Whenever a user goes to Notes Calendar and books a room/resource an automatic mail is sent to the user intimating him/her about the booking along with an attached doc link. The same mail is also sent to the respective owner for processing room acceptance request.
We have a requirement in which along with above mentioned activities happening we also want to send a form to the users so as to get certain User details like his/her contact no,project no , no. of phone line required & other relevant informations. So is there a way to achieve this i.e we want that when users gets the mail intimation about the meeting scheduled by him/her , another mail should also come to user which will have our user details form
Subject: Auto Mail On Notes Calendar Booking
To my knowledge there is nothing close to this built into the Resource database. Therefore you looking at customization that application. While possible, not a good idea as any time template upgrades come out for Resource database you’re going to need redign your system.
I assume you want to store the information the person enters on the form in some database (Call it DB A)?
An approach might be to build an application that “watches” the resources reservation database:
Any time there is a new booking in the resource reservation system a new document is created in this DB A with the initial information (Room, date, time) and send a doclink to that document to the chair. Then flag the reservation that the note has been sent.
When the chair completes the form you flag the booking stating you got the information.
Some of the issues I see: is what happens if someone doesn’t complete the form - you will want to have a reminder process. What if they don’t do it before the meeting, is the booking cancelled?
What happens the meeting is cancelled - you will need to delete(?) the information in Database A.
What happens if a meeting is moved, you will probably need to keep the UNID of the original booking so you can match things up.
Subject: RE: Auto Mail On Notes Calendar Booking
Hi ,
Thanks for your response.
We are having a database (database A) that sends to Chair a form asking for the relevant information. We have resource database at 10 location . My agent gathers the data of new meetings from each of these locations RR db’s and then based on the meeting data collected(meeting date,time,chair) sends a form to the Chair. Now my problem is , to gather data from each of these 10 sites RR db’s which are on different servers (including the n/w usage) it takes sometimes around 15 mins before the data could actually get in my database. So we wanted to have some trigger that will send the user form as soon as the user creates a meeting schedule in the Calendar.
Subject: RE: Auto Mail On Notes Calendar Booking
Off the top of my head. the only way I can see you doing what you want is to modify the Resource Database and as I stated that is a really BAD idea.
Even the Resource template does not have “instant” response. The appointment arrives and it can take a while before the response is sent back to the chair. It’s at that time, I suspect you want the e-mail to be sent.
Subject: RE: Auto Mail On Notes Calendar Booking
Yes we wished to have the mail being sent after the user clicks on the Save and Send button of Calendar.