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 |  C&S Administration Back to Main Menu Free Time System Design What is the Free Time System? How the Free Time System Schedules Notes Users How the Free Time System Schedules Across Scheduling Applications Setting Up Calendaring and Scheduling Calendaring and Scheduling Setup Overview Setting Up Workstations to Use Calendaring and Scheduling Setting up Rooms and Resources for Scheduling Scheduling Resources Managing Resources Scheduling Across Domains and Applications Working with the Free Time Database Free Time System Design What is the Free Time System? This information is provided to supplement the description of the Free Time System in the Notes Administration Help database. It is intended to provide you with background information on the Free Time System. The Calendaring and Scheduling Free Time System consists of: These server tasks are installed during Notes Release 4.5 installation and load at server startup. Schedule Manager The Schedule Manager is responsible for updating the Free Time database (BUSYTIME.NSF). It creates the Free Time Database at server startup (if it does not exist) and adds: The Schedule Manager updates free time documents when: Calendar Connector The Calendar Connector is invoked when the server encounters a free time request for a person whose mail server is not the current server. It sends and receives free time information for users on other mail servers. Back to Table of Contents How the Free Time System Schedules Notes Users This information is provided to supplement the description of the Free Time System in the Notes Administration Help database. It is intended to provide you with background information on the Free Time System. There are two typical scenarios for group scheduling: Group Scheduling between Notes users The following figure diagrams four Notes users and their mail servers. The Notes users in this diagram will be used in the scheduling example that follows. Sally Smith and John Doe use Mail Server A and Suzi Harris uses Mail Server B in the Dunn Chemical Domain; Harry Stone uses Mail Server C in the Standard Domain Sally Smith creates an meeting invitation in her mail file. Sally's mail file; Create Calendar Entry Looking up Free Time When Sally requests to look up the attendees’ free time, Server A processes the three requests for free time: Updating the Free Time Database When John Doe reads and accepts the meeting invitation, the following happens: Note: When Suzi Harris and Harry Stone read and accept the meeting invitation, a similar process occurs on their mail servers. Back to Table of Contents How the Free Time System Schedules Across Scheduling Applications Group Scheduling between Notes, Organizer, and OfficeVision Users The following figure diagrams a Notes user, an Organizer user, and their calendaring servers. The users in this diagram will be used in the scheduling example that follows.
Sally Smith uses Mail Server A in the Dunn Chemical Domain; Bob Jones uses Calendar Server D in the Acme Domain
Sally's mail file; Create Calendar Entry
Back to Table of Contents Procedure: Setting up Calendaring and Scheduling To set up Calendaring and Scheduling, follow these steps: 1. Install and set up Domino 4.5 on servers. The Free Time System is installed automatically. 2. Install and set up Domino 4.5 on workstations. 3. Upgrade user's mail files to use the Mail (R4.5) template. 4. Instruct users to create Calendar Profiles. 5. Set up the Resource Reservations Database. Calendaring and Scheduling does not require any changes to the Public Address Book in order to get started. The Free Time System uses the MailServer and MailFile fields to locate users' primary mail files and Calendaring information. As for the storage of invitations and scheduling information, Notes will take advantage of all of the Shared Mail features and functionality. Back to Table of Contents Setting Up Workstations to Use Calendaring and Scheduling Setting Up Calendar Profiles Each Notes user must set up a Calendar Profile before using the scheduling features. Calendar Profiles allow users to: Procedure: Setting Up a Calendar Profile To set up a Calendar Profile, follow these steps: 1. Open your mail file. 2. Choose Actions-Calendar Tools-Calendar Profile. 3. Fill-in the appropriate information in the Scheduling Options, Free Time Options, Autoprocessing Options, and Calendar Entry Options sections. 4. Click OK. The following figure shows the Calendar Profile: Setting Up Delegation Domino allows you to delegate responsibility for reading and responding to mail on your behalf as well as reading or managing your calendar. To set up delegation, select "Click here to allow others to view your calendar" in the Calendar Profile. The following figure shows the Delegation Profile document: Mail File; Actions-Calendar Tools-Calendar Profile; Click here to allow others to view your calendar The table describes the changes to the Access Control List for each selected delegation option. Setting Up Remote Access to Scheduling Every user that participates in Calendaring and Scheduling stores their free and busy time in a Free Time Database (BUSYTIME.NSF) on their mail server. Workstations running Release 4.5 will include a local