61.1 Creating Rules for a Resource

Resources that you can schedule, such as conference rooms, need effective auto-accept/decline rules to help compensate for times when appointment schedulers fail to use Busy Search.

If you are the resource owner, you can proxy to the resource mailbox in order to set up the rules. If you are not the resource owner, be sure that the resource owner understands how to set up effective rules for the resource.

61.1.1 Creating an Auto-Accept Rule

Creating an auto-accept rule provides confirmation to the appointment scheduler that the resource as accepted the appointment.

  1. In the GroupWise client, in the resource mailbox, click Tools > Rules, and then click New.

  2. Type a name for the auto-accept rule.

  3. Select Received.

  4. Select Appointment.

  5. In the Appointment conflict exists drop-down list, select No.

  6. Create an action to accept the appointment:

    1. Click Add Action.

    2. Click Accept.

    3. Select a Show As setting.

    4. (Optional) Type a comment to include with the acceptance.

    5. Click OK.

  7. Create an action to notify the appointment scheduler that the resource has accepted the appointment:

    1. Click Add Action.

    2. Click Reply.

    3. Click OK to accept the default of replying only to the appointment scheduler.

    4. In the Subject field, indicate that the resource has accepted the appointment.

    5. (Optional) In the Message field, provide any additional information that might be helpful to the appointment scheduler.

    6. Click OK.

  8. Test the rule by scheduling an appointment that includes the resource for a time when the resource is available.

  9. Continue with Creating an Auto-Decline Rule.

61.1.2 Creating an Auto-Decline Rule

Creating an auto-decline rule notifies the appointment scheduler that the resource is not available. By notifying users in addition to the appointment scheduler, the likelihood of a perceived double-booking of the resource is minimized.

  1. In the GroupWise client, in the resource mailbox, click Tools > Rules, and then click New.

  2. Type a name for the auto-decline rule.

  3. Select Received.

  4. Select Appointment.

  5. In the Appointment conflict exists drop-down list, select Yes.

  6. Create an action to decline the appointment:

    1. Click Add Action.

    2. Click Delete/Decline.

    3. (Optional) Type a comment about the resource declining the appointment.

    4. Click OK.

  7. Create an action to notify the appointment scheduler that the resource has declined the appointment:

    1. Click Add Action.

    2. Click Reply.

    3. Click OK to accept the default of replying only to the appointment scheduler.

      or

      Select Reply to all (sender and recipients) to ensure that everyone involved with the appointment is notified that the resource has declined the appointment.

    4. In the Subject field, indicate that the resource has declined the appointment.

    5. (Optional) In the Message field, provide any additional information that might be helpful to the appointment scheduler.

    6. (Optional) In the CC field or the BC field, include one or more additional users such as the resource owner to notify when a resource declines an appointment.

    7. Click OK.

  8. Test the rule by scheduling an appointment that includes the resource for a time when the resource is not available.