Meeting updates remain in Resource databases after approval

Technote (troubleshooting)


Problem

Resource databases contain copies of reservation requests that have already been processed or reservations that cannot be processed. For rooms with an owner(s), multiple requests for approval will be generated and sent to the owner(s). Even after approving these requests, the reservation will continue to appear in the "Waiting for Approval" view with the hourglass icon.

Symptom

Meeting notices appear stuck in $NLookup and "Waiting for Approval" views. After requests have been approved, a copy of the request remains in the database. These requests are updates to an existing meeting.

If rooms have owners, these notices will appear in the "Waiting for Approval" view requesting the owner approve the request. However, as these are not actual reschedules, they will not be removed from the WFA view and appear to be broken documents.

Cause

Beginning in Lotus Notes 8.5.2, meeting chairs can choose to update other invitees when changing non-schedule items (add or remove invitees, change subject, etc). Since the room is an invitee, it gets these notices. Resource databases based on earlier templates (versions 8.5.1 or lower) cannot properly process these requests, so the requests are processed, but not removed properly. They appear stuck in the hidden view $nlookup and may generate multiple requests to room owners.

Environment

Lotus Notes 8.5.2 or higher clients with Lotus Domino server and Resource Reservations template 8.5.1 or earlier.

Diagnosing the problem

After reservation requests are processed, the may continue to be displayed in the $Nlookup and "Waiting for Approval" views. The field RQStatus on the documents will have a value of "T", meaning it has not been processed, and NoticeType will be "U". The meeting organizer will be using a Lotus Notes 8.5.2 or 8.5.3 mail client, and the server hosting the resource database will be 851 or lower with a template of 851 or lower.

For rooms where owners have processed the request, the $busyname field is added, and the form is changed from Notice to Reservation. However, the RQStatus does not update to A, and the Noticetype does not update to A which is why these documents are not removed from the WFA view.


Resolving the problem

Upgrade the Resource Reservations server and template to Lotus Domino 8.5.2.

A client side notes.ini parameter can be pushed using a policy. CSSendRnRInfoUpdates=0 will stop the newer clients from sending non-schedule notices to the resource database. This setting will NOT work on servers.



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Document information


More support for:

IBM Domino
Calendaring and Scheduling

Software version:

8.5, 8.5.1, 8.5.2, 8.5.3

Operating system(s):

AIX, AIX 64bit, IBM i, Linux, Solaris, Windows, Windows 64bit, i5/OS

Software edition:

All Editions

Reference #:

1568595

Modified date:

2013-10-03

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