7.11 Owning Resources

Resources are items that can be scheduled for meetings or other uses. Resources can include rooms, overhead projectors, cars, and more. The system administrator defines a resource by giving it an identifying name and assigning it to a user. Resources can be included in a Busy Search, just as users can. Resource IDs are entered in the To box. A user assigned to manage a resource is the owner of that resource.

The owner of a resource is responsible to accept and decline appointments for the resource. In order to do so, the owner must have full proxy rights to the resource. As a resource owner, you can select to receive notification of appointments for the resource.

You can also create a rule to automatically accept or decline appointments for a resource.

  1. Proxy to the resource.

  2. Create a rule to accept all appointments if no appointment conflicts exist.

See Section 7.8, Creating Rules for information on creating and enabling rules.

This section contains the following items:

7.11.1 Accepting and Declining Resource Requests

You can accept or decline requests for a resource only if you are the owner and have been granted Read and Write rights.

  1. In the Main Window or Calendar, click File > Proxy.

    or

    Click the folder list header drop-down list (above the Folder List; probably displays Online or Caching to indicate what mode of GroupWise you are running in), then click Proxy.

  2. Click the resource you own.

    If the resource you own isn’t listed in the Proxy pop-up list, click Proxy, type the name of the resource you own in the Name field, then click OK.

  3. Double-click the item you need to accept or decline.

  4. Click Accept or Decline on the toolbar.

7.11.2 Receiving Notification for Another User or Resource

  1. Click Tools > Options.

  2. Double-click Security, then click the Notify tab.

  3. Select the name of a user for whom you are a proxy or the name of the resource you own.

    If the user or resource is not listed in the Notification list, type the name, then click Add User. You can select the name from the Address Selector dialog box by clicking Address book icon.

  4. Make sure Subscribe to alarms and Subscribe to notification are selected.

    You are automatically subscribed to alarms and notification for yourself. If you deselect Subscribe to alarms and Subscribe to notification for yourself, you no longer receive alarms and notifications. You need to repeat the steps in this topic for your username.

  5. Click OK.

Notify must be open or minimized in order to receive notification or alarms. For more information, see Section 7.5, Running Notify.

7.11.3 Creating a Rule for a Resource

As the owner of a resource, you have full Proxy rights to that resource, including the ability to create rules for it. The following steps show you how to create a rule that accepts all requests for an available resource. This is an example of one rule that is useful for a resource. You can create other rules that perform different actions. For example, you might create a rule that declines requests for a resource that is already scheduled.

  1. Click the folder list header drop-down list (above the Folder List; it probably displays Online or Caching), then click Proxy.

    or

    Click File > Proxy.

  2. Click the resource you own.

    If the resource you own isn’t listed in the Proxy dialog box, type the name of the resource you own in the Name field, then click OK.

  3. Click Tools > Rules, then click New.

  4. Type a name for the rule.

  5. Click Appointment. Make sure the other item types are deselected.

  6. Click the Appointment conflict exists drop-down list, then click No.

  7. Click Add Action, click Accept, type a comment if desired, then click OK.

    Step 6 and Step 7 instruct the rule to accept the appointment for the resource only if the resource is available.

  8. Click Save, then click Close.