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Configure Your Resources

Contents

• Overview
• Changing the password
• Setting viewing rights
• Setting task access
• Setting scheduling behavior
• Assigning designates

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Overview

An Oracle Calendar resource is something which can be scheduled by others using the service. It is typically a conference room, but can also be a piece of lab equipment, a portable computer, an automobile, and so forth.

You define your resources when you join the service (see Resource Identification and Naming conventions, searching, and other helpful information on CalAgenda resources and CalAgenda Tips: Setting up a resource for further information.) You can also add or remove them over time. If you have migrated from using Meeting Maker, your department's resources will have been converted into Oracle Calendar equivalents.

A newly created or imported resource will have the default CalAgenda password assigned to it. One of the first things you want to do after creating a resource is to sign in to it and change its password to something more secure.

Resource viewing rights control who can see when a resource is booked and how much information that person can see about the resource. By default, anyone on the CalAgenda service can see "times only", meaning they can see when your resource is scheduled but not by whom or any other information about the reservation.

Oracle Calendar tasks are "to-do" items which are typically used by individuals to keep track of (for example) projects on which they are working. However, a shared resource also has tasks associated with it. These can be used jointly by more than one person who have access to them.

Resource scheduling rights specify who can schedule your resource. The CalAgenda default for a newly created resource is to allow anyone on the service to be able to schedule your resource. You probably will want to change this to limit this ability to specific individuals in your department.

A resource designate is a person who has the ability to accept or reject a scheduling request for a resource. Shortly after joining the service, you may want to assign designates to your resources. It isn't necessary - a resource will operate perfectly well without designates. However, your department may wish to enforce a policy for one or more resources which requires that a person (or persons) formally approve scheduling requests for one or more of your resources.

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Changing the password

1. Sign in to the resource using the default password that is assigned to it when it is created:

   

2. Click on the OK button. You will alerted to the fact that a limited number of operations are available while signed in as a resource:

   

   Click on the OK button to dismiss the alert.

3. Select Change Password... from the Options menu to display the Change Password dialog:

   

4. Enter the old and new passwords:

   

5. Click on the OK button. You will be prompted to confirm the password change by re-entering the new password:

   

6. Re-enter the new password and click the OK button.

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Setting viewing rights

1. Sign in to the resource using the default password that is assigned to it when it is created:

   

2. Click on the OK button. You will alerted to the fact that a limited number of operations are available while signed in as a resource:

   

   Click on the OK button to dismiss the alert.

3. Select Access Rights... from the Options menu to display the Access Rights dialog. Click on the Viewing icon (a tab in Windows) to display the access rights for viewing the resource. Select Default: Any unlisted person from the list at the bottom of the dialog to display the default viewing rights:

   

   The default for CalAgenda is Times Only. You can change this if you wish. For example, clicking on all of the None radio buttons will hide the resource's reservations from everyone not specifically granted viewing rights.

4. Add a person (or group of people) to the list of people allowed to view the resource. In this example, "Jeff McCullough" has been added. Notice that immediately after adding a person, their viewing rights default to what you have defined for the resource:

   

5. Select the newly added person and change their viewing rights accordingly. In this example, Jeff McCullough has been given full viewing rights by clicking on the Full Rights button:

   

6. Click on the OK button to dismiss the Access Rights dialog.

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Setting task access

1. Sign in to the resource using the default password that is assigned to it when it is created:

   

2. Click on the OK button. You will alerted to the fact that a limited number of operations are available while signed in as a resource:

   

   Click on the OK button to dismiss the alert.

3. Select Access Rights... from the Options menu to display the Access Rights dialog. Click on the Tasks icon (a tab in Windows) to display the access rights for the resource's tasks. Select Default: Any unlisted person from the list at the bottom of the dialog to display the default rights:

   

   Notice that the system default for CalAgenda is to not allow the viewing of any of a resource's tasks. You can change these if you wish.

4. Add a person (or a group) to the list of people allowed access to the resource's tasks. With the person selected from the list, notice that they are initially assigned the default access you have assigned (or the system default, otherwise):

   

5. Uncheck the Use Defaults check box to change the person's access to the resource's tasks. In this example, full access has been granted to Jeff McCullough by clicking on the Full Rights button:

   

6. Continue adding people and giving them access rights to the resource's tasks until you are finished. Then click on the OK button to dismiss the Access Rights dialog.

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Setting scheduling behavior

A resource in Oracle Calendar is scheduled on a first-come-first-served basis. Whoever books a resource during a free time locks it. Although the reservation is marked as "tentative", the resource is thereafter unavailable to anyone else at that time unless (1) the person who reserved it relinquishes it, or (2) a designate for the resource rejects the invitation.

This scheduling behavior configuration is set at the system level. However, CS&T is considering implementing the ability to configure resource scheduling behavior individually, with a resource being set either to allow "double-booking" or stay on the first-come-first served standard. (In the double-booking configuration, a resource can be reserved multiple times in the same or overlapping time slots. The person who actually gets the resource is determined by (1) a resource designate who accepts one proposal and rejects the rest, or (2) some informal negotiation.)

The Meeting Maker option of defining a resource as 'not available, send proposal' is not identically reproducible in Oracle Calendar. If you wish to have the actual booking of a resource dependent on a person's approval, then you should make that person a designate for the resource and, as a departmental policy, not actually allow the assignment of a resource until its designate accepts an invitation for it. Your users would then know that any resource they've reserved is not really available so long as it remains marked as "tentative".

1. Sign in to the resource using the default password that is assigned to it when it is created:

   

2. Click on the OK button. You will be alerted to the fact that a limited number of operations are available while signed in as a resource:

   

   Click on the OK button to dismiss the alert.

3. Select Access Rights... from the Options menu to display the Access Rights dialog. Click on the Scheduling icon (a tab in Windows) to display the scheduling rights for the resource. Select Default: Any unlisted person from the list at the bottom of the dialog to display the default scheduling rights:

   

   The default for CalAgenda is to allow anyone to schedule your resource. You can limit this to only those people you specify by unchecking the box labeled Can invite me to Meetings, Day Events and Daily Notes as shown in the example above.

4. Add a person (or group of people) to the list of those with scheduling rights for the resource. In this example, "Jeff McCullough" has been added and, initially, accorded the default rights as you have defined:

   

5. If you do not allow unlisted persons to schedule your resource, you will need to change the setting for the person you have just added by unchecking the Use Defaults check box and checking the Can invite me to Meetings, Day Events and Daily Notes check box:

   

6. Continue adding people and giving them scheduling rights until you are finished. Then click on the OK button to dismiss the Access Rights dialog.

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Assigning designates

1. Sign in to the resource using the default password that is assigned to it when it is created:

   

2. Click on the OK button. You will alerted to the fact that a limited number of operations are available while signed in as a resource:

   

   Click on the OK button to dismiss the alert.

3. Select Access Rights... from the Options menu to display the Access Rights dialog. Click on the Designate icon (a tab in Windows) to display the designates for the resource. Select Default: Any unlisted person from the list at the bottom of the dialog to display the default designate rights. Notice that you cannot assign default designate rights:

   

4. Add a person (or group) to the list of designates for the resource. In this example, "Jeff McCullough" has been added and is selected. Notice that his rights are limited to the defaults:

   

5. Change the person's rights by unchecking the Use Defaults check box and clicking on one or more of the rights buttons. In this example, Jeff McCullough has been made a full designate by clicking on the Full Rights button:

   

6. Continue adding designates until you are finished. Then click on the OK button to dismiss the Access Rights dialog.

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