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Staking your Claim to the Conference Room

Novell Cool Solutions: Tip

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Posted: 11 May 2001

Versions: GroupWise 5.5 EP, GroupWise 6

We've seen some confusion about how resources work. The hardest part for people to intuitively grasp is the odd notion that you have to invite the room to a meeting, along with the people. But that's exactly how it works. Here's the deal:

Resources are any kind of item that can be scheduled for meetings or other uses. Resources can include overhead projectors, cars, the company plane, the pool, and more. But the most common kind of resource is conference rooms.

When you are scheduling a meeting, you need to enter the Resource ID for the room you want in the To box, along with all the people you want to attend. If you don't know the ID (which is the official name of the room) you can look it up in the Address Book. It's in there, just like all the people. It will probably have a some brutally prosaic name like PRV-CR-822-5W, but we have heard from people who work in companies where they name all their conference rooms after characters in the Wizard of Oz, brands of beer, or Presidential Candidates. Depending on your luck, you could be inviting Toto, Bud Light, or Al Gore to your staff meetings.

Resources can be included in a busy search, just as users can. In fact, a very common practice is to invite more than one suitable conference room when you're creating the appointment, and then check in Busy Search to see which ones are already booked for the time of your meeting. Just delete the ones that are booked, and invite the one that's available.

When the system administrator defines a resource by giving it an identifying name, they also assign it to a user, known as the "owner" of that resource. The owner of a resource is responsible to accept and decline appointments for the resource. Happily, the resource owner does not have to spend all day fielding requests for the room. Owners can select to receive notification of appointments for the resource. They can also create a rule to automatically accept or decline appointments for a resource. To do so, they just have to proxy to the resource, then create a rule to accept all appointments if no appointment conflict exists. Here's what that rule would look like:

resource rule

Note: For you to own a resource on a different post office than your own, client/server access must be enabled on the destination post office.

For more information on how to set up nifty rules of your own,see this article.

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