Resource (meeting) room delegate getting appointment in calendar although delegate user is not included as guest of meeting

Ante Kotarac 40

This is the project setup: We have customers exchange online having connected in email rerouting setup.

Our smtp server is connected to customers exchange online via outbound/inbound connectors.

Following issue appears when using appointments in this rerouting setup with resource rooms which have to be approved by a delegate. A delegate who approves the request for a resource room will also be invited as an attendee when the appointment is re-routed, but this should not be the case. This is not happening when we do not use routing connectors.

If anybody can help us fixing this it would be amazing.

Thank You in advance.

Ante

Xintao Qiao-MSFT 715 Reputation points Microsoft Vendor

2024-05-30T09:40:53.93+00:00

Hi,

Based on your question, I understand that you mistakenly invite the delegate to the appointment when the appointment is re-routed.

You will be able to provide more information for troubleshooting.

1.What exactly do you mean by ‘ We have customers exchange online having connected in email rerouting setup’?

2.From your description it looks like you want SMTP relay. In what environment do you configure the connector? Whether all user mailboxes are in Exchange Online?

3.If you're referring to configuring the connector to use SMTP relay, how do you configure the connector?

If you have a different understanding, please correct me.
Ante Kotarac 40 Reputation points

2024-05-31T07:22:11.7233333+00:00
Hi,

thank you for responding.

Yes, it seems that just setting up relaying/routing causes that appointment to appear when routing is not setup there is no problem.

Let me try to give you more details:

We provide email processing after email is sent, exchange online user sends email, that email is routed to our smtp server, where it is processed and then it is returned back to exchange online. This is achieved via EAC > Email Flow > Connectors. Outbound connectors is setup for us to get emails and inbound connector for us to return back email.

It is not simple relay, cause we return back email to exchange after processing it. All users are not there, we use EAC > Email Flow > Rules, to define what users should be included and excluded from this.

Outbound connector is configured to target our smtp server (we host this under azure), it is defined under **Routing > "**Route email messages through these smart hosts: "‎

Any help with this one is appreciated.

Thank you in advance.

Best Regards, Ante
Xintao Qiao-MSFT 715 Reputation points Microsoft Vendor

2024-06-04T09:34:26.11+00:00

Hi, Ante Kotarac

From your description, I would like to confirm that the transmission of the mail is the same as I understand it.

When a meeting is scheduled after a user in Exchange Online has created a mailbox, the request is sent to the moderator, and after the request is approved, an email is sent to the SMTP server.

Have you configured moderator as follows Configure moderated recipients in Exchange Online | Microsoft Learn ?

In addition, I would like to confirm the difference between the email header of an email when the routing is set and when the routing is not set after passing through the SMTP server.
Ante Kotarac 40 Reputation points

2024-06-05T14:32:12.5633333+00:00

Hi @Xintao Qiao-MSFT ,

Thank you for the quick response.

When a meeting is scheduled location is selected, location is Resource - Room‎ Mailbox (created over EAC > Home > Resources - Add Room‎ Resource),

setting is such that approval is not done by meeting creator but delegate ( defined through EAC > Resources > Edit Room‎ Mailbox > Booking > Manage delegate settings).

This delegate is responsible for approval of any meeting using this Resource Room‎ Mailbox.

Thank you for your assistance.

Best regards,

Ante
Xintao Qiao-MSFT 715 Reputation points Microsoft Vendor

2024-06-07T09:28:11.3966667+00:00

Hi, Ante Kotarac

According to my testing, after being approved by delegate, delegate will not be added to the list of meeting attendees. So, the problem may arise after the mail goes through the SMTP server, and as I said above, could you provide the email header of an email when the routing is set and when the routing is not set after passing through the SMTP server?
Xintao Qiao-MSFT 715 Reputation points Microsoft Vendor

2024-06-12T10:01:59.3333333+00:00

Just circling back to check to see how things are going on with this thread. Should you need more help on this, you can feel free to post back.
Ante Kotarac 40 Reputation points

2024-06-13T08:43:31.9+00:00

No, this is not resolved, we put this on hold, cause we have other more urgent issues at the moment.

Ante Kotarac 40

This is how header looks like with routing setup (some real addresses are replaced by xxxx):

