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,
login access is denied. The Proxy feature in the GroupWise client should always be used to access
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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16.6.1 Changing a Resource’s Internet Addressing Settings
By default, a resource inherits its Internet address settings (preferred Internet address format,
allowed address formats, and Internet domain name) from its post office, domain, or GroupWise
system. If necessary, you can override these settings.
1In ConsoleOne, right-click the Resource object, then click Properties.
2Click GroupWise, then click Internet Addressing to display the Internet Addressing page.
3To override one of the settings, select the Override box, then change the setting.
Preferred Address Format: The preferred address format determines how the resource’s
address are displayed in the GroupWise Address Book and in sent messages.
At the resource level, only three preferred address formats are available. The address formats
that include first name, last name, and first initial do not apply to resource, so they are not
available.
You can completely override the address format by explicitly defining the user portion of the
address (user@Internet domain name). The user portion can include any RFC-compliant
characters (no spaces, commas, and so forth). The resource name portion must be unique within
its Internet domain. This means that a resource name can be used multiple times in your
GroupWise system, if it is used only once in each Internet domain.
Allowed Address Formats: The allowed address formats determine which address formats
can be used to send messages to the resource.
Only the UserID.Post Office@Internet domain name and UserID@Internet domain name
formats are valid for resources. The formats that include first name, last name, and first initial
are not valid.
For example, using R1 as the resource ID, Research as the post office, and novell.com as the
Internet domain, if you select the two valid formats, the resource receives messages sent using
either of the following addresses:
[email protected]
[email protected]

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Internet Domain Name: The Internet domain name, along with the preferred address format,
is used when constructing the e-mail address that is displayed in the GroupWise Address Book
and in the To field of sent messages.
Only the Internet domain names that have been defined are displayed in the list. Internet
domain names must be defined at the system level (Tools > GroupWise System Operations >
Internet Addressing). For more information, see Section 45, “Configuring Internet
Addressing,” on page 717.
If you override the Internet domain name, the For Incoming Mail, Recipients are Known
Exclusively by This Internet Domain Name option becomes available. Enable this option if you
only want the resource to be able to receive messages addressed with this Internet domain
name. If you don’t enable this option, the resource receives messages addressed using any of
the Internet domain names assigned to your GroupWise system.
View E-Mail Addresses: Click View E-Mail Addresses to display a list of the various e-mail
address formats that can successfully deliver e-mail to this resource, including any nicknames
or gateway aliases that have been defined for this resource. For more information, see:
Section 45.1.4, “Preferred Address Format,” on page 718 and Section 45.1.5, “Allowed
Address Formats,” on page 721
Section 14.7.4, “Creating a Nickname for a User,” on page 250
Section 45.3, “Transitioning from SMTP Gateway Aliases to Internet Addressing,” on
page 727
4Click OK to save your changes.
16.6.2 Changing a Resource’s Visibility in the Address Book
A resource’s visibility level determines which users see the resource in their Address Books. You
can control the availability of a resource by displaying it in the Address Books of all users in your
GroupWise system, in the Address Books of those users in the resource’s domain only, in the
Address Books of those users on the resource’s post office only, or in no Address Books. Even if the
resource is not displayed in their Address Books, users can schedule the resource if they know the
resource’s name.
To change a resource’s visibility:
1In ConsoleOne, right-click the Resource object, then click Properties.

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2In the Visibility field, select the desired visibility level.
System: The resource is displayed in the Address Books of all users in your GroupWise
system.
Domain: The resource is displayed in the Address Books of all users in the resource’s domain.
Post Office: The resource is displayed in the Address Books of all users on the resource’s post
office.
None: The resource is not displayed in any Address Books. Users need to know the resource’s
name to schedule it.
3Click OK to save your changes.
16.6.3 Creating a Nickname for a Resource
Each resource has a specific GroupWise address consisting of the resource’s name, post office, and
domain (resource_name.post_office.domain). You can assign one or more nicknames to a resource
to give it an alternate address. Each part of the address (resource_name, post_office, and domain)
can be different than the resource’s actual address.
For example, you might want to create a nickname for a resource you have just moved, as described
in Section 16.3, “Moving a Resource,” on page 267 or renamed, as described in Section 16.4,
“Renaming a Resource,” on page 268. The nickname, which would be the resource’s old address,
would ensure that any appointments sent to the old address would be routed to the new address.
Nicknames are not displayed in the Address Book, which means users will need to know the
nickname to use it.
To create a nickname for a resource:
1In ConsoleOne, right-click the Resource object, then click Properties.
2Click GroupWise > Nicknames to display the Nicknames page.

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3Click Add to display the Create Nickname dialog box.
4Fill in the following fields:
Domain.PO: Select the post office to which you want to assign the nickname. This can be any
post office in your GroupWise system; it does not need to be the resource’s post office.
Object ID: Specify the name to use as the resource_name portion of the nickname.
Visibility: Nicknames are not displayed in the Address Book. To use a nickname, a message
sender must specify the nickname’s address. However, nickname visibility does affect
nickname replication to other GroupWise systems.
External Sync Override: This option applies only if your GroupWise system links to and
synchronizes with an external system, as described in “Connecting to Other GroupWise
Systems” in the GroupWise 8 Multi-System Administration Guide.
Select the Synchronize According to Visibility setting if you want the nickname information to
be provided to the other system only if the nickname’s visibility is set to System.
Select the Synchronize Regardless of Visibility setting if you always want the nickname
information provided to the other system regardless of the nickname’s visibility level.
Select the Don’t Synchronize Regardless of Visibility setting if you never want the nickname
information provided to the other system.
Given Name: Ignore this field. It is not used for resource nicknames.

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Last Name: Ignore this field. It is not used for resource nicknames.
Expiration Date: If you want the nickname to no longer work after a certain date, click Enable
and then select the desired date.
5Click OK to add the nickname to the list.
6Click OK to save the changes to the Resource object.

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