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Microsoft Exchange Server 2013 : Mailbox management - Resource mailboxes (part 2) - Processing meeting requests according to policy

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12/3/2014 3:07:24 AM

Processing meeting requests according to policy

The AutomateProcessing property of a room mailbox tells the Resource Booking Attendant how to handle incoming meeting requests within the structure established by the booking policy for the mailbox. Three values can be present:

  • None. Exchange does not process incoming meeting requests.

  • AutoUpdate. This used to be the default setting for all mailboxes (including room mailboxes), and it allows the Calendar Assistant to place tentative meeting requests in user calendars without any intervention from the user. The user has to open and respond to the meeting request before it is confirmed or rejected.

  • AutoAccept. This is the default value set for room mailboxes created with Exchange 2013. It enables the Resource Booking Attendant to process incoming requests and accept or reject them according to policy.

To check which values are set for your room mailboxes, use this command:

Get-Mailbox –Filter {ResourceType –eq 'Room'} | Get-CalendarProcessing | Format-Table Identity, AutomateProcessing

Requests to include room mailboxes in meetings are either in policy or out of policy. In-policy means that the request complies with the policy because it’s inside the time permitted to book the room, is a suitable length, doesn’t clash with other requests, and so on. Table 1 lists the properties that influence how the Resource Booking Attendant applies policy to incoming meeting requests for a room.

Table 1. Properties that influence processing of room bookings

Property

Meaning

AllBookInPolicy

If $True, the assistant automatically approves in-policy requests to book the room from all users.

AllRequestInPolicy

If $True, the assistant tentatively accepts in-policy requests to book the room from all users. Requests must be approved by a room delegate unless the AllBookInPolicy property is $True.

AllRequestOutofPolicy

Governs whether out-of-policy requests are acceptable for the room. All such requests have to be approved by a room delegate.

BookInPolicy

Lists the users whose requests to book the room are automatically accepted.

RequestInPolicy

Lists the users who are allowed to submit in-policy requests to book the room. All requests have to be approved by a room delegate.

RequestOutofPolicy

Lists the users who are allowed to submit out-of-policy requests to book the room. All requests have to be approved by a room delegate.

ProcessExternalMeetingMessages

Determines whether meeting requests will be accepted from users outside the Exchange organization.

As noted earlier, Exchange 2013 attempts to simplify calendar processing by reducing the number of options available through EAC. In previous versions, you could specify the names of users who are allowed to submit in-policy requests that the Resource Booking Attendant would immediately accept. You could also specify a separate list of other users who would be forced to have their meeting requests approved by a room delegate before acceptance. You can specify room delegates through EAC (Figure 4), but because EAC does not expose the properties for the more advanced policy settings through its UI, they must be updated through EMS if you want to exert the maximum control over how incoming meeting requests are processed for a room mailbox.

A screen shot of the delegates properties for a room mailbox reveals that three users have been nominated to accept or decline meeting requests that attempt to reserve slots on the room’s calendar.

Figure 4. Viewing delegates for a room mailbox

The default situation is as follows:

  • AllBookInPolicy is set to $True, and AllRequestInPolicy is set to $False. This combination means that the Resource Booking Attendant can automatically approve any in-policy request to book the room from all users. An in-policy request doesn’t exceed the maximum meeting time, is booked within the maximum request period, and so on.

  • BookInPolicy is blank. No special setting is in place to list users whose requests to book the room will be automatically accepted by the Resource Booking Attendant (if in policy). This is what you’d expect because AllBookInPolicy is set to $True.

  • RequestInPolicy is blank, too, for much the same reason. It wouldn’t make sense to create a list of users who are forced to submit meeting requests for approval if the Resource Booking Attendant automatically accepts every in-policy meeting request.

  • AllRequestOutofPolicy is $False. Users are not allowed to request out-of-policy slots in the room’s calendar.

  • RequestOutofPolicy is blank. Because no out-of-policy meetings will be accepted, you don’t need to tell Exchange which users can set up such meetings.

  • ProcessExternalMeetingMessages is $False. You do not want to receive meeting requests from outside the organization. If set to $True, the Resource Booking Attendant applies the same policy conditions that exist for internal requests.

Now assume that you want to create special processing for a meeting room that needs to be tightly controlled, such as the meeting room adjacent to the CEO’s office that is typically used for meetings that involve the CEO. You therefore want to keep this meeting room as available as possible for the CEO and her staff.

The first thing to do is amend the properties of the CEO Meeting Room so that it has at least one delegate. If you don’t do this, the Resource Booking Attendant cannot forward meeting requests for approval, and the meeting will remain in a perpetual state of tentativeness. If you specify one or more delegates and set Select Delegates Who Can Accept Or Decline Booking Requests, EAC sets the AllBookInPolicy property to $False and the AllRequestInPolicy to $True when you save the changes. As soon as the change is made, Exchange routes any meeting request booked for the room to the delegates for approval.

The request is noted as tentative in the room’s calendar until a delegate decides to accept or reject the request by responding to the message requesting a decision that the Resource Booking Attendant sends to him. Only one of the delegates has to give her approval for the meeting to be accepted (Figure 5). Note that a delegate cannot approve her own request for a room. To avoid this situation, you should add room delegates to the list of users whose request to book a room is automatically approved.

A message from the System Attendant (seen through Outlook 2013) requesting a room delegate to approve a request to reserve a slot in a room’s calendar.

Figure 5. Viewing a room request sent to a delegate

The CEO and his executive staff will probably not be impressed if a meeting they set up in the room needs to be approved. The best solution is to add the members of the executive staff to the BookInPolicy property so that any meeting requests they create are automatically accepted. You can identify users or groups by name, alias, UPN, or SMTP address. It’s easiest if you use a distribution group to assign the exception because it’s much easier to type the name of the group than all the individual users. A command like this should do it:

Set-CalendarProcessing –Identity 'CEO Meeting Room' –BookInPolicy 'Executive Staff'

If you do want to add individual users to the exception list, put a comma between each name.

Equipment mailboxes

Equipment mailboxes are very similar to room mailboxes in the properties you can assign to set a policy for their booking and the way the Resource Booking Attendant can monitor and process incoming meeting requests. Use this command to find the equipment mailboxes within your organization:

Get-Mailbox –Filter {ResourceType –eq 'Equipment'}

From a user perspective, equipment mailboxes are added to meetings like any other recipient. Unlike room mailboxes, neither Outlook Web App nor Outlook provides a specific list to enable users to select equipment to include in meetings, nor is there an All Equipment address list through which to browse to find equipment. For this reason, it’s important for the naming convention applied to equipment mailboxes to identify these mailboxes clearly in the GAL.

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