copy of the Free Time Database (BUSYTIME.NSF). An entry for this database is added to the Replicator Workspace Page: Replicator Workspace Page; Local free time info entry The action button on this entry allows you to select the names of individuals with whom you schedule meetings frequently. The following figure shows the Local free time options dialog box: Replicator Workspace Page; Local free time info entry; Action button Back to Table of Contents Setting Up Rooms and Resources for Scheduling Setting Up the Resources The Resource Reservations Database stores documents for all rooms and resources that you wish to use in scheduling at your site. It also includes the reservations for those rooms and resources. The Resource Reservations Database is not automatically created. Administrators must create a new database based on the Resource Reservations (4.5) template (RESRC45.NTF). Next, administrators create a Site Profile and Resources. Procedure: Creating a Site Profile To create a Site Profile, follow these steps: 1. Open the Resource Reservations Database and navigate to Sites. 2. Choose Create- Site Profile. 3. Type a Site name and Domain name. 4. Click Done. 5. Repeat steps 2 through 4 for each site you wish to include in this Resource Reservations Database for scheduling. The following figure shows a Site Profile: Procedure: Creating a Resource document in the Resource Reservations Database To create a Resource document, follow these steps: 1. Open the Resource Reservations Database and navigate to Resources. 2. Choose Create - Resource. 3. Fill in the appropriate fields described in the table. 4. Click Done. 5. Click OK to accept confirmation that the Administration Process will add this resource to the Public Address Book. 6. Repeat steps 2 through 5 for each resource you wish to include in this Resource Reservations Database for scheduling. The following figure shows a Resource document in the Resource Reservations Database. Note: If you attempt to create a Resource document before you create a Site Profile, you will be asked to first create the Site Profile. Procedure: Creating a Resource document in the Public Address Book If you are not using the Administration Process, you must manually create a Resource document in the Public Address Book for each Resource you add to the Resource Reservations Database. To create a Resource document in the Public Address Book, follow these steps: 1. Open the Public Address Book and navigate to Server - Mail-in Databases and Resources. 2. Click Add Resource. 3. Select Room or Resource from the Resource type keyword list. 4. Type the same name you specified in the Resource Reservations Database for this room or resource in the Resource name field. 5. If the Resource type is Room, enter the Capacity for this room. 6. Enter a description for this room or resource in the Resource description field. 7. Enter the Domain, Server, and Filename for the Resource Reservations Database in which this Resource included. 8. Save and close this document. 9. Repeat steps 2 through 8 for each room or resource in the Resource Reservations Database. Back to Table of Contents Scheduling Resources Autoprocess scheduling a room or resource When you request to reserve a room or resource, an Autoprocess agent in the Resource Reservations Database looks up the room/resource's available time, and then: The Autoprocess agent also processes rescheduling and cancellation notices. Note: To use the Autoprocess agent, users must have access to run restricted agents on their mail server. Procedure: Reserving a room or resource You can reserve a room or resource when you create a meeting invitation in your mail file, or by creating a reservation in the Resource Reservations Database. To create a reservation, follow these steps: 1. Open the Resource Reservations Database and navigate to Reservations by Resource or Reservations by Date. 2. Click Create Reservation. 3. The Reserved by field defaults to the current username, but you can select a different name from the Address dialog box. 4. Type the phone extension of the person reserving the room or resource. 5. Select which type of resource you would like to reserve, Room or Resource, and click Continue. 6. Select how you would like to find a room (or resource): If you select "Find available room (or resource) at a specific time": a. Click Continue. b. Enter a Reservation date, Time, and Site, then enter the Number of attendees if reserving a room or select a Category if reserving a resource. c. Select "Click here to find available room (or resource)." d. If a room with the specified requirements is not available, enter another date, time, and/or site and search again. e. If a room is located, enter a description for the purpose of the reservation. If you select "Find available time for a specific room (or resource)": a. Select "Click here to select a room (or resource)." b. Select a room (or resource) from the list. c. Enter a Reservation date and duration. d. Select "Click here to find an available time." e. If a time with the specified requirements is not available, enter another room, date, and/or duration and search again. f. If a room is located, enter a description for the purpose of the reservation. 7. Click Save and Close.
