The IBM Lotus Domino team will host an Open Mic call on Thursday September 10th 2009 at 10 am eastern US time. The topic is “Calendar & Scheduling Best Practices using Lotus Domino Resource Resevations database”. Open Mic calls are Question & Answer sessions with a panel of subject matter experts from the Development & Technical Support teams. For details about the Open Mic call, please see the invitation document:
Title: Open Mic Conference Call: Calendar & Scheduling Best Practices using Resource Reservation database - 10 September 2009
URL: http://www.ibm.com/support/docview.wss?rs=3651&uid=swg21402262
Toll free dial-in numbers are provided in the document linked above.
You may pre-submit questions for the call as responses to this forum entry. Please remember to book your calendar for this call. We look forward to talking with you.
The IBM Lotus Domino team.
PS: For this upcoming call, you may find it beneficial to review in advance some of the following materials:
Title: Clustering the Domino Resource Reservations database
URL: http://www.ibm.com/support/docview.wss?rs=899&uid=swg21219311
Title: How to upgrade the R&R database from a Domino 6 to a 7 or 8 release
URL: http://www.ibm.com/support/docview.wss?rs=899&uid=swg21363903
Title: Booking rooms and resources from the calendar instead of direct booking in R&R database
URL: http://www.ibm.com/support/docview.wss?rs=463&uid=swg21377775
Title: How to move the Resource & Reservations database to a different server
URL: http://www.ibm.com/support/docview.wss?rs=463&uid=swg21321979
Title: Using an agent to set a date limit for advance bookings
URL: http://www.ibm.com/support/docview.wss?rs=463&uid=swg21385416
Title: How to hide the description of private Calendar entries in the Resource & Reservations database
URL: http://www.ibm.com/support/docview.wss?rs=463&uid=swg21391768
Title: How to rename a site in the Resources & Reservations database
URL: http://www.ibm.com/support/docview.wss?rs=463&uid=swg21304942
The R&R system is totally client version agnostic. You can use it with different versions of the Notes client without having to upgrade your clients to a matching version! So you can upgrade your R&R server now to the latest build to get the latest refinements and not have to immediately upgrade your clients too.
There are often problem when users make restrictions on rooms/resources.
The field “ExpandedList” doesn’t contain all the names since it get full. I know there is a SPR: #FGRR685KB2 from 2005 but I cant see if the problem is fixed in 8.5?
Suggestion: move the restrictionsfield to the site document instead of the room/resourse and let all the room/resource inherit access from ths site.
The owner of room would like to be able to see the recipient list or a recipient count so she can recommend and reserve the appointment in a conference room that will have enough capacity if the requested room is unavailable during that time.
We often have a need for owners to shift a meeting to a different room, either because a more senior folks bump the little guys who booked initially, or because the user chose a room with insufficient capacity.
“Capacity” is not strictly enforced because we have no way to clearly indicate “I am inviting 50 people but only 13 will be in the room, the rest will be on the phone or web conference.”.
As such, RnRMgr will Accept the request for 50 people for the room that only hold 15. The acceptance will include a caveat message though about exceeding the capacity.
If the user used the “Find Room” feature from their Calendar and said 15 (even though they have 50 on the invitee list) then they would see the smaller room and would be be able to reserve it. If they did not change default value then the search on the client would have had 50 for the invitee count and not 15 so they would only be given the larger room choices.
Currently only the invitee count information is available to R&R and not the actual list. That data is stored in the Capacity item and is set by the sending client.
I will add your comments to our feedback list about improving the owner controls.
I use the ‘Purge’ agent to remove old meetings but if an old meeting is part of a repeating meeting then the old ones do not get removed until the last instance of the repeat has passed the purge period. I’ve seen some meetings booked upto 2014 in our reservations database and so nothing is getting purged for that meeting at all. Can a limi be set for repeat meatings, i.e. 12 months in the future ?
Subject: Due to pre-R7 repeating entries and user behavior
The pre-R7 R&R system used the R5 repeating meeting doc format where one doc can represent multiple dates. As such, the $NoPurge is set to the last repeat date so that the doc is not removed before then.
As of R7, each repeat instance is its own doc so that those ‘old’ instances can be safely purged out as they pass.
After you upgrade to R7+ R&R, you will notice that the older reservations will stick around until their last repeat date. That is due to the doc format. We do not try to do any kind of conversion of the existing docs when you upgrade so there will be a crossover time when you have some older reservations sticking around long past when you want them. Eventually you will only have R7+ based reservations in the dB and your views will not be full of “very old” reservations.
Couple that with the “Limit future reservations” feature we added in R7 and you should not see users grabbing all the rooms for years and years (unless you want them to).
The only way to deal with the users who abuse the system is to remove their existing reservations and make them re-reserve using the new system and controls. Otherwise you just have to wait for the older reservations to age out of the system.
Subject: How to hide the description of private Calendar entries in the Resource & Reservations database- Link
Is this old entries?
The setting is not retroactive and will not cause the RnRMgr task to go back and remove the subjects from reservations that have already been processed. It only affects new reservations or reschedules from that point forward. Any changes to the Private flag will also be reflected in the R&R database when an update (such as a minor time change) is sent. For example, a private reservation can become non-private simply by sending an update without the Private flag set on it.
How to hide the description of private Calendar entries in the Resource & Reservations database.
Technote : 1391768
Date
Topic
2008-08-25
Documents related to Reservation database (Set up, move, troubleshoot, etc)
The INI causes the RnRMgr to actually strip off and replace the reservation subject so that noone, not even the Chair can see it. This was done because Hide When formulas do not prevent the use of the InfoBox to see the potentially sensitive data.
Any reservations booked before the INI is enabled will still have the subjects visible. However if you update them, RnRMgr will take the opportunity to also hide the subject on the reservation.
We too would like to request the following as enhancement requests:
Some rooms can be set up in different layouts, such as horseshoe or theatre. We would like the users to be prompted for this information at the time of booking. Also, if the layout has to be changed between meetings, we would like the system to check and allow for some reconfiguration time.
Ability to change ownership on meetings where the meeting chair has left the company or possibly changed roles.
