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When you select a recurring reservation to edit, you can select whether you want to edit the single reservation you selected, or the selected reservation and all reservations that come after it in the series.
You can edit a recurring series, but you cannot change the recurrence pattern once a recurring reservation has been created. To change the recurrence pattern definition, you would first cancel the existing series, and then define a new series. See Canceling a Reservation Series, Creating Room and Resource Reservations, and Creating Resource Reservations. The topics about creating room and resource reservations have procedures that include the steps for creating recurring reservations.
Note: If your site supports self-service users reserving meeting space using ARCHIBUS Workplace, this view will include reservations generated from Workplace. Reservations generated from ARCHIBUS Workplace are automatically approved. See Using ARCHIBUS Workplace.
Note: You cannot edit reservations that have already occurred; you can edit only reservations that haven't started yet. This is true for all roles. For example, to be able to edit a reservation, the reservation's start time must be later than your site's current time.
Note: Because conference call reservations have multiple locations and can have multiple dates, editing these reservations is covered in a separate topic. See Editing Conference Call Reservations.
When editing a single reservation in a series, with or without the ARCHIBUS Extension for Microsoft Exchange, be aware of the following:
You can make changes for all meetings in a series in a single operation.
When editing recurring reservations, the application keeps all existing exceptions in the recurrence pattern. To preserve these exceptions, the application uses the following guidelines to determine whether or not to update the series:
Note the following when editing multiple reservations in a series at once:
Additionally, each customized occurrence will be updated with a separate email if required.
Note: If some occurrences of the meeting are in the past, they might become updated on your Exchange calendar. This is a side-effect of updating the entire meeting series with a single email. The corresponding reservations are not modified in ARCHIBUS.
Note: When editing a recurring reservation series that includes some conflicted dates, you are not able to edit the conflicted occurrences. You must first resolve the conflicts, and then the occurrences can be edited as part of the series. See Resolving Conflicts for Recurring Reservations.
When updating a recurring meeting with a daily recurrence pattern from Outlook Web Access (OWA), a meeting occurrence is sometimes removed if time zones are different.
When you update the times of a daily recurring meeting series via Outlook Web Access (OWA), OWA changes the time zone of this meeting series to the default time zone configured in OWA.
If this time zone differs from the original meeting time zone, OWA sometimes removes an occurrence from the series.
Since Exchange removes one instance, but the Exchange listener doesn’t update the corresponding reservation (because the listener considers it a change in the recurrence pattern, which is not supported), then the Exchange Calendar and the Web Central Reservations application are not in sync.
To avoid having an occurrence deleted, use Outlook or Web Central to change the reservations, or change the default time zone in OWA to match the original time zone of the meeting series.
If this issue has already occurred, edit the recurring meeting series in OWA, and add the removed occurrence again. The Exchange listener will then accept the recurring meeting request.
When editing recurring reservations in Web Central, each occurrence is updated on the Exchange server, but when opening the series in Outlook, the old information is shown. Basically, only individual occurrences are updated, and the series is left unchanged. This ensures that all previous changes and cancellations to the series are not lost. For this reason, when you edit recurring reservations and select to edit all occurrences in the series, your changes are also applied to the series only if:
If any of these conditions do not apply (for example, if one of the occurrences was moved to a different date), then if you change the reservation time using Web Central, let's suppose from 10am-12pm to 9am-11am for all occurrences, and add an attendee, when you open one of the changed occurrences in Outlook, you’ll see the 9am-11am and the added attendee. However, if you open the entire series, you’ll still see 10am-12pm, and not see the added attendee.
For some deployments, it is important to know how many attendees are expected to be physically present for a meeting, rather than knowing the number of invitees, some of whom might attend the meeting remotely. For example, setup personnel might need to know the number of people they are preparing the room for. Also, the Room Capacity Utilization per Month report uses the # of Attendees in Room field to calculate Capacity Use. For these reasons, the application enables you to track the number of attendees that you expect to be physically present.
Here's how this works. When creating a reservation, when you enter the Capacity in the Filter Console and click Apply Filter:
The Room Capacity Utilization per Month report uses the # of Attendees in Room value to calculate the Average Capacity Use per month. See Strategic Management Reports.
For information on the Capacity field when working with recurring conference calls, see Editing Conference calls and the Capacity field.
Note: Entering the Capacity field might be required, depending on how your business process owner set the application parameter PluginCapacityRequired . If required, you must enter a Capacity in the Filter before confirming the reservation.
On Demand Work. If you are integrating the On Demand Work application with the Reservations application, the # of Attendees in Room field is shown in the work request Description so that setup personnel know how many people they are preparing the room for.
Note about Legacy data. When creating a new reservation from the Reservations application, by default, the Capacity field in the Filter and the # of Attendees in the Room field are set to 5. Reservations created before the # of Attendees in Room field was added to the application will have 0 attendees in the room specified, so the Capacity field in the Filter will also be set to 0. It is necessary to update this number only if tracking the # of Attendees in Room is important to your workflow.
To edit recurring reservations:
The list shows reservations that you made or that the Reservations Manager made for you, and that match the criteria you entered. Each occurrence of a recurring reservation is shown separately in the list. The icons indicate the type of reservation. See Icons to identify the type of reservation.
When you select a recurring reservation, you are asked if you want to edit just the selected occurrence, or this occurrence and all subsequent occurrences. Select an option and click Confirm.
Note: If this recurring reservation includes some meetings that have conflicts, these meetings are not edited, even when you choose to edit all occurrences. You must first resolve the conflict before the occurrence can be modified as part of the series. See Working with Scheduling Conflicts for Recurring Reservations.
The Edit Room Reservation (Reservation Code) or Edit Resource Reservation (Reservation Code) form appears. The date and From and To times appear in the filter. If you selected to edit several recurring reservations, the date range is shown. The time line shows your current reservation in green.
Note: If you are changing the time from AM to PM, or from PM to AM, be sure to enter AM or PM in the Time Start or Time Ends fields when entering dates in the edit form.
The Confirm Reservation form appears.
When you submit changes, the application verifies the availability of the room, equipment and services before saving the changes. If conflicts are detected, none of the occurrences are changed, but the application shows a warning message: “The selected room and assets are not available anymore. Please return to the reservation form and click ‘Apply Filter’ to update the availability information displayed on the time line”
To avoid performance issues when checking attendee availability, the application limits the date checking to the number specified in the application parameter (
AbWorkplaceReservations-MaxRecurrencesCheckFreeBusy). By default, this is set to 10, but your application administrator can adjust this as needed. See Configuring Parameters for the Reservations Application.
The system checks that the reservation's start time is later than the site's current time, and that the arrangement's or resource's announcement time is also later than the site's current time. You cannot edit a reservation if these requirements are not met.
The reservation is changed. Email notifications are sent to all attendees.
If the time of the series is changed and the series contains exceptions, then individual emails will still go out. This is required to keep Exchange from automatically removing the modifications and comments / attachments from individual occurrences.
The My Room Reservations or My Resource Reservations tab appears, depending on which you were editing.
When updating recurring reservations, if one of the meetings is not found on the Exchange calendar, the application does the following:
Note: Missing occurrences are not detected when you change all future occurrences without changing the meeting time.
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