IT Services



Administrators Guide to the Resource Mailbox


Contents

The Resource Mailbox allows authorised users to be able to book rooms and resources within your unit. If you would like to use this feature of Nexus in your unit, please apply for a resource mailbox.

Once the Resource Mailbox has been created a Resource Manager is given access. A Resource Manager is someone with Full Access permissions over the Resource Mailbox. The Resource Manager then needs to configure the Resource Mailbox within Nexus before allowing users access. The following instructions will guide you through the procedure.

Definitions:



1. How to access the Resource Settings via OWA

To access the resource settings for a resource, the Resource Manager has to log in to his/her mailbox first. Then click on the Resource Manager's name in the top right corner of the page:

Figure images/access_resource.jpg [Accessing the Resource from the user menu]

Type in the username or email address of the resource account and click [Open]. Only a Resource Manager can log in to a Resource Mailbox.

Once you have logged in, click on the menu item [Options] and then [See All Options...]

Figure images/see_all_options.jpg [The Options menu, showing See All Options being selected]

Once you are on the Options page, click on [Settings] from the left-hand menu. Next select the [Resource] tab.

Figure images/resource_tab.jpg [The Options page, showing the Resource tab of the Settings menu being selected.]

The screen shown below will open. This is broken down into different sections.

Figure images/resource_settings_page.jpg [The Resource Settings page, divided into two sections: Scheduling Options and Scheduling Permissions]



2. Resource Scheduling Options

In the first section the Resource Manager can set up scheduling options for the Resource Mailbox:

Figure images/resource_scheduling_options.jpg [The Scheduling Options section of the Resource Settings page]

The options available are:

Automatically process meeting requests and cancellations
This setting allows the system itself to administer the booking of resources.
Disable reminders
If left unticked the person booking the resource/room will receive reminders about their booking.
Maximum number of days in advance resources can be booked
This sets the maximum number of days in advance that the resource/room can be booked.
Always decline if the end date is beyond this limit
The booking is refused if it is beyond the date specified here.
Limit meeting duration
If this is ticked, the resource/room cannot be booked for longer than the number of minutes specified in the [Maximum allowed minutes] box (see below).
Maximum allowed minutes
This will be the maximum time allowed for a booking if [Limit meeting duration] is selected (see above).
Allow scheduling only during working hours
Ticking this box restricts the resource/room booking to working hours (as defined in the Calendar Work Week section of the Calendar Options for this mailbox).
Allow repeating meetings
Ticking this box allows users to book repeating meetings in this resource/room.
Allow conflicts
Ticking this box allows two or more people to book the resource/room for the same time. The Resource Manager will then need to decide who gets the resource.
Allow up to this number of individual conflicts
This sets the maximum number of schedule conflicts that are allowed for a meeting with this resource. If more than this number of attendees have conflicts, the meeting will be declined by the resource.
Allow up to this percentage of individual conflicts
This sets the maximum percentage of schedule conflicts that are allowed for a meeting with this resource. If more than this percentage of attendees have conflicts, the meeting will be declined by the resource. The default is 0, i.e. no conflicts are allowed.


3. Resource Scheduling Permissions

In this section the Resource Manager sets who can book resources. This can be from everyone in the University to just a single person.

Figure images/resource_scheduling_permissions.jpg [Resource Scheduling Permissions options screen]

The settings available are:
Choose users and groups that have permission to schedule this resource by sending a meeting request. These users can schedule automatically if the resource is available.
Options are:
  • Everyone: all members of the University can book the resource
  • Select users and groups: only specifically selected people can book the resource. State who is allowed to book by adding their names to the [Select one or more...] box.

NB: The Nexus team cannot create customised groups for departments.

These users can submit a request for owner approval if the resource is available.

The functional difference here is that the specified users/group can only request the room, not book it outright. When the request is made, the resource will be tentatively booked, but the actual confirmation of booking must be approved by the Resource Delegate.

Again, if you allow 'Everyone' here, then all of the University will be able to request the resource. Alternatively, state who is allowed to book by adding their names to the [Select one or more...] box.

Contact the Nexus team if you need your department (group) to be added. Allowing a group will add all the members in the department.

NB: The Nexus team cannot create customised groups for departments.

These users can schedule automatically if the resource is available and can submit a request for manual approval if the resource is unavailable

This option is useful to give someone who has more authority (e.g.: Head of the Department/College, Administrator etc) in the department the ability to book a resource if it is available and submit a request to book if the resource is unavailable. You should state who is allowed to book by this method by adding their names to the [Select one or more...] box.

Contact the Nexus team if you need your department (group) to be added. Allowing a group will add all the members in the department.

NB: The Nexus team cannot create customised groups for departments.



4. Resource Privacy Options:

There are various privacy settings available for a resource. If you need to change them, please contact the Nexus team. By default, all 'Privacy options' are enabled.

Figure images/resource_privacy_options.png [Resource Privacy Options screen]

Always add the organizer name to the meeting subject
If you want the organiser's name to appear in the meeting subject, select this option.
Always remove the private flag on an accepted meeting
It is suggested that this option is left unticked
When declining meeting requests due to a conflicting meeting:
  • Include detailed information about conflicting meetings in response
  • Include organizer's name in conflict information
Always delete the following when sent to this resource:
  • E-mail messages
  • Attachments from meeting requests
  • Comments from meeting requests
  • Subject of meeting requests

It is up to the Resource Manager how these options are set.



5. Standard Reply Message

The final section allows you to write your own standard reply message back to the person submitting the resource booking. Alter as appropriate.

Figure images/standard_reply_message.jpg [Standard Reply Message box]



6. Differences Between Project Accounts and Resource Mailboxes

Description Project Mailbox Resource Mailbox
OWA option [Options/ Resource Settings ] for resource management
Account identification in GAL (Outlook only) Easy identification due to different icons used
Free/ Busy information Available Available
Calendar sharing Must be shared in order to view content Does not need to be shared to schedule meetings
Calendar updates (Automate Processing) 'Auto update' by default. Nexus Team will set to 'Auto Accept'
Publishing calendar Full calendar Calendar is not published. Resource availability is via free/busy information
'Send As' permission * Server side setting. Must add users manually Resource manager gets 'Send on Behalf' of by default
'Full Access' * Server side setting. Resource manager is given 'Full Access' permissions.

* Contact OUCS Help Centre to request this for additional users