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Since users don't clean up their calendars, it's possible to can remove the old documents from the Resource Reservation database and not send messages that their reservation was deleted. The message will be sent from the home mail server of the person deleting the reservation.
There are two ways to do this:
Simply create a router rule to hold all messages with either your name as the sender or "Reservation Deleted" in the subject line. Once these are held in the router, you can delete them there. The users won't receive messages saying that last year's meeting was cancelled.
The Resource Reservation database has a "Purge Documents (Auto)" agent. Disabled by default, it will purge meetings two days after the last scheduled occurrence of a meeting.
However, suppose that someone didn't return a projector on a Friday and someone else had it scheduled for the following Monday. If the database is purged of items more than two days old, you won't know who last had the projector.
To change the purge time, follow these steps:
1. Right-click the Resource Reservation database and select Open in Designer (see figure 1).
Figure 1. Open in Designer option
2. Expand Shared Code and select Agents (see figure 2).
Figure 2. Agents option
3. Double-click on the Purge Documents (Auto) agent, as shown in figure 3.
Figure 3. Purge Documents (Auto)
4. When it opens, select Initialize under the Objects tab, and change "Call purgedate.AdjustDay (-2)" to "Call purgedate.AdjustDay (-30)" (see figure 4).
Figure 4. Initialize
When the agent is enabled, it should fire off right away, if it has never been run before. So you should first ensure you have a good backup of the resource.nsf file.
developerWorks Lotus and Domino product page:
Notes and Domino wiki article, “Clustering the Resource Reservation database in IBM Lotus Domino”:
About the author
Shrikant Verma is a Subject Matter Expert in Lotus Software, providing support for Lotus Domino, Lotus Sametime, Lotus Quickr, and BlackBerry servers. He is based at IBM's India Pvt Ltd facility in Noida, UP India, and has around 7.5 years of experience in the IT industry.