Setting up CafeX

CafeX leverages your enterprise infrastructure, so that you remain in control of your data.

To set up CafeX:

  1. Sign up for CafeX.
    This creates a new tenancy with you as the tenant’s administrator.
  2. As a tenant’s administrator, integrate CafeX with your organization in the following ways:
    1. Setup your data stores
    2. Setup your office suite integration
    3. Setup a mailbox for your CafeX assistant.
    4. Setup other integrations
  3. Further customize your CafeX tenancy as you require:
    See: Customizing CafeX
  4. Prepare for roll out, review the following articles:
    1. Browser and endpoint support
    2. Requirements and prerequisites
    3. CafeX service ports and addresses

See also:

High level architecture

CafeX is a highly available cloud service. Clients connect to CafeX using a number of different ports and protocols. CafeX also integrations with several applications to provide access to content that track members share. A tenant’s administrator manages the application integrations they require.

High level architecture

Setup your data stores

If you configure your own data store, CafeX stores none of the content users upload to a track.  The following reside in the storage account the tenant’s administrator provides:

  • File uploads
  • The body of emails the assistant receives
  • Live session recordings and transcripts
  • Track action list

CafeX maintains references to the files you keep in your storage account, so you can access files from within tracks. CafeX stores metadata for your account, including the following:

  • Your account name,
  • Member email addresses and display names,
  • The name, description, and other details you provide when creating a track,
  • Connection details for your storage account,
  • Connection details for your assistant mailbox,
  • URLs for links you add to tracks.


For information about compliance and data security, including ISO27001, HIPAA, and SOC2, see: CafeX Legal and Compliance.

Only CafeX requires permission to access your data store. You do not explicitly provide configuration for your users to access your data store. When a member uploads content to a track, CafeX sends the content to your data store using the configuration you provide. The only way to access this content is by using CafeX and by being a member of that track. CafeX controls access to your data store by using track membership.

As a tenant’s administrator, to set up your data store, see:

Setup your office suite integration

Office suite integration allows CafeX to provide the following features:

  • Update calendar events with connection details for meetings you schedule.
  • If you use Google for email:
    • Read and send emails from your CafeX assistant mailbox.
    • Allows CafeX to generate PDFs of documents from your Google Drive you share with a specific track.
  • If you use Office 365 for email:
    • Access Microsoft Teams.
    • Allows CafeX to generate PDFs of documents from your Office 365 you share with a specific track.

As a tenant’s administrator, integrate CafeX office suite in the following ways:

  • If your mailboxes are on Office 365:
  • If your mailboxes are on Google:
    • Configure CafeX office suite integration for Google Suite.
      See: Integrate with Google Suite
    • Setup a mailbox for your CafeX assistant on Google Suite.

Important: You may be using email clients to manage your emails from other providers. Pick the integration suitable for your mailboxes. 

Setup a mailbox for your CafeX assistant

You designate a mailbox from your organization and provide CafeX with connection details to this mailbox. CafeX monitors incoming mail, using IMAP to:

  • create a tracks,
  • schedule meetings,
  • add content to existing track.

CafeX also uses this mailbox to send notification emails when changes occur on tracks, using SMTP.

Email protocols

  • If you configure a Google mailbox, configure Google Office Suite integration.
  • If you configure a Microsoft Office 365 mailbox, you specify additional email configuration.


Setup sharing options

If you are using Google Drive, or Microsoft Office 365, track members share content directly from these file hosting services, rather than upload content to your data store.

When you log in to CafeX and view track resources from other services, you use the identity you log in as to access the resource.

  • If you authenticate with Google to use CafeX, you access Google Drive content with the same identity and with your normal privileges.
  • If you authenticate with Microsoft to use CafeX, you access Microsoft Office 365 content with the same identity and with your normal privileges.

If the document is accessible to CafeX, it can create a PDF for track members who normally cannot view a file. Some services take precedence and CafeX does not produce a PDF of the content.

If your CafeX assistant has a mailbox in the equivalent hosting service, resources you make accessible to everyone within your organization are accessible to CafeX too.

For more details, see: Sharing resources.

Setup other integrations

CafeX also provides integrations for the following: