BP208 Manipulating Time And Space Final

BP208 Manipulating Time and Space Kevin Pettitt | LotusGuru Consulting Susan Bulloch | IBM

2 Agenda ● Native C&S capability ● Tips on extending existing features ● Best practices when programming in this area ● Sample code ● Resources

3 What you’ll get out of this session ● Practical code and tips that can bring quick ROI ● When to customize ● How to customize ● Where to find more information

4 C&S-Enabled is more than just a calendar ● “C&S-Enabled” applications tie in with personal calendar and/or room and resource availability ● Custom Lotus Notes calendar applications don't necessarily have anything to do with native C&S

Out of the Box – Schedule Meetings ● Meeting invitations ▬ Chair/Meeting Creator can review invitee and room availability and easily select best time ▬ Flexible (custom) repeat handling ▬ Automatically updates participant’s calendars when a particular meeting (or repeat instance) is cancelled or rescheduled ▬ Room reservations are tied to meeting ▬ No more “booked but empty” rooms ▬ Calendar Delegation

Out of the Box – Not Just Email ● Meeting details are automatically placed on all participants calendars ● Updates propagated automatically ● Room ownership restrictions

Commonly Requested Features ● Change meeting chairs ▬ When the chair leaves or changes jobs ● See room availability for repeat meetings beyond initial instance ● Auto remind repeat meeting chairs when last instance is approaching ● Setup/tear down time and notifications ● Yours?

8 Customization Rules of Thumb ● Avoid modifications to core design elements ▬ You may break something ▬ Upgrades are much harder - “Add-on” elements easy to add to the next version ▬ There are lots of cool things you can do without such drastic measures ● No medals for most complicated solution ▬ Simple approaches are more common than you think ● Document EVERY change ▬ Be kind to the next developer (it may be you)

Example Applications ● Training Request Submittals ▬ User/Manager fills in request form ▬ Training Coordinator schedules room and instructor (and participants) ● Group Events ▬ Department admins push events to user calendars ● Appointment Booker ▬ Create appointments that are routed to user’s calendar

10 Example - Training Requests ● Allows users to submit “request for training” forms that don't specify room or exact time ● Training coordinators use submitted information to book appropriate training facilities and personnel ● Application interfaces to the Room and Resources system and training staff calendars to check availability

11 Example – Group Events ● Central place to define group-specific events ▬ Personal calendars of group members updated automatically ▬ This can be done by programmatically “pushing” calendar entries ▬ Version 8.5 adds calendar federation allowing users to “subscribe” to many types of public and other Notes calendars ● Event creation restricted to authorized users

12 Example – Appointment Booker ● Sends an “appointment” type entry as if it were a “meeting” ● Application can generate basic appointments and place them on a target user's calendar ▬ Only a “meeting” appointment type can do this normally ▬ Booker won’t look “busy” when they really are not ● Alternative to calendar delegation ▬ Fewer security concerns ▬ Easier to manage

Example – Court Hearing Scheduler ● Problem: Difficult to schedule multiple resource categories ▬ When can I get a judge, prosecutor, public defender, clerk, and court reporter to walk into an empty courtroom? ● Solution: Create a standalone workflow application for court clerks ▬ Automatically find next open time when all resource categories are available?

14 Example – Room Profile Database ● Separate proxy application that contains additional room details ▬ Photos ▬ complete inventory of equipment ▬ Special booking instructions ● Can see room schedule and create reservations directly from profile ▬ Form pre-filled with room and selected time/date ● Can create “combo” profiles for rooms that are sometimes booked together

15 Example – Interview Scheduler ● Problem: HR struggles to keep track of job interviews ▬ wants a centralized way to schedule job interviews ● Solution: Create a standalone workflow application for HR ▬ Check manager's availability in Notes while coordinating interview time with candidate ▬ Single place to store interview information for interviewers and candidates

16 Example – Interview Scheduler ● Solution advantages ▬ HR sends the resumes to the manager in a timely manner ▬ HR can easily verify interview times for candidate ▬ Automatically add interviews to manager's calendar (“invitation” they don’t have to accept) ▬ Reserve interview room at the same time ▬ No more phone tag with interviewers and candidates

18 Room Management Gotchas ● Changes to a room or resource document require an administrator ▬ Why? ▬ The documents are mail-in documents in the directory ▬ Do you let anybody else work in the Directory? ● Proxy application approach allows room owners to make changes indirectly ▬ Admins can then approve and implement changes very quickly

19 Conclusions ● We hope you walk away with an understanding of how to... ▬ Get big ROI with what's in the box ▬ Use provided tips and code to move forward with practical custom applications ▬ You know where to find more information

20 Resources ● IBM developerWorks articles ▬ Bruce Kahn, “New Rooms and Resources features in Lotus Notes/Domino 7” (IBM, December 2005) ▬ www.ibm.com/developerworks/lotus/library/domino7-rooms- resources/index.html ▬ Bruce Kahn, “Rooms and Resources design in Lotus Notes/Domino 7” (IBM, August 2005) ▬ www.ibm.com/developerworks/lotus/library/rr-nd7/ ● Domino Admin Help ▬ Calendars and Scheduling topic

21 Resources ● Notes and Domino wiki articles ▬ http://www.lotus.com/ldd/dominowiki.nsf ● The C&S Schema ▬ http://www.ibm.com/developerworks/lotus/ documentation/dw-l-calendarschema.html

Q&A BP208 Manipulating Time and Space Kevin Pettitt | President LotusGuru Consulting Susan Bulloch | IBM

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BP208 Manipulating Time And Space Final

by Kevin Pettitt on Jan 24, 2010

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