USER AND SERVER CONFIGURATION

Creating Site Profile and Resource documents
A Site Profile document defines a particular site where a resource exists and associates that site with a Resource Reservations database and the Domino Directory. You also designate whether you want to use "autoreminder." When the Resource Reservations autoreminder feature is enabled, the chairperson who books a resource or a room is automatically sent a reminder notice a specific number of days in advance of the reservation. You specify when the autoreminders are sent as well as how many, up to three, are sent for a reservation. You must create at least one Site Profile document before you can create Resource documents.

When you create a site, you have the option of enabling the Resource Reservations autoreminder feature. When the autoreminder feature is enabled, automatic reminder notices are sent to the chairperson who booked the room or resource. You designate how many autoreminders are sent for a particular room or resource, as well as how many days prior to the reservation date they are sent.

When you create a Resource document, you define the resource name, type, and availability; and you specify who can reserve the resource. There are three types of resources:


After you set up resources, users can search for the free time of a resource and schedule the resource for a meeting while searching for free time and inviting users to the meeting. For each Resource document you create, the Administration Process creates a corresponding Resource document in the Domino Directory. During a free-time query, the Free Time system searches the Free Time database to find the location of these resources and returns information on the availability of both the resource and the invitees.

When setting up rooms as resources, enter the room information in a consistent format, either by name or by number. Doing so will limit the number of errors caused when a room cannot be located in the database.

When a user reserves a conference room with type-ahead enabled, Lotus Domino searches for the conference room by room number or by room name, but not by both. Lotus Domino looks up rooms according to how they have been added to the Resource Reservations database -- either by name or by number. If a user enters a room name and the room resource is set up by room number, an error is generated and the room is not located. Setting up all room resources by room name or by room number helps eliminate this type of error.

When you create a Site Profile or Resource document, the new resource is not available for users to schedule until the Administration Process adds the resource to the Domino Directory and the addition replicates to all replicas that are on servers used for scheduling resources of the Domino Directory.

When you create a resource of type Room or Other, you can specify how far in advance reservations can be created for single meetings and for repeating meetings. Use this feature to prevent users from scheduling meetings several years in advance, as they are unlikely to need to create reservations years in advance of the actual date. You can limit advance reservations for a specific number of days or until a specific date is reached.

To create a Site Profile document

1. Make sure that you have Manager access and the [CreateResource] role in the ACL of the Resource Reservations database.

2. From the Domino Administrator, click the Files tab.

3. From the Servers pane, select the server from which you want to work.

4. Open the Resource Reservations database, and select any view except Calendar, My Reservations, and Reservations Waiting for Approval.

5. Click New Site.

6. Complete these fields:
FieldEnter
Site nameThe name of the site where the resource exists -- for example, 50 West Lincoln Building.
Domain nameThe name of the domain where the Resource Reservations database resides. By default, your current Domino domain is entered in this field.
Resource reservation serverNot modifiable. Displays the name of the server on which the Resource Reservations database resides.
Resource reservation filenameNot modifiable. Displays the name of the Resource Reservations database created on this server.
Resource reservation autoreminderChoose one:
  • Enabled -- Click enabled to have automatic reminder notices sent to the chairperson who booked a particular room or reservation. Displays additional fields. Go to Step 7.
  • Disabled -- Click disabled to prohibit the sending of automatic reminder notices to the chairperson who booked a particular room or reservation. Go to Step 9.
7. If you chose Enabled in the field, Resource reservation autoreminder, complete these fields:
FieldAction
Send autoreminder forChoose one:
  • All rooms/resources -- Autoreminders are enabled for all rooms and resources in the specified site. All rooms/resources is the default setting.
  • Particular rooms/resources -- The Select rooms/resources field displays. Specify the rooms/resources to which autoreminders will apply. You can select multiple entries.
Choose one of these also:
  • All reservations -- Autoreminders are enabled for all reservation made for the specific site. All reservations is the default setting.
  • Manually-created reservations only -- Autoreminders are enabled for reservations created manually in the Resource Reservations database.
When autoreminder should be sentChoose one:
  • Weekly -- Specify the day of the week on which to send the autoreminder. For example, if you specify Monday, on Monday an email is sent advising of any reservations the user has on Tuesday through the following Monday. The default setting is Sunday.
  • Daily -- You are prompted to specify three different time intervals.
  • First autoreminder should be sent -- Specify the number of days in advance of the reservation that the first autoreminder should be sent.
  • Second autoreminder should be sent -- Specify the number of days in advance of the reservation date that the second autoreminder should be sent. If you specify 0 (zero) no autoreminder will be sent.
  • Third autoreminder should be sent -- Specify the number of days in advance of the reservation date that the second autoreminder should be sent. If you specify 0 (zero) no autoreminder will be sent.
8. Click Save and Close.


