Creating Resource documents

Create a Resource document in the Resource Reservations database to define a resource name, type, and availability, and designates who can reserve the resource.

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 been created.

About this task

You can create 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.


  1. From the Domino® Administrator, open the server with the Resource Reservations database to use.
  2. click the Files tab and open the Resource Reservations database.
  3. From the RESOURCES view, click New Resource.
  4. 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 HCL Sametime® server.
  5. Click the Resource Information tab, and complete these fields:
    Table 1. Resource Information tab fields




    A unique name that identifies the resource -- for example, a room number.


    Click to display a list of available sites, and then choose one.


    (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.


    (Appears when you select Room as Resource Type)

    The capacity of the resource, for example, the seating capacity of a room.


    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.

  6. 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



    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.

  7. 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



    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


The Administration Process creates an Add Resource request to create a Mail-in database document for the Resource in the Domino directory. When that step is complete, users can schedule the resource.