WXP Collaboration Workspace Insights Deployment Guide for Exchange/O365

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  • Published on Feb 4, 2026
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Introduction

Workspace Insights feature of HP WXP Collaboration is natively designed to integrate with Microsoft Exchange (Exchange 2013 and later, including Microsoft Office 365)

This article provides a detailed deployment guide and walks you through the requirements and provides instructions to setup room scheduling data, room resources and establish room to endpoint mapping.

Workspace Insights integration uses three primary components to enable Space Insights features and analytics. It also supports optional room metadata attributes, which customers can provide in CSV format to include additional details, such as maximum room capacity, location, and structured tags.

  • Rooms List (Room Resources) are sourced from one of the following:

    • Exchange / O365 room distribution lists

    • Customer-provided CSV file

  • Mapping of Endpoint data to the rooms list can be done using one of the following ways:

    • Manual mapping using the WXP Collaboration Web UI

    • Bulk mapping using customer-provided CSV files

  • Room Scheduling Data is sourced from one of the following:

    • Exchange / O365 via EWS service account

    • Automated customer-provided CSV files (contact WXP support for details)

Note: For environments where data for scheduled meeting data is provided via automated CSV export, create support case for detailed information to get started.

Prerequisites

You must have the following:

  • Advanced Analytics (Cloud) subscription

  • Workspace Insights (Cloud) subscription

Process Flow

The diagram below outlines the process that is used to determine the appropriate installation and configuration requirements depending on individual customer requirements for Space (Workspace) Insights.

Office 365 Configuration for Workspace Insights

The following article describes how to configure your O365 instance to integrate with WXP Collaboration - Microsoft O365 Configuration.

Exchange Configuration for Workspace Insights

The following article describes how to configure your Exchange server to integrate with WXP Collaboration - Microsoft Exchange Configuration for Workspace Insights. 

Google Calendar Configuration for Workspace Insights

The following articles describes how to configure your Google Calendar integration in WXP Collaboration - How to add a Google Calendar in Vyopta for Workspace Insights.

Room-to-Endpoint Mapping for Workspace Insights

To correctly view Space Insights, map Exchange/O365 rooms to video endpoints. This can be accomplished in two ways:

  1. Manually mapping Rooms to Endpoints in the Web UI

    Or

  2. Bulk import using a CSV file, which is placed in the upload folder on the data collector server.

The table below lists the pros and cons of these two methods.

Mapping Method

Pros

Cons

Web UI

Fast, easy to use for getting started right away.

Does not scale with a large number of Room/Endpoints

CSV Import

Scales easily to very large number of endpoints.

May take extra time to develop and execute a script to output CSV file in required format

Using WXP Collaboration Workspace Insights Web UI to Manually Map Rooms to Endpoint

  1. Log in to HP WXP Collaboration as Administrator.

  2. Navigate to Space Insights.

  3. From the left menu, Click Settings. The Settings page is displayed.

  4. On the Settings page, click Rooms tab. A list of existing room names are displayed,  sourced either from Exchange Distribution List or Room Resource List. 

  5. Click the Edit icon against a room and assign the appropriate endpoints.

  6. Repeat the steps for additional rooms.

Using CSV Import too Map Rooms to Endpoints

To get started, review the Appendix section of the document, which contains detailed information to update the CSV file template for uploading to WXP Collaboration for mapping Rooms to Endpoints.

To achieve mapping of endpoint to rooms, your CSV must contain the following attributes:

  • EndpointKey

  • EndpointKeyType

  • RoomKey (ExchangeResourceID)

In addition, it is recommended to include additional fields, such as location information, structured tags, etc., that  can be used to segment rooms and endpoints data and views in Tech Insights Analytics.

Note: Your Rooms to Endpoints mapping file must be in the CSV UTF-8 format and named as follows: Endpoint_Metadata_DATE_TIME.csv. For example, Endpoint_Metadata_20180601_1622.csv

Uploading CSV Files

Method 1: Upload via Custom Cloud :

  1. Log in to the WXP Collaboration Admin portal and click on Infrastructure to locate the CustomCloud.

  2. If it does not exist, click on New Infrastructure and pick the Custom File Cloud Download to create this entry in the Infrastructure list. Ensure it is Enabled.

  3. To upload the csv file, click on Edit or the name of the CustomCloud  uploader.

  4. Upload the file using the Upload CSV button or dropping it as instructed on the page.

  1. There will be a notification of successful processing of the file or an indication of any failures that took place.

Method 2 : Upload via Data collector

After creating the CSV import file for mapping Rooms to Endpoints, copy the file to the data collector upload folder by following these steps:

  1. Log in to the Windows server running the WXP Collaboration Data Collector using RDP.

  2. Navigate to the location of your 'CustomData\Upload' path location. That is, C:\Vyopta\CustomData\Upload.

  3. Copy the CSV file to the folder on the server. When the file is uploaded, it is removed from the folder.

    Note: Data becomes visible in the webUI the next day after overnight processing.

Workspace Dataset Supplemental Metadata (Required for Room Capacity Utilization)

The room metadata files are a CSV, comma separated, flat files that contains additional attributes to categorize rooms to support customer reporting needs if required.     

To get started, review the Appendix section, which contains detailed information to proceed in developing your CSV files for upload.  

