Appointments showing in Resource mailbox from authorized persons..

[Booker@GT]

I have resource mailboxes setup so that only certain people or groups can
automatically schedule a room by sending a meeting request by setting the
permissions level below

Specify users and groups which have permissions to schedule this resource by
sending a meeting request
These users can schedule automatically if the resource is available:



I also have checked the option to automatically process meeting requests and
cancellations

When people who are not autorized via permission to schedule the room, send
a meeting request, the request still shows on the resource calendar, even
though the sender gets a message that they are not authorized. The delegate
may cancel the request, but if they ignore the email, the appointment still
shows on the calendar.

Is that because of the "Automatically process meeting requests and
cancellations" check box

What is the downside of not checking that box

 

[Nikki Peterson]

What process do you have set up on this "Resource"?

- A person or Group that physically checks the Resource Mailbox?
- Auto-Accept?
- Direct Booking?

Do you use Exchange Server? If so, what version?

Below are some links for you to look over while I wait for a reply.

You do not mention what version of Outlook client nor the version
of Exchange Server. This information can help tremendously towards
solutions that are offered.

The following articles explain in detail how to configure the resource
and how to book it correctly if you try using Direct Booking.

How to Set Up a Conference Room as a "Resource" in Outlook 2000
http://www.microsoft.com/technet/prodtechnol/exchange/2000/maintain/cfsetup.mspx

How to Successfully Book a Resource
http://www.microsoft.com/technet/prodtechnol/exchange/55/maintain/cfbook.mspx

291616 How to direct book a resource in Outlook 2002 or in Outlook 2003
http://support.microsoft.com/default.aspx?scid=kb;EN-US;291616

However, If you use Exchange Server I would suggest the use
of the AutoAccept Agent. We use this with great success.

Exchange 2003 Auto Accept Agent vs. direct booking
http://www.microsoft.com/downloads/...70-699B-495A-A920-82403305226B&displaylang=en

James Chong (MVP) offered up a great article explaining:
Exchange 2003 Auto Accept Agent vs. direct booking
http://msexchangeteam.com/archive/2006/02/22/420275.aspx

Nikki Peterson

I have resource mailboxes setup so that only certain people or groups can
automatically schedule a room by sending a meeting request by setting the
permissions level below

Specify users and groups which have permissions to schedule this resource by
sending a meeting request
These users can schedule automatically if the resource is available:

I also have checked the option to automatically process meeting requests and
cancellations

When people who are not autorized via permission to schedule the room, send
a meeting request, the request still shows on the resource calendar, even
though the sender gets a message that they are not authorized. The delegate
may cancel the request, but if they ignore the email, the appointment still
shows on the calendar.

Is that because of the "Automatically process meeting requests and
cancellations" check box

What is the downside of not checking that box

 

[Booker@GT]

Thanks, I will review

My setup is as follows:

Exchange 2007, Outlook 2007(In Cached mode)

I have the following process setup
Under Resources Scheduling Options:
Automatically process meeting requests and cancellations - Checked
Disable Reminders - Checked
Maximum number of days - 180
Always decline if end date is beyond this limit - Checked
Limit meeting duration - checked
Maximum allowed minutes - 1440
Allow scheduling only during working hours - Unchecked
Allow Conflicts - Unchecked
Allow recurring meetings - Checked
Allow up to this number of individual conflicts: - 0
Allow up to this percentage of individual conflicts: - 0

FOR RESOURCE SCHEDULING PERMISSIONS, I have the following settings:

Specify users and groups which have permissions to schedule this resource by
sending a meeting request
*Select Users and Groups: (In this case I have about 10 users selected)

These users can submit a request for manual approval if the resource is
available:
* No one selected for this permission

These users can schedule automatically if the resource is available and can
submit a request for manual approval if the resource is unavailable:
* No one selected for this permission

For requests requiring approval:
Always forward to delegates - Checked
Always tentatively accept these requests - Unchecked

RESOURCE PRIVACY OPTIONS

Always add the organizer name to the meeting subject - Checked
Always remove the private flag on an accepted meeting
When declining meeting requests due to a conflicting meeting:
* Include detailed information about conflicting meetings in response -
Checked
* Include organizer's name in conflict information - Checked

Always delete the following when sent to this resource:
* E-mail messages - Checked
* Atachments from meeting requests - Checked
* Comments from meeting requests - Checked
* Subject of meeting requests - Unchecked

No response Message

From within the mailbox, I set the default permission for the calendar to
Reviewer

And I have one delegate per resource that gets forwarded the meeting
requests, and she has Editor rights on the calendar.

Does that help

 

[Booker@GT]

Just as I brief the title of the articles. Are all of these out the window
since I have Exchange 2007 and outlook 2007?

 

[Booker@GT]

One other thing in terms of managing expectations-
The current system is an oracle backed calendar system where the users put
in a request and someone has to grant permission, so we may want to keep it
at that level of expectation (This as I read about Auto accept)

 

[Nikki Peterson]

Yes, Exchange 2007 has the Auto-Accept (kinda) only built in.
You make RESOURCE accounts specific.

Nikki

Just as I brief the title of the articles. Are all of these out the window
since I have Exchange 2007 and outlook 2007?