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Posts Tagged ‘resource-scheduling’

Aggregate room and resource calendars for Overview

Calendar_Language_Resource_Center_UNC_Charlotte_-_2014-03-26_20.10.30

LRC Outlook/Exchange 2010 Resource Calendaring: How to use the Scheduling Assistant in OWA

2011/08/31 10 comments
    1. The scheduling assistant lets you find a common free time for all the (resource and human) participants of your meeting request.
    2. The scheduling assistant shows you start/end meeting time  and free/busy information.meeting-scheduling-assistant-legend-start-end
    3. The default shows only work hours: meeting-scheduling-assistant-working-hours
    4. You can show more than work hours (useful for some resources): meeting-scheduling-assistant-working-hours-not
    5. You may also be able to see the meeting subjects. outlook-scheduling-assistant-details
    6. You can spot scheduling conflicts in advance, instead of sending a meeting request that will have to be denied.owa-meeting-request-scheduling-assistant-conflict
    7. For some resources, you can make a recurrent/repeating meeting request:  owa-meeting-request-scheduling-assistant-recurring. note that you will lose the begin/end markers: owa-meeting-request-scheduling-assistant-recurring-no-start-end-lines

LRC Outlook/Exchange 2010 Calendaring: How to use the Global Address list/Address Book for LRC Resources in OWA

2011/08/31 1 comment
  1. Open the GAL for Resources by clicking on “Resources”, like here :owa-window-new-meeting-request-resources-marked
  2. Use (1) default filtering, (2) “LRC” (3) search, to see all resources, including (4) equipment: owa-meeting-request-scheduling-assistant-address-book-search-global
  3. use (1) room filtering, (2) “LRC” (3) search, to see only (4) resources that resemble “Rooms” (including “Offices” held): owa-meeting-request-scheduling-assistant-addrress-book-search-roomsl
  4. after (1) searching “LRC”, (2) pick the desired resource, (3) add it to the resources recipient list, (4) click “ok” to close the address book (which will send you back to your meeting request)owa-meeting-request-scheduling-assistant-address-book-search-global-marked
    1. if there are several equivalent resources you could use (like any of our voice recorders), you can quickly compare their immediate availability using the scheduling window in the right pane
    2. if you need a better overview over availability of the resource, and other participants, add multiple resources to the to-list and compare their availability using the “Scheduling Assistantwhich features a full legend and easy-to-read begin/end markers for your chosen begin/end times
  5. In the address book, you have a limited (to today) preview of the (3) schedule of the resource, which can aid you in deciding which resource to add to the resources-listowa-meeting-request-scheduling-assistant-address-book-search-global-marked2
    1. Alternatively, for a more expansive schedule, add all equivalent resources (e.g. lights) and decide later in the scheduling assistant which one to send the meeting request to

LRC Outlook/Exchange 2010 Resource Calendaring: How to book an LRC resource by making a Meeting Request in OWA

2011/08/31 13 comments
    1. A meeting request is – as you can see from its icon: meeting-request-icon-calendar-email – an email with calendar information.
    2. In OWA, start writing a (2) meeting request, like an email, from the (1) menu: ”new” (click not on “new” directly, but on the arrow next to “new” to unfold the menu: owa-menu-new-meeting-request
    3. By default, the meeting will show you as the organizer in the calendar. In addition, on default tab : appointment, like in an email, you may want to add subject (like your course number), and a message body (e.g. “to make audio recordings with 20 students”).owa-window-new-meeting-request-subject-notes-marked
    4. Start adding “resources”  (do not send “to” a room or equipment piece, and send “to” people only if you need them to staff the room or operate the equipment for you) by clicking it: owa-window-new-meeting-request-resources-marked
    5. This will open the window: Address book (read more on the Address book),  find and select your “LRC” resource in the list of LRC bookable resources and click “OK”: owa-meeting-request-scheduling-assistant-address-book-search-global-marked
    6. Switch from default tab : appointment to tab: scheduling assistant , and set the meeting (1) start and (2) end day/time, to when the resource is (3) available:owa-meeting-request-scheduling-assistant-start-end (read more on the Scheduling Assistant)
    7. from the default tab : appointment, click button: send.owa-meeting-request.-top-menu-send-marked
    8. For what happens next, see responses and calendar.
    9. For a high-level overview, see this LRC calendaring How-to

Room and Equipment handling using MS-Exchange Resource Mailboxes: To train in Outlook Desktop or in OWA ?

2011/08/30 2 comments
  1. While Outlook desktop is a more powerful calendaring tool than OWA (cf. viewing calendars in overlay mode), we decided to first focus on getting everybody to be functional with meeting requests in OWA, since
    1. faculty will want to use this system from their home computers where the outlook desktop configuration, if it exists at all , is probably even more lacking. Students could, but are not likely to have outlook desktop either
    2. both faculty and students (both for rooms and for equipment) will walk up to the LRC reception desk needing help, and then only OWA is available
    3. it is actually part of both equipment check-out and check-in procedure (if not for rooms, then for equipment) that I am designing that faculty and students open up from OWA (on the web browser that the lab assistant is not using: internet explorer, Firefox, Safari should gives us always 2 options on either operating system) that the meeting that they have made (or if not made, make one on the fly), and that the lab assistant enters a code (generated on the PC at the reception desk) into their appointment and sends the update for them to see them through;
    4. we can also serve as backup on our office computers for the reception desk (unstaffed or understaffed), if clients use OWA
  2. Essentially, it is not a PC Environment anymore (although it could be if our Remote Desktop infrastructure were much stronger).

Room and Equipment handling using MS-Exchange Resource Mailboxes with Autoprocessing: AutoAccept and ForwardtoDelegates

  1. Autoprocessing: AutoAccept automates managing (blocking, sharing information on the block, unblocking) resources for users (those that can BookInPolicy, or AllBookInPolicy).
    1. At least as long as the policies that resource mailboxes allow you to define and the user groups that can be and have been set up in your MS-Exchange environment.
    2. AdditionalResponse can aid in avoiding some of the problems, if the requesters collaborate.
    3. Here is an example of an automated autoaccept message with an additional response:
    4. room434-autoresponse-working
  2. Forwardtodelegates
    1. forwards requests, saving delegates the effort to monitor the resource mailbox and calendar, like so: meeting-request-resource-inbox-tentative
    2. Not only that, it seems to also forward accepted requests, useful for creating a paper-trail, e.g. for future reporting needs (Q:can the entire history of a request, including all changes be monitored this way?).
    3. room434-delegateforward-for-inpolicyrequest-working
    4. This forwardtodelegates seems to work reliably, and you can filter notifications with a rule into the “digital paper-trail” folder:
    5. meeting-request-delegateforward-rules-when-missing
    6. I notice a few gotchas with forwardtodelegates , however:
      1. Not all requesters will have their requests forwarded: If your requester is a delegate, or her account even only linked to that of a delegate, it seems no notification message is forwarded to delegates (at least for in-policy requests).
      2. As you can see in the above screenshots, the forwardtodelegates seems to omit  meeting time requested (bug?) which you can track down by opening the calendar of the resource and search for the the meeting title, both of which are included in the notification message.