subscribed to, the Exchange server, and credentials to use to connect.

The Name and Description properties are for identifying handlers. The User Email Address, Password, OAuth Token, Exchange Server Version, and Exchange Server URL properties have the same function as in the Exchange Server Definition used in the Exchange module’s steps.

Exchange Event Handler Flows

The Create Exchange Event Handler Flow action creates a Flow in the Exchange Event Handlers folder with the correct Flow behavior. Four inputs are generated when the Exchange server notifies Decisions that an event has occurred. The Exchange server subscription mechanism does not include IDs of new or modified items as part of its event notifications.  The Flow must be designed to implement a method that responds to these notifications and request further information about the event. Below is an overview of each input: