Novell GROUPWISE 8 - RESOURCES User manual

Resources

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Resources

Chapter 15, “Creating Resources,” on page 261

Chapter 16, “Managing Resources,” on page 265

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Creating Resources

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Creating Resources

A resource is an item or place, such as a computer, company vehicle, or conference room, that users

can schedule or check out.

Section 15.1, “Understanding Resources,” on page 261

Section 15.2, “Planning Resources,” on page 262

Section 15.3, “Creating a New Resource,” on page 262

15.1 Understanding Resources

The following sections provide information to help you learn about GroupWise®resources:

Section 15.1.1, “Resource Objects,” on page 261

Section 15.1.2, “Resource Types,” on page 261

Section 15.1.3, “Resource Mailboxes,” on page 261

Section 15.1.4, “Resource Owners,” on page 262

15.1.1 Resource Objects

Each resource you want to make available must be added as a Resource object in Novell®

eDirectoryTM. The name that you give the Resource object becomes the name by which the resource

is displayed in the GroupWise Address Book.

Resource objects can be located in any eDirectory container that is in the same tree as the resource’s

domain.

15.1.2 Resource Types

You can identify the resource as a general resource or as a place. When a user schedules a resource

that is defined as a place, the resource name is automatically added to the Place field in the

appointment.

15.1.3 Resource Mailboxes

Like a user, a resource must be assigned to a post office so that it can be given an account (address,

mailbox, and so forth). You assign the resource to a post office when you create the Resource object.

A resource’s account enables it to receive scheduling requests (sent as appointments). The owner

assigned to the resource can access the resource’s mailbox to accept or decline the requests. For

example, you might want to have all your conference rooms defined as resources. When sending a

meeting appointment, users can schedule the conference room as well as the meeting attendees. The

resource, just like the other users scheduled for the meeting, receives an appointment in its mailbox

which can be accepted or declined by the owner.

When scheduling a resource, users can perform a busy search to see when the resource is available.

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Even though a resource is assigned to a single post office, all users in your GroupWise system can

schedule the resource.

Resources can receive all item types (mail messages, phone messages, appointments, tasks, and

notes). Generally, if your purpose in defining resources is to allow them to be scheduled through

GroupWise, they only receive appointments.

Resources can also send items. If a resource sends an item to an Internet user, both the To field and

the From field are populated with the resource name when the Internet user receives the message.

15.1.4 Resource Owners

When you create a resource, you assign an owner to it. The owner must belong to the same post

office as the resource and is responsible for accepting or declining requests to schedule the resource.

The owner can do this by proxying the resource’s mailbox and physically opening the scheduling

requests, or by setting up rules to manage the resource automatically.

The owner automatically receives proxy rights to the resource’s mailbox. The owner can also grant

proxy rights to another user to manage the resources.

NOTE: Owners cannot log in directly to a resource mailbox because resource mailboxes do not

have passwords. Unless post office security is set to Low, meaning that passwords are not required,

resource mailboxes.

For information about how owners can manage resources, see:

“Managing Resources” in “Contacts and Address Books” in the GroupWise 8 Windows Client

User Guide

“Managing Resources” in “Contacts and Address Books” in the GroupWise 8 Linux/Mac Client

User Guide

15.2 Planning Resources

Before creating a new resource, make sure that the user who will own the resource has been created

and belongs to the same post office where you are planning to create the resource.

15.3 Creating a New Resource

1In ConsoleOne®, right-click the container where you want to create the Resource object, then

click New > Resource to display the Create GroupWise Resource dialog box.

2Fill in the following fields:

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Resource Name: Specify a descriptive name. Because the name is used as part of the

resource’s GroupWise address, do not use any of the following invalid characters in the

resource name:

GroupWise Post Office: Select the post office where the resource will be located.

Owner: Select the user who will be responsible for accepting or declining requests to use the

resource. The owner must have a GroupWise account on the same post office as the resource.

3Select Define Additional Properties, then click OK.

4On the Identification page, fill in the following fields:

Description: Specify a description to help users identify the use of the resource. The

description will be displayed if the user chooses to view information about the resource in the

Address Book.

If you define the resource type as a place, the description is automatically added to the Place

field in the appointment. A good description can help users locate the place more easily.

Visibility: Select the level at which the resource will be visible in the Address Book. System

causes the resource to be visible to all users in your GroupWise system. Domain causes the

resource to be visible to all users in the same domain as the resource. Post Office causes the

resource to be visible to all users on the same post office as the resource. None causes the

ASCII characters 0-31 Comma ,

Asterisk * Double quote "

At sign @ Extended ASCII characters that are graphical or typographical symbols;

accented characters in the extended range can be used

Backslash \ Parentheses ( )

Braces { } Period .

Colon :

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resource to not be visible at any level. However, even if the resource is not displayed in a user’s

Address Book, he or she can schedule the resource by typing the resource name in an

appointment’s To field.

Resource Type: You can identify the resource as a general resource or as a place. When a user

schedules a resource that is defined as a place, the resource description is automatically added

to the Place field in the appointment.

Phone: If the resource has a telephone number associated with it, such as a conference room

with a telephone number, specify the phone number.

E-Mail Address: Displays the default e-mail address for the resource. Click the drop-down list

to specify a custom e-mail address. For example, if you created a resource with spaces in its

name, you need to remove the spaces to create a valid e-mail address.

View Client Options: Click View Client Options as a convenient shortcut for Tools >

GroupWise Utilities > Client Options in order to modify client options for the currently

selected resource. For more information, see Chapter 69, “Setting Defaults for the GroupWise

Client Options,” on page 1085.

5Click OK to save the resource information.

Managing Resources

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Managing Resources

The following sections provide information to help you manage the resources in your GroupWise®

system:

Section 16.1, “Changing a Resource’s Owner,” on page 265

Section 16.2, “Adding a Resource to a Distribution List,” on page 266

Section 16.3, “Moving a Resource,” on page 267

Section 16.4, “Renaming a Resource,” on page 268

Section 16.5, “Deleting a Resource,” on page 268

Section 16.6, “Managing E-Mail Addresses,” on page 268

A resource’s mailbox, just like a user’s mailbox, is a combination of the information stored in its

user database and the message databases located at its post office. Occasionally, you might want to

perform maintenance tasks on the resource’s mailbox to ensure the integrity of the databases. For

details about performing maintenance on a resource’s mailbox, see Chapter 27, “Maintaining User/

Resource and Message Databases,” on page 401.

16.1 Changing a Resource’s Owner

You can change a resource’s owner whenever necessary. The owner must be a user assigned to the

same post office as the resource. If you need to give ownership of the resource to a user on a

different post office, you must move the resource to that post office. For details, see Section 16.3,

“Moving a Resource,” on page 267.

The new owner automatically receives proxy rights to the resource’s mailbox. Proxy rights are

removed for the old owner.

1In ConsoleOne®, right-click the Resource object, then click Properties.

2On the Identification page, browse to and select the new owner, then click OK to display the

user’s name in the Owner field.

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3Click OK to save your changes.

16.2 Adding a Resource to a Distribution List

Just like users, resources can be added to distribution lists.

1In ConsoleOne, right-click the Resource object, then click Properties.

2Click GroupWise > Distribution Lists to display the Distribution Lists page.

3Click Add, select the distribution list that you want to add the resource to, then click OK.

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By default, the resource is added as a primary recipient (To recipient).

4If you want to change the resource’s recipient type, select the distribution list, click

Participation, then click To, CC, or BC.

5Click OK to save your changes.

16.3 Moving a Resource

If necessary, you can move a resource from one post office to another. For example, you might need

to move a resource if you are removing the resource’s post office or if you need to reassign

ownership of the resource to a user on another post office.

The resource retains the same name in the new post office as it has in the current post office. If

another user, resource, or distribution list assigned to the new post office has the same name, you

will need to rename one of them before you move the resource. For details, see Section 16.4,

“Renaming a Resource,” on page 268.

When you move the resource, all items in its mailbox are moved to the new post office, which

means that all schedules for the resource are kept intact.

To move a resource:

1In ConsoleOne, right-click the Resource object in the GroupWise View, then click Move to

display the GroupWise Move dialog box.

IMPORTANT: You must select the Resource object in the GroupWise View. If you select the

object in the standard ConsoleOne View, you will move the Resource object from one container

to another, not the resource from one post office to another.

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2Select the post office to which you want to move the resource, then click OK to display the

Choose New Owner dialog box.

3Select the user who will be the resource’s owner, then click OK to move the resource.

16.4 Renaming a Resource

Situations might arise where you need to give a resource a new name. For example, you might need

to move the resource to another post office that already has a user, resource, or distribution list with

the same name.

1In ConsoleOne, right-click the Resource object in the GroupWise View, then click Rename to

display the Rename dialog box

2In the New Name field, specify the new name for the resource.

3Make sure the Save Old Name box is not selected.

Saving the old name causes duplicate resources to appear in the Address Book.

4Click OK to rename the resource.

16.5 Deleting a Resource

When you delete a resource, all information is removed for the resource, including any schedules

that have been established for the resource.

1In ConsoleOne, right-click the Resource object in the GroupWise View, then click Delete.

2Click Yes to confirm the deletion.

16.6 Managing E-Mail Addresses

To ensure that resource addresses meet your needs, GroupWise enables you to determine the format

and visibility of addresses, as well as create additional names for resources. The following sections

provide details:

Section 16.6.1, “Changing a Resource’s Internet Addressing Settings,” on page 269

Section 16.6.2, “Changing a Resource’s Visibility in the Address Book,” on page 270

Section 16.6.3, “Creating a Nickname for a Resource,” on page 271

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