Note: Your Rooms metadata files must be CSV UTF-8 and named as follows:        

Source File 1: Room_Metadata_DATE_TIME.csv (that is, csv)

Source File 2: csv (optional)

Upload your Rooms metadata CSV file(s)

Method 1: Upload via Custom Cloud :

  1. Log in to the WXP Collaboration Admin portal and click on Infrastructure to locate the CustomCloud.

  2. If it does not exist, click on New Infrastructure and pick the Custom File Cloud Download to create this entry in the Infrastructure list. Ensure it is Enabled.

  3. To upload the csv file, click on Edit or the name of the CustomCloud  uploader.

  4. Upload the file using the Upload CSV button or dropping it as instructed on the page.

  1. There will be a notification of successful processing of the file or an indication of any failures that took place.

Method 2 : Upload via Data collector

Once the CSV import files are ready for supplemental Rooms metadata, copy the files to the data collector upload folder by following the below steps:

  1. Log into to your Windows server running the WXP Collaboration Data Collector using RDP.

  2. Identify the location of your 'CustomData\Upload' path location. That is, C:\Vyopta\CustomData\Upload.

  3. Copy your csvfile into the 'CustomData\Upload' folder on the server. Once the file is uploaded, it will disappear from the folder (usually in just a few minutes).

Note: Data becomes visible in Advanced Analytics the next day after overnight processing.

Appendix

This section contains detailed CSV file format definitions for room resources, endpoint mapping, and supplemental metadata.

Room Resources Source File Data Definitions

  • Source File:  Room Resources File. The room resources file is a CSV, comma separated, flat file that contains the unique room identifier from Exchange/O365 ExchangeResourceID and the display name of the room.

  • File Name:  Resources.csv

  • File Location:  C:\Vyopta\CustomData

  • File Format:  CSV UTF-8

  • Formatting Note: Do not include column headers. The first column should be the RoomID and the second column is the associated Room Name.

Data Element

Format

Required?

Description / Example

RoomName

VARCHAR(1000)

Yes

Example: “Hall of Justice” or “New York Boardroom”

RoomKey

VARCHAR(255)

Yes

Primary Key (must be unique), ExchangeResourceID

Note: Columns must be ordered as per the order above.  

Rooms Endpoint Mapping Source File Data Definitions

  • Source File:  Endpoint Metadata File. The endpoint metadata file is a CSV, comma separated, flat file that contains additional attributes to categorize endpoints to support your reporting needs. For WXP Collaboration Workspace Insights, this file is used to map endpoints to rooms. You may optionally request an endpoint extract CSV file from support team by creating a support case.

  • Filename:  Endpoint_Metadata_DATE_TIME.csv

  • File Location:  C:\Vyopta\CustomData\Upload

  • File Format:  CSV UTF-8

Data Element

Format

Required?

Description / Example

EndpointKey

VARCHAR(255)

Yes

Primary Key (must be unique)

EndpointKeyType

VARCHAR(255)

Yes

“EMAIL” for email address (john.doe@company.com)

“URI” for endpoint URI (john.jabber@company.com)

“CUCM” for CUCM Device Name (SEP Device ID)

“SERIAL” for endpoint serial number

“TMS” for TMS ID

RoomKey

VARCHAR(255)

Yes

ExchangeResourceID

 

Note: Columns must be ordered as per the order above. 


Workspace Insights Supplemental Metadata Source File Data Definitions

  • Source File 1:  Room Metadata File. The Workspace Insights supplemental metadata file is a CSV, comma separated, flat file that contains additional attributes to categorize rooms to support customer reporting needs.

  • Filename:  Room_Metadata_DATE_TIME.csv

  • File Location:  C:\Vyopta\CustomData\Upload

  • File Format:  CSV UTF-8

Data Element

Format

Required?

Description / Example

RoomKey

VARCHAR(255)

Yes

Primary Key (must be unique), ExchangeResourceID

MaxRoomCapacity

INT

No

Example: 5

Address

VARCHAR(1000)

No

Example: “1965 Anderson Lane”

City

VARCHAR(255)

No

Example: “Austin”

Country

VARCHAR(255)

No

Example: “United States”

StructuredTag01

VARCHAR(255)

No

Example: “ABC-123-XYZ"

StructuredTag02

VARCHAR(255)

No

Example: “ABC-123-XYZ"

StructuredTag03

VARCHAR(255)

No

Example: “ABC-123-XYZ"

StructuredTag04

VARCHAR(255)

No

Example: “ABC-123-XYZ"

StructuredTag05

VARCHAR(255)

No

Example: “ABC-123-XYZ"

StructuredTag06

VARCHAR(255)

No

Example: “ABC-123-XYZ"

StructuredTag07

VARCHAR(255)

No

Example: “ABC-123-XYZ"

StructuredTag08

VARCHAR(255)

No

Example: “ABC-123-XYZ"

StructuredTag09

VARCHAR(255)

No

Example: “ABC-123-XYZ"

StructuredTag10

VARCHAR(255)

No

Example: “ABC-123-XYZ"

 

  • Source File 2:  Attribute Mapping File (optional) The attribute mapping file is a CSV, comma delimited, flat file that contains information mapping display column names to the structured tags, user defined columns specified in the metadata file

  • Filename:  AttributeMapping.csv

  • File Location:  C:\Vyopta\CustomData\Upload

  • File Format:  CSV UTF-8

Data Element

Format

Required?

Description / Example

attributeType

VARCHAR(255)

Yes

Example: “Room”

key

VARCHAR(255)

Yes

Example: “StructuredTag01”, “StructuredTag02”,  etc.

displayValue

VARCHAR(255)

No

Example: “Department”,”Business Unit” etc.

Contact Us

  1. For any assistance, create a support case or email support@wxp.hp.com.

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