Note: If you attempt to create a Reservation before you have added Resources, you will first be asked to create a Resource. Managing Resources Resource administration After you create a Resource document, the only information you can change is the resource's availability. Note: Changes to a resource's availability does not affect existing reservations. For example, Room 2500 was booked for Monday from 8AM-9AM and the administrator changes Room 2500's availability to M-F 9AM-5PM, the existing reservation is unchanged and still valid. Procedure: Changing a Resource's availability To change a Resource's availability, follow these steps: 1. Open the Resource Reservations Database and navigate to Reservations by Resource or Reservations by Date. 2. Open the Resource document you wish to edit. 3. Click Edit Available times. 4. Edit the Availability fields. 5. Click Done. If you need to change the resource's name, site, capacity, or category, you must delete the Resource document first, then create a new resource with the changed information. If there are any outstanding reservations when a resource is deleted, the person deleting the resource will be prompted as to whether they want to notify everyone holding reservations. If they say Yes, a mail message is sent to all unique reservation holders that the resource has been removed and the outstanding reservations are deleted. Note: If the administrator chooses not to notify people holding reservations, all existing reservations are still deleted at the time the resource is deleted. Procedure: Deleting a Resource from the Resource Reservations Database To delete a Resource from the Resource Reservations Database, follow these steps: 1. Open the Resource Reservations Database and navigate to Reservations by Resource or Reservations by Date. 2. Open the Resource document you wish to edit. 3. Click Delete Resource. Note: Selecting the Resource document and pressing the Delete key will not perform a complete deletion of the resource. 4. Click Yes to confirm deletion of this resource. 5. Click OK to accept confirmation that the request to delete this resource has been added to the Administration Requests Database. When you delete a Resource from the Resource Reservations Database, an Administration Process Request document for the resource deletion is added to the Administration Requests Database (ADMIN4.NSF). Then, you must approve the request to delete the resource from the Public Address Book. To approve the deletion of a Resource from the Public Address Book, follow these steps:
Note: To approve and delete resources in the Public Address Book, you must be assigned Delete documents access to the Public Address Book and at least Editor access to the Administration Requests Database. Back to Table of Contents Scheduling Across Domains and Applications You can set up scheduling across multiple domains by identifying the server that processes free time requests for another domain and/or by identifying a different scheduling application. Procedure: Setting up scheduling for multiple Notes domains To set up scheduling for multiple Notes domains, follow these steps: 1. Open the Public Address Book and navigate to Server -> Domains 2. Click Add Domain. 3. Select Adjacent Domain in the Domain type field. 4. Fill in the appropriate domain information in the Basics and Restrictions sections. 5. In the Calendar Server field, enter the name of the server in the Adjacent domain that will accept and process all free time requests for that domain. 6. Save and close this document. 7. If necessary, set up connection documents to connect to the server you specified in the Adjacent Domain document. Procedure: Setting Up Scheduling to Include Other Applications You can use optional Free Time plug-ins so that Notes scheduling users can request free time for people who use a non-Notes calendaring system such as OfficeVision or Organizer. To set up scheduling in Notes to include other scheduling applications, follow these steps: 1. Open the Public Address Book and navigate to Server -> Domains 2. Click Add Domain. 3. Select Foreign Domain in the Domain type field. 4. Fill in the appropriate domain information in the Basics and Restrictions sections. 5. In the Calendar System field, select the name of the plug-in program that will process free time requests (Organizer 2.x or OfficeVision). 6. In the Calendar server name field, enter the name of the server in the Foreign domain that is running the plug-in program specified in step #5. 7. Save and close this document. 8. For Notes mail users who are using a different scheduling application, edit the Person document for those users and enter the name of the Foreign domain in the Calendar domain field. a. In the Public Address Book, navigate to People. b. Select the Person document for whom you wish to change Calendaring systems and click Edit Person. c. In the Misc section, Calendar domain field, enter the Foreign domain name you specified in step 4. d. Save and close this document. Back to Table of Contents Working with the Free Time Database The Free Time Database has the following security features: Server Console Commands Two server console commands help manage the Free Time Database: TELL SCHED VALIDATE TELL SCHED SHOW "User Name" Collecting Statistics Lotus Notes Release 4.5 collects Calendaring and Scheduling statistics so that an Administrator can see how the Free Time Database is being used. Administrators can use the server console command: TELL SCHED STATS. The following is an example of what might display at the console when you issue this command: 10/22/96 03:45:46 PM SchedMgr: Room 2500/DChem has 2 reservation(s) 10/22/96 03:45:46 PM SchedMgr: Joe Smith/DChem has 3 appointment(s) 10/22/96 03:45:46 PM SchedMgr: Total of 1 user(s) with a total of 3 appointment(s) 10/22/96 03:45:46 PM SchedMgr: Total of 1 resource(s) with a total of 2 reservation(s) 10/22/96 03:45:46 PM SchedMgr: Total of 2 users/resources with a total of 5 appts/reservations The Calendaring and Scheduling statistics will also be added to the general totals for server. You can see these statistics using the SHOW STAT server console command, which shows all of the statistics for the server. If you want to see only the calendar statistics, you could issue the command: SHOW STAT CALENDAR.* The following is an example of what might display at the console when you issue this command: Calendar.Total.All.Appts.Reservations = 5 Calendar.Total.All.Users.Resources = 2 Calendar.Total.Appts = 3 Calendar.Total.Reservations = 2 Calendar.Total.Resources = 1 Calendar.Total.Users = 1 Back to Table of Contents | |
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