How Resource Accounts Automatically Accept Meeting Requests

• Microsoft Schedule+ for Windows, version 7.0

SUMMARY

Schedule+ 7.0 accounts can be created as Resource Accounts, for example Conference Rooms, Overhead Projectors, Company Vehicles, etc. These Resources can also be configured to automatically accept meeting requests and clear canceled meetings from their appointment book.

NOTE: Auto-booking of appointments does not work when you send meeting requests between Microsoft Mail for PC Networks postoffices and Microsoft Exchange Server version 4.0 environments. Mail for PC Networks does not support Bcc: recipients.

MORE INFORMATION

By placing the Resource account into the RESOURCE address box of the Meeting Attendees dialog box, it will place the ResourceID in the Bcc: line of the meeting request message. The ResourceID will also be displayed in the Where: field of the meeting request message. Schedule+ will only search for users listed in the Bcc: box to perform the auto-booking of appointments. This eliminates overhead of parsing addresses, locating the appointment book, determining the Account-type (Resource or not) and accessing permissions to all users; therefore, it improves performance.

NOTE: Entering ResourceIDs into any address box other than that of a Resource Attendee (for example, Required or Optional) will disable the Auto- booking features.

Setting Up the Resource Account

NOTE: These steps will assume a Microsoft Exchange Profile has be previously configured for the Resource Account.

1. Log into Schedule+ 7.0 as the Resource ID.

2. In the Welcome to Schedule+ 7.0 dialog box, select the I Do Not Want a Schedule File on this Machine option, if you do not the creation of a local file for the Resource account on the workstation you are on.

3. Click Options on the Tools menu. Select General and the following options:

         - This Account is a for a Resource....
         - Automatically Accept Meeting Requests
         - Automatically Remove Canceled Meetings
   

4. Click Options on the Tools menu. Select Synchronize and clear the option to Work Primarily from Local File.

5. Click Set Access Permissions on the Tools menu. Check the following:

         - Default access permission is set to CREATE or Higher
         - Specified user(s) are given access privileges CREATE or Higher
   

6. Exit and Sign Out as the Resource.

Inviting the Resource to Attend a Meeting

NOTE: Entering ResourceIDs into any address box other than that of a Resource Attendee (for example, Required or Optional) will disable the Auto- booking features.

1. Login to Schedule+ as a user other than a Resource account.

2. Click Appointments on the Insert menu to display a New Appointment dialog box.

3. In the General tab, type the description of the appointment.

4. Select the Attendees tab. Then use either method A or B below.

   A1. Enter the ResourceID directly into the RESOURCES address box. A2. Select the OK button. Meeting Request dialog box is displayed. A3. Select the Envelope button to send the mail.

   B1. Select the Invite Others button to display the address book. B2. Select the ResourceID from the address book and press the Resources

          button to place the Resource address into the Resources: address
          box.
   

   B3. Enter the ResourceID directly into the Resources box.