USER AND SERVER CONFIGURATION

Editing and deleting Resource documents
After you create a Resource document, the information that you can change includes the Availability Settings, Description, Capacity, Online resource data, Other Comments, and Ownership Options fields. You can also rename a Resource by changing its name, Site, and, if the Resource is of type "Other," its category.

Note Users with manager access and the [CreateResource] role in the Resource Reservations ACL can rename a room/resource.

New resource information is not available until the Administration Process updates the Resource document in the Domino Directory and the change replicates to all relevant replicas of the Domino Directory that are on servers used for scheduling resources. The Rename agent must run to rename reservations and to send notices to the chairperson. The Rooms and Resources Manager (RnRMgr) task must also run to rename the Busytime database. The Agent Manager (AMgr) task and the RnRMgr task must be running in order to allow the Resource Reservations database to function without an administrator's intervention.

If you delete a resource from the Resource Reservations database, an Administration Process Request document for the resource deletion is created in the Administration Requests database (ADMIN4.NSF). To delete the resource and remove it from the Domino Directory, you must open the Administration Requests database and approve the request for deletion. Note that to approve requests you need the appropriate access in the ACL of the Administration Requests database.

Renaming a resource

After a resource has been renamed (which includes having the site or category changed), all reservation owners receive email notices stating that the resource has been renamed and lists the former resource name, new resource name, and a list of dates, times, and chairs for each reservation.

If a reservation owner or chair made the reservation through the Calendar, the resource rename notification contains an "Update My Meetings" button in the body of the message. Clicking this button then updates all instances all meetings in the chair's Calendar that employ this resource.

If a reservation owner or chair made the reservation through the Resource Reservations database, the reservations are updated automatically with the new information, and resource rename notification indicates this.

If the chair has an assistant who is authorized to receive notices on the chair's behalf, then the Resource Rename Notice is forwarded to the assistant as well. This notice is a full copy of the note that is sent to the chair, including an "Update My Meetings" button in the body of the message. The assistant must be sure to use the "Update My Meetings" button in the chair's message to update the chair's calendar.

Note It is important that the chair or calendar manager tupdate their meetings with the new name of the room or resource. Failure to do so will cause problems if there are subsequent changes to the meeting (such as rescheduling).

To edit a Resource document

1. Make sure that you have 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 then click Resources.

5. Open the Resource document you want to edit and click Edit Resource.

6. Edit any of the following fields for resources of type Room or Other. To edit a resource of type Online Meeting Place, go to Step 7.
FieldEdit
DescriptionDescription of the resource.
Capacity (for Rooms only)The capacity of the resource, if it has one -- for example, the seating capacity of a room.
Internet addressAn Internet address that iCalendar users can use to reserve the resource.
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. Enter the name of the resource owner in the Owner’s name field.
  • 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 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 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 -- Prevent users from reserving a resource from their mail file.
Owner's nameAdd, change, or delete owners for this resource.
Availability settingsChoose one:
  • 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 reservedClick this checkbox to enable or disable this setting, according to how you editing the document. If you are enabling the setting, 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 commentsEnter additional comments about the resource as necessary.
7. Edit any of the following fields for resources of type of Online Meeting Place. If you are editing a resource of type Other or Room go to step 8. Do not complete step 7.
FieldEnter
DescriptionDescription of the resource.
Online Meeting DatabaseThe default database, STCONF.NSF, is entered by default. This field cannot be modified.
External addressName of the mail-in database on the IBM Lotus Instant Messaging server. The name you enter here must be identical to the name of the Sametime Mail-in database.
IBM Lotus Instant Messaging serverName of the IBM Lotus Instant Messaging server hosting the meeting.
Audio Video SupportChoose one:
  • Audio -- voice only
  • Audio and Video -- Voice and video display
Other commentsModify or enter comments regarding the resource as desired.
8. To rename the resource, or change its site and/or category, click Rename.

9. A message appears notifying you that all chairs with outstanding reservations for this resource will be notified. Click Yes.

10. Complete the following fields in the Rename Resource dialog.
FieldAction
New NameEnter the new name of the resource. This name must be unique.
SiteChoose a new Site for this Resource from the drop-down list.
Category (for Other only)Choose a new category for this Resource from the drop-down list.
11. Click Save and Close. A confirmation message appears when the change request is generated successfully.

To delete a resource

When you delete a resource, an administration request that requires the administrator's approval is also generated. After deleting the resource in the user interface, open the Administration Requests database and approve the deletion there. Instructions for both procedures are included here.

1. Make sure that you have 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 then click Resources.

5. Open the Resource document that you are deleting, and click Delete Resource.

6. Click Yes and click OK.

To approve the resource deletion

To process the deletion, the request needs approval in the Administration Requests database. Complete these steps to approve the "Approve Resource Deletion" administration request.

1. From the Domino Administrator, click Server - Analysis - Administration Requests.

2. Click Pending Administrator Approval.

3. Open the Approve Resource Deletion request document and click Edit Document.

4. Click Approve Resource Deletion.

5. Choose Yes and then click OK to approve the deletion.

See also