To create a Resource document

1. Make sure that you have the [CreateResource] role in the ACL of the Resource Reservations database and that at least one Site Profile document has already been created.

2. From the Domino Administrator, click the Files tab.

3. From the Servers pane, select the server from which you want to work.

4. Open the Resource Reservations database.

5. Click New Resource.

6. Complete these fields
FieldEnter
Resource TypeChoose one:
    • Room -- if the resource is a room
    • Other -- if the resource is not a room
    • Online Meeting Place -- if you will be meeting via IBM Lotus Instant Messaging server.
NameA unique name that identifies the resource -- for example, a room number.
SiteClick to display a list of available sites, and then choose one.
Category

(Appears when you select Other as Resource Type)

Name for category of Resource -- for example, Electronic or AV. This field also displays names of all previously entered Category values, from which you can choose.
Capacity

(Appears when you select Room as Resource Type)

The capacity of the resource, for example, the seating capacity of a room.
DescriptionA description of the resource -- for example, large conference room with a video monitor.
Internet addressAn Internet address that iCalendar users can use to reserve the resource.

The Internet Address field is not visible for Online Meeting Place.

7. Enter the following Owner Options for resources of type Room or Other. If you chose a resource type of Online Meeting Place, go to Step 9.
FieldEnter
Owner restrictionsChoose one:
  • None -- Click if no owner is assigned to the resource and anyone can reserve the resource.
  • Owner only -- Click to assign a Resource owner. Only the Resource owner can process Resource requests without special approval. Enter the name of the resource owner in the Owner’s name field. The owner is the person or group to whom requests from other users (those not listed in the List of names field) are forwarded for approval and processing.
  • Specific people -- Click to allow only specified users access to the resource. Enter the names of users allowed to reserve this resource in the List of names field.
  • Autoprocessing -- Click to allow only specified users and groups access to the resource and to assign a resource owner. Enter the name of the resource owner in the Owner’s name field. The owner is the person or group to whom requests from other users (those not listed in List of names field) are forwarded for approval and processing. Enter the names of users allowed to reserve this resource in the List of names field.
  • Disable reservations -- Click to prevent users from reserving a resource from a meeting notice and directly from the Resource Reservations database.
Availability settingsChoose one of these:
  • 24 hours everyday -- The resource is available 24 hours each day. When you select this availability setting, other availability settings are disabled.
  • Time zone -- Specify the time zone for the resource. The default is Local Time, but you can specify others as applicable, such as Eastern Time.
  • Days of week and hours of days -- Select the days of the week that the resource is available. Specify availability start time and end time for each available day selected.
Limit how far in advance a room/resource can be reserved

Note This option applies to resources of type Room and Other.

Click this checkbox to specify how far in advance users can schedule single meetings and repeating meetings. When you enable this setting, additional options appear. Choose one of these
  • Limit by days -- Displays the Number of days field. Specify the number of days, including the current day, for which users can schedule meetings. For example, if you specify 30 days, uses can schedule meeting today and for the next 29 days.
  • Limit by date -- Displays a Date field in which you can specify the date up to which reservations are allowed. Users cannot schedule reservations after that date.
Other comments(Optional) Enter additional comments as necessary.
8. Enter the following Online Resource data for resources of type Online Meeting Place. If you chose a resource type of Room or Other, complete step 8 and then Step 10. Do not complete Step 9.
FieldEnter
Online meeting databaseThe default Sametime Conference database, STCONF.NSF, is entered by default. If the IBM Lotus Instant Messaging server is a UNIX server, the IBM Lotus Instant Messaging setup may be customized and a name other than STCONF.NSF may be used for the Sametime Conference database. If the database name has been changed, enter the name of that database.
External addressName of the Sametime mail-in database on the IBM Lotus Instant Messaging server. This database, STCS.NSF, is created during IBM Lotus Instant Messaging installation. The default name is Sametime Reservations. It must be manually added to the Domino Directory as a mail-in database. The name that you specify for the mail-in database, is the name that is added to this External address field. For information on how to manually add a mail in database to the Domino Directory, see the topic "Creating a Mail-in Database document for a new database" in the Domino Administrator online documentation.
IBM Lotus Instant Messaging serverThe name of the Domino server on which IBM Lotus Instant Messaging is running. The mail server must have mail connectivity to the IBM Lotus Instant Messaging server to deliver the invitations that cause the meetings to be scheduled.
Audio Video SupportChoose one:
  • Audio -- Voice only
  • Audio and Video support -- Voice and video display
9. Click Save and Close.

See also