Received: from PAWPR08MB9968.eurprd08.prod.outlook.com (2603:10a6:102:35b::14)
 by AM9PR08MB6952.eurprd08.prod.outlook.com with HTTPS; Wed, 22 May 2024
 14:02:59 +0000
Received: from DU7PR01CA0048.eurprd01.prod.exchangelabs.com
 (2603:10a6:10:50e::17) by PAWPR08MB9968.eurprd08.prod.outlook.com
 (2603:10a6:102:35b::14) with Microsoft SMTP Server (version=TLS1_2,
 cipher=TLS_ECDHE_RSA_WITH_AES_256_GCM_SHA384) id 15.20.7587.35; Wed, 22 May
 2024 14:02:58 +0000
Received: from DU2PEPF0001E9C4.eurprd03.prod.outlook.com
 (2603:10a6:10:50e:cafe::84) by DU7PR01CA0048.outlook.office365.com
 (2603:10a6:10:50e::17) with Microsoft SMTP Server (version=TLS1_2,
 cipher=TLS_ECDHE_RSA_WITH_AES_256_GCM_SHA384) id 15.20.7587.36 via Frontend
 Transport; Wed, 22 May 2024 14:02:58 +0000
Authentication-Results: spf=pass (sender IP is 13.95.230.74)
 smtp.mailfrom=xxxx.com; dkim=none (message not signed)
 header.d=none;dmarc=bestguesspass action=none
 header.from=xxxx.com;
Received-SPF: Pass (protection.outlook.com: domain of
 xxxx.com designates 13.95.230.74 as permitted sender)
 receiver=protection.outlook.com; client-ip=13.95.230.74;
 helo=emailsignaturemarketing-com01c1i.mail.protection.outlook.com; pr=C
Received: from emailsignaturemarketing-com01c1i.mail.protection.outlook.com
 (13.95.230.74) by DU2PEPF0001E9C4.mail.protection.outlook.com (10.167.8.73)
 with Microsoft SMTP Server (version=TLS1_2,
 cipher=TLS_ECDHE_RSA_WITH_AES_256_GCM_SHA384) id 15.20.7611.14 via Frontend
 Transport; Wed, 22 May 2024 14:02:58 +0000
Content-Type: multipart/alternative;
 boundary="--_NmP-776be11ae86f72ae-Part_1"
Received: from GVXPR08MB8210.eurprd08.prod.outlook.com (2603:10a6:150::17)
 by  AM8PR08MB6626.eurprd08.prod.outlook.com (2603:10a6:20b:367::10) with
  Microsoft SMTP Server (version=TLS1_2,
  cipher=TLS_ECDHE_RSA_WITH_AES_256_GCM_SHA384) id 15.20.7587.36; Wed, 22
 May  2024 14:02:54 +0000
Received: from GVXPR08MB8210.eurprd08.prod.outlook.com
  ([fe80::fbd0:e271:e0c1:c31e]) by GVXPR08MB8210.eurprd08.prod.outlook.com
  ([fe80::fbd0:e271:e0c1:c31e%5]) with mapi id 15.20.7611.016; Wed, 22 May
 2024  14:02:53 +0000
From: xxxx xxxx <xxxx.xxx@xxxx.com>
To: xxxx la addin <xxxx.al.addin@xxxx.com>
Thread-Topic: W R
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X-Ms-Exchange-Transport-Crosstenantheadersstamped: AM8PR08MB6626
In-Reply-To:
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References:
 <DB4PR08MB933687F6C59EDE72EF59E65788EB2@DB4PR08MB9336.eurprd08.prod.outlook.com>
Subject: FW: W R
Date: Wed, 22 May 2024 14:02:53 +0000
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X-MS-Exchange-CrossTenant-OriginalAttributedTenantConnectingIp: TenantId=2b6088bd-6ef1-47f7-9580-492519bd93ef;Ip=[13.95.230.74];Helo=[xxxxxxxxxx-com01c1i.mail.protection.outlook.com]
X-MS-Exchange-CrossTenant-AuthAs: Internal
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X-MS-Exchange-CrossTenant-FromEntityHeader: HybridOnPrem
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	ucf:0;jmr:0;auth:0;dest:I;ENG:(910001)(944506478)(944626604)(920097)(425001)(930097)(140003);
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MIME-Version: 1.0

Ante Kotarac 40

N0 routing header example:

Received: from PAVPR08MB9282.eurprd08.prod.outlook.com (2603:10a6:102:305::9)
 by AM9PR08MB6952.eurprd08.prod.outlook.com with HTTPS; Wed, 22 May 2024
 14:01:33 +0000
Received: from GVXPR08MB8210.eurprd08.prod.outlook.com (2603:10a6:150::17) by
 PAVPR08MB9282.eurprd08.prod.outlook.com (2603:10a6:102:305::9) with Microsoft
 SMTP Server (version=TLS1_2, cipher=TLS_ECDHE_RSA_WITH_AES_256_GCM_SHA384) id
 15.20.7611.20; Wed, 22 May 2024 14:01:20 +0000
Received: from GVXPR08MB8210.eurprd08.prod.outlook.com
 ([fe80::fbd0:e271:e0c1:c31e]) by GVXPR08MB8210.eurprd08.prod.outlook.com
 ([fe80::fbd0:e271:e0c1:c31e%5]) with mapi id 15.20.7611.016; Wed, 22 May 2024
 14:01:20 +0000
From: =?iso-8859-1?Q?Andreas_Schr=F6der?=
	<test1@xxxx.com.com>
To: xxxx la addin <xxxx.al.addin@xxxx.com.com>
Subject: FW: No-R
Thread-Topic: No-R
Thread-Index: AQHarFCFYGM7xKeGQiO7ju2JU8v8WQ==
Date: Wed, 22 May 2024 14:01:20 +0000
Message-ID:
	<GVXPR08MB82100DB117041CAABFB827B698EB2@GVXPR08MB8210.eurprd08.prod.outlook.com>
References:
	<DU0PR08MB76927BCDDC2E2611D87377D9FEEB2@DU0PR08MB7692.eurprd08.prod.outlook.com>
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Resource (meeting) room delegate getting appointment in calendar although delegate user is not included as guest of meeting