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The Users tab allows monitoring of Exchange account access for all staff members in Coconut Calendar. An Administrator in Coconut Software is able to view delegate permission status, as well as errors encountered when checking permissions.
When you first visit the Users tab, there are two main areas:
- Quick Filters, which allow you to filter table results based on user permission status;
- The User Table, which allows you to view details regarding individual events that have synced/attempted to sync with Exchange.
Above the Quick Filters, you will also see how long it has been since permission statuses were last checked, as well as an option to Refresh All statuses, and Refresh Failed statuses (if any are present).
Using Quick Filters makes it easy to view the data you want, especially when diagnosing errors and warnings. The more filters you apply, the more narrowly segmented the data is returned. The only Quick Filters available for the Users tab at this time are Status Filters.
Status Filters offer you an at-a-glance count of the number of users that fall under each category of permission status:
- Syncing: Users in this category have the correct permissions set up between Coconut and Exchange, and events will sync on their calendars.
- Warnings: Users in this category are missing key data (either in Coconut or Exchange), and as such events will not sync between their calendars.
- Errors: Users in this category do not have the correct permissions enabled for the Service Account, or encountered another error when retrieving permissions. Events are not likely to sync between their calendars.
When a specific Status Quick Filter is applied, its background will change colour to indicate your choice - simply click the filter you wish to apply. Only a single Status Quick Filter may be applied at a time.
Counts indicated on the filters will change based on any filters currently selected, including other Status Filters.
The User Table displays all active users that exist in Coconut, and their current permission status. Users are grouped by the status returned from the Service Account permission checks, and then listed alphabetically (by last name) within each of the status categories.
Categories are displayed in the following order:
If a user is not part of the Syncing category, a View button will appear. Clicking this will open a drawer displaying more information about their permissions status.
The syncing details drawer will display the Warning or Error received from Exchange, as well as our determined cause of the issue.
From here, you may also click the Help link to access the Sync Statuses document in our Help Centre. To attempt to re-fetch the user’s permissions (if steps have been taken to resolve the issue), click the Refresh link.
Filtering the User Table
On the far right of the User Table is the Filters button. Clicking this opens up new options to filter results in the User Table.
The User filter allows results to filter based on the staff the event belongs to. Any user available to your Coconut instance, both active and archived, will appear when searched.
The Status filter allows results to filter based on the current permission status category users may fall into. This filter is also applied when clicking on the Status cards above the Event Table; however, multiple statuses may be selected from this view.
You can see the number of filters applied to the Event Table as an indicator on the Filters button.
If a staff member is being reported with this status, it means that the Service Account being used for the integration is unable to access and/or manage the Exchange information with the proper set of permissions. Only users that take appointments in Coconut Calendar will have this state, and syncing events between Coconut Calendar and Exchange will not work.
Received ErrorAccessDenied code from Exchange. According to Microsoft Exchange documentation, this error occurs when the calling account does not have the rights to perform the requested action. In this case, the service account is requesting to check the Exchange account users permissions.
The most common reason for this error is Access Control Entries (ACE) containing unresolved names for the user accounts in the Access Control List (ACL), often showing up as "email@example.com" or blank instead of "User Name". Removing or editing such corrupted entries will solve the issue.
Cannot Retrieve Permissions
Received ErrorBatchProcessingStopped code. If an Access Denied error is encountered for another user while processing a batch of users for permission checks, Exchange will stop processing the remaining users in the batch assuming they will also have similar errors. This means we are unable to find the current permissions state. If there are reports of Access Denied, these will need to be resolved before the user permissions can be retrieved consistently.
Could Not Access Calendar
Received ErrorFolderNotFound code from Exchange. According to Microsoft Exchange documentation, this error indicates that the folder ID that was specified does not correspond to a valid folder, or that the delegate does not have permission to access the folder. In this case, the folder is referring to the calendar folder. It is likely the Service Account does not have access to calendar for the Exchange user.
Does not have an Exchange account
If there is no email set in Coconut Calendar, the staff member will be reported in this status. Alternatively, if there is an email, and the permission check received ErrorNonExistentMailbox code from Exchange. According to Exchange documentation, this error occurs when the email address is empty in CreateManagedFolder, or the email address does not refer to a valid account.
Does not have a Coconut Calendar schedule
If a staff member is being reported with this status, it means they are not set up to take appointments in Coconut Calendar (no services assigned). Coconut Calendar is unable to sync Exchange events for staff members that do not have a schedule in Coconut Calendar.
If a staff member is being reported with this status, it means that the Service Account being used for the integration is able to access and/or manage the Exchange information for this user, and the permission check returned with no errors. Only users that take appointments in Coconut Calendar will have this state. Syncing events between Coconut Calendar and Exchange should be working for staff members in this state.
Refreshing Permission Checks
The results on the User Accounts page are stored for 4 hours. This is to limit the amount of requests that are being made to the Exchange server. There may be a need to get new results for staff member permission checks. There are 2 options available.
The “Refresh Failed” action is available if there are staff members that are being reported with errors from the permission check. This will request a permission check for only the staff members that have errors.
The “Refresh All” action is available at all times. This will request a permission check for all staff members in Coconut Calendar.