Creating Site Profile and Resource documents

A Site Profile document defines a particular site where a resource exists and associates that site with a Resource Reservations database and the Domino® Directory. A Resource document defines the resource name, type, and availability, and designates who can reserve the resource. You must create at least one Site Profile document before you can create Resource documents.

About this task

When you create a Resource document, you define the resource name, type, and availability; and you specify who can reserve the resource. There are three types of resources

Room - Typically a conference room that you want to allow users to reserve for meetings. When you set up this resource, you must enter the seating capacity of the room.
Online Meeting Place - Meeting held "online" via Instant Messaging.
Other - Resources that are not rooms or online meetings, but that you want to make available for users to reserve

Note: It is recommended that, to ensure that the name of a room or a resource does not exceed internal capacity, you limit the name to 65 characters.

After you set up resources, users can search for the free time of a resource and schedule the resource for a meeting while searching for free time and inviting users to the meeting. For each Resource document you create, the Administration Process creates a corresponding Resource document in the Domino Directory. During a free-time query, the Free Time system searches the Free Time database to find the location of these resources and returns information on the availability of both the resource and the invitees.

When setting up rooms as resources, enter the room information in a consistent format, either by name or by number. Doing so will limit the number of errors caused when a room cannot be located in the database.

When a user reserves a conference room with type-ahead enabled, Domino searches for the conference room by room number or by room name, but not by both. Domino looks up rooms according to how they have been added to the Resource Reservations database -- either by name or by number. If a user enters a room name and the room resource is set up by room number, an error is generated and the room is not located. Setting up all room resources by room name or by room number helps eliminate this type of error.

When you create a Site Profile or Resource document, the new resource is not available for users to schedule until the Administration Process adds the resource to the Domino Directory and the addition replicates to all replicas that are on servers used for scheduling resources of the Domino Directory.

To create a Site Profile document

Before you begin

Make sure that you have the [CreateResource] role in the ACL of the Resource Reservations database.

Procedure

From the Domino Administrator, click the Files tab.
From the Servers pane, select the server from which you want to work.
Open the Resource Reservations database, and select any view except Calendar, My Reservations, and Reservations Waiting for Approval.
Click New Site.
Complete these fields:
- Site name -- name of the site where the resource exists -- for example, 50 West Lincoln Building
- Domain name -- name of the domain where the Resource Reservations database resides
Click Save and Close.

To create a Resource document

Before you begin

Make sure that you have the [CreateResource] role in the ACL of the Resource Reservations database and that at least one Site Profile document has already been created.

Procedure

From the Domino Administrator, click the Files tab.
From the Servers pane, select the server from which you want to work.
Open the Resource Reservations database.
Click New Resource.
Choose one of these Resource Types:
- Room - if the resource is a room
- Other - if the resource is not a room
- Online Meeting Place - if you will be meeting by means of an IBM® Sametime® server.

Click the Resource Information tab, and complete these fields:

Table 1. Resource Information tab fields
Field	Enter
Name	A unique name that identifies the resource -- for example, a room number.
Site	Click to display a list of available sites, and then choose one.
Category (Appears when you select Other as Resource Type)	Name for category of Resource -- for example, Electronic or AV. This field also displays names of all previously entered Category values, from which you can choose.
Capacity (Appears when you select Room as Resource Type)	The capacity of the resource, for example, the seating capacity of a room.
Description	A description of the resource -- for example, large conference room with a video monitor.
Internet address	An Internet address that iCalendar users can use to reserve the resource. The Internet Address field is not visible for Online Meeting Place.

Enter the following Owner Options for resources of type Room or Other. If you chose a resource type of Online Meeting Place, continue to Step 8. If you did not, when you have completed this step, save and close the document.

Table 2. Owner Options for Room or Other type resources
Field	Enter
Owner restrictions	Choose one: None - Click if no owner is assigned to the resource and anyone can reserve the resource. Owner only - Click to assign a Resource owner. Only the Resource owner can process Resource requests without special approval. Enter the name of the resource owner in the Owner's name field. The owner is the person or group to whom requests from other users (those not listed in the List of names field) are forwarded for approval and processing. Specific people - Click to allow only specified users access to the resource. Enter the names of users allowed to reserve this resource in the List of names field. Autoprocessing - Click to allow only specified users and groups access to the resource and to assign a resource owner. Enter the name of the resource owner in the Owner's name field. The owner is the person or group to whom requests from other users (those not listed in List of names field) are forwarded for approval and processing. Enter the names of users allowed to reserve this resource in the List of names field. Disable reservations - Click to prevent users from reserving a resource from a meeting notice and directly from the Resource Reservations database.
Availability settings	Choose one of these: 24 hours everyday - The resource is available 24 hours each day. When you select this availability setting, other availability settings are disabled. Time zone - Specify the time zone for the resource. The default is Local Time, but you can specify others as applicable, such as Eastern Time. Days of week and hours of days - Select the days of the week that the resource is available. Specify availability start time and end time for each available day selected.
Limit the Advance Reservation of the Room/resource	Use this field to prevent users from scheduling single meetings so far in advance that resources might be wasted due to later schedule changes. Select Limit advance reservation and then specify how to set the limitation.
Other comments	Enter additional comments as necessary.

Enter the following Online Resource data for resources of type Online Meeting Place and then save and close the document.

Table 3. Online Meeting Place Resource information
Field	Enter
Online meeting database	The default database, STCONF.NSF, is entered by default. This field cannot be modified.
External address	Name of the mail-in database on the Sametime server. The name you enter here must be identical to the name of the Sametime Mail-in database in the Domino Directory.
Sametime server	Name of the Sametime server hosting the meeting.
Audio Video Support	Choose one: Audio - Voice only Audio and Video support - Voice and video display